Article 4: Meetings of Directors
STLHE By-law No. 1 was prepared and translated by Gowling WLG, Ottawa, ON. (June 2016)
4.1 Meetings of the Board
Subject to the By-laws, the Act and any resolution of the Board, notice of the time and place of each meeting of the Board will be given in the manner provided in Section 14.1 to each Director not less than seven (7) days before the time when the meeting is to be held, but if the President considers it a matter of urgency that a meeting of the Board be convened, he or she may give notice of a meeting by telephone or electronic means no less than twenty-four (24) hours before the meeting. No notice of a meeting will be necessary if all the Directors in office are present or if those absent waive notice of that meeting, except where a Director attends a meeting for the express purpose of objecting to the transaction of any business on the grounds that the meeting is not lawfully called. A notice of a meeting of the Board need not specify the purpose of or the business to be transacted at the meeting except where required by the Act.
4.2 Place of Meetings
Meetings of the Board may be held at the registered office of the Society or at any other place within Canada, as determined by the Board.
4.3 Meeting by Electronic Means, etc.
If all the Directors consent, a meeting of Directors or of a committee of Directors may be held by means of any telephonic, electronic or other communication facilities that permit all persons participating in the meeting to communicate adequately with each other, and a Director participating in such a meeting by those means is deemed to be present at that meeting.
4.4 Calling of Meetings
Subject to any resolution of the Board, in addition to any regular meetings of the Board scheduled under Section 4.8, any Officer may, at any time, call a meeting of the Board for the transaction of any business.
A majority of the number of Directors of the Society in office at the time the meeting is held constitutes a quorum at any meeting of Directors.
4.6 Votes to Govern
Each Director is authorized to exercise one (1) vote at each meeting of the Board. Unless otherwise required by the Act, at all meetings of the Board, every question will be decided by a majority of the votes cast on the question. In case of an equality of votes, the chair of the meeting will not be entitled to a second or casting vote.
4.7 Remuneration and Expenses
The Directors will serve without remuneration for their services and no Director shall directly or indirectly receive any profit from such Directorâ€™s position as such. Unless otherwise determined by the Board, the Directors will be entitled to be reimbursed for reasonable travelling and other reasonable expenses properly incurred by them in attending meetings of the Board or any committee of the Board.
4.8 Regular Meetings
The Board may fix a day or days in any month or months for regular meetings of the Board at a place and hour to be named, and without limiting the generality of the foregoing, the Board shall meet at least once per year. A copy of any resolution of the Board fixing the place and time of those regular meetings will be sent to each Director promptly after being passed, but no other notice will be required for any regular meeting except where the Act requires the purpose of, or the business to be transacted at, that meeting to be specified.
4.9 Resolutions in Writing
A resolution in writing, signed by all the Directors entitled to vote on that resolution at a meeting of Directors or committee of Directors, is as valid as if it had been passed at a meeting of Directors or committee of Directors. Any such resolution may be signed in counterparts, each of which will be an original and all of which together will constitute one and the same resolution. A Director may submit his or her written signature by facsimile, e-mail or other functionally equivalent electronic means of transmission.
The Board shall see that all minutes of the Society required by the By-laws or by any applicable statute or law are regularly and properly kept.