DRAFT


RURAL COUNCIL of OTTAWA-CARLETON

CONSTITUTION and BY-LAWS

1 ASSOCIATION ESTABLISHED *

2 OBJECTS *

3 MEMBERSHIP *

4 DIRECTORS AND OFFICERS *

5 DUTIES OF OFFICERS *

6 MEETINGS *

7 VOTING *

8 AMENDMENTS OF CONSTITUTION, BY-LAWS AND RULES OF ORDER *

9 FUNDS *

10 COMMITTEES *

11 NOMINATING COMMITTEE *

12 RULES OF ORDER *

BE IT ENACTED AND IT IS HEREBY ENACTED as a Constitution and by-laws of the Rural Council of Ottawa-Carleton, City of Ottawa, hereinafter called the "Association", as follows:

1 ASSOCIATION ESTABLISHED

1.1 The Rural Council of Ottawa-Carleton was established on the 23rd day of March, 2004 in Nepean, Ontario.

2 OBJECTS

2.1 The Association shall work on behalf of rural citizens, rural organizations, businesses and property owners within the boundaries of the City of Ottawa, towards ensuring the preservation and protection of rural community fabric, rural rights, values and freedom from unwarranted regulation. This work will be accomplished by means of education, advocacy and political leverage.

2.2 The Association shall provide such services as will encourage and assist the development of optimum opportunities to meet the needs and interests of the rural community.

2.3 The Association will accept grants, donations, gifts, legacies and bequests in order to carry out the above objects.

2.4 The Association shall be non-profit and non-partisan. Although the Rural Council of Ottawa-Carleton does not endorse political parties, we do support people who provide quality representation to the people and who share our values.

3 MEMBERSHIP

3.1 The Association is primarily intended to serve people living, doing full-time business, or owning real property in rural Ottawa. The Directors may, in addition, admit other individuals to membership.

3.2 The Directors shall maintain an active membership list, specify the conditions of enrollment, and, subject to the approval of a General Meeting shall specify the membership fees of Voting Members. This membership fee, payment of which is required to keep a member in good standing, is not refundable in whole or in part.

3.3 The Board of Directors may at any time fix by resolution, membership fees for some portion of the membership year and may prescribe different rates of membership payable by individuals and by organizations. Further, the Board of Directors may by resolution waive, in whole or in part, payment of any membership fee otherwise prescribed.

3.4 Membership in the Association shall be open to all residents of rural Ottawa 18 years of age or older.

4 DIRECTORS AND OFFICERS

4.1 The Board of Directors shall be composed of three (3) Directors from each of the former Municipalities of Cumberland, Osgoode, Rideau, Goulbourn and West Carleton together with three (3) Directors-at-Large. The Officers of the Association shall be: President, Past-President, Vice-President, Secretary and Treasurer and shall be selected from the Directors. Should there be vacancies in any of the positions, the Board shall be properly constituted subject to the quorum provisions set forth herein.

4.2 The Officers and Directors shall be elected to office at the Annual General Meeting by the majority vote cast by Voting Members for a term of not more than two (2) years.

4.3 Each Director shall be 18 or more years of age and a Voting Member of the Association.

4.4 The Directors shall manage the affairs of the Association between General Meetings, and shall report thereon to the next General Meeting.

4.5 Should a vacancy exist on the Board of Directors, a member of the Council may be appointed by the Board of Directors to fill the vacancy for the remainder of the year.

4.6 A director may be removed at the discretion of the Board of Directors for reasons such as absence from three consecutive Board meetings without prior consent from the Board.

5 DUTIES OF OFFICERS

5.1 The President:

coordinates Association activities;

enforces observance of the Constitution and By-Laws;

chairs Executive and General Meetings of the Association;

acts as external spokesperson on major issues;

is expected to provide leadership to the Association by recommending action that is sensitive both to community needs and to changes in the external political and bureaucratic environment;

is automatically a member of all Association committees.

5.2 The Vice-President:

provides assistance to the President in carrying out Association activities;

acts as President during his/her absence;

5.3 Secretary:

prepares Decision Records for Association meetings;

prepares Association correspondence;

notifies Executive members of forthcoming Executive meetings;

with the President, prepares the agenda for Association meetings;

ensures that appropriate facilities are reserved and available at meetings;

maintains a file of all Association correspondence.

5.4 Treasurer:

maintains the financial records of the Association and conducts all liaison with the Association's bank;

prepares an Annual Budget and Revenue Generation Plan;

receives all membership fees and other revenues on the part of the Association;

reports on the financial status of the Association at Association meetings and prepares a Financial Statement for the Annual General Meeting.

6 MEETINGS

6.1 Annual and other General Meetings shall constitute the senior policy-making authority of the Association.

6.2 The Annual General Meeting shall be held in the Spring of each year, at a time and place to be determined by the Directors. The agenda of the meeting shall include:

Review of the report of the Directors for the past year

Discussion of activities proposed for the year to come

Report of the Treasurer

Election of Officers and Directors for the coming year

Appointment of a Financial Reviewer, as deemed necessary

Other business as may properly be brought before the meeting.

6.3 A General Meeting may be called by the Directors at any time, and shall be called by the President on the written request of any ten voting members of the Association, which request shall specify the matters to be raised for discussion at the meeting.

6.4 Members of the Association shall be notified two weeks in advance of all Annual or other General Meetings, either by mail or email, or by notice published in a weekly newspaper of general circulation in the community, and such notice shall specify the time and place of the meeting and the matters to be discussed.

6.5 At General Meetings of the Association, all proposals shall be voted upon by the members thereat and shall be decided by simple majority vote.

6.6 In the absence of the President and the Vice-President, a General Meeting shall be chaired by a member of the Executive elected by the Executive members present.

6.7 The Board of Directors (Officers and Directors) shall meet monthly, or as required.

6.8 A majority of the Board of Directors exclusive of vacancies shall form a quorum for the transaction of business, and must include either the President or Vice President.

7 VOTING

7.1 All members in good standing and 18 years of age and older shall be entitled to vote at the General Meetings.

7.2 In the case of an equality of votes at any General Meeting, the question shall be deemed to have failed.

8 AMENDMENTS OF CONSTITUTION, BY-LAWS AND RULES OF ORDER

8.1 Notice of all proposals for amendments to the Constitution, By-Laws, and Rules of Order of the Association shall be given, in writing, to the Secretary, who will advise the Executive Committee and membership of the proposal and the subject will then be placed on the agenda of the following General Meeting.

8.2 Proposed amendments must be submitted to the Secretary twenty-one (21) days prior to the General Meeting.

8.3 A decision thereon shall be by simple majority of the members present at the following General Meeting.

9 FUNDS

9.1 A bank account, which shall be a checking account, will be maintained for Association funds.

9.2 The Treasurer shall be responsible for the preparation of an Annual Financial Statement for review. The statement shall be submitted to the Executive Committee for consideration and subsequent presentation at the Annual General Meeting of the Association.

9.3 Collections made on behalf of the Association and profits accruing from any activities carried on in the name of the Association shall be turned over promptly to the Treasurer for deposit in the Association's bank account.

9.4 The fiscal year of the Association will commence January 1st of each year and end December 31st.

10 COMMITTEES

10.1 The Board of Directors may appoint Committees, and may specify the terms of reference and delegated powers of such committees. Committee Chairs will normally be members of the Board of Directors, but may also be ordinary Voting Members, in which case age restrictions for Board members do not apply. The Board may invite non-members to sit without vote on Committees as advisors. Committees report to the General Meeting through the Board.

11 NOMINATING COMMITTEE

11.1 Annually, prior to the Annual General Meeting, the Board shall appoint a Nominating Committee, normally composed of the Past-President and two other Voting members. It is the responsibility of the Nominating Committee to call for nominations and to ensure that at least one candidate has agreed to stand for each elective position, and to conduct the election of the Officers and Board at the next Annual General Meeting.

12 RULES OF ORDER

12.1 Members at a meeting shall conduct themselves in a respectful manner and follow Robertís Rules of Order.

 

Approved on Date in the City of Ottawa by the members of the Rural Council of Ottawa-Carleton. (DRAFT)


 

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