Vision Statement

By-laws 

Article I – Name

The name of the organization shall be GROW Strait Shores.

Gathering Resources, Opportunities and Work

Article II – Purpose

Vision Statement:

Rooted in Community, Driven by Business

To be a catalyst for sustainable economic development in Strait Shores by fostering collaboration among businesses, volunteers, and community groups, amplifying local assets, and building a strong, connected regional identity.

Mission Statement:

To bring together Strait Shores businesses, volunteers and community leaders to share resources, promote local enterprise, and build partnerships that drive inclusive growth and entrepreneurship.

Article III – Board Membership

1. Membership is open to all individuals who support the mission of the Committee.
2. All members shall serve without compensation.
3. Membership shall be maintained by attending at least 60% of meetings during the fiscal year.
4. New members shall be welcomed by majority consent of current members or through a brief registration process approved by the Board.
5. Members shall disclose any potential conflicts of interest and abstain from votes where a conflict exists.
6. All members shall respect the confidentiality of any sensitive or proprietary information shared within the Board, including but not limited to business plans and/or business ideas.  Breaches of confidentiality may result in removal from the Board.

Article IV – Meetings

1. Regular meetings shall be held monthly or as determined by the Committee.
2. Special meetings may be called by the Chairperson or at the request of a majority of the members.
3. Notice of all meetings shall be provided at least 7 days in advance via email or other agreed-upon communication methods.
4. Board members may participate in meetings either in person or virtually (via video or phone) and shall be counted towards quorum.
5. A quorum shall consist of 50% + 1 of active Board members, either in person or virtually.
6. Minutes of meetings shall be distributed to Board members within one week of each meeting.

Article IV.I

1. Annual General Meeting

An Annual General Meeting (AGM) of GROW Strait Shores shall be held in the month of May in each calendar year, on a date, time, and location determined by the Board Members.

2. Notice of Annual General Meeting

Notice of the Annual General Meeting shall be provided to the membership not less than fourteen (14) days prior to the date of the meeting. Such notice shall include the date, time, location, and agenda of the meeting and shall be delivered in a manner consistent with these By-Laws.

3. Fiscal Year

The fiscal year of GROW Strait Shores shall commence on the 1st day of April in each year and shall end on the 31st day of March in the following year.

Article V – Board Officers

1. Officers shall include a Chairperson, Vice-Chairperson, Immediate Past Chairperson, Secretary, and Financial Co-ordinator.
2. Duties:
   • Chairperson: Presides over meetings and represents the Committee.
   • Vice-Chairperson: Assists the Chairperson and presides in their absence.
   • Immediate Past Chairperson: Acts a resource to ensure continuity and smooth transition of leadership.
   • Secretary: Keeps meeting minutes, distributes minutes and maintains all Board documents.
   • Financial Co-ordinator: Manages finances and reports on financial status.

1. Officers shall serve two-year terms and may be re-elected without term limits unless otherwise decided by the membership.
2. Officers may be removed by a two-thirds vote of the Board.
3. If an officer position becomes vacant, a special election shall be held at the next regular meeting.
4. Officers must declare conflicts of interest and recuse themselves from related decisions.

Article VI – Committees

1. The Board may establish pods to focus on specific projects or events.
2. Pod chairs shall be appointed by the Chairperson with approval from the Board members.
3. Pods shall submit verbal or written reports at regular Board meetings.
4. Each pod must include at least one active Board member and shall be reviewed annually for relevance and effectiveness.
5. Pods may be dissolved by a simple majority vote of the Board.

Article VII – Decision Making

1. Decisions shall be made by a simple majority of Board members present, unless otherwise stated.
2. Each Board member has one vote.
3. In the event of a tie, the Chairperson will cast the deciding vote.
4. Efforts should be made to reach consensus before voting.

Article VIII – Finances

1. The Board shall operate as a nonprofit and all funds shall be used to further its purpose.
2. The Financial Co-ordinator shall maintain clear, accessible records of all financial transactions. These records shall be available to Board members upon request.
3. The Financial Co-ordinator shall present a brief comparative financial report at each regular meeting.
4. The Board may not enter into contracts or commitments exceeding $500.00 without approval by majority vote.
5. An annual financial report shall be presented at the AGM each year.
6. A financial review shall be conducted at the end of each fiscal year by two non-officer Board members.

Article IX – Amendments

1. These bylaws may be amended by a two-thirds vote of members present at any regular meeting.
2. Notice of proposed amendment additions and/or changes must be circulated to all members at least 7 days in advance.

Article X – Dissolution

1. Upon dissolution of GROW Strait Shores, any remaining assets shall be donated to a nonprofit organization serving the Strait Shores region, as determined by a majority vote.

Article XI – Communications

1. The Chairperson, or a delegated officer, shall serve as the official spokesperson for the Board. 
2. Social media posts representing GROW Strait Shores shall be approved by the Board or designated Communications Pod.

Article XII – Confidentiality

1. Board members of GROW Strait Shores may, in the course of their involvement, receive confidential or proprietary information from individuals, businesses, or community partners.
2. All Board members agree to treat such information with strict confidentiality and shall not disclose, discuss, or share any confidential information outside the Board without explicit permission from the individual, business, or organization who shared it.
3. This includes, but is not limited to, business plans, financial information, marketing strategies, proprietary ideas, and personal contact information.
4. Each Board member will sign a confidentiality agreement. Any breach of confidentiality may result in suspension or termination of Board membership, following a review and majority vote of the Board.
5. Extreme care shall be exercised in the sharing of Confidential information using electronic means.

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