CONSTITUTION AND BY-LAWS
Adopted at the Annual General Meeting held April 18th, 2017
1. The name of this Society is “Quarter Century in Aviation Club” hereinafter referred to as the “The Club”
2. The objects of The Club are:
- To bring together for social purposes those who have been in or associated with aviation for twenty-five years or more or who engage in activities which are in accordance with the best interests of aviation.
- To facilitate renewal of friendship between members.
- To encourage and foster friendship as a worthy enterprise.
- To promote social gatherings for members.
- To operate as a non profit organization.
- To negotiate and secure such insurance as may be necessary or desirable for the protection of The Club, its officers and members from claims arising from their legitimate activities as such.
- To acquire, receive and hold such property, equipment, photographs, exhibits or keepsakes as may be desirable for the operation of The Club or in accordance with its objectives.
- Operation and Dissolution
The operations of The Club are to be chiefly in the British Columbia Lower Mainland area. The Club may be dissolved by a majority of members in good standing at a meeting specifically called and held for that purpose after giving all members thirty days’ advance written notice of intent.
- Fiscal Year
Fiscal year of The Club shall end at the thirtieth day of April each year.
- Accounts, Bills, Cheques, etc.
All accounts shall be paid by cheque. All cheques and bonds or other negotiable instruments of The Club shall be signed by any two of the Treasurer, the President, the Secretary and a designated Director.
- Borrowing Powers
The Board of Directors shall have no borrowing powers, neither shall any officer or member or group thereof have any power to borrow money on behalf of The Club.
Affiliation with other bodies whose objects are not inimical to the objects of The Club may be made after approval by a majority vote of members in good standing
Quarter Century in Aviation Constitution and By-Laws continued...
- Membership Cards
Membership Cards will be issued to all members on payment of dues. Such cards shall be signed by the President and Secretary, and shall indicate the month and each year that the membership will expire.
- Amendments to the By-Laws
These By-Laws may be amended, repealed or added to by “Extraordinary Resolutions”. For the purpose of these by-laws an Extraordinary Resolution shall mean a resolution passed by a three-quarters (¾) majority vote of members in good standing present in person at any General Meeting, provided that the notice to propose such Extraordinary Resolution has been sent to all members at least two weeks in advance of the date of such meeting.
A quorum at any General Meeting shall be twenty-five percent (25%) of members in good standing.
All members in good standing with the exception of Honorary Members shall have one vote.
- Order of Business
The order of business at any meeting shall be:
1. Call to order by the Chairman
2. Tribute to deceased members
3. Introduction of guests
4. Approval of minutes of previous meeting
5. Business arising out of the minutes
6. Reports of Officers
8. Unfinished Business
9. New Business
In matters of procedure the criterion shall be “Robert’s Rules of Order”.
There shall be four classes of Membership: Active, Associate, Honorary and Life.
a. An Active Member is one who is or has been engaged in or associated with aviation for a minimum of twenty-five years, who has regularly applied for and has been duly accepted into the membership of The Club or the widower of a deceased Active Member.
b. An Associate Member is one who is or has been engaged in or associated with aviation but has not reached the requisite twenty-five years. Upon reaching the requisite twenty-five years the member may request a change of status to become an Active member.
c. An Honorary Member is one who in the opinion of the Board of Directors is worthy to be named such by virtue of extra long service in or significant contribution to Aviation. Honorary members shall not have a vote nor be eligible to hold office in The Club. They shall have all other privileges of membership, but shall not be subject to annual dues. Honorary Membership shall automatically terminate at the end of the fiscal year, however the Board of Directors may, by resolution, continue such Honorary Membership from year to year.
d. A Life Membership may be conferred on one who, at the discretion of The Board of Directors, is worthy of the honor for one or more of the following reasons:
i. Has rendered meritorious service to aviation
ii. Is a pensioner who has been an active member and has rendered extraordinary service in the interests and welfare of The Club.
iii. Life members shall enjoy all the privileges of The Club and shall not pay annual dues.
e. The Board of Directors shall appoint and approve all Honorary and Life Members, but no such appointment shall become effective unless ratified by a majority vote of members in good standing at the next General Meeting.
Quarter Century in Aviation Constitution and By-Laws continued ...
Applications for Active membership shall be submitted to the Secretary or Director of Membership. It shall be made on the prescribed form and shall be accompanied by payment of one year’s dues.
Acceptance of Application
No action shall be taken on any application until it has been approved by the Board of Directors.
Dues shall be set by the Board of Directors and approved by majority vote of members in good standing at the Annual General Meeting. They shall be due and payable on the first day of September each year.
Notice of Dues
The Secretary shall forward to all members a notice of dues on or about the first day of September each year.
Loss of Membership
Any member who allows their dues to fall in arrears shall be deleted from the membership roll of The Club at the end of the fiscal year in which they fall into arrears and shall not be eligible for any of the privileges of membership.
Meetings and Notice of Meetings
General meetings shall be held at such places and times as may be determined by the Board of Directors. Notice of Meetings shall be given at least ten (10) days prior to the date of the meeting. The Annual General Meeting shall be the General Meeting occurring in April each year.
Board of Directors
a. The Board shall consist of the: President, Vice-President, Secretary, Treasurer, Immediate Past President, and a minimum of two (2) Directors.
b. Duties and Meetings: The Board of Directors shall have duties as prescribed in these Constitution and By-laws and in addition, shall act for the General Membership in transaction of business pertaining to the welfare of The Club. Meetings shall be called on reasonable notice to all members of the Board by the Chairman or any three Directors acting together. A quorum shall be any four Directors.
a. The Officers to be elected at the Annual General Meeting are: President, Vice President, Secretary, Treasurer, and a minimum of two (2) Directors.
b. How nominated
At least thirty days prior to the Annual General Meeting, the Board of Directors shall appoint a Nominating Committee of three Active Members who will nominate at least one member (who has consented to serve if elected) for each of the above Offices. Such nominations shall be submitted to the Secretary in writing not less than fifteen (15) days prior to the date of the Annual General Meeting. Additional nominations may be made by any two members from the floor at the Annual General Meeting providing that if the nominee is absent, such nomination is accompanied by written consent. Not less than ten (10) days prior to the date of the Annual General Meeting, the Secretary shall forward to all members a list of nominations received.
Any Active member in good standing shall be eligible for nomination.
A Life Member shall be eligible for nomination.
d. How elected
Election shall be by a majority vote of the members in good standing at the Annual General Meeting. Such election shall be held after Item 9. - New Business, in the Order of Business.
e. Term of Office
The term of Office shall be for one year or until the election of a successor.
Any vacancy occurring in the Offices or the Board of Directors shall be filled by the Board from amongst the Active membership. Such appointees shall serve until their successors have been elected.
g. Removal of Officers
Twenty percent (20%) of the Active members in good standing may petition for the removal of an Officer but, seventy-five percent (75%) majority shall be required for action.
Quarter Century in Aviation Constitution and By-Laws continued...
- Duties of Officers
a. The President shall preside at all meetings of The Club and the Board of Directors. The President shall appoint all standing and special Committees unless otherwise provided herein and shall conduct the business of The Club in accordance with the Constitution and By-laws.
b. The Vice President shall act for the President at all General of Board Meetings whenever the latter is absent or unable to act. In addition, shall perform all duties delegated by the President.
c. The Secretary shall keep the minutes of all meetings; issue all notices; keep the records of The Club; and, be prepared at any reasonable time to display them to a member in good standing; and, in conjunction with the Director of Membership, keep the membership rolls and issue membership cards; supervise and count the balloting at the elections.;
d. The Treasurer shall sign all cheques, bonds or other negotiable paper of The Club; to keep the financial records and guard and bank the funds of The Club; to present an interim report at each meeting showing receipts and disbursements of the previous meeting; to present a report at the Annual General Meeting on the state and condition of The Club’s finances; and, to be prepared at any reasonable hour to display the accounts and books of The Club to a member in good standing.
e. The Director of Membership shall in conjunction with the Secretary, keep the membership rolls and issue membership cards; conduct, supervise and count the balloting at the elections.
- Remuneration of Officers
All officers of The Club shall serve without remuneration.
- Financial Reviewers
The accounts and books of The Club shall be examined at the end of each fiscal year and their correctness certified by one or more financial reviewers appointed by the Board of Directors.
- Execution of Instruments
a) The Club will not have a seal.
b) Contracts, documents or other instruments in writing requiring the signature of The Club may be signed as follows:
i) By the President or the Secretary together with one other director, or
ii) In the event that the President and/or Secretary is unable to provide a signature, by any two officers as the Board of Directors may by properly adopted resolution designate and all contracts, documents and instruments in writing so signed will be binding upon The Club without any further authorization or formality.
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