Lebanese Community Center of Laval

General
By-laws

Official constitutional document of the organization

Adopted by the General Assembly on September 1, 2025

General Provisions

Article 1 Corporate Name

« Centre Communautaire Libanais de Laval » (Lebanese Community Center of Laval)

In the by-laws that follow, the words "organism" or "organization" refer to: Centre Communautaire Libanais de Laval.

Article 2 Territory and Head Office

The organization conducts its activities on the territory of the City of Laval or at any other location designated by the Board of Directors.

The head office of the organization is located at the address provided for in the organization's constituting act and at the address determined by the Board of Directors, or at any other address designated in accordance with the law.

Article 3 Seal of the Organization

The seal of the organization, the form of which is determined by the Board of Directors, may only be used with the consent of the President or the Secretary. It is authenticated by the signature of the President or the Secretary.

Article 4 Purposes

The purposes of the organization are:

4.1 Non-profit

4.2 To establish a service hub for members of the Lebanese community in the greater Laval region

4.3 To collect, accept, and manage donations from any person or organization in order to achieve the purposes of the organization.

4.4 To help newcomers integrate into Quebec society

4.5 To hold conferences aimed at different groups within the community (youth, parents, seniors) covering various subjects (health, education, legal framework)

4.6 To establish connections between community members (mutual aid, commerce)

4.7 To strengthen the community's presence with government authorities at all levels and to carry their voices.

Members

Article 5 Categories of Members

The organization has two categories of members: active members and honorary members.

Article 6 Members

1. Active Members

Any individual interested in the purposes and activities of the organization may become an active member by meeting the following conditions:

be 16 years of age or older;
preferably be a resident of Quebec;
have completed the membership application form and paid the related fees;
respect the by-laws of the organization;
the Council of Elders must approve the member's admission;
the Board of Directors may, by decree, exempt members from paying membership fees for humanitarian reasons;
be a member of the Lebanese community or active within the Lebanese community;
actively participate in pursuing the purposes of the organization;
meet any other condition that the Board of Directors may decree through by-law. Active members have the right to participate in all activities of the organization, to receive notices of members' meetings, to attend such meetings, and to vote.
the Council of Elders may waive admission conditions.
have no criminal record.

2. Honorary Members

The Council of Elders may, by resolution, at any time appoint as an honorary member of the organization any person who has rendered service to the organization through their work or donations, or who has shown their support for the purposes pursued by the organization. Honorary members may participate in the organization's activities and attend members' meetings. However, they do not have the right to vote at meetings and they cannot be elected to the Board of Directors. Honorary members are not required to pay dues or contributions to the organization. They have all the rights of an active member with the exception of the right to vote.

Article 7 Membership Fees and Annual Dues

The Board of Directors may, if it deems appropriate, set the membership fee and the amount of annual dues for active members of the organization, as well as the time, place, and manner of payment. The membership fee and the amount of dues must be approved by the annual members' meeting. Where applicable, a notice of dues must be sent at least 30 days before the annual members' meeting of the organization.

Article 8 Membership Card

The Board of Directors may, if it deems appropriate, issue membership cards.

Article 9 Withdrawal of a Member

Any member may withdraw as such at any time by giving notice of their withdrawal or resignation, preferably in writing, to the Secretary of the organization. It must be approved by the Council of Elders. This withdrawal or resignation takes effect on the date of receipt of such notice or on the date specified in the said notice.

Article 10 Removal, Suspension, Expulsion

The Board of Directors may, by resolution, remove any member who fails to pay (where applicable) the dues they are required to pay. It may also, by resolution, suspend or expel for a period it determines, or permanently remove, any member who refuses or fails to comply with the provisions of these by-laws, who acts contrary to the interests of the organization, or whose conduct is deemed prejudicial to the organization. Conduct considered prejudicial includes:

having been charged with or convicted of an offense under the Criminal Code;
repeatedly and inappropriately criticizing the organization;
making false and misleading accusations against the organization;
violating the laws relating to legal persons or failing to fulfill their obligations as a director.

The Council of Elders is authorized to adopt and follow in this matter such procedure as it may from time to time determine, provided that the member concerned is informed of the exact nature of the act or omission with which they are charged, that they have the opportunity to be heard on the matter, and that the decision concerning them is made impartially. The decision of the Council of Elders for this purpose shall be final and without appeal.

III

Members' Meetings

Article 11 Annual Meeting

The annual meeting of the members of the organization is held on the date that the Board of Directors sets each year; this date should, as far as possible, fall within the one hundred and twenty (120) days following the end of the organization's fiscal year, in order to approve the budget and the annual plan. The annual meeting is held at the head office of the organization or at any other location set by the Board of Directors. Any annual meeting may also constitute a special meeting to take cognizance of and dispose of any matter that may be brought before a special meeting of the members.

Article 12 Special or Extraordinary Meetings

Members' meetings are held at the location set by the Council of Elders or by one third of the active members. It is up to the President or the Board of Directors to convene such meetings when they are deemed appropriate for the proper administration of the affairs of the organization. The Board is required to convene such a special meeting of the members within ten (10) days of receipt of the written request for this purpose, specifying the purpose and objectives of such a meeting and signed by at least one tenth of the active members; should the Board of Directors fail to convene such a meeting within the stipulated time, the meeting may be convened by the signatories themselves of the written request (art. 99 of the Quebec Companies Act).

Article 13 Notice of Meeting

The notice of meeting for any annual members' meeting is sent to all members who are entitled to it. The notice period for members' meetings is at least ten (10) clear days. However, the annual meeting may, by by-law, set any other manner of notice. The notice of a special meeting must respect a notice period of at least forty-eight (48) hours and mention, in addition to the date, time, and location of the meeting, the subject or subjects that will be studied; only those subjects may be studied. A meeting may be held without prior notice if all active members are present or if absentees have given their consent to the holding of such a meeting without notice. The presence of a member at a meeting covers the lack of notice with respect to that member. The accidental omission of this notice or the lack of knowledge of this notice by any person does not have the effect of invalidating the resolutions adopted at such meeting.

Article 14 Agenda

The agenda of the annual meeting must contain at a minimum the following subjects: the acceptance of the reports (activity and financial) and the minutes of the previous general assembly:

approval of the budget;
appointment of an auditor (if applicable);
ratification of the by-laws (new or amended) adopted and the acts taken by the Board of Directors and the officers since the last general assembly;
election or re-election of the members of the Board of Directors every two years;
election of 3 members of the Council of Elders every 4 years;
review of the annual reports of the various committees of the Board of Directors.

The agenda of any members' meeting (annual, special) must be limited to the items mentioned in the notice of meeting.

Article 15 Quorum

Presence of 50% +1 of the members

However, if there is no quorum, a new notice of meeting will be sent within a maximum period of 30 days.

At the second convocation, a presence of at least 20% of the members is required.

If there is still no quorum of at least 20% at the second convocation, the Council of Elders may decide to proceed nonetheless if it deems necessary.

Article 16 Chairperson and Secretary of the Meeting

Generally, the President of the organization chairs the annual meeting and special meetings. The Secretary of the organization acts as Secretary of the members' meetings.

Article 17 Vote

At a members' meeting, active members in good standing who are present, including the chairperson of the meeting, are each entitled to one vote. Honorary members may attend the general assembly but do not have the right to vote.

Voting by proxy is not permitted;
unless otherwise stipulated in the law or in these by-laws, all questions submitted to the members' meeting are decided by a simple majority (50% + 1) of the votes validly cast;
voting is by show of hands, unless three (3) members present request a secret ballot. In this case, the chairperson of the meeting appoints one or two scrutineers who distribute and collect the ballots, compile the results, and submit them to the President.

When the chairperson of the meeting declares that a resolution has been adopted unanimously, by a specified majority, or rejected, and an entry is made to this effect in the minutes of the meeting, this constitutes sufficient proof of the adoption or rejection of such resolution without it being necessary to establish the number or proportion of votes cast.

Council of Elders

Article 18 Role of the Elders

Oversee and evaluate the work of the organization in order to preserve its internal regulations and achieve its objectives.
Define the general policy of the center in coordination with the General Assembly.
Find appropriate solutions to the problems encountered by the institution.
Select the Dean of the institution.
Preserve the immovable property of the institution.
Update or modify the constitution according to the interest of the institution and the circumstances, with the approval of the General Assembly.
Follow up, organize, and supervise elections.
Manage official relations through one of the Elders elected by the other Elders.

Article 19 Powers of the Elders

They have the right to intervene in the work of the Board of Directors in the following two cases:
- a) To resolve a conflict that could lead to the suspension of the center's activities or the loss of its property.
- b) To evaluate the work of the Board of Directors in case of deviation from the general by-laws.

Their decision being enforceable in both cases.

They have the right to reject the candidacy of any member to the elections of the Board of Directors if this serves the interest and continuity of the institution.
They must approve any sale, purchase, or expenditure exceeding $5,000.
In case of absence of the administrative committee for urgent reasons, the Elders appoint a provisional Board of Directors until the election of a new Board of Directors within a maximum period of three months.
The approval of the Council of Elders and of the Dean is required before inviting any speaker.

Article 20 Composition of the Council of Elders

The Council of Elders consists of five members:
- a) Two appointed by the Dean.
- b) Three elected by the General Assembly.
The Elders are elected and appointed for a term of four years.

Article 21 Operating Procedures of the Council of Elders

Quorum is reached with the presence of four Elders.
Decisions are made by simple majority (half plus one).

Article 22 Candidacy for the Council of Elders

Only persons who have served two terms (four years) on the Board of Directors may run as candidates.
Candidates must submit their application to the Dean no later than one month before the date of the elections.
In the absence of candidates, the appointed members, in consultation with the Dean, may appoint members of the Board of Directors, secondary committees, then of the General Assembly (without the power to modify the constitution) for a renewable period of six months.
A member of the Board of Directors may not run for the Council of Elders at the same time, except by exception granted by the Council of Elders.
The Elders are elected by the General Assembly before the elections of the Board of Directors.

Article 23 Vacancy on the Council of Elders

For members appointed by the Dean, the Dean designates a replacement.
For members elected by the General Assembly, the Council of Elders convenes a General Assembly to elect a replacement in coordination with the Elders within a maximum period of three months.

Article 24 Removal, Suspension, Expulsion from the Council of Elders

An Elder is excluded in the following cases:

Committing a serious offense or knowingly persisting in a minor offense according to the general by-laws;
Absence from three consecutive meetings without excuse;
Working for or joining another institution or organization;
Written resignation, effective two weeks after the Dean's approval.

Board of Directors

Article 25 Composition of the Board of Directors

The Board of Directors is composed of:

President
Secretary and Director of Legal Affairs
Treasurer
Cultural Director
Director of Activities
Director of Communications
Director of Maintenance and Logistical Services
Director of Community Relations
Director of Logistical Support
Director of Youth and Sports

Article 26 Functioning of the Board of Directors

The number of directors on the Board of Directors may be increased or reduced if necessary, upon request and with the agreement of the Council of Elders.
Decisions within the Board of Directors are made by majority (50% + 1).
A director must leave their position and be replaced in the following cases:
- violation of the general by-laws;
- written resignation after warning (within a period of at least two months), or occurrence of an impediment to the exercise of their duties.
In the event that a member cannot fulfill their duties, the Secretary assumes these responsibilities until the election of a new director within a maximum period of two months.
Each director must appoint three persons to work as assistants, and may appoint more with the agreement of the President.
The Board of Directors is considered dissolved if two thirds of its members resign. It must then continue its functions until the election of a new Board within a maximum period of two months from the dissolution.
In the event of a director's resignation, the President appoints a replacement with the agreement of the Board of Directors.
A member of one committee may not work on other committees except by necessity and with the agreement of the President of the Board of Directors.

Article 27 Mission and Role of Board Members

27.1President

Official spokesperson of the group.
Responsible for the coordination and follow-up of the group's affairs.
Prepares the agendas of meetings and chairs them in coordination with the rest of the Board.
Convenes, coordinates, and chairs all meetings of the Board of Directors and the ordinary and extraordinary General Assembly.
Ensures the follow-up and coordination with the directors and oversees the accomplishment of their tasks.
Sets the agenda of the General Assembly after consultation with the members of the Board of Directors, the Dean, and the Elders.
Presents a complete annual report on the achievements of the Board of Directors before the General Assembly.
Signs all documents after their approval by the Board of Directors.
Communicates with the Dean and the Council of Elders to keep them informed of the progress of work and to transmit to them a copy of the minutes of Board of Directors meetings.
The President must coordinate legal developments with the Elders and the Dean.

27.2Secretary General and Director of Legal Affairs

Drafts and keeps the minutes and agendas of meetings as well as the decisions of the Board of Directors, and sends a copy to the members of the Board.
Replaces the President in case of illness or justified absence.
Informs the directors and the General Assembly of the agendas and dates of meetings.
Drafts all letters and handles the official procedures of the group.
Supervises membership and resignation requests, and manages the membership file.
Keeps the minutes, documents, seals, letters, and official documents of the group, and delivers them to the Council of Elders upon official request.
Manages the legal affairs of the group.

27.3Treasurer

Develops an annual financial plan and a budget for all activities of the group, to be submitted to the Board of Directors for approval.
Keeps the financial documents, bank accounts, and complete receipts of the group.
Carries out withdrawals, deposits, and expenditures in coordination with the President.
Informs the religious supervisor and the Council of Elders of the financial situation of the group upon request.
Presents an annual financial report to the General Assembly.
Collects and manages the funds from donors, dues, or revenues of the group.
Manages the fiscal matters of the group.
Signs financial checks with the President.
Responsible for the payment of bills and the group's due dates.
Maintains permanent contact with the religious supervisor and the Council of Elders to strengthen the financial situation of the group.
Delivers the religious dues to the religious supervisor and may only dispose of them with their agreement.
Responsible for the donation boxes and may only dispose of them with the agreement and coordination of the religious supervisor.

27.4Director of Community Activities

Develops an annual activity plan to be submitted to the Board of Directors for approval.
Prepares and organizes the content of the group's activities.
Organizes awareness campaigns and activities for youth.
Organizes community activities.
Presents an annual report on activities to the General Assembly.
Recruits volunteers for activities.

27.5Cultural Director

Develops an annual cultural plan to be submitted to the Dean for approval, then to the Board of Directors.
Prepares and organizes the cultural content of the group's activities.
Presents an annual report on activities to the General Assembly.

27.6Director of Communications

Develops an annual communications plan to be submitted to the Board of Directors for approval.
Prepares, organizes, and ensures media and promotional coverage of all internal and external activities of the group.
Organizes and updates media and promotional materials.
Creates a special archive for the group bringing together all media and promotional materials.
Organizes and updates daily the group's website and all pages on social networks.
Manages the content of publications, the website, the application, and email according to the directives of the Board of Directors, the Council of Elders, and the Dean.
The Director of Communications must collaborate with the other committees for the publications of their programs and take their opinions into account, but the final decision rests with them.

27.7Director of Support

Responsible for all purchases and supplies necessary for the organization of programs and activities, upon request of the Board of Directors.
Manages and supervises the institution's kitchen while respecting food safety and sanitary standards.
Responsible for the cleanliness and storage of equipment and goods in the kitchen.
Manages and supervises the team working in the kitchen to ensure meals during events.

27.8Director of Maintenance and Logistical Services

Develops an annual logistics plan to be submitted to the Board of Directors for approval.
Provides and prepares the logistical equipment for all internal and external activities of the group in coordination with the support officer.
Coordinates with all directors of the Board of Directors to meet their logistical needs.
Presents an annual report on activities to the General Assembly or authorizes the President to present it.
Responsible for the maintenance, storage, and cleanliness of the building and ensures its permanent availability.
May call upon assistants, companies, or maintenance agents after coordination and agreement of the President.
Prepares and equips the main hall of the group according to needs.

27.9Director of Community Relations

Develops an annual plan to be submitted to the Board of Directors.
Establishes social relations and strengthens ties between the institution and the community.
Carries out an updated demographic survey of the members of the community.
Communicates with members of the community through regular visits and calls to gather their opinions and suggestions.
Manages receptions during internal and external activities of the group.
Represents the group at social events of the community.
Establishes relations and coordination with community centers and at the national level in Canada, and develops a plan to take advantage of these relationships.

27.10Director of Youth and Sports

Develops an annual plan for youth and sports activities to be submitted to the Board of Directors for approval.
Organizes and supervises all youth and sports activities.
Organizes an annual camp for youth in coordination with the administration.
Presents a detailed annual report on the activities carried out, with evaluation and suggestions.

VII

The Dean

Article 28 Definition of the Dean

The Dean is the principal reference for the Council of Elders and the Board of Directors in the major affairs of the organization. He is the holder of the moral questions of the institution.

Article 29 Mission of the Dean

He chairs and directs the sessions of the Council of Elders, the right to vote being reserved only to the Elders.
In case of impediment to his presence, the Council meets without him and its decisions remain valid.
He appoints the Elders who must be designated by him (2).
He validates the revocation of any member of the Council of Elders if necessary, after consultation with the other members and their approvals.
He approves any modification or change to the internal regulations of the institution.
He oversees the work of the Council of Elders and of the administration, and ensures that their actions do not contravene the general by-laws.
He manages the important events of the community.
He chairs the Appeal and Recourse Council and appoints its members.
In case of absence or impossibility of contact, his deputy designated in advance by himself takes over.
In case of death or incapacity of the Dean, the Elders choose a replacement in consultation and with the agreement of the Dean previously agreed upon by the current Dean and the Council of Elders.
The Council of Elders may not change the previously agreed Dean, except with the agreement of the supervising Dean.
The revocation of the Dean requires a vote of 4 out of 5 members of the Council of Elders and of the previously agreed Dean.

Article 30 Powers of the Dean

All councils (Elders, directors, etc.) must submit periodic reports to him upon request, for information and follow-up on the course of the organization.
He has the right to convene the Council of Elders or the Board of Directors for information and guidance.
He maintains constant communication with the Council of Elders, the President of the Board of Directors, and the directors, for information and follow-up on the course of the organization.
The Treasurer must inform the Dean of the financial situation of the center upon his request.
The Council of Elders intervenes at his request in everything concerning his position in the organization.
The Dean is the reference for arbitration between the Elders and the directors (if the administrative committee submits a complaint to him).
He has the right to make appropriate decisions in matters he deems threatening to the interest of the organization, and his decision is enforceable.
In case of disagreement between the Dean and the Board of Directors, the question is submitted to the Council of Elders, whose decision is enforceable.
The Dean has the right to reject the candidacy of a member to any position in the organization if it is related to the proper functioning of the organization, after presenting the question to the Council of Elders for approval so that the decision becomes effective.

VIII

Candidacy and Election

Article 31 Conditions of Candidacy

31.1 Candidacy for the Board of Directors

Be an active member of the organization.
Be an active member of an administrative committee for at least 12 months.
Have not committed an offense punishable under the laws in force.
Obtain the signatures of 10 members of the General Assembly.

31.2 Conditions for candidacy for the presidency of the Board of Directors:

The candidate must be a member of the Council of Elders.

Article 32 Election Procedure for the Board of Directors

The Elders designate an electoral committee composed of three persons (from among the members), chaired by the Secretary, responsible for organizing and supervising the elections.
The electoral committee contacts all active members to inform them of the date and procedures of the elections in a notice of convocation.
Voting is by secret ballot.
Elections of the Board of Directors are held every two years.
The candidate who has obtained the greatest number of votes is declared the winner.
In case of a tie, a new election for that position is organized within a maximum period of two weeks.

Recourse and Appeal

Article 33 Appeal Procedure

Any active member may appeal or contest the decisions made by the Elders or the Board of Directors, subject to the following conditions:

Submit a written request for recourse or appeal within a maximum period of 30 days from the date of the decision, addressed to the Dean.
The request must mention the contested decision and the reasons justifying the appeal.
The request must bear the signature of the applicant and those of 10 active members.
The Dean examines the request for appeal or recourse and decides to accept or reject it. In case of acceptance, he appoints a special committee composed of three active members, which he chairs, to examine the request.
The committee must meet and rule on the request within a maximum period of 30 days from the date of submission of the request.

General Provisions

Article 34 Fiscal Year

August 31 of each year is set as the closing date of the fiscal year of the organization, unless decided otherwise by the Council of Elders.

Article 35 Amendment of the By-laws

These by-laws come into force on September 1, 2025.
They may be amended after unanimous agreement of the Dean and the Council of Elders.
Any member may submit a request for amendment of the by-laws, which will be presented to the Dean or to an Elder, and a decision will be made within a maximum period of 30 days from the date of submission of the request.

Article 36 Dissolution of the Organization

Dissolution of the organization

The organization may be dissolved at any time if the Council of Elders and the Dean so decide.
In case of dissolution, all the assets of the organization are remitted to the Dean to dispose of according to the directives of the Council of Elders by majority vote.

Article 37 General Provisions

Anything not provided for in these by-laws is subject to the Canadian laws in force.
No member may use the assets or funds of the organization for personal purposes.
All must respect absolute confidentiality concerning the administrative affairs of the center.
In case of internal conflict, recourse must be made to the Council of Elders and the Dean to resolve the dispute.