CONSTITUTION AND BYLAWS OF THE TORONTO NEWCOMERS CLUB
ARTICLE – NAME
The name of this organization shall be the Toronto Newcomers Club (TNC).
ARTICLE II – PURPOSE
The purpose of the TNC is to welcome newcomers to the Greater Toronto Area (GTA) and to help them make friends.
ARTICLE III – MEETINGS
The TNC shall hold an Annual General Meeting (AGM) and otherwise shall meet at the discretion of the executive committee of the board.
ARTICLE IV – GOVERNMENT
- An elected executive committee of officers comprising the president, two vice presidents, the treasurer, and the secretary shall govern the TNC.
- The TNC board comprises the executive committee officers and the standing committee directors, as defined in Article VI.
- A quorum of the board is defined as two thirds of its members.
- The president shall call meetings of the TNC membership, the TNC executive committee, and the TNC board of directors.
- Executive committee officers may vote at meetings of the executive committee, except on financial matters. If necessary they may vote by written proxy.
- A simple majority of the members present at the AGM shall elect executive committee officers and shall transact business.
- TNC members may attend board meetings with permission of the president but may not vote.
ARTICLE V – OFFICERS AND DUTIES
No executive committee officer shall remain in the same position for more than three full terms, except by a vote of a quorum of the board. The president may not succeed themself as president.
EXECUTIVE COMMITTEE of ELECTED OFFICERS of the TNC
- President – Shall preside at all meetings and be an ex officio member of all standing committees.
- Vice President Functions – Shall be responsible for the June AGM/Luncheon, the September Social, and the December holiday party.
- Vice President Convenors – Shall organize convenors for all interest groups and coordinate all activities, including welcoming social gatherings for new and prospective members.
- Secretary – Shall distribute dates and agendas for and record and provide minutes of the AGM, board meetings, and executive committee meetings. The secretary shall be responsible for maintaining a digital record/archive of minutes, newsletters, directories, and revisions of the constitution and bylaws.
- Treasurer – Shall propose a budget to the board for the upcoming year, shall keep a record of monies received and monies disbursed, pay bills in accordance with the approved budget, and obtain executive committee approval for expenses not covered by the budget.
- Past President – Shall remain on the board for the year following their term of office to facilitate board transition and the continuation of programs and events. The past president shall be a nonvoting member of the executive committee. If the current president is unable to complete their term, the past president may assume the role of president, subject to the approval of the board.
ARTICLE VI – STANDING COMMITTEES
There shall be the following standing committees:
- Membership – The director shall notify members when their dues are payable, shall be responsible for all matters pertaining to membership, including a monthly report to the board, and shall invite prospective members to join the TNC.
- Special Events – The director(s) shall work in cooperation with the vice president convenors to coordinate special interest events.
- Newsletter – The director shall compile, edit, produce, and distribute a monthly newsletter subject to prior approval by the executive committee.
- Communications – The director shall maintain a website that provides prospective members with information about the TNC, shall monitor private social media site(s), shall work closely in cooperation with all board members to ensure that the site(s) remains current and relevant, and shall promote the activities and community of the TNC.
- Member(s) at Large – The director(s) shall assist the membership chair and may temporarily assume the duties of an absent board member. The Member(s) at Large shall act on the TNC’s behalf with membership correspondence.
- Nominating Committee – The director shall form a nominating committee comprising four people from the membership at large, the president, and one other board member. The purpose is to nominate executive committee officers and standing committee directors according to procedures set out in Article XI of the bylaws.
ARTICLE VII – QUALIFICATIONS of MEMBERS and PAYMENT of DUES
- Any newcomer may join the TNC within three years of moving to the GTA, unless a longer period is otherwise approved by the Executive Committee. Evaluation will be on a case-by-case basis. Membership begins on payment of dues.
- Members shall pay annual TNC dues on the first of July. Dues are not refundable. A prospective member may attend two TNC functions before joining. Members who fail to renew their membership by the end of September shall cease to be members. The TNC may expel a member after a written warning and a unanimous vote of the executive committee.
- Participants in TNC activities must be members, unless authorized by the executive committee.
- Members shall not use the TNC for the advancement of any business in which they have a financial interest, nor use or supply the TNC’s membership list for the purpose of selling or soliciting. The executive committee is authorized to expel any member who violates the letter or the spirit of this clause.
ARTICLE VIII – FINANCIAL STATEMENTS
The September newsletter shall contain a statement of the TNC’s financial affairs. Members may inspect the financial records upon reasonable notice to the treasurer.
ARTICLE IX – BUDGET
Each year, the treasurer shall propose a budget for the upcoming year’s operating costs to the board, who shall retain a reasonable amount of money for operating costs.
ARTICLE X – REMUNERATION
The TNC shall not remunerate members, unless authorized by the board.
ARTICLE XI – ELECTIONS
- At the election of the TNC executive committee held at the June AGM, the nominating committee shall present to the membership a slate of nominees for the executive committee: president, vice president functions, vice president convenors, secretary, and treasurer. The slate shall be presented to the membership at least thirty days prior to the AGM. Alternative candidates for elected office may be nominated from the floor at the meeting.
- Only members shall vote.
- The executive committee shall appoint directors of standing committees based on recommendations from the nominating committee or nominations from the floor.
- The one-year term of each board member shall commence immediately after the AGM election and end at the next AGM election. Retiring board members shall ensure proper transition to their successor.
- Any executive committee officer unable to continue service shall be replaced with the approval of at least three of the remaining officers.
ARTICLE XII – AMENDMENTS
An amendment to the constitution and bylaws may be drafted by a committee led by any officer of the executive committee. The constitution and bylaws may be amended after thirty days notice by:
Two-thirds of the members present if a vote is taken at a meeting of the membership
Two-thirds of the total membership if a vote is taken by mailed ballot.
REVISIONS to CONSTITUTION and BYLAW
Revised April 1997
Revised Sept. 1998
Revised June 1999
Revised June 2000
Revised June 2001
Revised June 2002
Revised Sept. 2005
Revised Sept. 2006
Revised June 2016
Revised June 2021 (Oct. 2021)