Bylaws & Constitution
Committee | Agendas & Minutes | Bylaws & Constitution
Article I – Name
1. The name of the organization shall be “Regina Canada Day Committee” herein known as “The Committee.”
2. The organization may at its pleasure by a vote of The Committee members change its name.
Article II – Purpose
The following are the purposes for which The Committee has been organized:
To provide an event for Canadians to join friends, family and fellow citizens to:
1. Celebrate Canada’s birthday;
2. Showcase local talent;
3. Showcase the many cultures that make up Canada;
4. Recognize and respect our heritage and diversity;
5. Encourage patriotism, and;
6. Generate pride in our nation.
Article III – Status
The status of The Committee is that of a not for profit organization, meaning, that no citizen shall be charged to attend and no profit shall be intended to be made from the Canada day festivities in the City of Regina.
Article IV - Incorporation
The Committee was incorporated under the Saskatchewan Non-Profit Corporations Act, 1995 (the Act) on February 4, 2005.
Article V – Liquidation and Dissolution
The term for which The Committee is organized shall be perpetual; however in the event of dissolution of the Committee, its property shall be distributed for Canada Day celebration purposes to other non-profit organizations with goals and objectives similar to those of The Committee as decided at their final meeting.
Article VI – Committee Members
1. The Committee shall consist of a minimum of three (3) and a maximum of twenty (20) members. At least two (2) committee members must be citizens of the City of Regina.
2. The Committee Officers and Members shall have the control and management of the affairs and business of this organization. Such Committee Officers and Members shall act in the best interest of the organization at meetings when it shall be regularly convened by its chair.
3. Each Committee Officer and Member has one vote and voting will not be done by proxy, when it is related to the determination of a portfolio position. Proxies may be provided to The Committee via the secretary in the form of an email or signed letter. Any other Committee Officer or Member may not provide a proxy on behalf of another Committee Officer or Member.
4. The Committee Officers and Members may make such rules and regulations covering its sub-committee meetings as it may in its discretion determine necessary.
5. Vacancies in the Committee Officers may be filled by a vote (as by Article IX of these bylaws) of the majority of remaining members of the Committee for the balance of the year.
6. Any member or Officer of the Committee may be removed by a vote (as by Article IX of these bylaws) of the majority when sufficient cause exists for such removal.
7. The Chair shall preside at all membership meetings. In his/her absence, another officer shall chair the meetings.
8. The responsibilities of each Committee Officer or Member position are detailed in the Portfolio Duties following the by-laws and are considered a critical portion of these by-laws.
9. No Committee Officer or Member shall for reason of his/her office be entitled to receive any salary or compensation (except as detailed in the Portfolio Duties), but nothing herein shall be construed to prevent a Committee Officer or Member from receiving non-monetary compensation from the organization for duties.
Article VII – Executive Committee
The Directors, for the purpose of listing representatives to the Corporations Branch and for signatory purposes (see Article XI below), shall consist of the Chair, Vice-Chair, Treasurer and Secretary
Article VIII – Meetings
1. Regular meetings of this board will be held at discretion of The Committee.
2. The presence of “50% +1” of the Committee Members shall constitute a quorum and shall be necessary to conduct the business of The Committee. A lesser percentage may adjourn the meeting for a period of not more than one month from the date scheduled by these by-laws and the Secretary shall notify all absent members to obtain written votes to establish quorum. If Committee Member(s) wish to participate in the decision of a particular agenda item and are aware that they cannot attend the next meeting, a written vote may be provided to the Secretary not less than seven (7) days prior to that meeting.
3. Notice of all meetings shall be set at the end of the previous meeting. 5 days prior to the scheduled date of the meeting all committee members must submit a report, as well as any agenda items and motions to the Secretary.
4. An annual general meeting of The Committee shall be held every September, to hold nominations and voting to determine ensuing Committee Officers and Members, make changes to the constitution and bylaws, and sign official documentation.
5. A special general meeting shall be held every March for approval of the financial statement. The approved financial statements shall be filed by the treasure.
6. A Final meeting shall held in August; all reports from each committee member shall be typed and submitted to the secretary 5 business days before the meeting.
7. All meetings are closed to the public, including the annual general meeting. Guests may be invited by a voting member of The Committee. Notice of the guest must be provided to the Secretary 5 business days in advance.
Article IX – Voting
At all meetings, every question shall be decided by a majority vote of those members present. A declaration by the presiding officer that a resolution has been carried or has not been carried, and an entry to that effect in the minutes of the Committee shall be evidence of the fact, and no further proof is required.
Every question will be by a show of hands, unless a paper ballot is requested by one of the committee members.
Article X – Order of Business
On any procedural matter not dealt with in the Constitution and Bylaws, the Committee will be guided by Roberts Rules of Order, or other such manual of procedures as the Committee may, from time to time, designate.
Article XI – Signing Authority and Financial Information
1. The maintenance of financial information shall be the responsibility of the Treasurer. If the appointed Treasurer is replaced, it is the responsibility of the outgoing Treasurer to pass on the financial information to the incoming Treasurer.
2. All banking information is mailed to the P.O. Box 881 Regina, SK S4P 3B1
3. The signing authority for all expenses incurred by The Committee is as follows:
$0 to $250 – One (1) of the Executive Committee to sign the cheque and Treasurer (initials only one of the invoice/letter).
$251 to $1000 – Two (2) of the Executive Committee to sign the cheque and Treasurer (initials only one of the invoice/letter).
More than $1000 -The approval of The Committee documented in the minutes and two (2) of the Executive Committee to sign the cheque and Treasurer (initials only one of the invoice/letter)
4. The fiscal year end of The Committee is December 31
Article XII – Honorariums
The Committee shall hire and fix the compensation of any and all employees or volunteers which they in their discretion may determine to be necessary for the conduct of the business of the organization.
Article XIII – Sub-Committees
All sub-committees of this organization shall be appointed by the Committee and their term of office shall be for a period to be determined by the Committee. No member of any sub-committee is deemed to be a member of the Committee, unless elected to be a member under Article VI of these bylaws.
Article XIV – Amendments
These by-laws may be altered, amended, repealed or added to by an affirmative vote of not less than 50% + 1 of the committee at the annual general meeting. 5 days notice must be provided prior to the annual general meeting if proposing an alteration, amendment, repeal or addition to these bylaws.
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