Bylaws of the Foundation.

The name of the Foundation is CHINAR KASHMIR COMMUNITY FOUNDATION.

The following articles set forth the Bylaws of the Chinar Kashmir Community Foundation.

In these Bylaws, unless the context otherwise requires:

(a) “General Meeting” means the Annual General Meeting or a General Meeting of the Board of Directors of the Foundation.

(b) “Special Meeting” means a meeting of members of the Foundation.

(c) “Board” means the Board of Directors of the Foundation.

(d) “Board Meeting” means a meeting of the Board of Directors.

(e) “Registered Member” means a person who has accepted and signed the membership form and pays the monthly donation.

(f) “Board Secretary” means the person who oversees the Foundation’s Board records.

(g) “Bylaws” means the Bylaws of the Foundation in force and effect.

(h) “Quorum” means the minimum number of members required to be present at a meeting before it can proceed to transact business.

(i) “Foundation” means the CHINAR KASHMIR COMMUNITY FOUNDATION, a foundation registered pursuant to the Alberta Societies Act.

All written notices shall be validly given: (a) by post within the Province of Alberta; (b) by email to the last address provided by the addressee to the Foundation; or (c) by hand delivery through a Foundation member.

If a notice or document sent to a member is returned on three consecutive occasions because the member cannot be found, the Foundation is not required to send further notices until informed in writing of the member’s new address.

The registered office of the Foundation shall be located in the City of Calgary, in the Province of Alberta.

The Foundation shall have a seal, kept secure at the registered office. The seal shall only be used in the presence of at least one Officer authorized by Board resolution.

An Active Member is a voting member who has obtained membership of the Foundation and continues to pay the membership fee and contributions defined by the Board of Directors, as per paragraph 5.2.

The Board of Directors has full authority to set the membership fee from time to time by resolution at a Board Meeting.

Membership dues are waived for any member who suffers from a critical illness and is unable to work for a period of time. Dues resume once the member has fully recovered and returned to employment.

A member who fails to pay monthly dues or fees for three consecutive months, or fails to comply with any other membership requirement set out in the Terms and Conditions of the membership form or by the Board, shall be removed from the roll of members. Such a member is eligible for reinstatement upon payment of the applicable fees or dues.

Any member may be expelled by a majority vote of the Board of Directors for reasons including, but not limited to, misconduct, political or religious activities, advertisement in newspapers or print media, and/or any act from the Foundation’s platform that breaches these Bylaws.

A family is considered a member of the Foundation once the person and their spouse have both signed the membership form and paid the registration fee approved by the Board.

Children under 18 are covered under their parents; however, parents are responsible for registering them in the Foundation’s database.

Children over 18 should purchase their own membership by paying the approved fee. No monthly dues apply to students over 18.

Children over 18 who are employed are not covered under their parents and must register as fully independent members and pay the approved registration fee.

Retired persons (over 65) must purchase their own membership, are not considered part of the family, and must register as fully independent members.

Members are entitled to: (a) receive notice of Foundation meetings; (b) attend any meeting of the Foundation; (c) speak at any general meeting; (d) offer to serve as a volunteer on the Board of Directors; and (e) benefit from the Foundation’s services after a minimum of three (3) months in good standing, or with Board approval.

Withdrawal of membership: any member wishing to withdraw may do so by submitting a written resignation to the Secretary of the Board.

The Board of Directors shall hold regular monthly meetings on a day set by the Board. Meetings are open to Foundation members.

The Annual General Meeting shall be held in the last week of July of each fiscal year, at a time and place in Alberta decided by the Board, to consider and vote on the report of the previous year’s activities.

The Board Chair or Vice Chair may call a Special General Meeting or Annual General Meeting at a time and place in Alberta to consider and vote on business before it.

Notice stating the date, time and location shall be sent to members 14 days prior to the Annual General Meeting.

The Board Chair shall chair all meetings. In the Chair’s absence, the Vice Chair shall preside.

The quorum for a Special Meeting or monthly Board Meeting is three (3) Board members, including the Chair and Vice Chair.

The quorum for a General Meeting or Annual General Meeting is seven (7) members of the Board of Directors. If quorum is not present, the Board may proceed or reschedule the meeting.

Any member in good standing is entitled to vote. No proxies shall be accepted at any meeting.

Directors shall be appointed by secret ballot of the members, unless all members agree unanimously.

Resolutions shall be passed by show of hands at Annual General Meetings, Special Meetings and Board Meetings.

The Board shall set the agenda for all meetings, including minutes of the previous meeting and financial statements.

Minutes of all meetings shall be recorded by the Secretary and presented at the next meeting for approval. The Secretary is responsible for keeping all minutes.

Any Foundation member may inspect the books and records at the Secretary’s office by giving six (6) days’ prior written notice.

The business of the Foundation shall be managed by its Directors. Board responsibilities include: (a) appointing the Chair and Vice Chair; (b) appointing the Secretary and Treasurer; (c) managing the Foundation’s assets; (d) arranging fundraising events; (e) assisting families with funeral services upon the death of a family member; (f) remaining accountable to the Foundation; (g) acting honestly and in good faith in the Foundation’s interest; (h) appointing a team of three auditors from the Board for the yearly audit; and (i) submitting annual returns to the CRA and reporting to the Government of Canada when required.

The Foundation shall have a volunteer Board of nine (9) Directors serving two-year terms. If more than nine volunteers apply, members shall select Directors by show of hands or secret vote at the Annual General Meeting.

In the case of resignation, removal or death of a Director, the vacancy shall be filled by vote of the Board.

If three Board members resign, are removed or pass away, the Board shall be dissolved automatically and a new Board elected at a Special General Meeting.

A Director absent from three consecutive Board meetings without authorization or valid reason shall be deemed to have vacated their position, and a replacement shall be nominated by the remaining Directors.

A Director may be removed by Board vote for misconduct or any activity harmful to the Foundation, as per paragraph 5.3.

An officer who does not perform their assigned duties may be removed from office by vote at a Board meeting.

A Director must be over 17 years of age, a registered member, willing to attend all Board meetings, and in good standing with the Foundation for at least two (2) years.

No Director or registered member is entitled to remuneration.

The Foundation’s office expenses shall be paid from Foundation funds.

The Foundation shall not borrow money from any individual, party, group or government, nor issue debentures for capital, operating or other expenditure.

The Board or a Director may accept any contribution, grant or gift for the Foundation, and the Board shall make efforts to collect contributions from members, individuals, groups, businesses or the Government of Canada.

The Board of Directors shall arrange fundraising events from time to time.

The Board shall appoint a third-party auditor each year to audit the Foundation before the end of the fiscal year. The fiscal year runs from 1 August to 31 July.

Should the Foundation run out of funds, the Board may request emergency contributions from the membership.

These Bylaws may be amended by special resolution of the members at a Special Meeting or Annual General Meeting.

Such a resolution requires the vote of not less than 75% of members in good standing present in person (no proxies permitted).

If one third of the members object, the resolution shall be deemed cancelled. All members and Directors shall be notified of the resolution.