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Constitution


ARTICLE 1.0 (Organization Name)
ARTICLE 2.0 (Objective)
ARTICLE 3.0 (Membership)
ARTICLE 4.0 (Membership Rights)
ARTICLE 5.0 (Membership Code of Conduct)
ARTICLE 6.0 (Disciplinary Actions)
ARTICLE 7.0 (Membership Fees)
ARTICLE 8.0 (Executive Committee)
ARTICLE 9.0 (Voting)
ARTICLE 10.0 (Annual Election)
ARTICLE 11.0 (Committees & Sub-committee)
ARTICLE 12.0 (Meetings)
ARTICLE 13.0 (Election of Officers)
ARTICLE 14.0 (Vacancies in Executive Offices)
ARTICLE 15.0 (Impeachment of Executive Officers)
ARTICLE 16.0 (Budget)
ARTICLE 17.0 (Accounts)
ARTICLE 18.0 (Constitutional Amendments and By-laws)
ARTICLE 19.0 (Board of Directors)
ARTICLE 20.0 (Complaints/Redressal)
ARTICLE 21.0 (Establishment of Constitution)




ARTICLE 1.0 (Organization Name)

This organization shall be called the Universal Sports & Recreational Club, hereafter referred to as Universal Club.

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ARTICLE 2.0 (Objective)

Universal Club shall organize sports, social and recreational events/programs for all its club members. The club should foster interaction among its members and also serve as a forum for bringing together people with common interests and ideas.

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ARTICLE 3.0 (Membership)

Founder Member: This membership is limited to the people who formed this club. Founder members can become annual members if they agree to abide by the membership code of conduct and pay the annual fee.

Universal Club will offer 2 different kinds of membership: Annual Member: A person who meets the following criteria:

  • Recommended by a founder or annual member.
  • Agrees to abide by a membership code of conduct
  • Agrees to pay an annual fee to keep his/her membership

Honorary Member: A person nominated by an existing committee member and seconded by at least three quarters of the committee members. This person will enjoy the same privileges as an annual member but will not have voting rights.

Universal Club membership will be based on satisfying a membership criteria which shall not judge a person based on race, creed, color, sex, ancestry, national origin, handicap, religion or other discriminatory criteria.

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ARTICLE 4.0 (Membership Rights)

  • Annual members along with their spouse and children will be given preferential treatment for programs and events organized by the club.
  • Annual members can invite guests to events organized by the club. Parents and other family excluding spouse and children will be treated as Guests. Guests will have to pay the regular event fee
  • Annual members will be kept informed of the club’s programs, events and meetings
  • Annual members have the right to check the company’s most up-to-date financial statements
  • Annual members are eligible to vote starting from the second year of their membership.
  • Annual members can contest club elections

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ARTICLE 5.0 (Membership Code of Conduct)

All club members will have to adhere to the following:

  • Respect other members and those accompanying them at programs and events organized by the club
  • Maintains acceptable behavior during club programs, events and meetings
  • Does not promote a religion, sect or cult
  • Does not use the club’s name in their personal dealings without an express written consent
  • Does not promote a product, service or business without a time-bound consent from the executive committee

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ARTICLE 6.0 (Disciplinary Actions)

  • A warning will be given to any member violating the code of conduct for the first time. Any member of the executive committee can give the warning.
  • A second violation will result in the member being placed on a disciplinary watch and their voting rights suspended. The voting rights can only be re-instated by the executive committee upon receiving a written letter of apology from the member and through a vote that has the support of 4 out of 5 members.
  • A third violation will result in automatic cancellation of membership with no chance of re-instatement. The executive committee will take a decision on designating the third violation. This person shall be not be eligible to apply for membership to the club in the future.
  • Any first or second violation will remain on record for 2 years after which a violation by the same member will be treated as first.
  • Under extra-ordinary circumstances an annual member can be stripped of their membership provided the entire executive committee votes unanimously to do so. This person shall be not be eligible to apply for membership to the club in the future.
  • Any member who has been stripped of their membership will be refunded the pro-rated fee for the remaining period.

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ARTICLE 7.0 (Membership Fees)

  • An annual fee will be charged for membership with the club
  • The annual fee will be reviewed every year and fixed for the year in January
  • Membership fee for existing members has to be paid by end of February every year.
  • New members will pay fee for the period between month of joining till February of the same year or following year

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ARTICLE 8.0 (Executive Committee)

  • The regular day-to-day management of Universal Club will be entrusted to an executive committee consisting of the President, the Vice President, the Treasurer, the Secretary and the Social Chair.
  • The executive committee will be elected for a 2-year term
  • Decision-making in the committee will always be through a vote. For a decision to be binding, minimum of two-third of the committee at the time should be in favor.
  • The executive committee decisions will be binding and can only be overturned by a vote in the General meeting or by the board of directors.
  • Any proposal that the executive committee wants to put for a General vote will first be subject to the approval of the Board of Directors whose decision in this regard will be final.
  • Following are the positions that will be chaired and elected by a vote at the General meeting for Universal Club:

    President

    • Must be an annual member
    • Call and conduct meetings
    • Monitor the functioning of the organization
    • Effectively delegate duties and responsibilities
    • Visibly support the events and programs of the organization
    • Perform all duties as called upon by the organization

    Vice President

    • Must be an annual member
    • Coordinate and assist with organizing events or programs
    • Co-ordinate marketing, publicity and sponsorship for events and programs
    • Assume duties of President as called upon
    • Perform all duties as called upon by the organization

    Treasurer

    • Must be an annual member
    • Maintain financial reports of the organization
    • Keep an accurate ledger
    • Create and monitor the budget
    • Chair the finance committee
    • Submit regular financial reports to the Executive committee
    • Perform all duties as called upon by the organization

    Secretary

    • Must be an annual member
    • Distribute an agenda at the start of every meeting and keep minutes of all meetings
    • Assist VP with marketing, publicity and sponsorship
    • Perform public relations functions
    • Perform all duties as called upon by the organization

    Social Chair

    • Must be an annual member
    • Coordinate and publicize social activities
    • Chair the social committee
    • Perform all duties as called upon by the organization

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ARTICLE 9.0 (Voting)

  • Only Annual members have voting rights.
  • The member should not be on disciplinary watch at the time of vote.
  • Each member shall have only one vote.
  • A member also has the right to abstain from voting, if he is undecided or does not wish to partake in the decision with respect to the issue on hand.
  • All business before the club requiring a vote shall require the approval of a simple majority (more than fifty percent) of the quorum for passage. In the event of a tie, the President or the chair in absence of president shall use his/her vote as the “casting vote”.
  • Voting, except for Annual Election, shall be done by roll call or over email, whenever a meeting in person is not feasible.
  • Voting by proxy is not permissible.
  • Voting is only permissible on matters/proposals brought forward by the executive committee and those that were already on the agenda. Individual members interested in putting a proposal for vote should present it to the executive committee who can put it to vote only upon approval by the board of directors.

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ARTICLE 10.0 (Annual Election)

  • Election to the Executive committee will be held once every 2 years.
  • Election shall be held by secret ballot.
  • More than fifty percent of eligible voting members of the club must be present for a quorum and therefore conduct the annual election.
  • In the absence of a quorum a second meeting should be attempted at an alternate date. If the second meeting cannot form a quorum then the members present shall cast their vote and conduct the annual election.

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ARTICLE 11.0 (Committees & Sub-committee)

The club shall have the following standing committees:

Programs Committee: Chaired by the Vice-President
This committee shall be responsible for planning programs and activities that would benefit the members of the Club, as well as realize the Club's mission. These programs can cover such areas as social, cultural, recreational, technological etc. These may include parties, socials, forums and conferences, religious and national celebrations etc.


Social Committee: Chaired by the Social Chair
This committee shall be responsible for coordinating and advertising all upcoming Club events, as well as developing and maintaining close ties amongst members.


Special Sub-committee: Chaired by the Appointee
The club can have any number of special purpose sub-committee’s. The sub-committee does not have to have a pre-determined term and can function as long as desired by the executive committee. The executive committee has the sole authority to form or dissolve sub-committee’s. The sub-committee will have its own set of rules and regulations that at no time should contravene the rules set out in this constitution.

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ARTICLE 12.0 (Meetings)

  • A General meeting of all club members shall be held once every year. Members shall be notified of the day, time, location and agenda at least 2 week in advance.
  • Special additional general meetings may be called at the discretion of the President with a minimum of 2-week notice.
  • members can request for a general meeting via the president. The request must be made in writing and shall be supported by at least 30% of the total annual membership.
  • The executive committee shall meet at-least once in every 3 months.
  • Chairs of committees shall establish a regular meeting time and location for their purposes.
  • All the executives and committee chairs must attend 75% of all meetings. The secretary needs to be informed of the absence at least one week in advance except in case of emergencies.

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ARTICLE 13.0 (Election of Officers)

  • Election of the Executive Committee for the following year shall take place in 1st week of December.
  • Nomination for these positions should be made at least 2 weeks in advance. The voting representatives shall elect the Executive Committee.
  • The present executive committee will spend the 2nd and 3rd week of December in handing over the responsibilities to the new members.
  • All positions shall require service from the 1st day of the following year until the last day of that year.
  • The new Executive Committee must prepare a tentative plan of the goals and activities that they hope to accomplish during their term. This plan to be prepared within a month of their taking office will be mailed to all the club members or presented to them at a special general meeting.

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ARTICLE 14.0 (Vacancies in Executive Offices)

Executive Officer: An Executive Officer may resign by submitting a written letter to the President at least two weeks prior to the day it is to take effect. The president will then notify the executive committee and call for an emergency meeting at which a consensus candidate will be nominated to that position pending the by-election at the next general meeting. If a quorum cannot be formed at this general meeting the nominated candidate will be considered elected for the rest of the term.

President: If the President wishes to resign, the resignation will be presented to the Vice-President. The Vice-president will then notify the executive committee and call for an emergency meeting. The Vice-president shall assume the duties of the president in the interim and the executive committee will nominate a new vice-president pending the by-election at the next general meeting. If a quorum cannot be formed at this general meeting the interim president and nominated vice-president will be considered elected for the rest of the term.

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ARTICLE 15.0 (Impeachment of Executive Officers)

  • Executive Officers may be impeached.
  • Any club member or officer may bring up charges of impeachment. The member has to present the charges to the president and the vice-president who if it merits will call for an emergency meeting of the executive committee to further discuss the charges.
  • The committee will conduct a secret ballot to vote on the impeachment of the charged member. The charged member cannot vote in this ballot.
  • A three quarters majority is required for the impeachment to pass.
  • The executive committee will then recommend the removal of the charged member. The recommendation is put to vote at a special general meeting of all club members.
  • Every voting member votes on the removal, by secret ballot.
  • A quorum is required for a vote on removal. A three quarters majority of the quorum is required for removal to pass.
  • Some of the grounds for impeachment include the following:
    • Violation of Membership Code of Conduct
    • Serious misuse of their position,
    • Failure to fulfill duties of office,
    • Gross misrepresentation of the organization
    • Decision-making without the required vote/approval
    • Undue favoritism towards a person, product or business in club dealings

The above list is intended to be a guideline and should not be considered all-inclusive. The executive committee members should exercise their best judgment before proceeding with the impeachment.

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ARTICLE 16.0 (Budget)

  • The Treasurer shall prepare and submit an annual budget to the executive committee.
  • The budget should be submitted at-least 1 month before the next general meeting
  • The executive committee will have two weeks to review the budget and should approve it at-least 2 weeks before the next general meeting.
  • A copy of the budget will be available with the treasurer for club members to access.
  • Any queries on the budget should be addressed to the treasurer in private.

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ARTICLE 17.0 (Accounts)

  • The Treasurer shall maintain a detailed ledger of all income and expenses The P&L statement will be presented to the executive committee at every alternate meeting i.e. every 4 months.
  • The most up-to-date P&L statement will be available with the treasurer for club members to access. Any annual member has the right to inspect the accounts by giving a 2-week advance notice to the treasurer.
  • To be reimbursed for purchases made for the organization, the person making the purchase must present the receipt to the Treasurer. The Treasurer will then reimburse the specific amount to the person, while retaining the receipt.
  • Any payments under CA$ 100 made via cash/cheque can be signed by the treasurer. However payments over CA$ 100 made via cash/cheque have to be signed by the treasurer and president. A maximum of CA$ 250 per month can be signed-off by the treasurer alone after which he/she needs to seek approval from executive committee for further spending.

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ARTICLE 18.0 (Constitutional Amendments and By-laws)

  • Amendments to this constitution may be proposed and discussed by any voting member of the organization.
  • Amendments to the constitution have to be presented to the club members for approval. A quorum is required for proposed amendments/revisions of the constitution. Proposed revisions to this constitution must be approved by 75% of the quorum present at a general meeting.

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ARTICLE 19.0 (Board of Directors)

  • A Board of directors consisting of the 8 founder members will be in place for an initial period of 10 years from the date of the signing of this constitution.
  • The decisions taken by the board will be final and binding on all committee’s, sub-committee’s and other management bodies.
  • Decision-making in the board will always be through a vote. For a decision to be binding a minimum of 75% of the board strength at the time should be in its favor.

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ARTICLE 20.0 (Complaints/Redressal)

  • Any club member has the right to complain about member/executive behaviour, individual treatment or functioning of the club.
  • The complainant has to raise the matter with the president/vice-president via a verbal conversation/email/mail. The president/vice-president will discuss the matter with the executive committee in no later than 7 days from the date of the complaint and make the complainant aware of the action/remedy.
  • The complainant if dissatisfied can ask for an executive committee hearing via a written letter submitted to the president/vice-president. The hearing must be organized in no later than 15 days from the date of receipt of the written complaint.
  • The executive committee’s decision taken via registered vote, not show of hands or roll-call, will be final and standing in this regard.
  • Only in case the complaint is against an executive committee member that the complainant can raise the matter to the board of directors via a written complaint.
  • If the complaint is related to the functioning of a sub-committee then the complaint has to be first made to the sub-committee chair who will try to resolve the issue with the complainant. If dissatisfied the complainant can ask for the matter to be raised to the president/vice-president who will then follow the above mentioned process.
  • Disciplinary action can be taken against complainants who do not follow the proper protocol as described above,

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ARTICLE 21.0 (Establishment of Constitution)

This document shall now be the constitution of the Universal Sports & Recreational Club. Each executive member will always maintain an up-to-date copy of this document. Any document written before this constitution shall be invalid.

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This constitution has 21 (twenty one) articles and is the final copy as on September 8, 2002.