OTOW Canadian Club Constitution and By-Laws
Updated: March 14, 1988
Amended: March 8, 1990
Amended: April 1, 2003
Amended: AGM 2009
Amended: AGM 2015
Updated: February 13, 2018
Name: The name of the Club shall be “OTOW CANADIAN CLUB”.
Purpose: To foster fellowship and mutual assistance among the members.
Membership: Open to all who reside at On Top of the World Condominiums with a valid OTOW Activity Card.
Executive Composition and Powers
The affairs of the Club shall be managed by the Executive Board.
The Executive Board shall consist of the following elected positions: President, Vice President, Registrar / Secretary, Treasurer and Immediate Past President.
Election of officers to the Executive Board shall be held at the Annual General Meeting held in March of each year.
The term of office for members of the Executive Board shall be from the date following election or the date of appointment until the date of the following Annual General Meeting.
In the event of a vacancy occurring on the Board during the terms of office, the remaining members of the Executive Board shall fill the position(s) by appointment.
The quorum for an Executive meeting is three (3) voting members.
Duties of the Executive Officers
The President is responsible for:
The operation of the Club;
Calling and conducting all meetings of the Executive Board;
Appointing such other non-voting officers as deemed appropriate with approval of the Executive Board; and
Organizing and conducting the Mid-Year Dinner / Dance.
The Vice President shall:
The Registrar / Secretary is responsible as:
To record and maintain accurate records of the membership of the Club;
To produce and distribute timely membership lists to all members;
To provide appropriate membership lists to Activity Coordinators as required;
To organize and conduct recruitment of members for the Club:
During the Annual Registration Night;
On Monday and Thursday mornings at the EAC Auditorium or at other venues as required; and
To present membership reports at the Annual General Meeting.
For recording the proceedings of regular and special meetings as called by the President;
For providing timely and complete copies of the proceedings of the meetings (Minutes) to the members of the Executive Board for their information and review;
To present the minutes to each meeting of the Club for voting action; and
For any correspondence of the Club.
The Immediate Past President shall:
Be the Publicity Coordinator for the Club and as such is responsible:
To prepare and submit monthly articles for the OTOW News.
Constitute and chair the Nomination Committee in accordance with the By Laws.
If required, constitute an Election Committee in accordance with the By Laws.
Be responsible for organizing and conducting the Christmas Dinner / Dance.
The Treasurer is responsible:
To keep accurate records of the financial operation of the Club;
To receive all approved bills and pay in accordance with the desires of the Club;
To work with all Activity Coordinators regarding financial aspects of the events;
To manage the financial aspects of Share-The-Wealth Draws at all Club functions that utilize this fund-raising practice;
For preparing an Annual Budget for approval by the Executive Board;
For preparing an annual report of financial affairs for independent audit; and
For presenting financial reports at the Annual General Meeting.
Club Constitution / By Laws
The Constitution may be amended or rescinded by a two-thirds majority vote of members present at a duly constituted meeting of the Club; and
The By Laws may be amended or rescinded by a majority vote of members present at a duly constituted meeting of the Club.
In the event of the dissolution of the Club, any funds in the possession of the Club shall be contributed to an approved charity selected by the Executive Board.
Duties and Powers of the Executive Board
The Executive Board shall have full power to initiate and transact every and all kinds of business necessary for the operation of the Club in accordance with the Constitution and By Laws;
The Executive Board is responsible for setting the amount of membership donation required each year; and
The Executive Board is responsible for setting the ticket prices for all activities held under the name of the Club.
Executive Board Elections
The Nominating Committee shall be chaired by the most immediate Past President and shall consist of at least two Past Presidents remaining active in the Club.
The Nominating Committee is responsible for presenting a slate of officers, who have agreed to let their names stand, for each position on the executive to be filled by election.
At the Annual General Meeting, the slate of officers presented by the Nominations Committee shall be read and additional nominations solicited from the floor. Any nomination must be agreed to by the nominee before being accepted.
If any positions are contested, the Immediate Past president shall form an Election Committee who will be charged with distributing and collecting ballots completed by all members present and reporting the results prior to the end of the meeting.
Fiscal Year End Meeting
The fiscal year of the Club shall end on a date chosen by the Treasurer that is not more than fourteen days prior to the date of the Annual General Meeting.
The Annual General Meeting of the Club shall be held annually between March 17 and March 31, at a time and location determined and advertised by the Executive Board.
The Annual General Meeting shall include:
Reports of Officers and Committees;
A reviewed year-end financial report, including explanations of expenditures that vary significantly from the approved budget;
Election of Officers;
Amendments to the Constitution or By Laws for which the required notice of motion or publication was made available to the members;
Other business properly brought before the meeting; and
Recommendations to the Executive Board may be made from the floor if carried by simple majority of members present.
Additional meetings may be held at a time and place determined by the Executive Board. The nature and agenda of these meetings shall be set by the President in consultation with the Executive Board.
2.5 The Executive may hold electronic meetings such as conference calls, using the Internet or such other means, providing a quorum of executive members can be achieved.
Activities of the Club
All activities sanctioned by the Club must be approved by the Executive Board and be consistent with the purpose of the Club.
An individual or group of individuals may be named as responsible for the conducting of an activity of the Club. This person or group shall report back to the Executive or membership on the activity, specifying any revenue generated, costs incurred and resulting net profit or loss.
The new Executive Board shall establish a balanced budget for the fiscal year. This budget shall be made available to members.
The Executive Board shall monitor expenditures to ensure adherence to the approved Budget.