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REVISED BY-LAWS OF INDIA-CANADA ASSOCIATION
Section 1: CATEGORIES OF MEMBERS
- General Membership: Any person who is 18 years of age or over
and subscribes to the objectives of the Association and pays annual
dues shall be a General Member. Such a person shall be a member
in good standing and hereafter referred to as a "member".
- Family Membership: Husband, wife and their dependents shall
be considered as members. However, only husband, wife and dependents
over 18 years of age shall have voting rights.
- Senior Citizen/Student Membership: Anyone who is over 65 years
of age or 18 years of age or over while being a full-time student
at school, college or university shall be a senior citizen/student
member. A married senior citizen/student with family shall have
the same privileges as a "Family Membership" as defined under
section 1(b), but the annual dues shall be charged for the senior
citizen/ student category.
- Life Membership: Any member(s) (single or family) who pays a
sum of $200.00 towards the operations of the Association shall
be a member(s) for life with all rights and privileges of member(s).
Section 2: MEMBERSHIP
- Prospective members shall fill out a membership application,
signing the statement "I subscribe to the objectives of the Association",
printed on the application form.
- Non-payment of annual dues shall automatically result in the
termination of membership and the member in default shall not
have the privilege of participating in the affairs of the Association,
including but not restricted to taking part in elections, serving
on sub-committees, offering themselves for positions on the Executive.
Such members shall be considered as members not in good standing.
The membership shall, however, be reinstated provided a new application
is made and necessary dues are paid. A grace period of 30 days
after March 31 shall be allowed to those members whose membership
ceased on April 1st. During that period the member shall be deemed
to be considered in good standing even though they have not renewed
their membership for the ensuing year.
- A member whose application and dues were received after December
31 of any year shall not be able to exercise the right to vote
at the Annual General/Special Body Meeting held between January
and March of that year. For other special meetings members who
have at least 30 days, standing in the Association shall have
the right to vote.
- Members shall not engage in activities and expressions that
are contrary to the objectives of the Association. Violation of
these By-laws may necessitate disciplinary action to be decided
by the Executive.
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Section 3: DUTIES AND POWERS
OF OFFICERS
- Patron: Shall proide a high profile to the Association and act
in an advisory capacity.
- President:
- Is the chief executive and the spokesperson of the Association.
- Shall call, adjourn and preside over all Executive, General/Special
Body Meetings.
- Shall be an Ex-Officio member, all sub-committees, task
forces, ad-hoc committees or any committee of a special nature.
- Shall be a co-signee on all cheques along with the Treasurer.
- Shall, in consultation with the Executive, appoint in the
month of January each year a Nomination and Election Committee
of three members including the immediate past president who
will act as a chairperson, to convass, initiate and propose
a slate of officers for election at the Annual General Body
Meeting. In case the Past-President is not available, then
president shall name one of the three persons to chair this
committee.
- Shall have a casting vote in the Executive, whereas in General
Body Meetings shall vote like other members.
- Or his designate shall represent the Association on other
organizations and committees external to the Association as
required.
- First Vice-President:
- Shall perform the duties of the President in his/her absence
or inability to act.
- Shall become the President should that office for any reason
become vacant.
- Second Vice-President:
- Shall perform the duties of the first Vice-President in
his/her absence or inability to act.
- Shall become first Vice-President should that office for
any reason become vacant.
- General Secretary:
- Shall give at least one week's notice for Executive Meetings
and at least three week's for General/Special Body Meetings.
Executive meetings of urgent nature may be called by the General
Secretary on the authorization of the President without giving
advance notice.
- Shall be responsible for maintenance of accurate, up-to-date
records and minutes of all meetings of the General/Special
Body and Executive Committee.
- Treasurer:
Shall be the financial advisor of the Association, shall prepare
budgets in consultation with the Executive and shall maintain
accurate and up-to-date records of all financial transactions
of the Association.
- Public Relations Secretary:
Shall maintain proper liaison with the media to promote the work
of the Association, shall prepare publicity and other related
material as authorized by the Executive and shall assist in the
preparation of the Association's newsmagazine.
- Members-at-Large:
The president, in consultation with the Executive, may assign
to Members-at-Large some tasks for furthering the objectives of
the Association.
- Cultural Coordinator:
Shall coordinate cultural activities in consultation with the
Executive and shall form cultural sub-committee comprising of
members of the Executive.
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Section 4: EXECUTIVE
- Except for a sufficient cause, an Executive member shall not
miss more than three (3) consecutive meetings of the Executive.
In case of default the Executive may declare the position vacant.
- Vacancy occurring in the Executive Committee, except as provided
for in section 3 of the By-Laws, shall be filled by nominations
for a period extending until the next Annual General meeting by
the President in consultation with the Executive Committee or
by an election within the Executive.
- A meeting of the Executive shall be called by the President
upon receipt of a request for such a meeting provided the request
is received in writing and is signed by at least four (4) members
of the Executive. The President shall call such a meeting within
two (2) days after the receipt of the request.
- Five (5) Executive members present in person shall constitute
a quorum for a meeting of the Executive.
- If the President is not present at a meeting of the Executive,
the first Vice-President shall preside. If the first Vice-President
is not present, second Vice-President shall preside. If the Second
Vice-President is also not present, then those present may elect
a Chairperson for the meeting and proceed with the business on
the agenda, provided there is a quorum.
Section 5: FISCAL MATTERS
- The fiscal year of the Association shall be the calendar year.
- All funds of the Association shall be deposited from time to
time in a chartered bank or trust company approved by the Executive.
- The Association may maintain separate accounts with one or more
banks.
- All monetary transactions shall be made in the name of the Association.
All cheques as well as all slips issued for drawing funds shall
be signed jointly by the Treasurer and the President or his/her
designate.
- The accounts of the Association shall be audited by the auditor(s)
appointed by the Executive Committee. The auditor(s) shall prepare
a financial statement up to December 31 for presentation at the
Annual General Body Meeting. However, an unaudited statement of
accounts for the period of January-March shall also be presented
at the same Annual General Body Meeting. The incoming Executive
shall have the January-March accounts audited after taking office
for presentation at the next Annual General Body Meeting.
- All fiscal decisions shall require the approval of the Executive
Committee.
- The membership dues shall be approved at the Annual General
Body Meeting.
- The Association shall have the power to acquire by gift, bequests,
grants, or any other means, funds and any other assets for the
purpose of carrying out the Association's programs and objectives.
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Section 6: NOMINATION AND
ELECTION OF OFFICERS
- The Nomination and Election Committee shall canvass, initiate
and propose a slate of officers for elections at the Annual General
Body Meeting to be held in March.
- The Committee shall conduct and supervise election of officers
of the Association.
- The names of the members of the Nomination and Election Committee
shall be made known to all members along with the notice of the
Annual General Body Meeting not later than February 15.
- Nominations for the election of officers shall not be open from
the floor at the Annual General Body Meeting.
- All nominations duly proposed and seconded shall require the
consent of the nominee.
- No officer on the Executive of the Association shall be elected
in absentia.
- Only the members shall have the right to vote.
- Each member present shall be entitled to one vote. Voting by
proxy shall not be permitted.
- Voting shall be by secret ballot.
- The term of office of an officer shall not exceed more than
two consecutive years for one portfolio. The officer who has continuously
served for six years in various portfolios shall not be nominated
for any other office of ICA for two years. However, the members
who have served their six year terms in various portfolios and
are still interested to serve the community may be considered
for an advisory role.
Section 7: GENERAL AND SPECIAL BODY MEETINGS
- The President, in consultation with the Executive, shall call
the Annual General Body Meeting before March 31. Notice of this
meeting shall be mailed to the membership at their address of
record at least three (3) weeks in advance of the date of the
meeting.
- One-fifth (1/5) of the membership or fifty (50) members, whichever
is less, shall constitute a quorum at any General/Special Body
Meeting.
- Voting shall be by secret ballot in the case of election of
officers, and by show of hands in other cases, unless a secret
ballot or a standing vote is requested by the majority.
- Special General Body Meetings of the Association can be called
in addition to the Annual General Body Meeting. Such Special General
Body Meetings shall be called by the President at his/her own
initiative or within four (4) weeks upon receipt of a written
request detailing reasons, signed by at least one-fifth (1/5)
of the membership. Such meetings shall deal only with those matters
for which the meeting was requested by the membership.
- Unless specified other-wise, motions duly proposed and seconded
shall be carried if they receive a simple majority.
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Section 8: QUORUM
The quorum for the meetings of the Executive shall be five (5) members;
for the General Body Meetings it shall be one-fifth (1/5) of the
membership, or fifty (50) members, whichever is less. If any of
these meetings do not have a quorum at the scheduled time, a waiting
period of up to thirty (30) minutes shall be allowed. Once the quorum
is reached and declared so by the President, the meeting shall be
valid even if attendance drops.
Section 9: NO-CONFIDENCE MOTION
- Such a motion shall be in writing and signed by at least one-fifth
(1/5) of total membership or fifty (50) members whichever is less.
A no-confidence motion shall be dealt with at a General/Special
Body Meeting called for this specific purpose and shall require
a two-thirds (2/3) majority vote indicating no-confidence. The
notice for such meeting shall be mailed at least three (3) weeks
prior to the date of the Meeting.
- A chairperson for such a meeting shall be elected by members
present at the meeting initially covened by the President of the
Association.
- Should a no-confidence motion be carried, the members shall
elect a new officer or officers or a new executive, as the cases
may be, for the remaining term.
Section 10: AMENDMENTS
- Any member of the Association can serve a motion for the amendment
of the Constitution/By-laws in writing duly seconded to the General
Secretary.
- The General Secretary shall collate such requests and circulate
the proposed amendments amongst the members at least three (3)
weeks in advance of the General/Special Body Meeting.
- Two-thirds (2/3) majority of the membership in attendance shall
be required to approve such amendments at the General/Special
Body Meeting.
Section 11: DISSOLUTION
- A notice in case of dissolution of the Association shall be
circulated to the membership at least four (4) weeks prior to
calling the Special General Body Meeting. The quorum for such
a meeting shall be one-third (1/3) of the membership and dissolution
can only be approved by a two-third (2/3) majority in attendance.
- The Association can also be dissolved if the membership shows
a complete lack of interest which is evident as under:
- that an Annual General Body Meeting had to be adjourned
for lack of a quorum.
- that the second General Body Meeting called with due notice
also had to be adjourned for lack of a quorum.
- that the third General Body Meeting called did not produce
the required quorum.
In that event the Association shall be considered as dissolved.
The Executive, instead of the General Body, shall determine the
disposition of property and assets of the Association as set out
in Article 14 (2) of the Constitution.
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