THE DURHAM WOODWORKING CLUB Oshawa, Ontario, CANADA BY-LAWS

Transcription

1 THE DURHAM WOODWORKING CLUB Oshawa, Ontario, CANADA BY-LAWS Revised: June 20, 2018 Final Draft for Presentation to the Membership

2 TABLE OF CONTENTS Contents By-Law 1.0 Membership Types of Membership Regular membership Membership process Membership Dues Special Fees Other Optional DWC member financial opportunities Draw Lotto Membership pool Guests Responsibilities of Members... 5 By-Law 2.0 The Executive Executive Positions and Criterian Voting Non-Voting... 5 : Past President... 5 : Appointed-by-President Functional Area Heads (e.g., WebMaster) Executive Roles President Vice President Secretary... 6 Records the minutes of each meeting, including the Executive meetings Treasurer Director of Recruitment Director of Membership Director of Shop Maintenance Director of Community Relations Director of the Library Directors at Large Director of Information Technology Other Executive Members (non-voting) Past President... 7 By-Law 3 Signing Officers... 7 Page 2 of 13

3 By-Law 4 Meetings Regular Meetings Meeting Schedule Meeting Agenda Meeting Records Meeting Location Executive Meetings Meeting Schedule Meeting Agenda Meeting Location Voting Annual General Meetings (AGM) AGM Schedule AGM Agenda Special Meetings... 9 By-Law 5 Quorum... 9 By-Law 6 Dissolution of the DWC... 9 By-Law 7 Term of Office... 9 Bylaw 8 Cancellation of Membership Cancellation of Membership Re-acceptance of Membership Bylaw 9 Removal of executive officers Removal for Cause Resignation Bylaw 10 Method of Election Optional Nominee speeches Voting Contested Results Bylaw 11 Safety and Liability Bylaw 12 Business Year Bylaw 13 Committees Special Interest Groups (SIG) Other Ad Hoc Committees Page 3 of 13

4 By-Law 1.0 Membership 1.1 Types of Membership Membership can be either as a Regular Member or an Honorary Life Member Regular membership Regular membership is available to anyone 18 years or older, irrespective of gender, race, nationality or religion Honorary Life Membership Honorary Life Membership status, for outstanding service to the DWC, may be granted by a majority vote of the executive. The granting of Honorary Life Memberships will be considered annually and granted, if approved by a majority of the Executive Members in Good Standing Members in Good Standing are those DWC members who have paid their annual dues for the current period and are not currently (including temporarily) suspended from the club. 1.2 Membership process Regular Membership is sought by written application using a DWC Application for Membership form. The application process will include completion of a written DWC Waiver of Release form and payment of annual dues plus an initiation fee. The Membership year extends from January 1 to December 31. Honorary Life Membership status may be recommended in writing to the Executive by any Member in good standing. Such recommendations should include details of the reasons for the recommendation (e.g., long period of membership with significant executive/committee participation and/or DWC-related community service). The Executive will consider all recommendations once per year at a date agreed to by a majority of the executive and will announce the recipients of Honorary Life Status in January of the subsequent year. If a member has already paid their dues for that subsequent year, they will be refunded. 1.3 Membership Dues Annual Dues will be $60.00 per year. An additional Initiation fee of $10.00 will be charged during the first year of membership. Irrespective of when Dues are paid in a year, they will (only) cover the period up to December 31 of that year (i.e., they do not cover the subsequent 12 months after they have been paid). The 2 exceptions to annual dues amounts occur when: o an individual first joins the DWC in November or December, in which case the annual dues charged for that year will be reduced to $30.00 to cover the period up to December 31 of that year. o a member is granted Life Member status, in which case no further payment of annual dues is required by that Life Member The membership dues amount will be set by a majority of the executive and may be changed from time to time as determined by a majority of the Executive. Dues and Fees (see below) are not refundable 1.4 Special Fees Special fees may be charged in support of special events, such as guest speakers, seminars, and extraordinary expenses. The decision to charge special fees must be approved by a majority of the executive. Special fees will apply to Honorary Life members. Page 4 of 13

5 1.5 Other Optional DWC member financial opportunities Draw At each Regular meeting, club members will have the option to participate in a draw. One half of the draw money will go the club s general revenues, the other half will go to the club member whose ticket number is drawn Lotto Membership pool From time to time, club members and the DWC itself, will have the opportunity to join the DWC s Lotto Pool. DWC participants will sign the DWC Group Play Lottery Contract for each Draw Period that they participate in the DWV Lottery Pool. The DWG Lotto Pool Leader will make a brief report to the membership at regular club meeting. 1.6 Guests DWC Members in good standing may be accompanied by one guest to any regular meeting of the DWC. Guests may attend up to 2 meetings. Guests, including family members, must be 18 years of age or older in order to enter the club premises. Guests from other woodworking clubs in good standing may attend up to 2 DWC meetings per year at no charge. Guests are not permitted to accompany a DWC member on any woodworking activities in DWC facilities. 1.7 Responsibilities of Members All DWC members are required, at all times, to act in a safe, responsible and respectful manner to all DWC members, guests, equipment and facilities. No member is permitted to use the name or reputation of the DWC for personal gain. By-Law 2.0 The Executive 2.1 Executive Positions and Criterian The executive shall consist of the following elected members: Voting : President : Vice President : Secretary : Treasurer : Directors as needed (as per nominations and voting or appointments) Non-Voting : Past President : Appointed-by-President Functional Area Heads (e.g., WebMaster) NOTE: Should the same individual hold more than one function on the Executive, that individual shall have a single vote. The criteria for holding an Executive position include: DWC member in good standing resident of Canada able and willing to attend Executive, Committee and General meetings when required and able and willing to conduct the managerial/organizational work needed by the DWC 2.2 Executive Roles President Acts as head of the DWC and is the public face of the DWC Page 5 of 13

6 Presides over all meetings, or ensures an alternative is in place in his/her absence. Ensures that a meeting recap of each regular meeting is sent out to all members by Signs all documents etc. on behalf of the DWC. Oversees all planning processes for all club areas/activities. Oversees annual budget preparations. Oversees the custodial care of all documents, information and materials relating to the DWC. Appoints a convener for DWC elections Vice President Acts for the President in case of his/her absence from any meetings and assumes the other duties of the President in his/her absence. o Prepares and delivers a written account of such duties to the President on his/her return. Acts as Program Coordinator for Regular Meetings, including choosing topics for presentation, arranging for the attendance of guest speakers and the presentation of special demonstrations. Organizes and Updates Club Calendar with regard to the Program for Regular Meetings Secretary Records the minutes of each meeting, including the Executive meetings. Distributes the minutes to the Executive in a timely manner. Reads the minutes of the previous meeting for approval. Conducts all correspondence for the DWC and reports same when requested by the President. Together with the President, has custodial care of all documents, information and materials relating to the DWC. Notifies the membership of the time and place of meetings Treasurer Receives all monies such as dues and fees levied upon the membership, donations, advertising fees, etc. and issues receipts. Maintains the DWC s bank account and deposits all monies therein. Pays out such money as are required, by instruction from the Executive, for running expenses of the DWC. Maintains a set of financial records, and arranges for an annual audit of financial records, as required by Incorporated NPO status. Prepares an annual budget (in conjunction with the President). Attends to all reporting duties required of clubs Incorporated Not-For-Profit status. Oversees efforts to obtain external funding for club (e.g., Trillium grants). Leads and organizes the Finance Committee Director of Recruitment Designs the Marketing Strategy to promote DWC in Durham Region including for example: Advertising in local paper/media, use of alternative media (Twitter, Instagram, Facebook), designing and conducting membership drives, including recognizing existing members who bring in new members Works closely with the Director of Community Relations and the Web Master Director of Membership Receives application for membership, annual dues and maintains the membership data base. Prepares monthly and annual reports, as required Communicates / Follows-up on the Status of members who are in arrears of that fact and notifies the executive of the same Director of Shop Maintenance Ensures that new members are familiarized with the various shop equipment via a mandatory Woodworking 101 course that new members must attend in order to use the shop facilities Page 6 of 13

7 Ensures that shop equipment is safe to operate and in generally good repair, including purchasing needed repair parts. Ensures that unsafe shop equipment is clearly identified as not being available for member use. Ensures that major additional/replacement equipment needs are identified and prioritized to the executive. Leads and organizes the DWC Equipment Committee Director of Community Relations Organizes and oversees club interactions with external special interest groups (SIGs) who use DWC club facilities on an intermittent, chaperoned, basis (e.g., Cubs, Guides, Seniors) Director of the Library Ensures the library resource and function runs smoothly. Updates the members regarding new additions to the library as needed. Maintains the physical library Publish the library catalogue on the DWC website (if permitted) Directors at Large Attend all executive meetings and offer input and services to executive functions as needed Director of Information Technology Ensures that all matters related to the Website, DWC electronic files, AV services and all other IT-related matters run smoothly and efficiently Director of Safety Oversees and ensures that a comprehensive safety program covering all matters related to the facility design and physical set-up, membership training, signage and machine operation is in place. In conjunction with the Director of Shop Maintenance, ensures that new members are made aware of all safety requirements of the club, and that new members have demonstrated their knowledge of safety requirements Director of Education Oversees course development and scheduling Oversees recruitment of educators 2.3 Other Executive Members (non-voting) Past President Aids in transition to new executive and helps recruit new executive members. Offers experience and input on club matters as required By-Law 3 Signing Officers Following adequate discussion and approval by a majority of the executive on relevant matters, the President will be the Signing Officer for contracts / formal documents relating to DWC matters. A majority of the executive may appoint additional executive members to fulfill this function, as needed. Signing officers for DWC cheques, relating to the financial affairs of the DWC, will be any two of the President, Vice President and/or Treasurer. Page 7 of 13

8 By-Law 4 Meetings 4.1 Regular Meetings Durham Woodworking Club By-Laws Meeting Schedule Regular meeting schedules will be determined by a majority of the executive, and generally will be held Monday nights on a weekly basis, generally with the exception of June, July and August (summer), and other nights as required by circumstances The schedule of all meetings will be posted on the Web Site annually and updated as required Meeting Agenda Meetings will typically be hours in duration. Meeting agendas will typically consist of a brief business portion, including reports from the Shop and Library functions, Community Services, the Lotto Pool, a demonstration of a Woodworking topic by a guest speaker, a Show and Tell session and the Draw. Specific information about the demonstration component of meetings will be posted on the website at least 2 weeks in advance of the demonstration and be announced in the ed meeting recap at least 1 week in advance of the demonstration Meeting Records A regular meeting recap will be prepared and sent to all members by by the President, or other executive member as designated by the President, later the same week as the meeting. AV recording of sections of the meeting will be posted on the Website as deemed relevant Meeting Location Meetings will be held in the designated room of Simcoe Street United Church, unless otherwise decided by a majority of the executive. 4.2 Executive Meetings Meeting Schedule Meetings of the Executive will be held at the call of the President or a majority of the Executive with a minimum of 4 meetings per year. Executive members will be advised of executive meetings, including the date, time, location and draft agenda, at least 4 weeks in advance, in writing, by the President or Secretary. Similarly, all DWC members will be informed of the upcoming executive meeting by the President or Secretary and asked for their input regarding topics of discussion Meeting Agenda The president is responsible for preparing a draft meeting agenda and sending it out to all executive members at least 4 weeks in advance of the meeting. Executive members may make additions to the agenda up to 2 weeks before to the meeting date, by , copied to all members of the executive. A final agenda will be sent out by the president or designate 2 weeks prior to the executive meeting Agendas will typically contain time slots for approval or amendment of the previous meeting minutes, a review of the current WC finances, a review of the actions/plans of the various committees and any new business that may be brought forward in a motion by any member of the executive and supported by a seconder Meeting Location Meetings will be held in such premises as agreed upon by a majority of the executive. Typically, such meetings would be in the designated room of the Simcoe Street United Church Voting In the case where a vote is required on matters discussed at the meeting, voting will be by a show of hands The President, or meeting chair in the President s absence, shall cast a vote. Page 8 of 13

9 Durham Woodworking Club By-Laws In the case of a tie, the President shall cast a second and deciding vote. 4.3 Annual General Meetings (AGM) AGM Schedule AGMs will be held once a year, usually at the end of the calendar year. A Regular Meeting may be designated as an AGM. All paid up members to be notified by by the President or the Secretary, at least 3 weeks in advance of the AGM. Such notifications will include the location, date and time of the AGM, as well as an agenda, approved by a majority of the executive AGM Agenda The President and executive are responsible for preparing a draft AGM agenda. All members in good standing may make requests for additions/changes to the agenda up to 2 weeks prior to the AGM. Such modifications must be approved by a majority of the executive in order to change the original agenda. The President is responsible for organizing the executive consideration of suggested agenda changes. The final, revised agenda will be sent by to all regular members at least 1 week prior to the AGM meeting date. The agenda will typically contain a review of the years highlights, a review of the DWC finances, a review of the future actions/plans of the various committees, and election of Officers for any vacant positions, motions from the floor, confirmation of the Executive, etc 4.4 Special Meetings Special meetings may be called by: o a majority of the executive at their discretion OR o a petition signed by at least one-third of the regular membership in good standing. By-Law 5 Quorum For all non-executive meetings, 50% of the paid membership shall constitute a quorum wherein the meeting involves any sort of voting procedure and there has been proper notification of the regular members of the meeting. For Executive meetings, 50% of the executive shall constitute a quorum for voting matters. By-Law 6 Dissolution of the DWC Any DWC member in good standing may draft a motion to dissolve the DWC. A motion to dissolve the DWC must be made in writing to the executive and must be signed by at least 3 (including the author) DWC members in good standing. If the motion is approved by a majority of the executive, the President must inform all DWC members in good standing of the dissolution motion by and schedule a vote at least 4 weeks in advance of the vote. A decision to dissolve the DWC must be approved by a 2/3 majority vote of the DWC members in good standing and present at the time of the vote. In the event the Club is dissolved o all equipment and materials shall be sold and all the funds donated to a community organization at the discretion of the Executive and Membership o any monies on hand shall be donated to a community organization, at the discretion of the Executive and Membership. By-Law 7 Term of Office Elections will be held at the Annual General Meeting, every odd calendar year. Page 9 of 13

10 Durham Woodworking Club By-Laws The Executive shall be elected for a minimum period of two years and will assume office immediately. Executive vacancies will be filled by appointments made and approved by a majority of the executive. The appointments will be for the unexpired portion of the term. Appointed individuals must be DWC members in good standing. Potential appointees must be identified to the entire executive at least 1 week in advance of their appointment being voted on by the executive. Bylaw 8 Cancellation of Membership The DWC expects and requires all members to act in a safe, responsible and respectful manner toward all other members and the DWC facility, at all times. Any member may have their membership cancelled for cause. 8.1 Cancellation of Membership Any DWC member in good standing may make a written application to cancel a member s membership, for cause, at any time. Such application will be signed by at least 3 DWC members in good standing (including the author) and submitted to the executive. Cancellation of a DWC membership may be for reasons that include: A member s actions are detrimental to the interests or the reputation of the DWC. A member had undertaken unauthorized actions or made unauthorized representations on behalf of the DWC. A member used the name or reputation of the DWC for personal gain. A member exhibited disruptive and inappropriate conduct during meetings. A member failed to pay his/her membership dues within (3) months of the date of renewal. An individual s membership in the DWC may be cancelled by a majority vote of the Executive in support of such a motion. Prior to cancelling a member s membership in the DWC, an executive discretionary decision may be made by a majority of the executive to provide a written warning to the member to cease in his/her unwanted/ inappropriate behavior. 8.2 Re-acceptance of Membership A member who has had their membership cancelled will not be accepted for re-entrance into the DWC for a minimum of 1 calendar year. In such a case, re-application must be in writing and the application must be co-signed by at least 3 members in good standing. Readmittance to the club must be approved by a 2/3 majority of the executive. The sole exception to the above concerns the matter of dues delinquency. No executive vote is required to cancel a membership on this matter, and once dues are paid up, the membership would continue immediately. Bylaw 9 Removal of executive officers 9.1 Removal for Cause Any Executive member may be removed for cause. Any DWC member in good standing may make a written application to remove a member of the executive, for cause, at any time. Such application will be signed by at least 3 DWC members in good standing (including the author) and submitted to the executive council. The executive individual in question will be informed of the removal proposal by the club president at least 1 week before the executive group takes action on the application. The exception to this is the situation wherein the application is to remove the president, in which case the Vice President will so inform the president. The executive individual in question will be given the opportunity to explain/defend their action/position to the executive prior to a vote by the executive group on the motion. Removal of an individual member of the executive will occur subsequent to a majority vote of the executive council during a regular executive meeting or at a special executive meeting called for that purpose. Page 10 of 13

11 The executive member in question does not vote in the matter. In the event of a tie, the President will pass one more vote to break the tie, unless the vote concerns the President in which case the Vice President will cast a second vote. Any removed Executive member generally may remain as a member of the DWC, unless specifically voted otherwise by a majority of the executive. 9.2 Resignation A member of the executive may resign at any time by giving written notice to the President or the Secretary of the DWC. Unless otherwise specified in the notice, the resignation shall take effect upon receipt, and the acceptance of the resignation shall not be necessary to make it effective. A majority of the remaining executive will decide how/if to replace that executive member Bylaw 10 Method of Election Elections will be held every 2 nd year during the Annual General Meeting The Election Officer This will be a convener appointed by the President. The Election Officer is responsible for gathering all nominations and for preparing voting materials, as needed 10.2 Nominations Nominations will be requested, in writing, at least 1 week prior to the AGM. Each nomination must include the signature of the nominated individual and 2 DWC members in good standing. received from the floor at the AGM only in the event that there is no written nomination for a given Executive position. Floor-nominated individuals must be at that AGM and must accept their nomination prior to any voting Optional Nominee speeches In the event of their being multiple nominees for a single position, candidates will be allowed, at their discretion, to make a 3-minute (max) verbal address to the other members at the AGM Voting Voting will be by secret ballot, unless otherwise approved (e.g. by a show of hands) by a majority of the nominees for a given position All DWC members in good standing who attend the AGM will receive 1 vote per position In the event that there is only 1 nominee for a given position, that person will be declared winner by acclamation Contested Results If the result of the election process for a particular position is contested by a minimum of 10% of the eligible voter(s), the election for that position will be repeated. A contesting voter(s) must provide specific reasons for the request, and must request a repeat of the election for the named position prior to the end of the normal election process for the entire executive at that AGM. The counting and tabulation will be done by the Elections Officer and 2 members selected from among the membership by the Elections Officer. Ties will be settled by a secret vote as many times as necessary. Bylaw 11 Safety and Liability Members are responsible for knowing of and conducting themselves in accordance with Page 11 of 13

12 generally accepted safety rules at all times while on DWC premises or while representing the DWC. Non-compliance with the said rules and/or behaviour dangerous to others will result in ejection from the event and/or the DWC. The Safety Officer will be responsible for preparing a set of safety rules for the club. A set of general safety rules is included as an appendix to the Bylaws. Bylaw 12 Business Year The Business year commences on January 1st of each year. Bylaw 13 Committees The Executive may identify areas or activities that require a committee structure to govern them The President may appoint a Chairman for a special activity as the need arises. The Chairman will choose members of this committee, as appropriate. The Chairman reports to the Executive Special Interest Groups (SIG) SIGs are external groups/functions that the club chooses to interact with. The Director of Community Relations manages relations with the SIGs 13.2 Other Ad Hoc Committees Other committees may be established as approved by a majority of the executive Page 12 of 13

13 APPENDIX I General Safety and Operational Rules 1. DWC members have an obligation, at all times, to: a. treat the DWC premises, equipment, members and guests with respect b. be safety conscious, and assist others in being safety conscious.. and to c. act in a responsible manner. To be completed by the Safety Officer Page 13 of 13