CONSTITUTION Sample

Constitution and By-laws

Article I
The name of the organization shall be X hereinafter referred to as the Club, which shall be a nonprofit organization with unlimited borrowing powers.

Article II
Mission /Purpose The purpose of this club shall be:

a) To provide a forum for Zimbabweans in Canada to engage in co-operative relationships for social, professional and economic enrichment. b) To provide temporary financial support to members in times of need such as bereavement c) To engage in fund raising activities as a means of increasing the clubs financial portfolio d) To grant loans to members in good standing at the discretion of the executive committee e) To arrange social functions for the benefit of members and the community f) To promote and engage in cultural exchanges between Zimbabwe and Canada g) To provide a platform for the generation of resources that could be donated to Zimbabwean charities h) To assist Zimbabweans arriving in Canada for the first time settle in by providing information and other necessary resources.

Article III
Membership and Representation Section 1: The Club shall be organized on a membership basis. Membership shall be extended to but not limited to Zimbabweans living in Canada. Other nationalities shall become members if they indicate their willingness to abide by the constitution and its by-laws and to assume their privileges and responsibilities in the Club.

Section 2: Each member in good standing shall be entitled to a single vote. Section 3: Membership shall be contingent upon the acceptance of the purpose of the Club and upon payment of dues as determined by the Executive Committee with the approval of the membership. To maintain good standing, members must be: a) Current in their payment of dues. b) Respect family values c) Good behaviour within the community d) No criminal record Any member not paying their dues, and/or related fines for three consecutive months shall cease to be a member and shall forfeit all the contributions made to the club. Members, whose club membership is cancelled due to non-payment of dues and/or fines, shall wait for at least six (6) months before they can apply to rejoin the Club. Section 4: Members in good standing shall receive assistance from the Club including during bereavement and other financial difficulties at a level to be determined by the Executive Committee from time to time with the approval of the members.

Article IV
Benefits Section 1: The Club will pay full Benefits to Members and their families in good standing. The amount of the benefit will be

determined by the Executive Committee in consultation with the rest of the members. Section 2: The club shall pay full benefits to members biological or/and legally adopted children who are 25 years or under and not affected by a life event ie marriage, Benefits will not apply to members children who are married and have their own families . Section 3: Members children who are over 25 years or have their own families shall be welcome to join the Club on their own by paying only the subscription fee from that month. All members children will NOT be required to pay any joining fees. Section 4: A special benefit determined by Executive in consultation with members shall be paid to members biological or legally adopted parents. However such parents shall be registered with the Club Secretary. Dues Section 6: Membership dues to the Club shall comprise a joining fee which is determined by the Executive Committee from time to time and a monthly contribution that will be determined by the members from time to time but at no time shall the said monthly contributions be less than $20.00. Section 7: The Club shall assess fines on members for such violations as non-attendance of meetings without valid excuse, lateness to meetings, and lateness in paying monthly dues. Lateness to meetings shall be interpreted to mean arriving at least 15 minutes after the scheduled starting time of any meeting. At no time shall any of the

said assessments or fines be less than $20.00. All assessments and fines shall be charged as dues and shall be payable to the Club treasurer within 14 days of being assessed.

Article V
Membership Section 1: The governing body of the Club shall be all the members in and their families in good standing. Section 2: Policies and procedures of the Club shall be adopted by majority vote of the members at legal meetings, which may choose at any time to delegate such decisions to the Executive Committee (Article VI).

Article VI
Executive Committee Section 1: The members shall every year nominate and elect or re-elect members of the Executive Committee. This committee shall consist of at least five (5) members. Section 2: The Executive Committee shall have a chairperson, secretary, treasurer, and at most three (3) committee members without portfolio who will be elected directly by the members. Section 3: The duty of the Executive Committee shall be to carry out the business of the Club based upon the direction of the members.

They may hire staff, appoint ad hoc committees and task forces, disburse funds, and seek financial assistance to carry out the Clubs policies and actions.

Article VII
Duties of Officers Section 1: Chairperson: The Chairperson shall preside at all meetings of the members and the Executive Committee. The chairperson shall exercise general supervision over the activities and programs of the Club, and may sign official documents on behalf of the Club, in consultation with the Executive Committee. The Chairperson shall appoint all committee chairs not otherwise chosen, in consultation with the Executive Committee.

Section 2: Secretary: The Secretary shall keep all current records and documents of the Club(Constitution, Forms , Code of Conduct etc) and record the minutes of the members meetings and Executive Committee meetings, and send copies of minutes to the appropriate members and individuals. The Secretary shall provide all required notices of meetings of the Club. Section 3: Treasurer: The Treasurer shall receive all monies collected under the authority of

the Club and give receipts thereof. The Treasurer shall pay all the debts of the Club in accordance with the procedures authorized by the Executive Committee. The Treasurer shall keep all accounts of all written transactions, which shall be examined by the Executive Committee and presented to the members at the Annual General Meeting. The Treasurer shall prepare monthly financial statements for accounting purposes and quarterly reports for presentation to members. The executive shall appoint an audit committee to audit the transactions of the association once every year. Section 4: Executive Committee members without portfolio shall perform duties as assigned by the Executive Committee and the Chairperson. Section 6: The Secretary shall serve as Chairperson until an election is held to fill both offices. This election shall be held within 60 days of the vacancies occurring. Officers elected during this election shall serve only to finish the un-expired term. Section 7: In the event the position of Secretary, Treasurer, or Executive Committee member without portfolio becoming vacant, the Executive Committee shall appoint someone to fill the position until the next regular election.

Article VIII
Meetings

Section 1: The Clubs members will meet annually for the Annual General Meeting during the last two weeks of March and quarterly for regular general meetings. That is , general meetings shall be held during the month of March, May, August and November each year. The month on July and December shall be reserved for social gatherings. The members shall hold additional/emergency meetings as deemed necessary by the Executive Committee. Section 2: At the written request of at least 65% of the members of the Club, the Chairperson shall call a meeting. Meetings called as a result of a written request by members will be held within 60 days of the written request. At any such meeting, consideration may be given only to business for which the meeting has been called as stated in the notice of the meeting. Section 3: The Executive Committee will meet as needed. Section 4: The Secretary shall provide written notice of meetings of the members and the Executive Committee at least 7 days prior to the meeting. Section 5: The Secretary shall provide minutes of all meetings of the members to each member who was present at that meeting at least 7 days prior to the next meeting. Minutes of the Executive Committee meetings shall be provided to each Executive Committee member at least 7 days prior to the next Executive Committee meeting.

Section 6: For purposes of members meetings, 65% of the members in good standing shall constitute a quorum. Section 7: For Executive Committee meetings, a majority of the executive committee members shall constitute a quorum.

Article XI
Nomination and Election of Officers Section 1: Election of officers shall be by secret ballot and shall be held during the Annual General Meeting of the Club. Section 2: Any member of the Club who shall be in good standing shall be eligible for nomination and election to any position in the Club. Section 3: No nomination shall be valid unless made by a member in good standing.

Article X
Impeachment Any member of the Executive Committee shall be impeached if they are found to be in violation of any of the provisions of the Clubs constitution and by-laws or to be in serious dereliction of their duty as determined by a two-thirds (2/3) majority vote of members of a disciplinary committee chosen by the members and if such committee determines that a criminal offence has occurred, the committee may recommend to the members through the

Executive Committee what appropriate action may be necessary to protect the Clubs interests in particular as well as the integrity of its members in general. The Code of Conduct document shall be used for all disciplinary issues.

Article XI
Financial Provisions and Fiscal Year Section 1: The Executive Committee must approve any expenditure of the Club exceeding $100.00, unless it represents an item included in an approved annual budget or an approved budget for a specific project. Section 2: The Executive Committee may authorize any officer(s), or agent(s), to enter into contract or execute and deliver instruments in the name of and on behalf of the Club, and the authority may be general or confined to specific cases. Section 3: All cheques, drafts, or other orders for the payment of money, notes or other evidences of indebtedness issued in the name of the Club shall be signed by the treasurer or the chairperson and any other member of the Executive Committee listed on a signature panel to be determined by the Executive Committee from time to time by resolution. Section 4: The Executive Committee shall annually appoint a committee to conduct a review of the Clubs books and to determine whether a financial audit is necessary. If deemed necessary, such an audit shall be conducted

within 30 (thirty) days of the committees recommendation.

Article XII
Assistance to Members Assistance to members during times of bereavement, or any other financial difficulty shall be determined by the executive in consultation with all members. It shall be reviewed by the Executive Committee from time to time subject to approval by the members.

Article XIII
Amendments This constitution and by-laws may be amended by a favourable vote of two-thirds (2/3) of the entire membership at any annual general meeting or extraordinary meeting, provided notice of the proposed amendment shall have been given to members at least 7 (seven) days prior to the meeting. Further amendments to the constitution and by-laws and to any related provision of the constitution and by-laws may be acted upon at such meeting.

Article XIV
Dissolution In the event of the dissolution of the Club, all its net assets shall be distributed to current members in good standing, on a formula to

be worked out by the Executive Committee with the approval of all the remaining members.

ARTICLE XV Acknowledgements We the members append our signatures below as an acknowledgement that we have read and understood the contents of this constitution as it is at this date. By signing this document we agreed to abide by this constitution at all times. This is our current constitution. .. .
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