MEETINGS
A) The General Meetings of the Association shall be held on the first Saturday of every month. The Executive Committee shall meet on the third Saturday of every month.
B) The Annual General Meeting (A.G.M) of the Association shall be held in the month of December of each year, to correspond to the end of the fiscal year beginning on January 1 of the same year. All new members who joined in the preceding year shall be jointly welcomed at the A.G.M
C) The Standing Committees shall meet at least four times a year.
D) The Ad Hoc Committees shall meet as many times as may be required by their assignments.
E)
The attendance at all General Meetings of the
Association is open to all members in good standing who shall exercise voting
privilege. New immigrants of
F) An Emergency General Meeting of the Association shall be summoned at any time at the instance of the President
G) An Emergency Committee Meeting shall be summoned at any time at the instance of the President
H) An Extraordinary General Meeting of the Association shall be summoned at any time at the instance of the Executive Committee or by four members of the Executive Committee. Conveners of such Extraordinary General Meeting shall append their names and signatures and indicate their offices and the reason for the meeting..
I) Notification for meeting shall stipulate the time, date and, location of the meeting.
J) Notice for General Meetings and the Minutes of the previous meeting shall be mailed to the members in good standing at least one week to said meeting.
K) The Order of Business at a meeting of the Association shall be relaxed and interactive. It my also include a recess time of 5-10 minutes at the discretion of the presiding officer. The order of business shall proceed as thus:
I) Call to Order
II)
III) Business arising from the Minutes
IV) Agenda of Current Meeting
V) New Business
VI) Adjournment
AUDIT / EXTERNAL AUDITOR
A) There shall be an annual audit of the accounts of the Association by an Auditor or Auditors who would be appointed at the General Meeting in November.
B) The Auditor(s) shall present a report to the Executive Committee no later than ten days before the Annual General Meeting
C) The Report of the Auditor(s) shall be provided to all members at the Annual General Meeting for discussion.
AUTHORIZATIONS FOR EXPENDITURE
A) The President shall have the sole. power to authorize the withdrawal of an amount not exceeding the sum of $250.00 for any given unbudgeted transaction
B) All amounts above $250.00 but, not exceeding $500.00 for any given unbudgeted transaction shall only be authorized by the President with approval of the Executive Committee.
C) Any withdrawal above $500.00 for any unbudgeted transaction shall require the approval of the General House.
BY–ELECTION
A) Should an office or offices of the Executive or, a Standing Committee become vacant, the Executive Committee shall inform the General House at the next General Meeting.
B) Where the vacant office is that of the President or Secretary, the assistant shall fill the vacancy for the remaining part of the Tenure.
C) If the vacancy(s) occur(s) after the Electoral Committee has been elected, then the Electoral Committee shall conduct the By – Election.
D) If the vacancy(s) occur(s) before an Electoral Committee is elected, then a three – person By – Election Electoral Committee shall immediately be elected.
E) No member of the existing Executive Committee shall seek election to the vacant office(s)
F) The By – Election shall be held at the next General Meeting or a meeting convened for the purpose before the next general meeting.
G) No member of the Electoral Committee shall be eligible to contest an election
H) Any member of the electoral committee must resign his /her appointment to contest an election. The Electoral Committee shall call for nominations in accordance with the Electoral Schedule of Events approved by the General House.
I) The election shall be held at the next general meeting or a meeting convened for that purpose before the next general meeting.
STANDING COMMITTEES
The tenure of office for all Standing Committees shall be two years.
There shall be the following Standing Committees:
A) Social / Publicity Committee
B) Financial Committee
C) Property Committee
Members of the Standing Committees shall be elected by members of the Association.
AD HOC COMMITTEES
There shall be the following ad hoc committees:
A) Disciplinary Committee
B) Electoral Committee
C) Honours and Awards Committee
D) Security Committee
E) Goodwill Committee
Members of the Ad Hoc Committee shall be elected by members of the Association.
They shall be elected as and when necessary to perform specific functions. The tenure of any Ad Hoc Committee shall be determined by the duration of its assignment.
IMPEACHMENT PROCEEDINGS
A) Prior to a vote of No Confidence being called against a member of the Executive Committee:
I) The Executive Committee shall have written two letters of reprimand to the errant officer
II) There no change in conduct is observed, a third letter shall be written to the officer and the Executive Committee shall submit a report on the errant officer to the Association at a general meeting.
III) Where no change is observed, a vote of No Confidence shall be called.
B) The following acts of misconduct by a member of the Executive Committee shall warrant a vote of No Confidence in the errant officer by the General House.
I) irregular or non – attendance at Executive and / or General Meetings
II) non – performance of official duties.
III) unsatisfactory performance of official duties
IV) abuse of office.
V) persistent uncomplimentary behaviour
C)
Impeachment Proceedings
I) A motion for a vote of No Confidence shall be moved by the Executive Committee, seconded and the vote taken.
II) Where a vote of No Confidence has been passed, the errant officer shall cease to be a member of the Executive Committee.
III) The dismissed officer shall not be eligible to vie for the same office or any other Executive office in subsequent by – elections during the tenure of the administration.
1) Absentees without reasonable excuse shall be liable to a fine of five dollars ($5.00).
2) Any member who arrives after the meeting has been called to order without prior notice to that effect shall be liable to a fine of two dollars ($2.00).
3) High School students, married or single shall be exempt from the monthly due subscriptions.
4) Any unemployed member shall pay only half of the monthly dues subscription until such a time that his or, her financial situation changes for the better.
5) Unemployed new immigrants shall remain exempt from the monthly dues subscription until he or, she secures gainful employment.
6)
All non –
7) Any unwarranted verbal disruption of proceedings shall incur a fine of two dollars ($2.00).