Amended April, 2009
Purpose and Scope
These bylaws govern the affairs of The Cornbury Society. They are to be used in conjunction with the Constitution of the Society. If a bylaw is found to be in conflict with the Constitution, the Constitution shall take precedence. This paragraph may not be amended.
The Society is intended for transgender people, and as such encompasses male and female and many points in between. The English language lacks suitable personal pronouns to refer to such a diverse group. Therefore, in the interest of readability these bylaws use English feminine pronouns. This in no way implies exclusivity or disrespect.
- Members shall be over the age of majority.
- Prospective members shall satisfy the Executive as to their willingness to subscribe to all the objectives of the Society before being admitted to membership. The Executive are not required to give reasons for rejection. The Executive may delegate this function.
- The Cornbury Society is intended to be a social and support group for all transgender people regardless of sex, race, religion, or sexual orientation. Although we strive to be inclusive of, and for, all transgender people, members will be expected to understand that it is a group for exploring one’s transgender nature, not one’s sexual orientation.
- The Executive shall be the governing body of the Society and shall consist of the President, Social Director, Secretary Treasurer, Communications Director and the Newsletter Editor. The Executive may exercise all powers of the Society which are not specifically reserved to the members.
- Notwithstanding the foregoing, the Executive shall not have power to commit the Society to the expenditure of an amount greater than its uncommitted funds.
- A quorum for a meeting of the Executive shall be a majority of the Executive, each officer casting one vote only.
- No proxy votes are allowed.
- The Executive has power to establish and dissolve committees as it sees fit, and to determine the business that they shall conduct.
- The Executive may delegate specific tasks to a particular member or members.
- The offices of President, Social Director, Secretary Treasurer, Communications Director and Newsletter Editor shall be for a period of two years from the May following the Annual General Meeting, which shall be held at the Society’s meeting in April. The President and Social Director will be elected in alternate years with Secretary Treasurer, Communications Director and Newsletter Editor. This alternation will begin with the President and Social Director being elected in 2008.
- If an officer vacates or is removed from office, the remaining officer(s) shall appoint a successor, to hold office unless and until her appointment is disapproved by a simple majority of the membership present at a special business meeting.
- The Executive shall issue a call for nominations a minimum of two months before the election is to take place, by postal mail or email to its members and by posting on the Society’s website. A call for nominations shall also be made verbally at the meeting when the election is to take place.
- Nominations shall be forwarded to the Society, either by postal mail or e-mail, a minimum of one month before the election is to take place. Nominations shall include the name of the nominator, a seconder and the nominee. Nominations may also be made verbally at the meeting when the election is to take place.
- Elections shall be by a simple majority vote of those present at the meeting, plus all mailed-in ballots received by the meeting date. Members who cannot attend meetings by reason of distance may request a mail-in ballot which shall be emailed or postal-mailed to them individually (i.e. not to a mailing list) not less than four weeks before the election. Mail-in ballots may include a written-in nomination. Only ballots received before the election shall be counted.
- Email may be used to distribute ballots but may not be used to cast a vote. An emailed ballot must be printed out, marked and mailed by postal mail.
- The President may vote only to break a tie.
- Social meetings may include a business session, as required. At all business sessions, including the Annual General Meeting, a quorum shall consist of those present.
- Formality is to be avoided at business meetings, but when necessary, procedure shall be governed by Roberts’ Rules of Order.
- Special business meetings may be called by the Executive, thirty days notice of such meeting, and its purpose, having been given to all members of the Society.
- Proxies are not permitted.
- A non-member, male or female, may attend meetings only with the prior permission of the Executive, as the guest of a member in good standing and that member shall be held responsible for the good conduct of that guest.
- Meetings shall be chaired by the President, or any member she so designates.
- Members are expected to work towards improving their appearance and deportment in their presenting gender, and to wear complete and conventional gender-appropriate dress at meetings except for costume parties.
- Notwithstanding the foregoing, there is no specific requirement to dress at all meetings, it being understood that for many reasons it may be difficult for members to do so.
- Members are expected to realise that their conduct in public reflects on the Society and on the transgender community as a whole, and to act so as to earn the respect and support of the public.
- If the conduct of any member is, in the unfettered and sole opinion of the Executive and three members selected by the Executive, prejudicial to the Society, then it may resolve that that person’s rights of membership shall be terminated forthwith. The specific behaviour of initiating or attempting to initiate sexual encounters or relations at Society functions, or any form of sexual harassment shall be cause for such termination. The decision of the Executive and the three members shall be final and must be unanimous.
- Except as hereinafter provided, neither the Society, its Executive nor its members shall under any circumstances divulge the identity of any member without that member’s express consent.
- Members’ personal information shall be held by the secretary-treasurer, and access shall only be permitted to the other officers on a need-to-know basis.
Fees and Dues
- The Annual Dues shall be determined by the membership at the Annual General Meeting. Dues are payable on January 1st.
- Dues shall be prorated by 50% for new members joining on or after July 1st. Membership renewals delayed until this date are not prorated.
- New members joining on or after November 1st shall pay the full amount; however the dues shall apply to the following year.
- Funds belonging to the Society shall be deposited in such banks or trust companies as decided by the Executive and shall be disbursed as they see fit.
- Financial records of the Society shall be kept in accordance with generally accepted accounting principles, and shall be audited.
- The appointment of the auditor shall be by the membership at the Annual General Meeting.
- With the exception of “Purpose and Scope” above, these Bylaws may be amended at the Annual General Meeting or at a special business meeting of the membership, thirty days notice of such motion of amendment and its purpose, having been given to all members of the Society.
- No amendment, addition or deletion shall be deemed carried unless it has received the approval of two-thirds of the members present.