+
-
+
- A family will consist of Parent(s) and children (below 18) ,Payments be accepted via electronic transfer, online credit cards, cash or cheque. +
+
-
+
- At the time of payment of the annual membership fee the member will be assigned an identification number, which will change upon renewal. +
3.4 Voting Rights of Members
-Currently :
+
-
+
- Currently :
-
@@ -507,7 +536,8 @@ export default function Section1() {
- Membership is terminated when:
- The board may suspend or remove any member from the association for any one or more of the following grounds:
- In the event that the board determines that a member or members should be expelled or suspended from the membership in the association, the process shall be done in good faith and in a fair and reasonable manner. The President shall provide fifteen (15) days notice of suspension or removal to the member and shall provide reasons for the proposed suspension or removal. - +
- The member may make a formal written submission with a valid personal email and contact number to the President in response to the notice received within such he/she may proceed to notify the member that the member is suspended or removed from the membership in the society. Where written submissions are received in accordance with this section, the board will consider such submissions in arriving at a final decision and shall notify the member concerning such final decision within a further twenty (20) days from the date of receipt of the submissions. The board’s decision shall be final and binding on the member, without any further right of appeal. - +
- The board shall comprise of a slate of up to 16 Directors (excluding Auditor)with a minimum of 12 elected at the Annual General Meeting of the association which will include the previous president. six(6) office bearers and another ten (10) general body members. Members from the same household cannot serve on the board at the same time. The board will act as a governing body of the association and shall hold office for a term of two years. - +
- An election sub-committee be established 30 days before calling for nominations from within the board or independent senior members to monitor and implement the election policy. The president will head this committee, which will comprise of 5 board members (Independent, Ex-president or others without conflict of interest) as selected by the board. - +
- 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. +
- The dispute mechanism of elections or conflicts will be the sole responsibility of the board. A sub-committee will foresee matter and report to the board. A one-time appeal of the decision can be made within 15 business days after due notice to relevant parties. - +
- 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 elected office-bearers except the patron shall constitute the board: +
- 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 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. There will be two parties to the nomination process. A nominator and nominee. The nominator must get confirmation from the nominee that they are willing and able to take on the responsibilities to serve the office they are being nominated for. There is no provision for self nomination. A board member cannot nominate a new board member and avoid conflict of interest. - +
- 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 board of directors. Respecting and recognizing the years of service to the organization, senior board members are generally considered. In the event there are more than one person nominated for the same office the board shall hold a closed ballot to decide the final appointment using a simple majority. - +
- For the office of treasurer its preferred to have someone with an accounting background. - +
- Board of Directors “The Board”
- + Duties of the Chair / President
-
- The president shall perform the duties described in Schedule A and such other duties as may be required by law or as the Board may determine from time to time.
-
+ -
+
- The president shall perform the duties described in Schedule A and such other duties as may be required by law or as the Board may determine from time to time. +
- Duties of the Treasurer - +
-
- The treasurer shall perform the duties described in Schedule B and such other duties as may be required by law or as the Board may determine from time to time.
-
+
-
+
- The treasurer shall perform the duties described in Schedule B and such other duties as may be required by law or as the Board may determine from time to time. +
- Duties of the Secretary - +
-
- The secretary shall perform the duties described in Schedule C and such other duties as may be required by law or as the Board may determine from time to time.
-
+
-
+
- The secretary shall perform the duties described in Schedule C and such other duties as may be required by law or as the Board may determine from time to time. +
@@ -994,12 +1066,15 @@ 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: +
- 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: +
- 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. +
- The office of a Director shall be vacated immediately: +
- A vacancy on the Board shall be filled as follows, and the Director appointed or elected to fill the vacancy holds office for the remainder of the unexpired term of the Director’s predecessor: +
- The board is empowered to create Committees / sub-committees for the purpose of a specific project or activity, those committees / sub-committees will cease to exist once the specific project or activity is completed. They may be established by the Board as follows: +
- The board is empowered to create Subject to the Act, the association shall purchase and maintain insurance for the benefit of its directors, officers, volunteers, members, and any person entitled to be indemnified by the Corporation. + +
- The Annual General Meeting shall be held every year in the month of April on a date and time determined by the Board. The members shall be informed of such meetings by the Secretary, 21 days in advance. - +
- 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. - +
- The agenda is to be approved by the board and shall include. - +
- 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. - +
- Special general meetings of the members may be called on the decision of the Board of Directors so consider urgent business or matters brought before the members. Such meetings shall be called within 60 days of the request. - +
- The secretary shall notify all members two weeks in advance of such meetings and of the general nature of the special business to be conducted. +
- The Board of Directors shall hold meetings generally once a month (minimum 9 in a year) to manage the affairs of the Association. +
- 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 quorum for the transaction of business at a meeting is a simple majority of the Members entitled to vote at the meeting. If a quorum is present at the opening of a meeting of the Members, the Members present may proceed with the business of the meeting, even if a quorum is not present throughout the meeting. If a quorum is not present at the opening of a meeting of members, the members present may adjourn the meeting to a fixed time and place but may not transact any other business. For the purpose of determining quorum, a member may be present in person, by telephonic and or by other electronic means (Virtual) +
- Proxy voting is not allowed to represent a member. +
- 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. +
- 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. +
- Any questions of procedures at or for any meeting of the members, which have not been provided for in this by law or Act, shall be determined by the chairperson of the meeting in accordance with the most current edition of Robert’s Rules of Order. +
- For privacy and confidentiality purposes, the membership coordinator with be the custodian of this data and all enquiries to flow through them. A member requesting membership list or data information have to obtain the approval of the Membership coordinator along with the President or Secretary before releasing. He or She has to sign a form of confidentiality (data information cannot be abused or used for other activities). The member or members shall not use the list to influence the voting members during an election and to another entity or organisation. +
- All official correspondence shall be authorized by the board and shall bare the signature of the President or Secretary. Financial statements will include the Treasurer and Auditor +
- Electronic mail, website and social media shall be managed by the president and secretary in collaboration with the board, or the board through a special resolution appoint / authorize any of its directors to manage it. +
- Photographs and Video material taken at an authorized function will be sole ownership of TCA and can be published in the website, social media, newspaper or publication. +
- TCA WhatsApp, Telegram, YouTube or other social media platforms are solely for members and / or residence of Waterloo Region, Guelph and Brantford only. +
- The name “Tamil Cultural Association of Waterloo Region”, (TCAWR)/ (TCA), Web and other domain name, trademark 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. +
- The board has the right to create, postpone or cancel an event under an emergency situation. Prior approval and notice be given to general public. Virtual and live events can be broadcasted electronically through website and or social media on approval of the board. +
- The Board shall by resolution from time to time designate the bank in Waterloo Region in which the money, bonds or other securities of the Corporation shall be placed for safekeeping. +
- The password for Banking, Electronic mail, Web site online and Social media will be authorized to a person or to the president by the board. The password can be changed, once in six months or in an emergency with written authorization of the president and Secretary. +
- The fiscal year end of the association will be the 31st Day of March, unless otherwise changed by resolution of the board. +
- The corporation shall send copies of the annual financial statements and other documents referred to in the subsection 84(1) of the act to all members who have informed the corporation that they wish to receive a copy of those documents not less than 21 days before the day, or such other period as required by the Act or Regulations, on which an annual meeting of members is held or before the day on which a written resolution in lieu of an annual meeting is signed. +
- Event Statements: The treasurer shall maintain event statements (a separate statement for each event held by the association to identify revenues and expense) that shall be reported to the board 30 days after the event. +
- The accounts of the association shall be audited by a qualified accountant, who will not be a director or in a relationship with a board member to ensure that there is no conflict of interest or bias. The Auditor shall have access to all records, documents, book of accounts and vouchers kept by the association, and shall be entitled to be heard at the Annual General Meeting, on the recommendation of the Board of directors, for a period of one year or until his or her successor is appointed. The Treasurer will submit a periodical financial report at monthly board meeting. In his or her absence, the Assistant Treasurer will fulfill this role. +
- 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 act the board may from time to time amend the By-laws relating to the way it conducts its affairs, such amendments to the by-laws should be tabled at the board 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. +
- Role Statement
- If appointed, the president shall be the chief executive officer of the Corporation and shall be responsible for implementing the strategic plans and policies of the Corporation. The president shall, subject to the authority of the Board, have general supervision of the affairs of the Corporation. The president shall maintain the unity of the board, ensuring fairness to the board and membership. +
- Responsibilities
- Agendas / Meetings
- Establish agendas aligned with annual Board goals and preside over board meetings if also holding the office of Chair. Ensure that a schedule of Board meetings is prepared annually. +
- The president shall chair the meetings and ensure meetings managed effectively and efficiently to achieve the agenda items ensuring good governance. Ensure the smooth functioning of the meetings and navigate any disruptions, adjourn / postponed agenda items or meetings as necessary. +
- Work Plan +
- Ensure that a Board work plan is developed and implemented that includes annual goals for the Board and embraces continuous improvement. + +
- Representation
- Serve as the Board’s primary contact with the public. +
- Reporting
- Report regularly to the Board on issues relevant to its governance responsibilities. + +
- Board Conduct +
- Set a high standard for Board conduct and enforce policies and By-laws concerning Directors’ conduct. +
- Mentorship +
- Serve as a mentor to other Directors. Ensure that all Directors contribute fully. Address issues associated with underperformance of individual Directors. +
- Committee Membership +
- Serve as member on all Board committees. +
- Role Statement
- If appointed, the treasurer works collaboratively to support the Board in achieving its fiduciary responsibilities. +
- Responsibilities
- Custody of Funds +
- 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. +
- 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: – +
- Representation
- Serve as the Board’s primary contact with the public. +
- Special general meetings of the members may be called on the decision of the Board of Directors so consider urgent business or matters brought before the members. Such meetings shall be called within 60 days of the request. +
- The secretary shall notify all members two weeks in advance of such meetings and of the general nature of the special business to be conducted. +
- 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: – +
- 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. +
- 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. +
- Provide to the board monthly update 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. +
- 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. +
- Meetings :
- Note: The Secretary shall not disclose any membership information without the approval from the Board. +
- End of Amendments – 14th April, 2024, Waterloo. +
- Amendments – 24th April, 2021, Kitchener +
- This Association shall be named and called ” TAMIL CULTURAL ASSOCIATION OF WATERLOO REGION ” . Abbreviation: TCAWR or TCA. +
3.5 Termination of Membership
-Membership is terminated when:
+
+
-
@@ -563,7 +593,9 @@ export default function Section1() {
3.6 Discipline of Members
-The board may suspend or remove any member from the association for any one or more of the following grounds:
+ +
-
+
-
@@ -612,8 +644,10 @@ export default function Section1() {
+
-
+
+
-
+
+
-
+
+
-
+
+
-
+
+
-
+
4.2 Officers
-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 elected office-bearers except the patron shall constitute the board: - +
-
+
-
@@ -769,7 +819,10 @@ export default function Section1() {
+
-
+
+
-
+
+
-
+
+
-
+
+
-
+
- Board of Directors “The Board” +
-
+
- Duties of the Chair / President +
-
+
+
-
+
+
-
+
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: - + +
-
+
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: - +
-
+
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. - +
-
+
The office of a Director shall be vacated immediately: - +
-
+
A vacancy on the Board shall be filled as follows, and the Director appointed or elected to fill the vacancy holds office for the remainder of the unexpired term of the Director’s predecessor: - +
-
+
The board is empowered to create Committees / sub-committees for the purpose of a specific project or activity, those committees / sub-committees will cease to exist once the specific project or activity is completed. They may be established by the Board as follows: - +
-
+
The board is empowered to create Subject to the Act, the association shall purchase and maintain insurance for the benefit of its directors, officers, volunteers, members, and any person entitled to be indemnified by the Corporation. +
-
+
+
-
+
+
-
+
+
-
+
+
-
+
+
-
+
Special general meetings of the members may be called on the decision of the Board of Directors so consider urgent business or matters brought before the members. Such meetings shall be called within 60 days of the request. +
-
+
The secretary shall notify all members two weeks in advance of such meetings and of the general nature of the special business to be conducted. -
+-
+
The Board of Directors shall hold meetings generally once a month (minimum 9 in a year) to manage the affairs of the Association. +
-
+
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 quorum for the transaction of business at a meeting is a simple majority of the Members entitled to vote at the meeting. If a quorum is present at the opening of a meeting of the Members, the Members present may proceed with the business of the meeting, even if a quorum is not present throughout the meeting. If a quorum is not present at the opening of a meeting of members, the members present may adjourn the meeting to a fixed time and place but may not transact any other business. For the purpose of determining quorum, a member may be present in person, by telephonic and or by other electronic means (Virtual) +
-
+
Proxy voting is not allowed to represent a member. - +
-
+
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. - +
-
+
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. +
-
+
Any questions of procedures at or for any meeting of the members, which have not been provided for in this by law or Act, shall be determined by the chairperson of the meeting in accordance with the most current edition of Robert’s Rules of Order. +
-
+
For privacy and confidentiality purposes, the membership coordinator with be the custodian of this data and all enquiries to flow through them. A member requesting membership list or data information have to obtain the approval of the Membership coordinator along with the President or Secretary before releasing. He or She has to sign a form of confidentiality (data information cannot be abused or used for other activities). The member or members shall not use the list to influence the voting members during an election and to another entity or organisation. - +
-
+
- All official correspondence shall be authorized by the board and shall bare the signature of the President or Secretary. Financial statements will include the Treasurer and Auditor - +
-
+
- Electronic mail, website and social media shall be managed by the president and secretary in collaboration with the board, or the board through a special resolution appoint / authorize any of its directors to manage it. - +
-
+
- Photographs and Video material taken at an authorized function will be sole ownership of TCA and can be published in the website, social media, newspaper or publication. - +
-
+
- TCA WhatsApp, Telegram, YouTube or other social media platforms are solely for members and / or residence of Waterloo Region, Guelph and Brantford only. - +
-
+
- The name “Tamil Cultural Association of Waterloo Region”, (TCAWR)/ (TCA), Web and other domain name, trademark 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. - +
-
+
- The board has the right to create, postpone or cancel an event under an emergency situation. Prior approval and notice be given to general public. Virtual and live events can be broadcasted electronically through website and or social media on approval of the board. - +
-
+
- The Board shall by resolution from time to time designate the bank in Waterloo Region in which the money, bonds or other securities of the Corporation shall be placed for safekeeping. - +
-
+
The password for Banking, Electronic mail, Web site online and Social media will be authorized to a person or to the president by the board. The password can be changed, once in six months or in an emergency with written authorization of the president and Secretary. - +
-
+
- The fiscal year end of the association will be the 31st Day of March, unless otherwise changed by resolution of the board. - +
-
+
- The corporation shall send copies of the annual financial statements and other documents referred to in the subsection 84(1) of the act to all members who have informed the corporation that they wish to receive a copy of those documents not less than 21 days before the day, or such other period as required by the Act or Regulations, on which an annual meeting of members is held or before the day on which a written resolution in lieu of an annual meeting is signed. - +
-
+
- Event Statements: The treasurer shall maintain event statements (a separate statement for each event held by the association to identify revenues and expense) that shall be reported to the board 30 days after the event. - +
-
+
- The accounts of the association shall be audited by a qualified accountant, who will not be a director or in a relationship with a board member to ensure that there is no conflict of interest or bias. The Auditor shall have access to all records, documents, book of accounts and vouchers kept by the association, and shall be entitled to be heard at the Annual General Meeting, on the recommendation of the Board of directors, for a period of one year or until his or her successor is appointed. The Treasurer will submit a periodical financial report at monthly board meeting. In his or her absence, the Assistant Treasurer will fulfill this role. - +
-
+
- 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 act the board may from time to time amend the By-laws relating to the way it conducts its affairs, such amendments to the by-laws should be tabled at the board 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. - +
-
+
- Role Statement
+
+
If appointed, the president shall be the chief executive officer of the Corporation and shall be responsible for implementing the strategic plans and policies of the Corporation. The president shall, subject to the authority of the Board, have general supervision of the affairs of the Corporation. The president shall maintain the unity of the board, ensuring fairness to the board and membership. - +
-
+
- Responsibilities
+
+
- Agendas / Meetings
+
+
Establish agendas aligned with annual Board goals and preside over board meetings if also holding the office of Chair. Ensure that a schedule of Board meetings is prepared annually. - +
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The president shall chair the meetings and ensure meetings managed effectively and efficiently to achieve the agenda items ensuring good governance. Ensure the smooth functioning of the meetings and navigate any disruptions, adjourn / postponed agenda items or meetings as necessary. - +
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- Work Plan
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Ensure that a Board work plan is developed and implemented that includes annual goals for the Board and embraces continuous improvement. +
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- Representation -
- -Serve as the Board’s primary contact with the public. - -
- - - - -- Reporting -
- -Report regularly to the Board on issues relevant to its governance responsibilities. - - - -
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- Board Conduct
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Set a high standard for Board conduct and enforce policies and By-laws concerning Directors’ conduct. - +
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- Mentorship
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Serve as a mentor to other Directors. Ensure that all Directors contribute fully. Address issues associated with underperformance of individual Directors. - - - -
- - - - -- Committee Membership - - -
- -Serve as member on all Board committees. - +
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- Role Statement
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If appointed, the treasurer works collaboratively to support the Board in achieving its fiduciary responsibilities. - +
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- Responsibilities
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- Custody of Funds
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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. - +
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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. - +
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- Accounts
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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: – - +
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- Representation
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Serve as the Board’s primary contact with the public. - +
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Special general meetings of the members may be called on the decision of the Board of Directors so consider urgent business or matters brought before the members. Such meetings shall be called within 60 days of the request. - +
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The secretary shall notify all members two weeks in advance of such meetings and of the general nature of the special business to be conducted. -
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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: – - +
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Debit Card / Banking
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+ 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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Board Conduct
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+ Maintain a high standard for Board conduct and uphold policies and By-laws regarding Directors’ conduct, with particular emphasis on fiduciary responsibilities.
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Mentorship
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+ Serve as a mentor to other Directors.
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Provide to the board monthly update 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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- If appointed, the secretary works collaboratively with the president and board to support the Board in fulfilling its fiduciary responsibilities. - +
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- Responsibilities
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@@ -2527,7 +2689,8 @@ export default function Section1() {
- Board Conduct
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- Meetings : +
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@@ -2643,8 +2810,9 @@ export default function Section1() {
- 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.
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- Amendments – 24th April, 2021, Kitchener
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@@ -2681,8 +2851,9 @@ export default function Section1() {
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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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