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GREELY BUSINESS ASSOCIATION CONSTITUTION

April 24, 2012

NAME

The Association shall be named GREELY BUSINESS ASSOCIATION hereinafter referred to as the Association.

 

PURPOSES

-To provide a forum for business development and discussion of issues important to members.

-To encourage the use of local business by residents, visitors and the community at large.

-To raise the image of Greely by publicity of local events and services provided by local business.

-To improve where possible the local employment opportunities in local businesses.

-To encourage development of new business opportunities in the Greely area.

-To identify projects, prepare, present and help implement proposals to put to public bodies.

-To develop marketing strategies and plans relevant to the community of business interests.

- To promote the strength of the area through promotions and joint advertising.

- To arrange for authoritative speakers to make presentations of topics of interest to members.

- To act as a representative in lobbying the interests of Greely businesses to central and local government.

-To attract and sustain development expertise from appropriate sources.

- To exchange ideas, experiences, and to identify opportunities.

 

MEMBERSHIP

Membership of the Association shall be open to any person or persons carrying out a trade, profession or business and with an interest in business matters in the general area of Greely and the Ottawa Valley.

 

SUBSCRIPTION

In the first year of the Association, there shall be a registration fee of $25.00 per member (amended in 2014 to $50.00 per year). The Association shall determine the level of subscription for members, which will be ratified during the Annual General Meeting. A recommendation will be presented by the Board of Directors each year in this regard. Any member not making payment of the annual subscription may not be a committee member since their membership will have expired. The annual subscription will be due and payable by March 31st  (amended in 2016 to Septembe 30th) for membership and reviewed at each Annual General Meeting.

 

STRUCTURE

a) The membership shall elect a Board of Directors from its membership. The Board of Directors will be responsible for the day to day running of the Association’s affairs and formulation of policy.

b) The Board of Directors shall consist of a minimum of 5 and a maximum of 12 members.

c) Minimum of 5 members will be required to form a quorum; 2 members must be Executive members.

d) The Board of Directors shall elect its own officers and meet as often as required, but at least six times a year.

e) Sub-Committees or individuals may be appointed to carry out specific activities with remits on behalf of the Association as agreed at an ordinary meeting of the Board of Directors.

 

MEETINGS

a) The programme of meetings shall be agreed by the Board of Directors and called by the Secretary as agreed or at the request of the Chairman.

b) Meetings will be held to consult with the general membership where matters merit action as agreed by the Board of Directors.

c) Minutes of ordinary and Annual General Meetings will be kept by the Secretary or a pro-tem in their absence. Sub-Committees will arrange for minutes of their meetings to be kept and passed to the Secretary for recording.

 

ANNUAL GENERAL MEETING:

The Annual General Meeting will be held in the month of April and will take the following form:

a) Summary report from Chairman of the past year

b) Approval of the financial statement

c) Confirmation of membership

d) Election of Officers

e) Other notified business

b) 10 members shall form a quorum at the Annual General Meeting.

c) The financial year shall end on 31st March by which time the date of the Annual General Meeting will be set to take place within three weeks of April 1st.

d) Two weeks’ notice of the date, time and place of the meeting shall be given to all members.

 

MEETINGS

The Association shall meet not less than once a year at a venue and at a time to be determined by the Board of Directors. The Annual General Meeting shall be held each year, not later than six weeks after the year end date of the Association’s affairs, which is currently March 31st or not less than two weeks’ notice given by the secretary. Other general meetings may be called by the secretary on not less than one weeks’ notice. All notices calling meetings of the Association shall set out the business to be transacted and no other business shall be transacted unless the chairman otherwise determines. A general meeting may be called at any time and not less than one week’s notice by special requisition of not less than one third of the current membership.

Meetings of the Board of Directors shall be called by the chair in accordance with the arrangements made by the Board of Directors with a quorum of two-thirds of the members (since there is a minimum of 10 and maximum of 12 members on the Board of Directors, that means no fewer than 8 can form a quorum, minimum of 2 must be Executive members). The Secretary, or if one has been appointed the minutes, shall take minutes of all meetings of the Association and make these available to both Board of Directors and ordinary members as requested.

 

Board of Directors

Office bearers of the Association shall be:

Executive Directors:

1. Chairman

2. Vice Chairman

3. Minute Secretary

4. Treasurer

5. Public Relations

6. Website Co-ordinator

Directors:

7. Member

8. Member

9. Member

10. Member

11. Member

12. Member

The posts of Secretary and Treasurer may be combined at the discretion of the organisation. While the membership approves the total committee, they specifically appointed those members who will form the Board of Directors. Thereafter the full committee will utilise the skills to fill other positions as required each year. There shall be a minimum of 5 and a maximum of 12 board members. The membership may, if deemed necessary, increase the number of members of the Board of Directors. No office bearer should serve for more than three consecutive years in that office, but all directors shall stand down each year as a matter of course, but they may offer themselves for re-election. Should there be no suitable replacements; the membership may choose to elect a time barred holder for a period of one further year maximum.

 

FINANCE

The Association shall keep proper account of its intromissions in accordance with good accounting practice (GAAP) generally accepted accounting principles. Accounts shall be submitted quarterly for committees' review and annually for approval at the Annual General Meeting. The Treasurer and Chairman will be authorised to open and operate the Bank Account in the name of the Association henceforth known as GREELY BUSINESS ASSOCIATION (GBA). No expenditure should be incurred without the express approval of the Board of Directors during the course of a normal committee meeting.

 

VOTING

All votes taken at meetings of the Association shall be on the basis of one vote per paid board member. Votes can also be made by email in the event that a paid board member is unable to attend a meeting. Where a business belongs to a group and each business within that group is a member there will be no more than three voting members from that group. This is to ensure that no group is in a position to control the Association.

 

PROCEDURES

The Association shall regulate the conduct of its affairs as provided in this constitution. The Chairman shall determine all matters of procedure not otherwise provided for. The Association shall be non-party political and non-sectarian. The Board of Directors reserves the right to refuse membership to persons whose objectives or interests or conduct do not coincide with the consensus of the membership or who otherwise may bring the Association into disrepute.

 

DISSOLUTION

In the event of the Association determining at any time to wind up its affairs, any funds standing at credit at the time of dissolution shall be paid over to any other business association or similar organisation covering the area or to a charity, at the Association’s discretion

Amended by Resolution & Acceptance by vote of the board.

 

THIS CONSTITUTION WAS ADOPTED AS THE CONSTITUTION OF THE GREELY BUSINESS ASSOCIATION AT A MEETING OF THE ASSOCIATION CONVENED AT………….  on the said date ….................... 201, .in the city of OTTAWA, Province of ONTARIO.

SIGNED: CHAIRMAN.................................................NAME:.............................................

SIGNED: SECRETARY................................................NAME:...............................................

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