Home

About
the Club


Next Show

Contacts

Membership
Application


Links

NIAGARA WOODCARVERS ASSOCIATION

CONSTITUTION

ARTICLE

I. THE ORGANIZATION:

A. Shall be called the NIAGARA WOODCARVERS ASSOCIATION (herein referred to as "the Association").

B. Shall be none profit in structure, with all revenues being used to further the Purpose of the Association.

II. PURPOSE:

A. To promote an interest in and appreciation of the art of wood carving in all its aspects;

B. To encourage and develop high standards of wood carving craftsmanship;

C. To provide, sponsor, promote and encourage educational opportunities with respect to the art of wood carving and all related skills, by way of exhibits, lectures, seminars, workshops, courses and other appropriate means;

D. To purchase, lease or otherwise acquire lands, buildings, easements and property, real and personal, which may be requisite for the purpose of or capable of being conveniently used in connection with the objects of the Association.

III. MEMBERSHIP:

A. A FULL MEMBER is one whose annual dues are paid and is entitled to all the rights and privileges of the Association.

B. AN HONORARY LIFE MEMBERSHIP is one awarded to a member by Executive and is entitled to all the rights and privileges of the Association.

C. AN HONORARY MEMBERSHIP is one granted on recommentation of the Executive and approved by the membership to an individual who has made an outstanding contribution to woodcarving in general and the Association in particular.

IV. ORGANIZATIONAL STRUCTURES:

A. EXECUTIVE COMMITTEE:

  1. Shall consist of elected officers and directors as established from time to time in the By-Laws of the Association. (ref. By-Law II.A.)

  2. Shall be collectively responsible for the effective operation of the Association.

  3. Shall have the further responsibility to appoint ad hoc committees as required, from within the executive or from membership at large.

B. MEETINGS:

  1. GENERAL MEETINGS shall be scheduled regularly during the months September through June.
  2. EXECUTIVE MEETINGS shall be held a minimum of three (3) times each year.

C. VOTING:

  1. QUORUM - The presence of at least thirty (30) members is required to form a quorum at all general meetings; and a minimum of 50 % of the elected officers/directors is required at all executive meetings. (ref. Article IV.C.4)

  2. A SIMPLE MAJORITY will carry a vote at all general and executive meetings, except for matters dealing with the Constitution and By-Laws or the election of an Honorary Member.

  3. THE PRESIDENT of any meeting shall have no vote, except in the event of a tie.

  4. AMENDMENTS TO THE CONSTITUTION AND BY-LAWS - Proposed amendments may be adopted by a two-thirds (2/3) majority of those present. The quorum of thirty (30) members stands. (ref. Article IV.C.l)

D. AMENDMENTS TO THE CONSTITUTION AND BY-LAWS

  1. Any amendment to the Constitution of By-Laws may be proposed by the Executive or any full member of the Association.

  2. All amendments must be written and presented to the Secretary of the Executive by the April general meeting.

  3. All proposed amendments must be posted in the Association's Newsletter prior to the May general meeting.

  4. Proposed amendments will be voted on at the May general meeting by the membership in accordance to Article IV-C-4.

V. FINANCES:

A. FUNDS:

  1. PRINCIPAL SOURCE of funding for the Association shall be annual membership dues.
  2. The executive shall have the power to investigate and apply for available GRANTS.
  3. The funds of the Association will be maintained in a BANK ACCOUNT in the name of the Association. The Treasurer and two other officers, appointed by the executive, shall have signing authority; and the signatures of any two of the three shall be required to withdraw funds.

B. AUDIT:

  1. A financial audit shall be made annually by two persons approved by the membership.
  2. The Auditor's Report shall be made to the September general meeting. (Ref. By-Law V.B.l. 3.)

C. ACCOUNTABILITY:

  1. Costs relating to any project, seminar, guest speaker/ instructor, or social event that has the approval of the executive will be the responsibility of the Association.

VI. ELECTIONS:

A. NOMINATIONS for offices due for election will be accepted at the April meeting each year, or from the floor at the May meeting.

B. ELECTIONS will be conducted at the May meeting each year.

C. NEWLY ELECTED OFFICERS will take office at the September meeting following the election.

17 September 2007

BY-LAWS

I. MEMBERSHIP:

A. A. FULL MEMBER is entitled to:
  1. Vote
  2. Hold office
  3. Participate in all activities of the Association.
B. AN HONORARY LIFE MEMBER is entitled to:
  1. Vote.
  2. Hold office.
  3. Participate in all activities of the Association.
  4. No longer required to pay annual dues to the Association.
C. AN HONORARY MEMBER is one bestowed upon an individual (Ref. Const. Art. III-B-C)
  1. Cannot vote.
  2. Cannot hold office.
  3. May participate in all other activities of the Association.

II. EXECUTIVE COMMITTEE:

A. OFFICERS: to be elected by the membership

  1. President
  2. Vice-President
  3. Recording Secretary
  4. Membership Secretary
  5. Treasurer
  6. Newsletter Editor
  7. Directors, twelve (12)

B. DUTIES OF OFFICERS:

  1. PRESIDENT:
    a. Shall chair all general and executive meetings.
    b. Shall be an ex-officio member of all ad hoc committees.
    c. Shall have the responsibility of the general efficient operation of the Association.

  2. VICE-PRESIDENT:
    a. Shall stand in to chair any general or executive meetings in the absence of the President.
    b. Shall assist the President in his duties related to the general operation of the Association.

  3. RECORDING SECRETARY:
    a. Shall take down and prepare minutes of all general and executive meetings, distributing a copy to each executive committee member.
    b. Shall handle such correspondence as is necessary.
    c. Shall keep proper files of meeting minutes, correspondence, newsletters and any other items which might be of historical value to the Association.

  4. MEMBERSHIP SECRETARY:
    a. Shall receive membership dues from members, giving membership cards in return.
    b. Shall keep accurate and up to date record of membership information.
    c. Shall turn membership dues over to the Treasurer after making a record of these monies.
    d. Shall promptly turn over membership forms and information changes for entry onto the membership mailing list.

  5. TREASURER:
    a. Shall be responsible for final receipt, deposit and disbursement of all monies of the Association.
    b. Shall balance the Association's books with the bank account monthly.
    c. Shall make a Treasurer's Report to each general and executive meeting of the Association, providing details as requested.
    d. Shall close the Association's books for year-end promptly on August 31st, turning all financial records over to the Auditors.
    e. Shall make a formal annual Treasurer's Report in writing to the Recording Secretary at each year end for insertion in the minutes of the September general meeting, said report to be read to the members at that meeting.

  6. NEWSLETTER EDITOR:
    a. Shall research and compile available news of interest to members of the Association, including items resolved at the previous general and executive meetings.
    b. Shall cause a letter containing such news to be typed and printed.
    c. Shall oversee the collating, stuffing, stamping and mailing of the newsletter with the help of volunteer members.
    d. Newsletters shall be produced ten times a year (September through June) and mailed or e-mailed in time to reach members prior to the general meeting in those months.

  7. DIRECTORS:
    a. Shall generally assist with their experience in the decision making of the executive committee.
    b. Shall offer to chair and/or serve on various committees required for the efficient operation of the Association.

  8. GENERAL EXECUTIVE DUTIES:
    a. All executive members should endeavour to attend as many general and executive meetings as possible in order to keep abreast of happenings and to be an active part of the controlling body of the Association.

  9. IMMEDIATE PAST PRESIDENT:
    A. Shall lend his experience to the president and the Executive Committee for a period of one (1) Year to ensure a smooth transition from the past executive to the new executive.

III. MEETINGS:

A. GENERAL MEETINGS will normally be held the third Monday of the months September through June. Notice of meetings will be through the Association's Newsletter.

B. EXECUTIVE MEETINGS will be called at the discretion of the President, at least three (3) times a year.

C. SPECIAL GENERAL MEETINGS may be called at the discretion of the President or by a petition signed by at least ten (10) members and presented to the Recording Secretary at least ten (10) days prior to the proposed meeting date. That Secretary shall be responsible for notifying all members by mail or e-mail immediately.

D. SPECIAL EXECUTIVE MEETINGS may be called at the discretion of the President or by a petition signed by at least three (3) executive officers and presented to the Recording Secretary at least ten (10) days prior to the proposed meeting date. That Secretary shall be responsible for notifying all executive officers by mail or e-mail immediately.

IV. VOTING:

A. THE METHOD OF VOTING, i.e. show of hands, standing, or ballot, shall be at the discretion of the President.

V. FINANCE:

A. FISCAL YEAR:

  1. The Association's Fiscal Year shall be from September 1st to August 31st.

B. AUDIT:

  1. The Association's financial records shall be audited each year during the three week period after the books are closed August 31st and before the September meeting.

  2. At the September meeting the Auditors shall make their report in writing to the Recording Secretary and verbally to membership.

  3. The Auditors shall turn over the books to the incoming Treasurer by the September meeting.

C. DUES:

  1. Annual membership dues are assessed at:

    a. $20.00 per person
    b. $25.00 per family

  2. All memberships come up for renewal on September 1st of each year, and must be paid by the October meeting night. Those members with dues still outstanding at that time will then be stricken from the membership list. An individual will regain status as a member in good standing upon payment of dues.

D. ACCOUNTABILITY:

  1. The committee or person arranging and supervising any project, seminar, guest speaker/instructor or social event that has the approval of the executive shall make every effort to project costs as accurately as possible and set fees or prices accordingly.

  2. In the event of a short fall in revenue for such a function due to unexpected expenses or reasons unforeseen, this amount will be the responsibility of the Association, and not of the committee or person oversixg the project.

VI. ELECTIONS:

A. TERM OF OFFICE:

  1. The term of all offices shall be two (2) years.

  2. Four of the twelve Directors will be elected each year, for two year terms.

B. VACANT OFFICES:

  1. In the event of any office becoming vacant before end of term, nominations may be held at the next general meeting; with election to fill that office for the remainder of the term being held at the following general meeting.

  2. It shall be the responsibility of the executive committee to ensure that the duties of the vacant office are upheld until the position is filled.

17 September 2007