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public/assets/img/online/constitution/9.webp create mode 100644 public/assets/img/online/whats-app/section-1.webp create mode 100644 public/assets/img/online/whats-app/section-2.webp diff --git a/components/about/constitution/Section1.tsx b/components/about/constitution/Section1.tsx index 0cbc4e5..cf7cf8c 100644 --- a/components/about/constitution/Section1.tsx +++ b/components/about/constitution/Section1.tsx @@ -1,4 +1,4 @@ -import Link from 'next/link'; +import Link from 'next/link'; export default function Section1() { return ( @@ -7,13 +7,13 @@ export default function Section1() {
-

The Constitution of

+

The Revised Constitution / By-Laws of

TAMIL CULTURAL ASSOCIATION OF WATERLOO REGION

Ontario, Canada.

-

( Kitchener - Waterloo - Cambridge - Guelph - Brantford )

+

( Waterloo Region and Wellington County )

Non-Profit organization registered under Ontario Corporation # 1509837 @@ -34,7 +34,7 @@ export default function Section1() {
- +
@@ -129,7 +129,7 @@ export default function Section1() {
- +
@@ -142,7 +142,7 @@ export default function Section1() {
- +
@@ -154,7 +154,7 @@ export default function Section1() { Other than as specified in Section 1.1, all terms contained in this By-law that are defined in the Act shall have the meanings given to such terms in the Act. Words importing the singular include the plural and vice versa, and words importing one gender include all genders.
  • - Unless specified in these constitution/by-laws, the organization will be governed by the requirements outlined in the Ontario Not-For-Profit Act. + Unless specified in these constitution/by-laws, the organization will be governed by the requirements outlined in the Not-for-Profit Corporations Act, 2010 (Ontario).
    • @@ -196,7 +196,7 @@ export default function Section1() {
    - +
    @@ -208,7 +208,7 @@ export default function Section1() {
    - +
    @@ -246,11 +246,6 @@ export default function Section1() { To associate with the Canadian multicultural Societies and promote Inter-cultural and inter-community activities. -
  • - - To facilitate or procure land and property under the name of association or with partnership another entity. -
    • -
    @@ -323,7 +318,7 @@ export default function Section1() {
    - +

    @@ -335,7 +330,7 @@ export default function Section1() {
    - +
    @@ -349,7 +344,7 @@ export default function Section1() {

    - Membership is open to people of Tamil origin and/or speaking, who embraces Tamil Language, Arts and Culture and be a resident of the Region of Waterloo, City of Guelph and Brantford or by special permission from the board if outside of the area. + Membership is open to people of Tamil origin and/or speaking, who embrace Tamil Language, Arts and Culture and be a resident of the or by special permission from the Board if outside of the area.

    3.2 Member residencies

    @@ -357,11 +352,11 @@ export default function Section1() {

    - A permanent resident is a person who’s primary residence is within the Region of Waterloo, Wellington region and Brantford. + A permanent resident is a person whose primary residence is within the Waterloo Region and Wellington County.

    - Dual or Temporary resident is a person living in the region but also has another residence outside of Region of Waterloo, Wellington County and Brantford. + Dual or Temporary resident is a person living in the region but also has another residence outside of Waterloo Region of Waterloo and Wellington County.

    @@ -377,7 +372,7 @@ export default function Section1() {

    3.3 Membership Fees

    - The annual membership fee is determined by the board from time to time based on a resolution approved by the board. + The annual membership fee is determined by the Board from time to time based on a resolution approved by the Board.

    Currently,

    @@ -389,16 +384,20 @@ export default function Section1() { className="me-2" style={{ width: '20px', height: '20px', marginTop: '3px' }} /> - Life Member: The present Life members shall be acknowledged. This option is no longer available. + Life Member: The present Life members shall be acknowledged. This option is no longer available.
  • - Family – $20 (Comprising of Father, Mother, and kids below 18 years) + Family - $25 (Comprising of Father, Mother, and kids below 18 years)
  • - Adult / Student / Seniors (age 18+) – $10. + Single Adult / Senior - $20 +
    • +
  • + + Student (age 18+) – $15.
    • @@ -414,7 +413,7 @@ export default function Section1() {
    - +
    @@ -426,7 +425,7 @@ export default function Section1() {
    - +
    @@ -451,33 +450,33 @@ export default function Section1() {
  • - In the event of voting on resolution or issues where the results in a tie, the president may cast his or her vote to break the tie, if the presidents vote causes a time the voting will be adjourned to the next meeting until a majority is reached. + In the event of voting on resolutions or issues where the results are tied, the President may cast their vote to break the tie, if the President’s vote causes a tie the voting will be adjourned to the next meeting until a majority is reached.
  • - Members obtained new membership, 90 days prior to AGM will be eligible to vote. + Members who have obtained a new membership 90 days prior to AGM will be eligible to vote.
  • - Voting, Nominee for election, approval of amendments and policies will be authorized by a permanent resident of Region of Waterloo, Wellington – Guelph and Brantford. + Voting, Nominee for election, approval of amendments and policies will be authorized by a permanent resident of Waterloo Region and Wellington County
  • - Dual or Temporary resident can be a member but will not have voting rights. + Dual or Temporary residents can be a member but will not have voting rights.
  • - If the auditor is a non board member, then they will not have voting rights for board decisions. + If the auditor is a non Board member, then they will not have voting rights for Board decisions.
    • @@ -527,7 +526,7 @@ export default function Section1() {
    - +
    @@ -539,12 +538,12 @@ export default function Section1() {
    - +
    -

    3.6 Discipline of Members

    +

    3.6 Discipline of Members / Board

    The board may suspend or remove any member from the association for any one or more of the following grounds:

    @@ -600,7 +599,7 @@ export default function Section1() {
    - +
    @@ -608,12 +607,82 @@ export default function Section1() {
    + {/* Sections 3.7 to 3.12 — New from Revised Constitution */} +
    +
    +
    +
    +
    +

    3.7 Code of Conduct

    +
    +

    All members, including Board members, shall conduct themselves in a respectful and professional manner.

    + +

    Members shall not engage in intimidating behavior that is threatening, abusive, or harassing towards other members, staff, or volunteers.

    + +

    Members shall not act in a manner that brings discredit to the Association or impacts the community negatively.

    + +
    +

    3.8 Disciplinary Action

    +
    +

    Any member who breaches the Code of Conduct may be subject to disciplinary action, including removal from the membership / Board or a committee.

    +
    +

    3.9 Suspension or Termination of Membership

    +
    +

    The Board shall investigate any allegations of misconduct and provide the member with an opportunity to respond.

    +
    +
    +
    +
    + +
    +
    +
    +
    +
    + +
    +
    +
    +
    +
    + +
    +
    +
    +
    +

    3.10 Removal Process

    +
    +

    A resolution to remove a member from the Board or the Association shall be passed by a two-thirds (2/3) majority vote of the members present at a Special General Meeting (SGM) called for that purpose.

    +

    The member shall be given written notice of the proposed removal and the reasons for it, at least 14 days prior to the SGM.

    +

    The member shall have the opportunity to address the SGM and respond to the allegations.

    +
    +

    3.11 Complaints and Reporting

    +
    +

    Any complaints or reports of disrespectful behavior towards a Board member or volunteer at any Tamil Association event shall be deemed towards the Board.

    +

    + The Board shall investigate and take action, which may include removal from the Membership / Board. +

    +

    + The Board's decision shall be final. +

    +
    +

    3.12 Removal and Re-Eligibility for Board Service

    +
    +

    Any Director/member who is removed from the Board by resolution of the Board or the Members for cause, including but not limited to breach of fiduciary duty, conflict-of-interest violations, misconduct, or failure to comply with the Association's Constitution, By-laws, or Policies, shall be ineligible to serve as a Director, Officer, or committee chair of the Association for a period of six years from the effective date of removal.

    +
    +

    During this period, the individual shall not be eligible for nomination, appointment, or election to any governance role of the Association. The disqualification period may not be waived, shortened, or overridden by the Board or Members.

    +
    +
    +
    +
    +
    +
    - +
    @@ -656,7 +725,7 @@ export default function Section1() {

    The Board of Directors of the Association shall select the following officers from within the elected Board, who shall hold office for a term of two years.

    -

    The executive officers comprising of the President, Secretary and Treasurer will require the members to have served on the board for at least two term for President and at least one term for Secretary and Treasurer, so the candidate understands the operations of the board, what’s involved in these roles, before becoming eligible to be considered for the officer nomination. If no candidate is available, then it is open to rest of the membership. +

    The executive officers comprising of the President, Secretary and Treasurer will require the members to have served on the Board for at least two terms for President and at least one term for Secretary and Treasurer, so the candidate understands the operations of the Board, what’s involved in these roles, before becoming eligible to be considered for the officer nomination. If no candidate is available, then it is open to the rest of the Board.

    The elected office-bearers except the patron shall constitute the board: @@ -697,13 +766,13 @@ export default function Section1() {

    - The Office of the president, secretary and treasurer will be held for a two-year term only. He or She can be re-selected by the board to the same office only after a gap of three years. + The Office of the president, secretary and treasurer will be held for a two-year term only. He or She can be re-selected by the Board to the same office only after a gap of two years.

    - +
    @@ -715,7 +784,7 @@ export default function Section1() {
    - +
    @@ -728,7 +797,7 @@ export default function Section1() {

    - Nomination for the post of President, Secretary and or Treasurer will be from the current or previous board. If no candidate is available, then it is open to rest of the membership. + Nomination for the post of President, Secretary and or Treasurer will be from the current or previous Board. If no candidate is available, then it is open to the rest of the Board.

    @@ -794,7 +863,7 @@ export default function Section1() {

    - +
    @@ -806,7 +875,7 @@ export default function Section1() {
    - +
    @@ -889,19 +958,19 @@ export default function Section1() {
    - +
    -
    +
    - +
    @@ -914,20 +983,6 @@ export default function Section1() {

    -
    -
    -
    -
    -
    - -
    -
    -
    -
    -
    -

    No Director, Officer or committee member of the Corporation is liable for the acts, neglects or defaults of any other Director, Officer, committee member or employee of the Corporation or for joining in any receipt or for any loss, damage or expense happening to the Corporation through the insufficiency or deficiency of title to any property acquired by resolution of the Board or for or on behalf of the Corporation or for the insufficiency or deficiency of any security in or upon which any of the money of or belonging to the Corporation shall be placed out or invested or for any loss or damage arising from the bankruptcy, insolvency or tortious act of any person, firm or Corporation with whom or which any moneys, securities or effects shall be lodged or deposited or for any other loss, damage or misfortune whatever which may happen in the execution of the duties of his or her respective office or trust provided that they have: -

    -
    -
    -
    - -
    -
    +
    -
    +
    - +
    -
    +

    4.6 Conflict of Interest

    @@ -970,7 +1021,7 @@ export default function Section1() {

    A Director who is a party to a material contract or transaction or proposed material contract or transaction with the Corporation or is a director or officer of, or has a material interest in, any person who is a party to a material contract or transaction or proposed material contract or transaction with the Corporation shall make the disclosure required by the Act. Except as provided by the Act, no such Director shall attend any part of a meeting of Directors during which the contract or transaction is discussed or vote on any resolution to approve any such contract or transaction.

    -

    A Director who is a party to a material If there is a breach in conflict of Interest, a three-member subcommittee overeseen by the president will review and take disciplinary action. Results will be submitted to the board for approval. +

    If there is a breach in conflict of Interest, a three-member subcommittee overseen by the president will review and take disciplinary action. Results will be submitted to the Board for approval.

    @@ -981,7 +1032,7 @@ export default function Section1() {
    -
    +

    4.7 Vacancies

    @@ -1013,9 +1064,9 @@ export default function Section1() {
    -
    +
    - +
    @@ -1024,12 +1075,12 @@ export default function Section1() {
    -
    +
    - +
    -
    +

    4.8 Filling Vacancies

    @@ -1064,7 +1115,7 @@ export default function Section1() {
    -
    +

    4.9 Committees

    @@ -1094,9 +1145,113 @@ export default function Section1() {

    +
    +
    + +
    +
    +
    +
    +
    + + {/* Section 4.11 Procurement — New from Revised Constitution */} +
    +
    +
    +
    +
    +

    4.11 Procurement

    +
    +

    4.11.1 Vendor Selection Process

    +
    +
      +
    • + + To promote fairness, transparency and inclusivity of all business in the community any services requiring vendor The organization shall actively issue Requests for Quotation (RFQs) to a minimum of three (3) vendors, where practicable. Receipt of fewer than three (3) quotations shall not invalidate or delay the procurement process. +
      • +
    • + + Quotes shall be submitted in writing to the Association. +
      • +
    • + + A designated committee (e.g., Event Committee) shall review and evaluate quotes based on criteria determined by the Board, while providing equal opportunity to all vendors (e.g., price, variety, services, equal opportunity to reduce perception of bias, rotational basis). +
      • +
    +
    +
    +
    - + +
    +
    +
    +
    +
    + + +
    +
    +
    +
    +
    + + +
    +

    4.11.2 Voting Process

    +
    +
      +
    • + + Voting on vendor selection shall be conducted anonymously. +
      • +
    • + + Members shall indicate their preferred vendor on a secret ballot. +
      • +
    • + + The ballot shall not include the name of the member voting. +
      • +
    • + + Chair or designate shall collect and count the ballots. +
      • +
    • + + Vendor with the majority votes shall be selected. +
    • + + The Board reserves the authority to apply a rotational vendor selection approach, in lieu of voting where such an approach is deemed to enhance fairness, transparency and help reduce perception of bias. +
      • +
    +
    +

    4.11.3 Record Keeping

    +
    +
      +
    • + + Quotes received +
      • +
    • + + Evaluation criteria +
      • +
    • + + Final results +
      • +
    • + + Records shall be retained as per TCA's records management requirements. +
      • +
    +
    +
    +
    +
    +
    @@ -1106,12 +1261,12 @@ export default function Section1() {
    -
    +
    - +
    -
    +

    5. ARTICLE

    @@ -1127,10 +1282,6 @@ export default function Section1() {

    Subject to compliance with the act, a member entitled to vote at an annual meeting may submit to the association notice of any matter that member proposes to raise at the annual meeting and discuss at the meeting any matter with respect to which the member would have been entitled to submit a proposal.

    -
    -

    - The Secretary shall call for written nomination 30 days before the AGM. Names for the various offices duly signed should reach the Secretary 15 days before the Annual General Meeting. The nominator must get confirmation from the nominee that they are willing, able to serve and fulfill the duties and responsibilities of a board member. A nomination from a board member should not have conflict or be avoided. -

    @@ -1140,7 +1291,7 @@ export default function Section1() {
    -
    +

    The agenda is to be approved by the board and shall include. @@ -1173,13 +1324,17 @@ export default function Section1() {

    - All documents and binders be handed over to the incumbent Secretary, by previous Secretary during the transition period. This includes documents from Treasurer, Secretary and President. A hand over letter confirming the list should be duly signed. + All documents and binders are handed over to the incumbent Secretary, by the previous Secretary during the transition period. This includes documents from the Treasurer, Secretary and President. A hand over letter confirming the list should be duly signed. +

    +
    +

    + The outgoing Board shall ensure that a complete and accurate inventory of all Association assets, equipment, and supplies is prepared, verified, and formally transferred to the incoming Board at the Annual General Meeting (AGM).

    -
    +
    - +
    @@ -1189,12 +1344,12 @@ export default function Section1() {
    -
    +
    - +
    -
    +

    5.2 Special Meetings

    @@ -1213,14 +1368,22 @@ export default function Section1() {
    -
    +

    5.3 Board Meeting

    -

    The Board of Directors shall hold meetings generally once a month (minimum 9 in a year) to manage the affairs of the Association. -

    +
      +
    • + + The Board of Directors shall hold meetings generally once a month (minimum 9 in a year) to manage the affairs of the Association. +
    • - Subject to the provisions of the articles, if any, a meeting of Directors may be held entirely by one or more telephonic or electronic means or by any combination of in-person attendance and by one or more telephonic or electronic means, provided that all persons attending the meeting are able to communicate with each other simultaneously and instantaneously. A person who, through telephonic or electronic means, attends a meeting of Directors is deemed for the purposes of the Act to be present at the meeting. + Subject to the provisions of the articles, if any, a meeting of Directors may be held entirely by in person or electronic means.
    -
    +
    - +
    @@ -1253,12 +1416,12 @@ export default function Section1() {
    -
    +
    - +
    -
    +
  • @@ -1274,15 +1437,21 @@ export default function Section1() {
    • - 1.Membership Co-ordinators (2) – Maintain list of paid members including names, address, life members. + a)Membership Co-ordinators (2) – Maintain list of paid members including names, address, life members.
    • - 2. Media Coordinators (2). + b) Media Coordinators (2).
      • +
    • - 3. Cultural Coordinators (2). + c) Cultural Coordinators (2).
    +
    +
  • + + In accordance with the Ontario Not‑for‑Profit Corporations Act and the Board’s fiduciary duty to act in the best interests of the Corporation, no audio or video recording of any Board or committee meeting shall be made unless expressly authorized by the unanimous consent of all Directors present at the meeting. This restriction is intended to support candid deliberations, protect confidential and privileged discussions, and foster a climate of trust, openness, and respectful governance. If recorded then the recording should be shared to all the Directors through email. +
    • @@ -1292,12 +1461,12 @@ export default function Section1() {
    -
    +

    5.4 Virtual or Hybrid meeting model

    -

    A combination of physical and virtual meeting is allowable. This hybrid concept needs be approved by majority board. This method is invoked during special circumstance such as government declared situation or board approved. +

    A combination of physical and virtual meeting is allowable. This hybrid concept needs to be approved by the majority of the Board. This method is invoked during special circumstances such as a government declared situation (for e.g pandemic).

    5.5 Quorum @@ -1309,9 +1478,9 @@ export default function Section1() {

    -
    +
    - +
    @@ -1321,23 +1490,23 @@ export default function Section1() {
    -
    +
    - +
    -
    +

    5.6 Show of hands / Ballot

    -

    A quorum for the transaction of business at Voting at all meetings can be normally carried out by a show of hands by all eligible to vote, and the chair shall declare the final motion based on the votes. Instead the chair or any member may request to have a ballot, in which case the ballot will be carried out and the secretary will facilitate the ballot and the decision of the ballot is final. +

    Voting at all meetings can be normally carried out by a show of hands by all eligible to vote, and the chair shall declare the final motion based on the votes. Instead the chair or any member may request to have a ballot, in which case the ballot will be carried out and the secretary will facilitate the ballot and the decision of the ballot is final.

    5.7 Confidentiality

    -

    Every Director, Officer, committee member, employee and volunteer, shall respect the confidentiality of matters brought before the Board or before any committee of the Board, or any matter dealt with in the course of employment or involvement of such person in the activities of the Corporation. An agreement will be signed at the first board meeting. All discussions transpiring within board or subcommittee meeting will remain confidential. The confidentiality will be maintained by all board members within or outside the organisation. +

    Every Director, Officer, committee member, employee and volunteer, shall respect the confidentiality of matters brought before the Board or before any committee of the Board, or any matter dealt with in the course of employment or involvement of such person in the activities of the Corporation. An agreement will be signed at the first Board meeting. All discussions transpiring within the Board or subcommittee meeting will remain confidential. The confidentiality will be maintained by all Board members within or outside the organisation.

    @@ -1348,7 +1517,7 @@ export default function Section1() {
    -
    +

    5.8 Rule of Order

    @@ -1363,9 +1532,9 @@ export default function Section1() {

    -
    +
    - +
    @@ -1375,12 +1544,12 @@ export default function Section1() {
    -
    +
    - +
    -
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    6. ARTICLE

    @@ -1413,7 +1582,7 @@ export default function Section1() {
    -
    +

    6.2 Website domain, Logo and Trademark

    @@ -1430,9 +1599,9 @@ export default function Section1() {

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    - +
    @@ -1442,12 +1611,12 @@ export default function Section1() {
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    7. ARTICLE

    @@ -1490,16 +1659,13 @@ export default function Section1() {
    -
    +
  • On approval of executive committee excess funds be transferred from chequing to fixed term account.
    • -
  • - - Members of the Board of Directors must pay their membership for the coming year at their first meeting. -
    • +
  • Fund Raising: The board can approve to raise funds through donation or ticketed events for local and out of country only. All contributors and sponsors are acknowledged and issued receipts. Accounts be submitted and approved at a follow up meeting. Funds are rooted through global relief fund. @@ -1510,9 +1676,9 @@ export default function Section1() {
    • -
    +
    - +
    @@ -1523,12 +1689,12 @@ export default function Section1() {
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    - +
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    7.2 Financial Year

    @@ -1562,7 +1728,7 @@ export default function Section1() {
    -
    +

    7.4 Auditing @@ -1582,13 +1748,13 @@ export default function Section1() {

    - Subject to the Digital Charter Implementation Act of 2022, the board should ensure that Members would need to be able to have their data safely transferred from one computer to another, or have their data permanently deleted if they withdraw their consent for its use. Written consent of personal information of minors “sensitive information” and its deletion at their request or that of their parents are obtained. + Subject to the Digital Charter Implementation Act of 2022, the Board should ensure that Members would need to be able to have their data safely transferred from one computer to another, or have their data permanently deleted if they withdraw their consent for its use. Written consent of personal information of minors “sensitive information" and its deletion at their request or that of their parents are obtained.

    -
    +
    - +
    @@ -1599,12 +1765,12 @@ export default function Section1() {
    -
    +
    - +
    -
    +

    8. ARTICLE

    @@ -1637,7 +1803,7 @@ export default function Section1() { className="me-2" style={{ width: '20px', height: '20px', marginTop: '3px' }} /> - The Board is not authorized to dissolve the Association under any circumstances. The Board, by passing a resolution by a 2/3 majority vote of the Board of Directors, may recommend to the general body for the dissolution of the Association at a specially convened General Body Meeting. + The Board is not authorized to dissolve the Association under any circumstances. The Board, by passing a resolution by a 2/3 majority vote of the Board of Directors, may recommend to the general body for the dissolution of the Association at a specially convened General Body Meeting. @@ -1651,24 +1817,19 @@ export default function Section1() {
    -
    +
    • - The notice of the General Body Meeting should clearly state the purposes of the meeting. This special meeting shall be considered legal, if besides, fulfilling the usual requirements of a special general body meeting it fulfils the additional requirements of the attendance of at least fifty persons. The decisions at such a meeting shall be carried by 80% of the members present. - - - + The notice of the General Body Meeting should clearly state the purposes of the meeting. This special meeting shall be considered legal, if besides fulfilling the usual requirements of a special general body meeting it fulfils the additional requirements of the attendance of at least fifty persons. The decisions at such a meeting shall be carried by 80% of the members present.
    • The decisions of the above specially convened General Body Meeting shall be binding and final regarding the disposal of assets and monies in the bank. - -
      • @@ -1681,9 +1842,9 @@ export default function Section1() {
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    - +
    @@ -1694,12 +1855,12 @@ export default function Section1() {
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    @@ -1753,7 +1914,7 @@ export default function Section1() {
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    @@ -1827,9 +1988,9 @@ export default function Section1() {

    -
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    - +
    @@ -1837,15 +1998,19 @@ export default function Section1() {
    + + + +
    -
    +
    - +
    -
    +

    11 Schedule B @@ -1884,12 +2049,6 @@ export default function Section1() {

    The treasurer shall have the custody of the funds and securities of the Corporation and shall keep full and accurate accounts of all assets, liabilities, receipts and disbursements of the Corporation in the books belonging to the Corporation and shall deposit all monies, securities and other valuable effects in the name and to the credit of the Corporation in such chartered bank or trust company, or, in the case of securities, in such dealer in securities as may be designated by the Board from time to time. The treasurer shall disburse the funds of the Corporation as may be directed by proper authority taking proper vouchers for such disbursements and shall render to the Chair and directors at the regular meeting of the Board, or whenever they may require it, an accounting of all the transactions and a statement of the financial position, of the Corporation. The treasurer shall also perform such other duties as may from time to time be directed by the Board. - -

    - -
    -

    For the purpose of land and building, a separate trust account should be created, and accounts held in that trust for the exclusive purpose of the land and building. A separate guideline to be established once a trust account is created on managing this fund. -

    @@ -1898,812 +2057,167 @@ export default function Section1() {

    -
    -
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    12.1 Position Description of the Secretary - -

    -
    - -

    - Role Statement - - -

    - -
    - -

    - If appointed, the secretary works collaboratively with the president and board to support the Board in fulfilling its fiduciary responsibilities. - -

    - -
    - -

    - Responsibilities - -

    - -
    - -

    - - - Board Conduct - -

    - -
    - -

    - - Support the president in maintaining a high standard for Board conduct and uphold policies and the By-laws regarding Directors’ conduct, with particular emphasis on fiduciary responsibilities. - -

    - -
    - -

    - - Document Management - - -

    - - -
    - -

    - - Keep a roll of the names and addresses of the Members. Ensure the proper recording and maintenance of minutes of all meetings of the Corporation, the Board and Board committees. Attend to correspondence on behalf of the Board. Have custody of all minute books, documents, registers and the seal of the Corporation and ensure that they are maintained as required by law. Ensure that all reports are prepared and filed as required by law or requested by the Board. - -

    -
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    12 Schedule C -

    -
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    Accounts -

    - -

    The treasurer shall cause to be kept proper accounting records with respect to all financial and other transactions of the association and particularly with respect to the following: – - -

    +
    +

    Accounts

    +
    +

    The treasurer shall cause to be kept proper accounting records with respect to all financial and other transactions of the association and particularly with respect to the following: -

      -
    • - + All sums of money received and disbursed by association. No transactions, expenses be done without receipts. There should be a paper trail or written authority from the Board. - -
    • All assets and liabilities of the association. -
      • - -
    • All other transactions affecting the financial position of the association. -
      • - - -
    • - - Members of the Board of Directors must pay their membership for the coming year at their first meeting. - -
      • -
    • The treasurer should explain and submit all accounts after each event, within 30 days of the event, and provide detailed accounts with the Profit & Loss statement and Balance Sheet of the organization at the Annual General Meeting. Transparency should be maintained all time. -
      • -
    • Be the custodian of all cheques.
    +
    +

    Debit Card / Banking

    +
    +

    Shall be authorized to use electronic credit or debit cards only for deposits; withdrawals shall only be made through cheques (withdrawals through debit card is not permitted) within the authorized limit, subject to the approval of the Board.

    +
    -
    + +
    +
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    + +
    +
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    + +
    +

    Board Conduct

    +
    +

    Maintain a high standard for Board conduct and uphold policies and By-laws regarding Directors’ conduct, with particular emphasis on fiduciary responsibilities.

    +
    +

    Mentorship

    +
    +

    Serve as a mentor to other Directors.

    +
    +

    Financial Statement

    +
    +

    Provide to the Board monthly updates of the financials and any special reporting as requested by the Board. Present to the Members at the annual meeting as part of the annual report, the financial statement of the Corporation approved by the Board together with the report of the auditor or of the person who has conducted the review engagement, as the case may be.

    +
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    + + +
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    12 Schedule C

    +
    +
    +
    +

    12.1 Position Description of the Secretary

    +
    +

    Role Statement

    +
    +

    If appointed, the secretary works collaboratively with the president and Board to support the Board in fulfilling its fiduciary responsibilities.

    +
    +

    Responsibilities

    +
    +

    Board Conduct

    +
    +

    Support the president in maintaining a high standard for Board conduct and uphold policies and the By-laws regarding Directors’ conduct, with particular emphasis on fiduciary responsibilities.

    +
    +

    Document Management

    +
    +

    Keep a roll of the names and addresses of the Members. Ensure the proper recording and maintenance of minutes of all meetings of the Corporation, the Board and Board committees. Attend correspondence on behalf of the Board. Have custody of all minute books, documents, registers and the seal of the Corporation and ensure that they are maintained as required by law. Ensure that all reports are prepared and filed as required by law or requested by the Board.

    +
    +
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    +
    - -

    - Meetings : -

    +

    Meetings

    +
      - -
    • - + Give such notice as required by the By-Laws of all meetings of the Corporation, the Board and Board committees. Attend all meetings of the Corporation, the Board and Board committees. - -
    • Shall summon the meetings of the Association regularly after giving proper notice. - -
      • - -
    • Shall record the minutes of all meetings and present it at the following meeting. - -
      • - -
    • Shall keep an inventory of all properties, furniture and fittings, documents and files of the Association and to be responsible for them. -
      • - -
    • - Shall take necessary action on decisions taken by the general body and the board. - + Shall take necessary action on decisions taken by the general body and the Board.
      • -
    • Upon the expiration of the secretary’s term of office, the Secretary shall entrust all records of the Association to the incoming Secretary. -
      • -
    • Shall maintain a membership Register in which shall be recorded the name, address and telephone numbers of all members of the Association. - -
      • - -
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    - Note: The Secretary shall not disclose any membership information without the approval from the Board. -

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    End of Amendments – 14th April, 2024, Waterloo. -

    -

    - Amendments – 24th April, 2021, Kitchener - - -

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    Article 1 : Name

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    - This Association shall be named and called ” TAMIL CULTURAL ASSOCIATION OF WATERLOO REGION ” . Abbreviation: TCAWR or TCA. - -

    -
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    Article 2 : Objective - -

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    - The Association -

    -
      -
    • - 1. - Shall actively promote and nurture Tamil language, Arts, Culture and Community in and around the Region of Waterloo – Wellington, Ontario. -
      • - -
    • - 2. - Shall function as a non-profit organization. Ontario Corporation # 1509837 -
      • - -
    • - 3. - Shall promote the goodwill, assist and maintain cordial relationships with Tamil community and with other associations within Canada and around the globe. -
      • - -
    • - 4. - Shall act as a non-political and non-religious organization. -
      • - -
    • - 5. - Shall associate with the Canadian multicultural Society and promote Inter-cultural and inter-community activities. -
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    Article 3 : Address

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    - The official address of the Association shall be the elected secretary’s address or nominated by the committee. At present: -

    -
    -

    - The official address of the Association shall be the elected secretary’s address or nominated P.O. Box No: 25068, Kitchener, ON, N2A 4A5, Canada. - -

    -
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    Article 4 : Membership

    -
    -
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    - Membership is open to anyone who admires Tamil Language, Arts and Culture and be a resident of Region of Waterloo, City of Guelph and Brantford or by special permission from the executive committee, if outside of the area. - -

    -
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    Article 5 : Membership Fee

    -
    - - - -
      - -
    • - (a) - The annual membership of ordinary member, family membership and Student shall be determined by the executive committee. A family will consist of four members of father, mother and children. Family/Adult $20, Student under 18 $10. Payments be accepted via electronic transfer, online credit cards, cash or cheque. - -
      • - -
    • - (b) - Life members: Terminated as of Dec. 30.2019 -
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    Article 6 : Voting Rights -

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    • - 1. - All members over the age of 16 and paid membership fees in full are eligible to vote. -
      • - -
    • - 2. - In the event of voting on resolution or issues results in a tie, the president may cast his or her vote to decide the outcome. -
      • - -
    • - 3. - Members obtained new membership, 90 days prior to AGM will be eligible to vote. -
      • - -
    • - 4. - Voting, Nominee for election, approval of amendments and policies will be authorized by a permanent resident of Region of Waterloo, Wellington – Guelph and Brantford. -
      • - -
    • - 5. - Dual or Temporary resident can be a member but will not have voting rights.
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    Article 7 : Member residencies - -

    -
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    - A permanent resident is a person who’s residence is within the Region of Waterloo, Wellington region, Brantford and surrounding area. - -

    -
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    - Dual or Temporary resident is a person living in the region but also has another residence outside of Region of Waterloo and the two cities. - -

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    Article 8 : Executive committee -

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    - The executive committee shall comprise of the six(6) office bearers and another ten(10) general body members. -

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    - The following executive members shall be elected at the Annual General Meeting and shall hold the office for two years. The elected office-bearers except the patron shall constitute the Executive committee: - -

    -
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    • - 1. - President
      • - -
    • - 2. - Secretary
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    • - 3. - Treasurer -
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    • - 4. - Vice President -
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    • - 5. - Assistant Secretary -
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    • - 6. - Assistant Treasurer -
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    • - 7. - General body: 10 members shall be elected of who two shall be from previous executive committee. Previous presidents shall be included. -
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    • - 8. - Patron – Any distinguished person from the region shall be nominated by the Executive Committee as the patron. -
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    Article 9 : Election of office bearers -

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    - The Secretary shall call for written nomination 30 days before the nomination. Names for the various offices duly signed should reach the Secretary 15 days before the Annual General Meeting. -

    -
    -

    - Nomination for the post of President, Secretary and or Treasurer will be from the current or previous executive committee. If no candidate is available then it is open to rest of the membership. The treasurer has to have a professional accounting qualification. A youth committee member will represent the university and college students only in the general body. -

    -
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    - Any position for which nomination name not been received shall be filled by the President or Secretary at the AGM. - -

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    Article 10 : Election Monitoring

    - -
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    - An election sub-committee will monitor and implement the election policy. The president will be head of this committee, which will comprise of 5 executive members. The committee will be formed at the time of calling for nomination. - -

    -
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    - The dispute mechanism of elections or conflicts will be the sole responsibility of the executive committee members. A sub-committee will foresee matter and report to the executive committee. A onetime appeal of the decision can be made within 15 business days after due notice to relevant parties. -

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    Article 11 : President -

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    • - 1. - Shall preside at all AGM, Special General Meetings, Executive Committee Meetings, and Special Executive Committee Meetings and shall function as chief executive officer.
      • - -
    • - 2. - Shall take action against members who hinder the peaceful conducting of meetings.
      • - -
    • - 3. - The president will hold office for two consecutive years. He or She can be re-elected to the president post only after a gap of three years. -
      • - - -
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    Article 12 : Duties and functions of the Vice – President -

    -
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    - Duties and functions of the Vice – President shall be to attend to the work of the President in the absence of the President .The vice President however shall have no power to operate the bank account of the Association. - -

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    - Article 13 : Duties and Functions of the General Secretary -

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      - - -
    • - 1. - Shall summon the meetings of the Association regularly after giving proper notice.
      • - -
    • - 2. - Shall record the minutes of all meetings and present it at the following meeting.
      • - -
    • - 3. - Shall keep an inventory of all properties, furniture and fittings, documents and files of the Association and to be responsible for them. -
      • - -
    • - 4. - Shall take necessary action on decisions taken by the general body and the executive committee. -
      • - -
    • - 5. - Upon the expiration of the secretary’s term of office, the Secretary shall entrust all records of the Association to the incoming Secretary. -
      • - -
    • - 6. - Shall maintain a membership Register in which shall be recorded the name, address and telephone numbers of all members of the Association. -
      • - - -
    -
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    - Note: The Secretary shall not disclose any membership information without the written approval from the President or committee. - -

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    Article 14 : Duties and Functions of the Assistant General Secretary - - -

    -
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    - The duties and functions of the Assistant General Secretary shall be to assist the General Secretary in the performance of the Secretary’s duties. The assistant general secretary however shall have no power to operate the bank account of the Association. - - -

    -
    -
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    -

    - Article 15 : The Treasurer or Director of Finance -

    -
    -
    - -
      - -
    • - 1. - Shall collect membership fees from members and list out membership database.
      • - -
    • - 2. - Shall maintain an account of the income and expenditure of the association.
      • - -
    • - 3. - Shall issue receipts for all cash received by the Association. -
      • - -
    • - 4. - Shall keep in proper custody of all receipts and bills for expenses incurred by the Association. -
      • - -
    • - 5. - Shall submit a statement of Income and Expenditure together with receipts and bills quarterly or when necessary at the Executive meeting. -
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    • - 6. - Shall be authorized to use electronic credit or debit cards within the authorized limit, with prior approval. -
      • - -
    • - 7. - Shall submit at the Annual General Meeting an audited Statement of Accounts for the year and the Auditor’s Report thereon duly adopted by the executive Committee. -
      • -
    • - 8. - Upon the expiration of the Treasurer’s term of office, the Treasurer shall entrust all records of the Association to the incoming Treasurer. -
      • -
    -
    - -
    -

    - Article 16 : Finance -

    -
    -
    - -
      - - -
    • - 1. - All cash and cheques received by the association shall be kept in a chequing Account at a Bank nominated by the Executive Committee and keep the cheque books in the Treasurer’s custody. The Treasurer can, however retain One Hundred Canadian Dollars(C$100) as petty cash. On approval of executive committee excess funds be transferred from chequing to fixed term account.
      • - -
    • - 2. - All cheques shall be signed by the Treasurer and the President or Secretary.
      • - -
    • - 3. - Global Relief fund: The fund is to support local and international community organisations subject to non political or religious affiliation. -
      • - -
    • - 4. - Fund Raising: The board can approve to raise funds through donation or ticketed events for local and out of country only. All contributors and sponsors be acknowledged and issued receipts. Accounts be submitted and approved at a followup meeting. Funds be rooted through global relief fund. -
      • -
    - +

    Note: The Secretary shall not disclose any membership information without the approval from the Board.

    @@ -2713,529 +2227,32 @@ export default function Section1() {
    -
    -
    -
    -

    - Article 17 : Duties of assistant Treasurer -

    - - -
    -
    - -

    - The duties and functions of the assistant treasurer shall be to attend to the work of the treasurer in his or her absence or with approval. - -

    -
    -
    -

    - Article 18 : Executive Committee -

    - - -
    -
    - -
      - - -
    • - 1. - Shall implement the decisions of the general body and the Executive Committee of the Association.
      • - -
    • - 2. - Shall fill vacancies in the Executive Committee from among the eligible Members of the Association.
      • - -
    • - 3. - Members absenting themselves from three consecutive committee meetings without valid reason shall be deemed to have vacated their post. It shall be the duty of secretary to inform them in writing that they have been absent consecutively of three committee meetings, therefore they have been presumed to have vacated their posts and that action is being taken to fill the vacancies. -
      • - -
    • - 4. - Shall allocate funds for necessary activities. -
      • - -
    - - -
    -
    -
    + {/*
    - + Tamil Cultural Association
    -
    -
    -
    -
    - - -
    -
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    -
    - -
    -
    +
    */}
    -
      - -
    • - 5. - Shall appoint Events, Membership and Public relations co-ordinators. -
      • - -
    • - 6. - Shall examine and adopt the audited statement by the Treasurer at the Executive Committee Meetings. -
      • - -
    • - 7. - The executive committee has the authority to appoint sub-committees and review the rules, policies and by-laws of the association. The subcommittee will function under the executive committee but as a separate entity. All decisions at the subcommittee level needs the board approval for binding. -
      • - -
    • - 8. - Authority to submit amendments to constitution at the AGM. Shall examine and adopt the Annual report of the Secretary and the Financial Report of the Treasurer. -
      • - -
    • - 9. - Members are elected for a 24 month period. Existing members or board who’s term to be expired can remain in office for an extended period of one year or less, only under special circumstance. This is an extension only in conjunction with completion of a two year term. It is restricted to pandemic or emergency situation only. The circumstance should be declared by the government of Canada, Province of Ontario, Regional Municipality of Waterloo or three levels of government. -
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    Bylaws Ratification

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    Approver: Stephen Jacob

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    Seconded: Manoj Ellappan

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    Date: 12th Apr 2026

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    Time: 3:34 pm

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    Location: Laurel Heights Secondary School

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    - The password for Banking, Electronic mail, Web site online and Social media will be authorized to a person or to the president by the executive committee. The password can be changed, once in six months or in an emergency with written authorization of the president and Secretary. -

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    • - 3. - Annual General Meeting shall be held every year in the month of April on a date and at a time determined by the Executive Committee. At this meeting shall be submitted the Report of the Executive Committee and the Audited Accounts of the Treasurer in respect of the Previous year. The members of the Executive Committee and the Auditors for the current year too shall be elected at this meeting in accordance with articles 6, 7, and 8. At least 21 days notice shall be given of this meeting. -
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    • - 4. - Special General Meeting shall be convened by the Executive committee on its own initiative or on a requisition signed by not less that 1/3 members of the Association and submitted to the Secretary. At this meeting only matters listed in the agenda shall be considered. At least seven (7) days’ notice shall be given of this meeting. - -
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    - Quorum for the meetings shall be: – -

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    • - 1. - Executive Committee Meeting.. .. .. Seven (7)
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    • - 3. - Annual General Meeting.. … … one fourth of the total membership or 15 whichever is less. -
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    - The President will vote at meetings only if there is a tie or to break a dead lock. -

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    - A member wishing to examine the books of the Secretary or Treasurer shall give notice of his or her intention to do so to the Secretary in writing. Such member shall have the right to examine the said books at the office of the Association on a date and at a time fixed by the secretary, which shall be after one week of the receipt on the notice. His or Her membership status be active for the current year. - -

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    - 1. The board shall have the power to disallow any proposal or resolution brought forward by a member at the General Meeting or Executive Meetings if, such proposal or resolution is contrary to the aims and objectives of the association is likely to bring dis-repute to the Association, or is likely to hinder the well-being or development of the Association. - -

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    - Amendments to the constitution should be tabled at the executive meeting, approved and submitted at the AGM. Such amendments or changes shall be deemed to have been passed only if two- thirds of the members present at the meeting have voted in favor of the amendments or changes. - - -

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    - All activities of the association shall be maintained in Tamil or English. The documents required by the Government or private sector shall be in English. - -

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    - Article 28 : Website domain, Logo and trade Mark - -

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    - The name “Tamil Cultural Association of Waterloo Region”, (TCA), Web and other domain name, trade mark and its logo is registered within this context as the sole property of the organization and will protect on behalf of its members. No authorization is given to another entity without approval at an Annual General Meeting. - -

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    - An internal and or External Auditor shall be elected or appointed by the members at the Annual General Meeting, to audit the accounts of the Association. On an annual basis, the association accounts of income and expenditure to be examined for the purpose of Revenue Canada. The Auditor will be exempted from attending the monthly meetings but should be available for annual AGM. - -

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    - - - {/*
    -

    History of changes

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      - - -
    • - (Amendments – 17th April, 2004, Waterloo.) - -
      • - -
    • - (Amendments – 14th April, 2012, Kitchener.) - -
      • - -
    • - (Amendments – 24th April, 2021, Kitchener.) - - -
      • - -
    • - (Amendments – 14th April, 2024, Waterloo.) - - -
      • - -
    - -
    */}
    ); -} \ No newline at end of file +} diff --git a/components/events/UpcomingEventData.jsx b/components/events/UpcomingEventData.jsx index 4236b03..55d66a1 100644 --- a/components/events/UpcomingEventData.jsx +++ b/components/events/UpcomingEventData.jsx @@ -22,8 +22,22 @@ export default function UpcomingEventData() { // Get events for a given date const getEventForDate = (date) => { - const dateString = date?.format("YYYY-MM-DD"); - return events.filter(event => event.date === dateString); + if (!date) return []; + const dateString = date.format("YYYY-MM-DD"); + const dateStringDMY = date.format("DD/MM/YYYY"); + return events.filter(event => { + if (!event.date) return false; + return event.date === dateString || event.date.includes(dateString) || event.date.includes(dateStringDMY); + }); + }; + + const formatEventDate = (dateStr) => { + if (!dateStr) return ""; + const m = moment(dateStr); + if (m.isValid()) { + return m.format("ddd, MMM DD, YYYY"); + } + return dateStr; }; // Navigate months @@ -141,15 +155,17 @@ export default function UpcomingEventData() { {" "} {event.time ? `${event.time} - ` : ""} - {moment(event.date).format("ddd, MMM DD, YYYY")} - - -
  • - - {" "} - {event.location} + {formatEventDate(event.date)}
    • + {event.location && event.location.trim() && ( +
  • + + {" "} + {event.location} + +
    • + )}
    {event.title} @@ -184,15 +200,17 @@ export default function UpcomingEventData() { {" "} {event.time ? `${event.time} - ` : ""} - {moment(event.date).format("ddd, MMM DD, YYYY")} - - -
  • - - {" "} - {event.location} + {formatEventDate(event.date)}
    • + {event.location && event.location.trim() && ( +
  • + + {" "} + {event.location} + +
    • + )}
    {event.title} diff --git a/components/home/HomeUpcomingEvent.tsx b/components/home/HomeUpcomingEvent.tsx index 6aa6dea..39533e5 100644 --- a/components/home/HomeUpcomingEvent.tsx +++ b/components/home/HomeUpcomingEvent.tsx @@ -10,7 +10,7 @@ export default function HomeUpcomingEvent() { } // Take only the first 3 events - const displayEvents = events.slice(0, 3); + const displayEvents = events.slice(0, 3) as any[]; return ( <> diff --git a/components/layout/MobileMenu.tsx b/components/layout/MobileMenu.tsx index 4a08c2a..c5a4422 100644 --- a/components/layout/MobileMenu.tsx +++ b/components/layout/MobileMenu.tsx @@ -126,8 +126,8 @@ export default function MobileMenu({ isMobileMenu, handleMobileMenu }: any) { Registration