CONSTITUTION of the CANTERBURY COMMUNITY ASSOCIATION (Consolidated as of June 18, 2004)

This new Constitution was approved at the Annual General Meeting of May 24, 1984. Amended by Members at the Annual General Meetings on June 11, 1992, May 26, 1993, June 13, 1996, June 12, 1997, September 24, 1998, June 20, 2000, June 14, 2001, June 20, 2002 and June 17, 2004.. Consolidated copy prepared by Mark Inman June 2004

TABLE OF CONTENTS

ARTICLE 1 - NAME
ARTICLE 2 - PURPOSES AND OBJECTIVES
ARTICLE 3 - MEMBERSHIP
ARTICLE 4 - GENERAL MEETINGS
ARTICLE 5 - EXECUTIVE COMMITTEE
ARTICLE 6 - ELECTION OF OFFICERS, DIRECTORS AND MEMBERS-AT-LARGE
ARTICLE 7 - REMUNERATION OF EXECUTIVE COMMITTEE
ARTICLE 8 - DUTIES
ARTICLE 9 - AFFILIATED ORGANIZATIONS
ARTICLE 10 - COMMITTEES
ARTICLE 11 - FUNDS
ARTICLE 12 - INVOLVEMENT BY MEMBERS OF THE CCA EXECUTIVE
ARTICLE 13 - CONSTITUTIONAL AMENDMENTS
ARTICLE 14 - BY-LAW AMENDMENTS

(a) by making their views and opinions known to municipal and regional authorities and other bodies,
(b) by coordinating community activities and programs with civic and other bodies, and
(c) by providing social and recreational activities and programs to the community.

ARTICLE 6 - ELECTION OF OFFICERS, DIRECTORS AND MEMBERS-AT-LARGE

Section 1:
Election and Appointment and Term of Office

(a) The Association shall have as Officers a President, a Vice- President, a Secretary and a Treasurer

(b)The Association shall have the following Directors:


- Civic Affairs
- Programs
- Special Events
- Publicity & Distribution
- Community Liaison
- Francophone Liaison
- Memberships
- Scholarship
- Finance

(c) The Association may have a maximum of six elected members-at-large along with a maximum of three members-at-large appointed by the executive committee. Appointed members-at-large shall have the same rights and privileges as those members-at-large elected. The President shall have the authority to appoint a member-at-large to a committee as required.

(d) Persons elected shall serve from the time of their election until elections are held at the next Annual General Meeting. No one shall serve more than two terms consecutively as President unless there is no current member of the executive willing to be so nominated.

(e) The President, Vice-President, all Directors excluding the Program Director and a maximum of six member-at-large shall be elected at the Annual General Meeting and shall serve until elections are held at the next Annual General Meeting.

(f) The Secretary, Treasurer and Program Dircetor shall each be appointed at the first meeting of the Executive Committee held after an Annual General Meeting and shall serve from the time of their appointment until the first meeting of the Executive Committee held after the next Annual General Meeting

(g) A vacancy in the position of President shall result in the Vice-President assuming the position until the next Annual General Meeting failing which a current member of the Executive Committee may assume the position until the next Annual General Meeting. In the event that more than one member of the Executive Committee expresses interest in assuming the President position, a vote amongst all members of the Executive Committee not interested in the President position shall take place with most votes for being the determining factor.

(h) Slate of Candidates
1. - In order to prepare a slate of candidates for the Annual General Meeting the Nominations Committee established in accordance with Section 6 of Article 6 shall be required to post a proposed slate of candidates, approved by the executive, in the foyer of the community centre at least six (6) weeks prior to the date of the AGM with an invitation to current members of the CCA to nominate themselves or other current members to stand for election to an executive position they identify.

2. - Acceptance of member nominations shall cease four weeks prior to the date of the Annual General Meeting at which time the Nominations Committee shall confirm that the nominating person and the person being nominated are current members of the Association and that the current member being nominated for election is willing to have his or her name stand for the position indicated by the nominating member.

3. - A finalized approved slate of officers along with a list of those nominated members and the positions they are standing for shall be ported in the foyer of the centre at least one week prior to the Annual General Meeting.

Section2. VICE-PRESIDENT
The duties of the Vice-President are as follows: to carry out the duties of the President in the latter's absence and, in addition, to carry out such other duties as may be required by the President, the Executive Committee or the General Meeting. Should a vacancy occur in the Office of the President, the Vice-President shall serve as President until the next Annual General Meeting. In the absence of the President and the Vice-President, the Executive Committee shall choose one of its elected Members to chair the meeting.

Section 3. SECRETARY
The duties of the Secretary are as follows: to faithfully record the proceedings and decisions of all meetings of the Executive Committee and all General Meetings of the Association; to prepare such correspondence and notices as may be requested by the President, the Executive Committee or a General Meeting of the Association; to prepare, with the President, the agenda for all meetings of the Executive Committee and all General Meetings of the Association; to notify Members of the Executive Committee of meetings of that Committee; and to maintain all records and documents of the Association, other than those maintained by the Treasurer or by the Directors.
If the person appointed to the Office of Secretary is not a person elected to serve on the Executive Committee at the last held Annual General Meeting and is not a person appointed to the Executive Committee by that Committee, then he or she shall not have the right to vote or make motions at meetings of that Committee.

Section 4. TREASURER
The duties of the Treasurer are as follows: to receive any and all monies payable to the Association, to deposit or invest such monies according to the instructions of the Executive Committee; to pay any and all duly approved debts and liabilities of the Association; and to maintain records on such transactions and report on same to the Finance Committee and to the Executive Committee, from time to time, and to the Association at the Annual General Meeting. If the person appointed to the Office of Treasurer is not a person elected to serve on the Executive Committee at the last held Annual General Meeting and is not a person appointed to the Executive Committee by that Committee, then he or she shall not have the right to vote or make motions at meetings of that Committee. The Treasurer shall in no case vote or make motions on the disbursements or allocation of funds.

Section 5. DIRECTOR OF FINANCE
The Director of Finance shall ensure that all association assets are properly secured and protected; shall receive and analyse all grants and
contribution requests in order to make recommendations to the Executive
committee as to their disposition; shall conduct with the Director of
Programs an annual review of budgets for all association groups and
activities for the purpose of ensuring that all activities establish their
respective revenues and costs as well as having due regard for resources
to meet all capital asset needs; and shall analyse all requests from
within or outside the association for funds to finance projects, conduct
activities or to use funds for general purposes. The Director of Finance
shall be the Chairperson of the Finance Committee.

Section 6. DIRECTOR OF CIVIC AFFAIRS
The Director of Civic Affairs shall keep the Executive Committee informed of all matters pertaining to municipal affairs, including urban planning, municipal budgets and the provision of services by the City of Ottawa and other bodies, and shall from time to time study such matters and report to the Executive Committee thereon.

Section 7. DIRECTOR OF PROGRAMS
The Director of Programs shall plan and direct all programs run by the Association. The responsibilities include recruiting contractors and staff, establishing and approving contracting costs, approving all refund requests, approving all financial assistance requests, regularly corresponding with instructors, approving all purchasing done on behalf of and for programs, coordinating all program activities including monthly program committee meetings, liaising with City of Ottawa personnel, establishing new programs and modifying existing ones to meet community needs, coordinating activities associated with registration, preparing the program flyer each session, allocating program room, replying and responding to all inquiries, concerns, suggestions etc in respect to programs.

Section 8. DIRECTOR OF SPECIAL EVENTS
The Director of Special Events shall be responsible for planning, coordinating and organizing community-wide activities

Section 9. DIRECTOR OF PUBLICITY & DISTRIBUTION
The Director of Publicity shall be responsible for planning, coordinating
and organizing publicity for all Association programs and activities

Section 10. DIRECTOR OF SCHOLARSHIPS
The Director of Scholarships shall work with his or her committee to administer all aspects of the CCA Annual Academic and Athletic Scholarships Program, including eligibility requirements, advertising, evaluation procedures, evaluation of applicants, awarding of scholarships, and periodic assessment of the scholarship program. The Director will provide advice and recommendations to the Executive Committee

Section 11. DIRECTOR OF COMMUNITY LIAISON
The Director of Community Liaison shall be responsible for informing the Members of the Association and the community at large of the work of the Association and shall maintain contact with other community organizations.

Section 12. DIRECTOR OF FRANCOPHONE LIAISON
The Director of Francophone Liaison shall work with the Program Director and as required, other Directors to plan, coordinate and organize programs and activities in French and shall assist in the preparation of publicity and informational material in French; in addition, he or she shall be responsible for any matter pertaining to the provision of services in French by the Association and for liaison with Francophone community organizations and special-interest groups.

Section 13. DIRECTOR OF MEMBERSHIP SERVICES
The Director of Membership Registration shall, in cooperation with the
Director of Programs, plan, coordinate and organize the registration of
Members for participation in Association programs and shall maintain and
make accessible to the Executive Committee all membership records.

Section 14. MEMBERS-AT-LARGE
The duties of members-at-large are to participate in Executive Meetings
and to participate in a minimum of one committee of his or her choice or
as assigned by the President.

Section 15. REPORTING RESPONSIBILITIES
Each Director shall report, from time to time as necessary, to the Executive Committee on all matters pertaining to his or her responsibilities and the work of his or her Committee, if any, and shall submit a written report at the Annual General Meeting on his or her activities and the activities of his or her Committee, if any, since the previous Annual General Meeting.

Section 2: The Executive Committee may from time to time establish any Special Committee it deems necessary and name the Chairman of that Committee.

Section 3: The Executive Committee shall be authorized to name any Member of the Association to sit on any Standing or Special Committee of the Association, and the President shall be authorized to name any Member of the Executive Committee to sit on any such Committee.

Section 4: In addition to any Standing Committee established under Section 1 above, the Executive Committee shall appoint a Finance Committee as a Standing Committee composed of the Director of Finance as chairperson and at least 2 other voting members of the Executive Committee excluding the Treasurer, which Committee shall be responsible for studying any matter pertaining to the collection and disbursal of monies and for making recommendations to the Executive Committee on such matters, and shall establish an annual budget for approval by the Executive Committee and the Annual General Meeting. The Treasurer shall be a non-voting member of this Committee.

Section 5: In addition to the standing committees established under Section 1 above, the Executive Committee shall appoint a Scholarship Committee composed of the Director of Scholarships and at least two other voting members of the Executive Committee which shall be responsible for administering all aspects of the CCA scholarship program, as elaborated under Article 8, Director of Scholarships.

Section 6: At least eight weeks before each Annual General Meeting, the Executive Committee shall appoint a Nominating Committee composed of at least three Members of the Association and shall name the Chairman of that committee. The Nominating Committee shall be responsible for preparing a list of all Members of the Association willing to be candidates for the various elected positions on the Executive Committee. This list shall be presented at the Annual General Meeting.

Section 7: Each Standing or Special Committee requiring funds shall, as soon as possible after the Committee is established, submit a budget to the Finance Committee.

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Section 2: All funds collected on behalf of the Association or derived from any activity carried out in the name of the Association shall be turned over promptly to the Treasurer who shall deposit or invest those funds in accordance with the instructions of the Executive Committee under Section 1.

Section 3: Notwithstanding Section 2 above, the Executive Committee may authorize Committees or organized groups of Members of the Association to collect or hold funds for their own purposes and activities. Each such Committee or organized group shall, when the purpose or activity for which those funds were collected or held has been fulfilled or completed, file a financial statement with the Treasurer showing details of receipts and disbursements, and any funds remaining at that time shall be turned over to the Treasurer unless the Executive Committee directs otherwise. The Executive Committee, or the Finance Committee at the request of the Executive Committee, shall from time to time establish rules and conditions governing the allocation of funds to Committees and organized groups of Members of the Association.

Section 4: The Executive Committee shall be authorized to give grants to any group or organization whose members are not required to be Members of the Association.

Section 5: Blank

Section 6: The Executive Committee shall be authorized to give loans to any group or organization, and the indebtedness of that group or organization shall not be forgiven except at a General Meeting of the Association.

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Section 2: Any member of the Executive who chooses to run for political office shall take a temporary leave of absence from the Executive for the two-month period prior to Election Day.

Section 3: Members of the Executive Committee who choose to actively campaign for a political candidate in "Alta Vista " Ward shall take a temporary leave of absence from the Executive for the two-month period prior to Election Day.

Section 4: An Executive member who wishes to support a political candidate, should inform and seek the advice of the CCA Executive re the need for a leave of absence, and abide by the results.