CONSTITUTIONS & BYLAWS
The constitution of the Caribbean Canadian Association of Waterloo Region is listed as follows. To download the Constitution & Bylaws, please click here for a PDF copy.
This organization shall be known as the Caribbean Canadian Association of Waterloo Region here after called the Association. (Officially renamed as above).
The objectives of the Association shall be:
- Mission: To promote the social, cultural and economic interests of the Caribbean Community in the Waterloo Region and surrounding areas of Ontario, by engaging in activities aimed at:Goals:
(i) promotion the positive features of the Caribbean Culture in the region;
(ii) fostering the education of members of the Caribbean-Canadian community;
(iii) encouraging harmonioius social interactions between and among member of the Caribbean-Canadian community (with special reference to the youth and the community at large);
(iv) promoting the economic improvement of the Caribbean-Canadian community;
(v) fostering recreational activities for the benefit of members and their guests;
- To invest the funds of the Association not immediately required for the purposes of the Association in such securities as trustees are by law allowed to invest in trust funds; and
- For the further attainment of the above objects, to acquire, accept, solicit or receive by purchase, lease, contract, donation, legacy, gift, grant, bequest, devise or otherwise any kind of real or personal property; and to enter into and carry out agreements, contracts, arrangements and undertakings incidental thereto.
- Active membership in the Association shall be limited to
(i) persons of Caribbean origin and any individual who has an interest in the association.
- Application for membership shall be made in writing and in person. This application shall be presented to the Board of Directors for approval.
- The Board of Directors may give its approval to the application of any person qualified for membership in the Association, and a person whose application has been approved shall not become a member until he has paid the fee.
- Annual membership fees shall be set by the Board of Directors subject to subsequent ratification at the next general or special meeting of the Association.
- A member who has failed to pay the annual fee within one month after the end of the fiscal year shall be deemed to have resigned from the Association.
- Only active members eighteen years of age and over shall be elected to office or vote at meetings. However, the Board of Directors may at its discretion extend voting privileges to a maximum of two duly elected representatives of the youth of the Association, even though they may be less than eighteen.
- Youth who are accepted on the basis of the application of their parent or parents shall apply for individual membership on attaining the age of eighteen.
- The following officers shall be elected at the Annual General Meeting; President, Vice- President, Secretary, and Treasurer. Only active members who are permanent residents of the Waterloo Region are eligible for election to office.
- It shall be the duty of the President to preside at general and specific meetings of the Association and at meetings of the Board of Directors, and to perform such other duties as are necessary to the proper conduct of his/her office as President.
- It shall be the duty of the Vice-President to perform the duties of the President in the absence or disability of the President and such other duties as the Board of Directors may designate.
- It shall be the duty of the Secretary to have custody of the books of record of the Association, including the Registration Certificate, minutes, bonding documents etc., to keep a correct record of all meetings of the Association and of the Board of Directors, and to perform such other duties as the Board may designate.
- It shall be the duty of the Treasurer to:
(i) have the custody of the petty cash, books and accounts of the Association which books and accounts shall at all times be available for inspection by other officers;
(ii) deposit all funds received, within five business working days after receiving the same in the financial institutions prescribed by the Board;
(iii) deliver periodic financial reports to the Board and to meetings of the Association;
(iv) prepare financial statements showing the condition of the Association and the financial results of its activities during the year; an annual statement shall be presented to the Board and Annual General Meeting each year.
- It shall be the duty of the Auditor to examine the Accounting Records and Financial statements of the Association and report to the membership at the Annual General Meeting on the results of the examination
5: BOARD OF DIRECTORS
- There shall be a Board of Directors comprising of the President, Past President, Vice- President, Secretary, Treasurer, and five other members for a maximum of fifteen.
- The function of the Board shall be to manage the affairs of the Association and it shall more particularly their duty to:
(i) Act upon all applications for membership;
(ii) Recommend from time to time, the appropriate annual membership fees;
(iii) Initiate projects in pursuit of the aims of the Association;
(iv) Set up one or more of the following committees as the need arises, to facilitate the achievement of the objects of the Association: membership, education & public relations, economic development, fundraising and special events;
(v) Appoint members to the standing committees and to any Ad Hoc committees which may be established from time to time;
(vi) Designate the financial institution where the Association’s monies shall be deposited, and the person or persons who may sign and counter-sign cheques on behalf of the Association;
(vii) Appoint another member to act temporarily in case of his/her absence or disability;
(viii) Recommend amendments to the by-laws.
- Any Director who has missed three consecutive meetings of the Board without just cause shall be deemed to have vacated his office, and the Board may appoint a qualified person to fill the vacancy for the remainder of the term, subject to the approval of members at the next general or special meeting of the Association.
- The members by resolution passed by a majority of votes cast thereon at a meeting of the Association called for that purpose, may remove any officer or director before the expiration of his/ her term of office and may elect any member in his or her stead for the rest of the term, subject to the following criteria:
Principles of Integrity:
- The Board of Directors shall meet bi-monthly on the first Monday of every month.
- The executive members of the board shall meet monthly, on the first Monday of every month.
- Five members shall constitute a Quorum for the transaction of all business by the Board
- There shall be an Annual General Meeting (AGM) held each October. Notwithstanding the above the date can be adjusted should circumstances dictate
- General membership meetings shall be held twice per year
- A special meeting of the Association shall be called by the President upon the request of at least fifteen active members, or upon the request of fifty percent (50%) or more of the Board of Directors
- Ten percent (10%) of the active members shall constitute a Quorum and twenty percent (20%) of the active members shall constitute a quorum at the Annual and Special meetings.
- Fiscal year of the Association shall expire on December 31st of each year.
- The Constitution of the Association may only be amended by a two- thirds majority of the members present at any general meeting of the Association.
- Notice of resolutions to amend the Constitution shall be submitted to the Board, prior to its consideration, at a general or special meeting.
- A regular or special meeting of the Association may, by majority vote, amend any of its bylaws, provided that such bylaws are consistent with the provisions of the Constitution.
- The Association shall be carried on without purpose of gain to its members, and any profits or other accretions from its activities shall be used in promoting its objects.
BYLAWS - COMMITTEES
- The Chairman of each standing committee shall be a member of the Board of Directors, and shall be responsible for obtaining the Board’s approval of his/her committee’s programs, and for reporting to the Board the progress thereof
- Directors shall be appointed for terms up to two years, arranged so that at least five Directors shall be elected each year
- Annually, on or before December 31st, the Board of Directors shall appoint a Nominating Committee consisting of three members of the Association. No member of the Nominating Committee shall be a candidate for an elective office. The Nominating Committee shall select a slate of Officers and Directors as the Committees nominees for election at the Annual General Meeting
- No member shall be nominated as an Officer unless he/she has served at least one year on the Board of Directors or as an active member of a Standing Committee
Last amended on June 2, 2014.