West Hants Pride Society is a non-profit incorporated in Nova Scotia under the Societies Act, Registry ID 4700114.

By-laws of West Hants Pride Society

ARTICLE I – NAME AND PURPOSE

Section 1. Name

The name of the society shall be West Hants Pride Society

Section 2. Mission Statement

West Hants Pride Society aims to raise awareness for the LGBTQIA2S+ community in West Hants, Nova Scotia. Activities to stimulate and foster awareness will include, but will not be limited to: annual parade, community events, marketing and communication regarding events/progress. West Hants Pride Society will actively engage in fundraising to promote and host events and activities for the LGBTQIA2S+ community and its allies as well as promote education and awareness through activities, events, and online marketing campaigns.

Section 3. Values and guiding principles

The West Hants Pride Society believes in the power of community and the radical act of love.

Our doors are wide open to people of all ages, abilities, identities, orientations, and all racial, ethnic, and national backgrounds. We honor and uplift the rich diversity of West Hants Regional Municipality, including the vibrancy of Indigenous Peoples and racialized communities.

We know and understand true inclusion means creating spaces where everyone feels seen, heard, and valued—especially trans and gender-diverse community members. Visibility is comfort, and comfort is resistance. We are striving to build a community where authenticity is celebrated, where love and support flow freely, and where every person feels safe to be their full, unfiltered self.

Our commitment goes beyond words. We will take action to create social opportunities, foster connections, and build solidarity through community engagement and celebration. Together, we will break down barriers, stand against hate, and embrace the beauty of diversity with pride and purpose.

Love is resistance. Visibility is strength. Community is power.

ARTICLE II – MEMBERSHIP

Section 1. Eligibility for MembershipMembership is open to any individual that supports West Hants Pride Society’s objectives,

values, and guiding principles. As well as undergoing the approval process of the board of directors. If approved by the board of directors, membership in the society will be granted.

Section 2. Duties of Members

Every member must uphold the Memorandum of Association of the Society and must comply with these bylaws.

Section 3. Types of Membership

Regular (Voting) membership – while upholding the Memorandum of Association of the

Society a regular member must comply with these bylaws and have the right to vote.

Associate (Non-Voting) membership – while upholding the Memorandum of Association of the Society an associate member must comply with these bylaws but will not have the right to vote or be voted upon.

Section 4. Resignation and Termination

Any member may resign by filing a written resignation with the secretary and notifying the organization’s president. A member can have their membership terminated by a majority vote of the board.

ARTICLE III – BOARD OF DIRECTORS

Section 1. General Powers

The West Hants Pride Society’s affairs shall be managed by its Board of Directors. The Board of Directors shall have control over, and be responsible for, the management of the West Hants Pride Society’s affairs and property.

Section 2. Regular and Annual General meetings

An annual meeting of the Board of Directors shall be held within three months after every fiscal year end at such a time and place as determined by the Board of Directors. Regular meetings of the Board of Directors shall be held at least six times a year at a time and place determined by the Board of Directors.

Section 3. Special meetingsSpecial meetings of the Board of Directors may be held at any time and shall be called if requested by the president or if requested by a majority of directors or if requested by at least 50 members or 20 percent of the members of the society, whichever is the lesser number.

Notice to the directors is required for special meetings. Notice may be provided via email and with sufficient notice of at least 24 hrs.

Section 4. Quorum at members’ meetings

The quorum for the transaction of business shall consist of three (3) voting (Regular) members or 10% of the voting membership whichever is greater. No business shall be conducted at any meeting unless a quorum is present to open the meeting and before any vote.

Section 5. Voting

Every Regular member may vote at any Board meeting of the West Hants Pride Society.

Every Regular member will have only one vote and there shall not be proxy voting. Where there is equality of votes the motion shall be lost. The chair of the meeting must announce the outcome of each vote, and that outcome must be recorded in the minutes of the meeting.

Section 6. Directors

Any member of West Hants Pride Society is eligible to be elected a director of the society. The number of directors should be no fewer than three and no more than 10. If a director resigns or ceases to be a member of the West Hants Pride Society their office as director shall be vacated and the vacancy may be filled for the unexpired portion of the term by the board of directors among the members of the society.

The management of the West Hants Pride Society is the responsibility of the directors. The directors may appoint an executive committee and other committees as they see fit.

Directors who have, or could reasonably be seen to have, a conflict of interest have a duty to declare this interest.

The members may, by special resolution, remove any director and appoint another person to complete the term of office.

Section 7. Directors’ meetings

The board of directors shall meet no less than once a year.

The president or, in their absence, the Vice President or, in the absence of both of them, any director appointed from among the directors shall preside as Chair of the board.

The Secretary will have responsibility of the preparation and custody of the minutes of directors’ meetings.

A directors meeting may be called by the president or by any two other directors. A meeting of directors may be held at the close of every annual general meeting without notice for the purpose of electing officers. For all other meetings, notice is required and must specify the date,place, and time of meeting. Notice must be provided to directors seven days prior to meeting.

Notice must be provided via email.

A quorum shall consist of a majority of the directors and no business shall be conducted at any meeting of the board of directors unless a quorum is present.

Every director shall have one vote at directors’ meetings and if there is an equality of votes the motion shall be lost.

Directors and officers shall serve without remuneration and shall not receive any profit or be paid for being directors or officers. A director or officer may receive reasonable remuneration for other services that they provide to the association as approved by the members. A director or officer may be paid reasonable expenses incurred in the performance of their duties.

Section 8. Officers

The directors shall elect the following officers from amongst themselves:

a) President

b) Vice President

c) Treasurer

d) Secretary

The offices of treasurer and secretary may be combined. If the office of any officer of the society should become vacant, the directors may, by resolution, appoint a person to fill such vacancy.

The President is responsible for the effectiveness of the board and shall perform other duties as assigned by the members or the directors.

The Vice President performs the duties of the Chair during the absence of the President, or when the Chair may request them to do so.

The Secretary has responsibility for the preparation and custody of all books and records. These include minutes of members’ and directors’ meetings, the register of members, the filing of annual requirements with the office of the Registrar and file with the Registrar within fourteen days of their election or appointment, a list of directors with their addresses, occupations, and dates of appointment or election, and any other duties as assigned by the board.

The Treasurer is responsible for the custody of all financial books and records of the Society and carry out all other duties assigned by the board.

ARTICLE IV – FINANCE

Section 1. Funds of West Hants Pride Society

No funds of the society shall be paid to or be available for the personal benefit of any member.

Section 2. Fiscal Year End

The fiscal year end of the West Hants Pride Society shall be the last day of December.Section 3. Audits and Financial Statements

An auditor of the Society may be appointed by the members at the annual general meeting and, if the members fail to appoint an auditor, the directors may do so. At the annual meeting the directors will present to the members a written report on the financial position of the Society. The report is to be in the form of a balance sheet showing its assets, liabilities and equity as well as a statement of its income and expenditures in the preceding fiscal year.

A copy of the financial report shall be signed by the auditor or by two directors. A signed copy of the financial report shall be filed with the Registrar within fourteen days after each annual meeting.

Section 4. Corporate Seal

The society may have a corporate seal in the form approved from time to time by the board. If a corporate seal is approved by the board, the secretary of the society shall be the custodian of the corporate seal which may be affixed to any document upon resolution of the board.

Section 5. Signing authority

Contracts, deeds, bills of exchange and other instruments and documents may be executed on behalf of the Society by the President or the Vice-President and the Secretary, or otherwise as prescribed by resolution of the board of directors.

Section 6. Borrowing

The West Hants Pride Society may only borrow money as approved by a special resolution of the members. The society shall not make loans, guarantee loans or advance funds to any director.

ARTICLE V – INSPECTION OF BOOKS AND RECORDS

The members may inspect the annual financial statements and minutes of members’ and directors’ meetings at the registered office of the Society within one week’s notice. All other books and records of the Society may be inspected by any member at any reasonable time within two days prior to the annual general meeting at the registered office of the Society.

ARTICLE VI – MANNER OF MAKING, ALTERING AND RECINDING BY LAWS

The members may repeal, amend or add to these bylaws by a special resolution. No bylaw or amendment to bylaws shall take effect until the Registrar approves it.