PREAMBLE

The Club was founded in May 1994.

Within the context of this document the following should be noted:

The words “Laurentian Club of Canada” and the word “Club” are interchangeable.

Motions will require a proposer and seconder and will, unless otherwise stated in the Constitution, be decided by a simple majority.  

NAME

The name of the Club shall be “The Laurentian Club of Canada” for English language use, and “Club des Laurentides du Canada” for French language use.

OBJECTIVE

The primary aim of the Club is to provide interesting and stimulating English language speakers for the Laurentian community in a social environment. 

MEMBERSHIP

There shall be two classes of Members: Active and Honorary. Honorary membership may be conferred upon such persons who, in the opinion of the Board, may be worthy of such a distinction.

FEES

Members shall pay an annual fee as determined by the Board that shall cover the twelve months from July 1st to June 30th of the following year. 

Members who have failed to renew their membership by the following October may cease to receive club notices.

Honorary members shall be exempt from the payment of fees.

ANNUAL GENERAL MEETING

There shall be an Annual General Meeting (AGM) in the month of May each year. Notice of such meeting shall be sent in writing to each member at his/her address on the Club’s membership list at least 30 days in advance of the meeting. . This notice may be sent by email and/or through the postal service.

The Annual General Meeting shall elect the Board for the following year, and shall vote on any amendments to the Constitution or Club policy. The President of the election process must be a member in good standing who is not standing for election or re-election. He or she will be nominated by the outgoing Executive or from a motion, seconded, from the floor. A simple show-of-hands vote will confirm the selection.

The quorum for the AGM shall be 25 members.

BOARD OF DIRECTORS AND EXECUTIVE COMMITTEE

The Board of Directors consists of 8 members. Within that group, the President, Vice-Presidents, Treasurer and Secretary form the Executive Committee. Their roles shall be as follows:

President 

Vice President Publicity and Promotion 

Vice President Speaker Liaison  

Treasurer  

Assistant Treasurer 

Secretary  

Membership Secretary 

Member-at-large

The Head of the Hospitality Committee shall sit on the Board ex officio, with no voting rights

All members of the Board shall be elected to a one-year term. 

Couples may act together to fill a single position on the Board.

All 8 members shall together constitute the Club’s Board of Directors, which shall conduct the affairs of the Club. Among its responsibilities shall be that of preparing the annual schedule of speakers. In addition to the Board, there shall be a HospitalityCommittee (see Guidelines for responsibilities). 

ELECTION OF OFFICERS 

The Members of the Board shall be elected at the Annual General Meeting and in accordance with Article 6, shall hold office until replaced. Once elected, the Board of Directors shall vote to fill the individual positions, including the Executive Committee members.  

A Nominating Committee shall be chosen by the Executive Committee at least 3 months prior to the Annual General Meeting and shall be composed of at least 3 members of the Club, at least one of whom sits on the current Board. All those nominated must be members in good standing of the club.

The Nominating Committee shall inform the Board of those nominated at least 2 months prior to the Annual General Meeting.

The Board shall receive the report of the Nominating Committee and shall present this report at the AGM. Further nominations may also be made from the floor at the AGM. Election of Board Members shall be conducted by simple majority vote with a show of hands. In the case of a tie, the President of the Election shall cast the deciding vote. 

In case of vacancy on the Board by death, resignation, or otherwise, the vacancy may be filled by the Executive Committee. The person so appointed shall hold office until the next AGM.

DUTIES OF BOARD MEMBERS and COMMITTEES

Duties of Board Members and Committees are set forth in the attached document Regulation 1, entitled “Official Guidelines” which shall be subject to amendment by the Board of Directors at its discretion.

MEETINGS

Board meetings shall be held at the request of the President, or following the written request of at least 3 members of the Board addressed to the Secretary. At least two days notice of a Board meeting shall be given and 5 members of the Board shall constitute a quorum.

Regular meetings of the Club will consist of a presentation by a speaker followed by a reception for the membership with the opportunity to meet the speaker. It is the objective of the Club to hold monthly meetings from September to November and from January to April with the AGM to be held in May. A speaker or some form of entertainment will be organised for the AGM. 

Special General Meetings of the Club may be held at the call of the President, or at the request in writing of at least 10 members of the Club in good standing, addressed to the Secretary. A quorum for any meeting of the Club covered by this section shall consist of 25 members and all members shall be given at least 7 days notice of such meetings. The notice shall include the purpose of the meeting.

ADMISSION TO CLUB MEETINGS

Guests may attend meetings of the Club for a fee to be determined from time to time by the Board. Guests must register at the Membership table.

BANKING AND SIGNING AUTHORITY

The Treasurer shall open an account or accounts in the name of the Club at a chartered bank or similar financial institution as approved by the Executive Committee.

The Executive Committee shall approve annually 4 members of the Board (the Treasurer, the President, and 2 others) to sign cheques.

The Treasurer will make the necessary arrangements with the bank for the completion of “approved signature cards.” 

The Treasurer and one other of the approved signatories shall sign all cheques issued by the Club.

ANNUAL FINANCIAL REPORT

The fiscal year of the Club shall be May 1st to April 30th.

The treasurer shall present the official annual report on the Club’s financial health at the AGM in May. The members of the Executive Committee will receive a copy of the financial report at least 7 days prior to the AGM.

AMENDMENTS

This Constitution may be amended at the Annual General Meeting by a two-thirds majority vote of those present, provided that notice has been given to all members in accordance with Article 5.

Revised May 28, 2013