The Constitution of SVGA Montreal Inc.


St. Vincent and Grenadines Association of Montreal Inc.
L’Association St. Vincent et Grenadines de Montréal Inc.

P.O. BOX 396, SNOWDON STATION, MONTREAL, QUEBEC H3X 3T3

 

THE CONSTITUTION OF ST. VINCENT AND GRENADINES ASSOCIATION OF MONTREAL INC.

1. NAME

1.1 The name of the Organization shall be the ST. VINCENT AND GRENADINES ASSOCIATION OF MONTREAL INC. (SVGAM INC.)

1.2 The Organization shall be referred to in the Constitution as: THE ASSOCIATION.

 

2. AIMS

The aims of the Association shall be:

2.1To provide a forum for the discussion of any and all matters of interest to Vincentians and people of Vincentian origin in the Montreal, Quebec and Canadian Community.

2.2To provide any form of assistance as the Association may deem necessary to any individual, group or institution in St. Vincent and the Grenadines, subject to the financial constraints of the organisation.

2.3To come to the aid of all distressed Vincentians and people of Vincentian origin in the Montreal and Quebec Community, subject to financial and personnel constraints.

2.4To provide any form of assistance as the Association may deem necessary to any individual, group or Organisation within the Montreal and Quebec Community, subject to financial and personnel constraints.

2.5 To Liaise on behalf of member(s) of the St. Vincent and Grenadines Community with any Canadian federal, provincial, municipal and other such authorities if specifically requested to do so.

2.6 To act on behalf of members of the St. Vincent and Grenadines Community, with respect to any Agency of the Government of St. Vincent and the Grenadines in the Caribbean.

2.7 To constitute a forum wherein the habit and practice of civic, tolerant, disciplined, respectful and democratic attitudes can be further developed and cultivated in an inter group setting.

2.8 To work for the greatest good and welfare of  Black and/or African people and that of the poor and needy every where.

2.9 To be a school of learning, management and doing.

 

3 MEMBERSHIP

3.1 The Association shall open its membership to all Vincentians and people of Vincentian origin.

3.2 Membership shall also be open to any person in Montreal with an interest in working towards the accomplishment of the aims and objectives of the Association.

3.3 Members shall be those persons eighteen (18) years and older who have paid the membership fee for the current year.

3.4 The annual membership fee for the Association shall be determined by it from time to time.

3.5 The fee shall be payable at the first general meeting of the New Year.

3.6 Only members in good financial standing would be allowed to propose, nominate, second, move, elect or be elected and vote.

3.7 Non-members may be allowed to participate in Association meetings, but will not be allowed to propose, nominate, second, discuss and vote on any motion on the floor.

3.8 Honorary membership of the Association shall be conferred on any deserving individual or individuals as deemed fit by the Association.

3.9 Affiliate membership of organisations will be entertained, studied and decided on by the Association.

4.0 The Association shall have the right to suspend or expel any member whose conduct is considered to be incompatible with or detrimental to the proper functioning of the Organisation.

 

4 MEETINGS

4.1 A general meeting of the Association shall be convened on the first Sunday of each month at the regular meeting place of the Association, at 16:00 hours in the afternoon.

4.2 From time to time it may not be possible to hold meetings on the scheduled Sunday; in such an event, due notice as to time and place will be conveyed to the members.

4.3 The President shall be required to convene a special meeting of the Association if one-third or more members express this desire in writing to the Secretary of the Association, and specifically stating the purpose of the meeting therein. This meeting must be convened within two (2) weeks after the receipt of the request.

4.4 Twelve members, including the President or Vice-President and two other members of the Executive Committee, shall constitute a quorum for the conduct of the business of the Association.

4.5 The General Secretary, or the Assistant General Secretary or any other member so designated by the Chair, shall record the minutes of each and every meeting of the Association.

4.6 An audited statement of the financial state of the Association shall be laid before the general body at the Annual General Meeting.

4.7 The procedure for the conduct of meetings of the Association shall follow generally accepted principles of Parliamentary procedure, such as are contained in Robert’s Rules of Order, or any other book on Parliamentary Procedure.

4.8 Any business which has been decided upon by the general body shall not be resurrected for further discussion or decision during the year in which such a decision was taken.

 

5 EXECUTIVE COMMITTEE AND ELECTIONS

5.1 There shall be an Executive Committee responsible for planning, policy-making and execution of all decisions of the Association between elections and meetings of the Association.

5.2 The Executive Committee officers of the Association, hereinafter called the “Officers”, shall comprise ten (10) members designated respectively as: President, Vice-President, General Secretary, Assistant General Secretary, Treasurer, Assistant Treasurer, Information, Publicity and Public Relations Officer (P.R.O.), and three (3) Officers-at-Large.

5.3 The Executive Committee shall be presided over by the person elected President of the Association.

5.4 The election of Executive Committee officers shall take place at a meeting of the Association in January of the New Year, and this meeting shall be designated:  the Annual General Meeting.

5.5 Voting shall be conducted by secret ballot.

5.6 An officer of the Association shall hold his or her office for a period of one year, and shall be eligible for re-election.

 

6 FUNCTIONING OF EXECUTIVE COMMITTEE

6.1 The Executive Committee shall meet at least once per month at a place and time to be decided upon by its members.

6.2 Five members of the Executive Committee will constitute the quorum for each meeting.

6.3 Any Executive member who misses four meetings without reasonable excuse shall forfeit his or her office in the Committee.

6.4 Minutes of each meeting of the Executive Committee will be recorded by the Assistant Secretary or any other member whom the Chairperson may appoint.

6.5 The Executive Committee may appoint any Special Committee, or co-opt any person or persons to assist it in the conduct of the affairs of the Association.

6.6 The Executive Committee may create new offices for the proper functioning of its affairs.

6.7 The Executive Committee shall appoint auditors annually to audit the financial report prepared by the Treasurer.

 

7 FUNCTIONS OF THE EXECUTIVE OFFICERS OF THE ASSOCIATION

7.1 The President shall be the Chief Executive Officer of the Association, and shall be responsible to the Association for the conduct of its affairs.

7.2 The President shall preside over all meetings of the Association.

7.3 The Vice-President shall be empowered to act for the President, if the latter is for any reason incapable of fulfilling his or her duties.

7.4 The General Secretary shall be responsible for all records and correspondence of the Association.

7.5 The General Secretary shall, together with the President, prepare the agenda and convene each meeting of the Association.

7.6 The Assistant General Secretary shall be responsible for recording the meetings of the Executive Committee, which must be lodged with the Secretary in the discharge of his or her duties. The Assistant General Secretary shall assist the General Secretary in the performance of his or her duties, and act accordingly when so directed by the General Secretary.

7.7 The Treasurer shall be the chief financial officer of the Association, and be responsible for all monies, transactions, financial records and budgetary projections of the organisation. The Treasurer shall present to the membership a mid-year report on the financial state of the Association. The Treasurer is ultimately responsible for the accurate accounting and control of all the financial affairs of the Association, and having its books audited.

7.8 The Assistant Treasurer shall assist the Treasurer in the performance of his or her duties, and act accordingly when so directed by the Treasurer.

7.9 The Treasurer and or the Assistant Treasurer shall, together with the President and Vice-President, sign all financial instruments on behalf of the Association.

7.10 The Information, Publicity and Public Relations Officer (P.R.O.) shall be responsible for information, publicity and public relations activities pertaining to the Association.

7.11 Officers-at-Large will be assigned specific areas of responsibilities throughout the duration of their tenure of office.

 

8 AMENDMENTS

8.1 The Association shall be empowered to make or amend rules and regulations for its effective operation.

8.2 Notice of Amendments or changes to the Constitution (Rules and Regulations) shall be communicated at a meeting of the Association at least four (4) weeks before the matter is to be considered by the general body.

8.3 Any changes in the constitution shall be ratified by at least two-thirds of the members present at the meeting and voting.

8.4 Members present at the meeting and voting, means all members as per Section 3:3 who vote:  a) for a motion; b) against a motion; c) abstain from voting on a motion.

 

9 MISCELLANEOUS

9.1 In the event that the Association has perforce to terminate its being for whatever reason, its assets shall be tallied up, inventoried, accounted for with a view to their being given over free of all encumbrances to like organisations and/or worthy causes, charities and institutions in Montreal and/or St. Vincent and the Grenadines.