By-law No 1
ARTICLE I -
FINANCIAL YEAR
Section 1.01 Designation.
Unless otherwise
ordered by the Executive Committee and approved at an Annual general meeting
the fiscal year of the Association shall be 1
January to 31 December.
ARTICLE II -
CONTRACTS
Section 2.01 Execution of Instruments.
Contracts,
agreements, deeds, leases, mortgages, hypothecs, charges, conveyances,
transfers and assignments of property, releases and discharges for payment of
money or other obligations, conveyances, transfers and assignments of shares,
stocks, bonds, debentures, or other securities, agencies, powers of attorney,
instruments of proxy, voting certificates, returns, documents, reports, or any
other instruments in writing to be executed by the Association shall be
executed by the President or Vice President and one other member of the
executive Committee.
ARTICLE III -
MEMBERSHIP
Section 3.01 Membership Designation.
The membership of
the Association shall be limited to persons interested in furthering the
objectives of the Association and shall consist of the following classes of
membership: member and associate member.
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Member status is automatically conferred on all
serving and honourably released former members of 3rd Field
Engineer Squadron.
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Associate membership is open to all friends of 3rd
Field Engineer Squadron who support the objectives of the association and
have expressed a desire to join the association by completing a membership
application and which application has been approved by the Executive
Committee.
Section 3.02 Membership Voting.
Each member and
associate member shall be entitled to attend all member's meetings
("members meetings" shall refer throughout to both annual meetings
and special meetings of the members of the Association) and shall be entitled
to vote at such members meetings.
Section 3.03 Membership Fees.
The membership fees
shall be established by the executive Committee from time to time, subject to
ratification by the members at the next annual general meeting.
ARTICLE IV -
MEMBER'S MEETINGS
Section 4.01 Annual Meetings.
The annual meeting
of members shall be held annually at such place in
Canada
and on such day as shall be determined by the Executive
Committee. At the annual general
meeting, the most recent financial statements shall be reviewed, members of
the Executive Committee elected, the Executive Committee's report received and
any other business transacted.
Section 4.02 Special Meetings.
Special members
meetings may be called by the Executive Committee and/or by a signed request
by ten (10) members or more.
Section 4.03 Notice of Annual Meetings.
Written notice of
the time, date, and place of each annual meeting shall be provided to all
members at their last known address as recorded on the membership rolls.
The written notice shall be postmarked not fewer than 30 days prior to
the annual meeting.
Section 4.04 Notice of Special Meetings.
Written notice of
the time, date, and place of each special meeting shall be provided to all
members at their last known address as recorded on the membership rolls.
The written notice shall be postmarked not fewer than 30 days prior to
the special meeting.
Section 4.05 Members Meetings Quorum.
At all members'
meetings a quorum shall consist of 10 voting members present.
ARTICLE V -
EXECUTIVE COMMITTEE
Section 5.01 Composition of the Executive Committee.
The property and
business of the Association shall be managed by an executive committee. The
executive committee shall consist of the President, Vice President, Secretary,
Treasurer, the Director of Membership, and one ex-officio member, the
immediate past-president. At least
one member of the committee and a maximum of three members shall be current
serving members of 3rd Field engineer Squadron. These members may
be appointed by the Commanding Officer. The inaugural members of the executive
committee shall be appointed by the Commanding Officer and the Honorary
Lieutenant Colonel and shall serve until their successors are elected at the
first meeting of members.
Section 5.02 Term of Members of the Executive Committee.
The term of each
member of the Executive Committee shall be approximately one year to commence
upon appointment or election by the members at an annual meeting and to
terminate at the next annual meeting. Serving
members of the Executive Committee reserve the right to run again for a
maximum of five consecutive years.
Section 5.03 Powers.
The Executive
Committee shall be empowered to receive and act upon all matters of
membership, uphold the by-laws of the Association and set policies to enable
the Association to comply with its objectives, to form such temporary
committees as it sees fit, to administer and control monies, funds,
investments and securities of the Association, to administer the affairs of
the Association in all things. The
Executive Committee shall take such steps as they may deem requisite to enable
the Association to acquire, accept, solicit, or receive legacies, gifts,
grants, settlements, bequests, endorsements, and donations of any kind
whatsoever for the purpose of furthering the objectives of the Association.
Section 5.04 President.
The President shall
preside over all members meetings and meetings of the Executive Committee.
S/he shall oversee the general and active management of the affairs of the
Association. S/he shall see that
all orders and resolutions of the members' meetings are carried into effect.
S/he shall annually report to members on the activities of the association for
the previous year.
Section 5.05 Vice President.
The Vice president
shall preside over meetings in the absence of the President.
S/he shall carry out other such duties as are agreed by the Executive
Committee.
Section 5.06 Secretary.
The Secretary shall
attend all members' meetings and Executive Committee meetings and shall act as
the clerk thereof. S/he shall
record all votes and minutes of all proceedings in the books to be kept for
that purpose. S/he shall carry out
other such duties as are agreed by the Executive Committee.
Section 5.07 Treasurer.
The
treasurer shall have custody of the funds and securities of the Association
and shall keep full and accurate accounts of all assets, liabilities, receipts
and disbursements of the Association in the books belonging to the Association
and shall deposit all monies, securities and other valuable effects in the
name and to the credit of the Association in such chartered bank or trust
company, or, in the case of securities, with such registered dealer in
securities as may be designated by the board of directors from time to time.
S/he shall disburse the funds of the Association as may be directed by
proper authority taking proper vouchers for such disbursements, and shall
render to the Executive Committee at a regular meeting or whenever they may
require it, an accounting of all the transactions and a statement of the
financial position of the Association. S/he
shall also perform such other duties as may from time to time be directed by
the Executive Committee.
Section 5.08 Director Membership.
The Director
Membership is responsible for maintaining the nominal role and mailing list of
the membership of the Association. S/he
will report to the Executive Committee as required on the state of Association
membership. S/he
shall also perform such other duties as may from time to time be directed by
the Executive Committee.
Section
5.09 Ex-Officio Member -
The immediate Past President.
The
immediate Past President continues to hold office until the current President
is no longer President whereupon that person becomes the immediate Past
President and so on. The ex-officio member of the Executive Committee shall
have the same voting rights at the meetings of the Executive Committee as the
other members.
Section
5.10
Sub-Committees.
The Executive Committee may
approve the establishment of a Sub-Committee(s) for the purpose of reviewing a
specific issue(s) and recommending a resolution(s).
The life timeframe of the Sub-Committee to be designated based on the
scope of the review but no longer than two (2) years.
ARTICLE
VI - BY-LAWS
Section
6.01 Creation
of By-Laws.
The Executive Committee may from time to time make
by‑laws not contrary to the mission and objectives of the Association or
may formulate, amend, vary or repeal the same.
Such repeals, amendments or variations must be confirmed or approved by
a vote of two-thirds of the members of the Association present at a members'
meeting.
As
Approved by the AGM on 25 March 2003
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