Constitution

THE GEM & MINERAL CLUB OF SCARBOROUGH

CONSTITUTION

EFFECTIVE JAN. 4, 2017

 

Article 1          Name

  1. The organization shall be incorporated as a non-profit organization and shall be known as “The Gem & Mineral Club of Scarborough” hereinafter referred to as “The Club”.

Article 2          Objectives

  1. To encourage and promote the study of Geology, Mineralogy, Earth Sciences, lapidary and related arts through education, recreation and social events.
  2. To establish and support study groups that further promote Article “2” part “a”.

Article 3          Membership

  1. Membership shall be open to all persons interested and willing to support all areas of our objectives.

Article 4          Board of Directors

  1. The Board of Directors shall consist of 10 members elected to the Board by the General Membership. It shall consist of a President, Vice-President, Secretary, Treasurer Director of Annual Show, Director of Communication, Director of Library & History, Director of Membership, Director of Program and Director of Social
  2. An election of the Board of Directors shall be held the first month following the end of the fiscal year.
  3. At the first Board meeting, the Board Members shall appoint Committee Chairs to the standing committees.

Article 5          Communication

  1. That all Club members are kept informed of all activities within “The Club” and other related organizations.

Article 6          Financial

  1. “The Club” shall operate on a fiscal year from January 1 – December 31.

 

Article 7          Decision Making

  1. All major business, such as, Finances and The Constitution & By-Laws must be brought before the General Membership for approval.
  2. Day to day issues pertaining to “The Club” business shall be by a quorum of the Board of Directors at its Board meetings.

Article 8          Dissolution

  1. In the event that “The Club” should find it necessary to be dissolved all assets are to be distributed as follows;
  2. All physical assets are to be sold and the monies raised from the sale are to go into the General Operating account.
  3. All monies from the General Operating Account and any other liquid assets shall be distributed equally between the following;

Natural History Department of Mineralogy of the ROM,
The Natural History Department of the Canadian Museum of Nature, University of Waterloo Earth Science Museum

Note; This Constitution as written was motioned to be accepted by Joyce Baker, and seconded by David Bellamy and carried at the Annual General Meeting held on Jan. 4, 2017
 

The amendments that were made during the meeting have been recorded in the minutes of the AGM held Jan. 4, 2017.

 

 

GEM & MINERAL CLUB OF SCARBOROUGH

BY-LAWS

EFFECTIVE JAN. 4, 2017

 

Article 1          Membership

  1. Membership is open to all persons.
  2. Any group of spouses, parents and children living in the same residence shall be eligible for a family membership.
  3. Those under the age of seventeen (17) must be sponsored by an adult member of the same family or guardian.
  4. Those under the age of seventeen (17) are welcome to attend all functions where allowed by owners, provided they are accompanied by a parent or guardian.

Article 2          Board of Directors

  1. The Board of Directors is authorized to fill any vacancies in the Board should such vacancies occur during the term of office.
  2. The President, Secretary and the Treasurer will be the authorized signing Officers for all bank transactions within the accounts approved by “The Club”.
  3. The Board will meet on a regular basis at least once every two (2) months within fourteen (14) days following the General Meeting. Any change to this must have approval of at least 50% plus one member of the Board.
  4. At its first meeting after the election the Board shall form appoint a nominating committee for the purpose of putting together a list of candidates for election to the Board for the following year.
  5. The duties of each Board member shall be outlined in Appendix “A”.

Article 3          Meetings

  1. “The Club shall meet on the first Wednesday of each month from September to June inclusive.
  2. An Annual General Business Meeting shall be held in the first month following the end of the fiscal year.
  3. The Annual General Meeting shall consist of the President’s Report and the election of members to the Board.
  4. Appropriate places shall be established to hold all functions such as monthly meeting, Annual Show, workshops and summer B.B.Q.

Article 4          Communication

  1. A news bulletin shall be established and published ten (10) months of the year and shall be known as “Strata Data”.
  2. A copy of the news bulletin shall be made available to each paid single membership and each family membership.
  3. A web site shall be established and available Twenty-Four/Seven and shall be available to all members and those seeking information about “The Club”
  4. The Strata Data and the Web Site may be used as a means for paid members to advertise the sale of equipment and/or personal mineral collections. They shall not be used as a means of advertising for dealers.

 Article 5          Finances

  1. “The Club shall establish a checking account in an approved financial institution.
  2. All withdrawal actions, that is, cheques and money transfers, must have two (2) of the three authorized signatures.
  3. An annual operating budget shall be prepared and presented at the Annual General Meeting for approval by the members.
  4. In the event that an emergency should arise to make a purchase of anything not covered in the budget, the Board shall have the authority to approve the purchase to a maximum of Five Hundred Dollars ($500.00)
  5. A financial report shall be prepared and (reviewed or audited) then presented to the membership within Sixty (60) days of the end of the fiscal year. Copies of the report shall be made available for those that wish to have one.
  6. Within two (2) months following the approval of the Financial Report, any monies in excess of One Thousand Dollars ($1,000.00) over the operating needs shall be placed in an approved investment fund.
  7. “The Club shall finance its day to day needs through its annual membership fees, interest from investments, Annual Show and in house auctions.
  8. Cash floats shall be made available to any functioning committee by way of a written request outlining the purpose. These floats shall not exceed Eight Hundred Dollars ($800.00). A written report shall be submitted by means of a petty cash summary accompanied by appropriate receipts, left over cash and signed by the Committee Chair. This report should be made available to the Treasurer within 30 days of the end of the event.

Article 6          Decision Making

  1. A quorum of Thirty Percent (30%) of paid members must be present at the time of voting on major issues.
  2. Approval of major issues shall be based on a Fifty Percent plus One (50% + 1) of the quorum.
  3. Proposed changes to the constitution and/or By-Laws must be in writing and distributed to the General membership Sixty (60) days prior to the Annual General Meeting.

 

Article 7          Human Rights and Anti Harassment
                     

  1. The Club shall have no political or religious affiliations and shall not exercise any racial or other forms of discrimination to the disadvantage of members or potential members.
  • Membership in The Club is open to all persons regardless of race, colour, creed or sexual orientation.
  •  

    1. Every person has the right to be in an environment that is free of harassment, denigration, discriminatory actions, and the promotion of hatred.
    2. Harassment means improper comments, actions or conduct that a person knows or should know would be unwelcome, offensive, embarrassing or hurtful.

     

    1. Harassment also includes depictions, photos or other posted items on the internet and social networking sites with limited access including, but not limited to, Face book, Twitter and You Tube.

     

    1. All members of The Club are expected to ensure that their conduct does not bring the reputation of The Club, or of the hobby, into disrepute in any way. A member may be expelled from The Club for conduct that is prejudicial or detrimental to The Club or for disregard of the Constitution and By-Laws.