Club Constitution

1. NAME

The name of the Club shall be:

Canadian Club Of Lake Chapala

2. PURPOSE

The purpose of the Club is to:

i. Promote good fellowship among Canadians and friends within the Lake Chapala area.
ii. Encourage a cultural exchange and foster friendly relations with all residents.
iii. Be a centre for providing current Mexican and Canadian Information.
iv. The Club shall be non-profit, non-political and non-sectarian. 

3. MEMBERS

Membership is available to everyone. There shall be Active, Honourary and Life members.  Honourary and Life membership may be conferred on such persons, as in the opinion of the Board of Directors, may be entitled to such distinction.

4. FEES

Active members shall pay an annual fee as determined by the Board of Directors for the year May 1st. to the following April 30th. Honourary members shall be exempt from the payment of fees, but shall neither vote nor hold office.

Only paid-up members shall be eligible for office, or have the right to vote at any meeting of the Club. Membership shall lapse with the termination of the Club's fiscal year. Members who have failed to renew their membership by the end of the following September shall cease to be a member.

5. ANNUAL MEETING

There shall be an Annual Meeting held in April of which 30 (thirty) days notice shall be given to every member. The Annual Meeting will present the President’s Report, Treasurer’s Report, and elect a Board of Directors to be in charge of conducting the affairs of the Club for the following 12 (twelve) months. The quorum for an Annual Meeting shall be 20 (twenty) members.

6. ELECTION OF DIRECTORS

The Board of Directors shall consist of the President, 2 (two) Vice Presidents, a Secretary and a Treasurer. Directors shall be elected at the Annual Meeting and shall hold office until the next Annual Meeting. Nominations for elective office shall be made by a Nominating Committee composed of 3 (three) members as follows:­

The Immediate Past President as Chairperson and 2 (two) other members, chosen by the Immediate Past President.

The Nominating Committee shall be formed at least 3 (three) months prior to the Annual Meeting and shall inform the Board of Directors of those nominated, prior to the Annual Meeting. The Board of Directors shall receive the report of the Nominating Committee as information only and shall not approve, amend or reject it. Further nominations may also be made in writing and with the written consent of the Nominee, to the Nominating Committee Chairperson by any member in good standing, a minimum of 30 (thirty) days prior to the Annual Meeting. Nominees for President must have served on the Board for a minimum of one term prior to being nominated. If there is more than one Nominee for a single office, a vote shall be held for such position(s) either by a show of hands or by secret ballot at the discretion of the Nominating Committee Chairperson at the Annual Meeting.

In the case of demission of office, whether by death, resignation, or otherwise, the vacancy may be filled by the Board of Directors. The Club Member so appointed shall hold office until the next Annual Meeting.

The President may nominate any Director or a member from the Club at large to Chair or serve on a Committee with appointments of nominees to be approved by a majority vote of the Board of Directors.

Persons to fill Honourary positions shall be nominated by the President and approved by a majority vote of the Board of Directors.

7. EXECUTIVE COMMITTEE

The Elected Directors along with the Past President, the Honourary Chairperson, if any, the Honourary President, if any, together with the Committee Chairpersons shall constitute the Club Executive which shall be in charge of conducting the affairs of the Club. Any recommendation for changes to By-Laws etc., which require a majority vote of the Board of Directors, may be referred to the Board by the Executive Committee.

8. DUTIES OF DIRECTORS AND APPOINTED POSITIONS

Directors and Appointed Positions shall have duties customary to their office, or as determined by the President. Refer to Club By-Laws.

9. MEETINGS

Board of Directors or Executive Committee meetings shall be held at the call of the President or following the signed request in writing of at least 3 (three) Board Members, addressed to the Secretary. 7 (seven) days notice of such meetings shall be given and 3 (three) Board Members shall constitute a quorum.

Ordinary General Meetings of the Club shall be held as decided by the Board of Directors. Special General Meetings of the Club may be called by the President or at the signed request in writing of 20 (twenty) members in good standing, addressed to the Secretary.

Club members shall be given at least 7 (seven) days notice of such a Special General Meeting. Members shall be notified in writing and the purpose of the meeting shall be included in the notice. A quorum for an Ordinary or a Special General Meeting shall consist of 20 (twenty) members.

10. ADMISSION TO CLUB MEETINGS

Admission to Club meetings shall be by membership card. Non-members may have to pay an admission fee. Members of other Canadian Clubs may visit at anytime on presentation of a valid membership card.

11. BANKING AND SIGNING AUTHORITY

The Treasurer shall open a Club account at a Mexican bank or similar financial organization as approved by the Board of Directors.

The Board shall approve annually 2 (two) Board members to sign cheques, who shall be the Treasurer and the President. The Treasurer is to make the necessary arrangements for signing authority with the bank.

12. AUDITOR

An Auditor may be appointed by election of the members at the Annual Meeting, at which time the previous year's Treasurer or Auditor shall present a published report on the Club's finances for the preceding 12 (twelve) months. The Club's fiscal year shall end April 30th.

13. E-MAILING LISTS & TELEPHONE NUMBERS

The Club's list of present and former members and guests is for the exclusive use of the Club.  In the event a third party requests information concerning any such members or guests the Club may only release the requested  information after receiving prior written authorization from the member or guest concerned.

14. AMENDMENTS

This Constitution may be amended at the Annual Meeting, or at a Special General Meeting of the Club called for that purpose, by a 2/3 (two-thirds) vote of those present, provided that at least a month's notice of such amendments(s) has been given in writing to the membership.

ADOPTED JUNE 1, 2000 BY THE BOARD OF DIRECTORS
AMENDED AT THE ANNUAL MEETING SEPTEMBER 18, 2002
AMENDED AT THE ANNUAL MEETING APRIL 12, 2006
AMENDED AT THE ANNUAL MEETING APRIL 11, 2012

Club By-Laws

BOARD OF DIRECTORS

President
1st Vice President
2nd Vice President
Secretary
Treasurer

EXECUTIVE COMMITTEE

Members of the Board of Directors
Immediate Past President
Honourary Chairman (if any)
Honourary President (if any)
Cultural Representative Chairperson
Membership Chairperson
Publicity Chairperson
Travel Chairperson
Website Chairperson 

DUTIES

1. PRESIDENT

(a) When present, presides at all regular and Board meetings.
(b) Is responsible for the overall management of the Club.
(c) Nominates Members/Directors to act as Chairpersons of various Committees.
(d) Is ex-officio a member of all Committees.
(e) Arranges meeting set up and correct placement of flags, lectern, Club signs, etc.
(f) Introduces and welcomes new members.

2. 1ST VICE PRESIDENT

(a) When the President is not present, presides at meeting(s).
(b) Assists the President in the overall running of the Club.

3. 2ND VICE PRESIDENT

Have duties as prescribed by the President.

4. SECRETARY

(a) Prepares the Minutes for Board & Executive Committee meetings and the Annual/Special General meetings.
(b) Is responsible for all correspondence, including notice of meetings to Directors and Committee Members.
(c) Maintains and updates files for letterhead, calling cards, speaker thank you letters, special recognition awards and issues them to individuals as requested by the President or Board of Directors.

5. TREASURER

(a) Is responsible for the safekeeping of all incoming monies.
(b) Pays all accounts.
(c) Maintains financial records.
(d) Prepares the Annual Financial Report.
(e) When required, assists the Auditor(s).

6. IMMEDIATE PAST PRESIDENT

(a) Serves as Chairman of Nominating Committee.
(b) At the request of the President, may serve as Parliamentarian in any disputes connected with the application of The New Robert’s Rules of Order.
(c) May have other duties as prescribed by the President.

7. MEMBERSHIP CHAIRPERSON

(a) Keeps membership records and presents update at monthly Executive Committee Meetings and provides copy to President.
(b) Is responsible for safekeeping of membership dues/funds and prompt handover to the Treasurer.
(c) Processes membership applications.
(d) Assigns 2 (two) Greeters at each Ordinary, Special General and Annual Meetings.

8. PUBLICITY CHAIRPERSON

(a) Is responsible for publication of all meeting notices.
(b) In conjunction with the person arranging the Speaker, arranges publicity and press coverage before, during and after meetings.
(c) Arranges other approved publicity as required.

9. CULTURAL REPRESENTATIVE CHAIRPERSON

(a) Assists and advises Executive Committee Members when meeting with Spanish speaking Mexican politicians or business people.
(b) Assists Club members in understanding Mexican culture.
(c) Identifies the needs of the Mexican community and how the Club can best apply our resources to assist.

10. TRAVEL CHAIRPERSON

(a) Researches various travel destinations to be offered to Members over the course of the year and recommends to the Board of Directors.
(b) Prepares a brochure early in their term of office providing as many destinations as possible and outlining the purpose of the trips.
(c) Negotiates with at least 2 (two) Travel Agents and arranges the trip and mode of transportation and contacts members and keeps record of those making the trip.
(d) Ensures that a copy of a proper Insurance Certificate is provided to the Club prior to the departure of any and all trips.
(e) Accompanies group on as many trips as possible or assigns someone else in their place.

11. PROGRAM CHAIRPERSON

(a) Together with a Committee of at least 3 (three) members is responsible for ordinary meeting programs and obtaining Speakers. The Committee may work with the National Office in Ottawa and others, to access all those who would like to speak at one of our Club meetings.
(b) The Program Chairperson is required to attend Executive Committee meetings and to present the Program/Speakers for acceptance and approval by the Executive Committee prior to scheduling a Club program.

12. WEBSITE CHAIRPERSON

(a) Responsible for renewing website domain name every year.
(b) Responsible for maintaining website contents in a timely manner.
(c) Will present all website changes and additions to the Executive Committee for approval before publication on the internet. 

12. QUORUM

A quorum shall be a majority of elected Directors.

13. AMENDMENTS

Amendments to these By-Laws may be made by a majority vote of the elected Board of Directors at any Board of Directors' meeting.

The rules contained in The New Robert’s Rules of Order shall govern the Club in all cases to which they are applicable and in which they are not inconsistent with the By-Laws or the Constitution of the Club.

ADOPTED JUNE 1, 2000 BY THE BOARD OF DIRECTORS.

AMENDED OCTOBER 3, 2001 BY THE BOARD OF DIRECTORS.

AMENDED NOVEMBER 22, 2002 BY THE BOARD OF DIRECTORS.