Article 1: Name
The organization is officially registered in the Province of Quebec under the name DIASPORA VIE – DIASPORA HOME RETURN. The English version uses the acronym DHRLife.
Article 2: Objectives
- To bring together members of the community within Partner Associations in their respective regions in Canada without distinction of race, tribe, gender, sexual orientation, or religion in assisting with funeral costs and facilitating the journey of deceased members to their final resting places.
- To provide a social networking platform through which members can share their ideas, assist each other, and also trade in goods and services at discounted rates.
Article 3: Membership
3.1 Composition
- Associations, groups, and families with at least 10 members can register as a Group or Partner Association.
- Partner Associations must pay a one-time fee of $50 and have no less than 10 active members.
- Partner Associations or groups must be based in Canada and must have a Canadian bank account.
- Any Partner Association that adheres to DHRLife accepts its Bylaws and undertakes to respect them scrupulously.
- An individual can only become a member by subscribing to a Partner Association or Group.
- Members must provide full names and dates of birth as they appear on official documents at the time of subscription.
- An individual becomes a member of DHRLife as soon as a registration number is assigned and published.
- No member can have two registration numbers.
- It is the responsibility of each Partner Association or Group to ensure that its members do not have double registration numbers.
- A member can transfer his/her membership from one Partner Association or Group to another at no cost.
- Partner Associations or Groups are responsible for managing and updating their members' lists and information on their portal.
- DHRLife will not accept changes to information already provided after the announcement of the death of the member.
3.2 Types of Members
3.2.1 Regular Member
- Regular membership is open to people with a primary residential address in Canada.
- Upon registration, a regular member will undergo a 30-day waiting period.
- Their membership status is inactive and they do not make any contributions and are not eligible for benefits during the waiting period.
- After the waiting period, the status changes to active and is covered as such irrespective of the place of death.
3.2.2 Visitor Member
- Visitor membership is open to people who are on a temporary stay in Canada and have their primary residential address outside of Canada.
- A visitor's status is active immediately upon registration.
- They will contribute to deaths during the duration of their active status and are covered only if they die within Canada.
- Their membership terminates at the end of their stay in Canada and it is the responsibility of the Partner Association or Group to change the status to inactive.
- Their membership status can be changed to active if they return to Canada.
3.2.3 Parent Member
- Parent membership is open to biological parents of active members.
- The parent must be residing or visiting in Canada or the United States.
- Upon registration, parents will undergo three months of probation during which time their membership status will be inactive.
- Being inactive, they shall not be liable to make contributions and shall not be eligible to receive death benefits.
- After the probation period, their membership status becomes active and they shall make contributions and be eligible if they pass away in Canada or the United States.
- They may be registered again upon their return to Canada or the United States but shall undergo the probation period.
3.3 Termination of Membership
Membership of DHRLife can be terminated by:
- The death of a member.
- Withdrawal by any Partner Association or Group. To withdraw, the Partner Association or Group shall submit a reasoned letter to the Board of Directors.
- Expulsion or breach of the bylaws.
Article 4: Organization
The organs of DHRLife shall be the National Office and the General Assembly.
4.1 National Office
- The national office is made up of the Board of Directors and the Executive Committee.
- The tenure of the members of the Board of Directors shall be three (3) years, renewable once.
- The members of the Executive Committee are elected for a term of two (2) years, renewable once, by a simple majority of the general assembly.
4.2 Board of Directors
Composition: The Board of Directors shall be made up of no more than 19 members at any given time, including:
- The President, VP Finance, VP Membership, VP Communications, VP Operations and VP Information Technology and Security of the Executive Committee.
- The rest shall be elected by the General Assembly.
- An Auditor (with non-voting right).
4.2.2 Responsibilities
The Board of Directors shall:
- Have control of and be responsible for the management of the affairs and property of DHRLife.
- Develop, implement and monitor policies that will allow DHRLife to carry out its mission.
- Maintain effective partnerships and communication with the community, members, and stakeholders.
- Maintain fiscal responsibility, including raising capital, managing funds, and approving the budget.
- Ensure transparency in all communications to members, stakeholders, and the public.
- Evaluate the work of the Executive Committee ensuring compliance with strategic plans and objectives.
- Have authority to suspend or expel any member from DHRLife for: (a) Violating any provision of the Articles of the Bylaws or written policies; (b) Fraud; (c) Carrying out any conduct which may be detrimental to DHRLife.
- Replace any national officer who resigns or is unable to act.
4.3 Executive Committee
4.3.1.1 President
- Shall be the chief executive officer implementing the strategic plans.
- Subject to the authority of the Board of Directors, shall have general powers of supervision and representation of DHRLife.
- Shall chair the meetings of the General Assembly.
- Shall call General Assembly and Executive Committee meetings.
4.3.1.2 Vice President in charge of Communication
- Shall be responsible for all internal and external communications.
- Shall be the secretary of the General Assembly and Board of Directors' meetings.
- Shall keep the minute books and all documents of DHRLife and publish minutes and notices of meetings.
- Shall develop and communicate public relations policies of DHRLife.
4.3.1.3 Vice President in charge of Operations
- Shall define, document, publish, and archive all relevant processes, policies, and procedures of DHRLife in consultation with, and approval of, the Board of Directors.
- Shall develop, plan, and coordinate various activities of DHRLife.
4.3.1.4 Vice President in charge of Finance
- Shall ensure that all financial transactions are properly recorded.
- Shall collect all DHRLife dues and any money owed to DHRLife.
- Shall present to the Executive Committee or General Assembly, upon request or every quarter, the bank statement and DHRLife's financial report.
- Shall make all disbursements authorized by the Board of Directors.
- Shall be one of the signatories to the Bank account.
4.3.1.5 Vice President in charge of Membership
- Shall coordinate membership drives and activities in collaboration with provincial liaison officers.
- Shall administer DHRLife's membership in terms of prospect, growth, and retention.
4.3.1.6 Vice President in charge of Information Technology and Security
- Monitor and administer DHRLife's website and its information systems and digital assets by ensuring they are secure and available.
- Ensure DHRLife has robust business continuity and disaster recovery plans in place.
- Ensure effective communication with other departments and representatives to understand their IT needs.
- Ensure compliance with data privacy regulations and maintain best practices for information security.
4.4 General Assembly
- Shall be the supreme body of DHRLife and its decisions shall be final.
- Shall be composed of representatives of all Partner Associations and Groups, the National Office and the Board of Directors.
- The venue of the meetings shall be determined by the Board of Directors on a rotational basis.
- The quorum of the General Assembly shall be 1/4 of the registered members and decisions shall be agreed on by ½ of the members sitting in the General Assembly.
- The meeting shall be convened by the Chair or the President through email, telephone call, or social media platform.
Article 5: Extraordinary Meeting
- An extraordinary GA Meeting can be called by the Chair, Vice-Chair, or President in the event of a force majeure or as may be deemed necessary given the circumstances.
Article 6: Fraud
The following shall be considered fraud:
- Registration of a regular member whose principal address is not in Canada.
- Creation or attempted creation of duplicate registrations.
- Changing membership details (name, date of birth) after registration without the approval of the Board of Directors.
- Falsification of documents of any kind.
Article 7: Documents to be Provided in the Event of a Death
7.1 Death on Canadian Territory
The Partner Association or Group must provide the following documents to the Board of Directors:
- The death certificate.
- Photo.
- Proof of registration.
- Any one of the following: Proof of primary address or Permanent Resident Card or proof of Canadian citizenship.
7.2 Death outside of Canada
The Partner Association or Group must provide the following supporting documents:
- The death certificate and/or any certification of death.
- Photo.
- Proof of registration.
- Any two of the following: Copy of Driver's license or residence card or Provincial/Territorial health card or passport; Social Insurance Number (SIN); Air Ticket; Paystub or Equivalent; Notice of Assessment.
7.3 Death of a Visitor Member on Canadian Territory
- The death certificate and/or any certification of death.
- Photo.
- Proof of Registration.
- Relevant passport pages.
DHRLife is not responsible for administrative formalities for a deceased member.
Article 8: Contributions
8.1 Benefit Amount
DHRLife shall pay the death benefit amount to the designated beneficiary of an active member at the time of their death.
8.2 Determination of Death Benefit
- The amount of death benefits payable shall be determined by the conditions stated in the articles that follow.
- The amount of death benefit paid out shall be on a progressive basis linked to DHRLife's membership growth, determined after every two years.
- "Membership growth" is defined as the percentage increase in the total number of active members, calculated on a two-year basis from the start of every third year.
- The progressive payout shall be based on consistent membership growth achieved over two years.
- The amount of the payout shall be increased in the following two-year period if there was a 10% growth in membership in the previous 2 years.
- The increase in the amount shall be determined by the Board of Directors if the condition stated in the preceding article is met.
- The amount of the benefit to be paid out shall never be less than $5,000 (five thousand dollars) and the premium paid by members shall never be more than $10.
- Membership growth shall be calculated at the end of every 2 years by the VP Finance or designated financial officer.
- Based on the attained growth rate, the amount paid out can either be increased or the premium reduced, or both.
8.2.1 Special Provisions
- In the event of a significant drop in membership (a decrease of 20% or more), DHRLife reserves the right to suspend or modify the payout structure for the subsequent two-year period.
- Any disputes regarding the calculation of membership growth or payout distribution shall be resolved by the Board of Directors, whose decision shall be final.
- The Board of Directors shall review the effectiveness of the progressive payout structure after every 2 years.
8.3 Call for Contributions
- The Board of Directors shall have the authority to call for contributions from Partner Associations and Groups upon the official announcement of death.
- The list calling for contributions shall be based on the number of active members of the Partner Association or Group at the time of death.
- Each Partner Association or Group's representative shall be responsible for collecting and making good the contribution.
- Representatives shall have 30 days to notify the Board of Directors of the death of a member and provide all necessary documents.
- The Board of Directors shall have 15 days to officially announce the death from the date they are notified.
- The Board of Directors shall provide a notice of the call for contributions to Representatives within 15 days, specifying the amount requested from each Partner Association or Group.
- Failure to comply with Article 3.4 shall make the claim inadmissible.
- Representatives shall be required to pay their contributions within 72 hours from the date of the notice.
- Failure to contribute shall result in the penalties defined under Article 4.3.
- Any surplus funds collected beyond the immediate needs of the Death Benefit amount may be retained for future use, at the discretion of the Board of Directors.
8.4 Administrative Fees
- The individual member contribution will include an administrative fee, which will be determined by the Board of Directors.
- The administrative fee will serve to cover management expenses.
- Any Partner Association that does not meet the deadline of 72 hours shall pay a late fee of $50 per day for each day of default, to a maximum of $250.
Article 9: Audit General
Objectives of Audit
- To oversee the financial reporting and disclosure of DHRLife.
- To monitor documentation authenticity so as to facilitate the smooth running of DHRLife's internal processes.
- To monitor and update DHRLife's system of internal control and compliance in accordance with federal and provincial laws and regulations.
- To work with the independent external auditor to facilitate disclosure of source documents when required.
- To interact with the National Office to monitor and propagate ethics and integrity.
The audit committee will meet every quarter to discuss, analyze, report on its findings, and make proposals and recommendations to the Board of Directors to improve processes and procedures for better transparency and functionality.
Article 10: Amendment of the By-laws
The By-laws shall be amended by a two-thirds majority of the General Assembly Meeting.