Miniature Enthusiasts of Ottawa - Rules & Regulations

		Miniature Enthusiasts of Ottawa Rules and Regulation The name of this organization is Miniature Enthusiasts of Ottawa (M.E.0.) The purpose of this non-profit organization shall be to encourage interest in the creation and collection of miniatures, and to provide opportunities for miniature enthusiasts to meet, and to exchange information and ideas and to share methods and techniques. The fiscal year shall be from July 1 to June 30th. All miniature enthusiasts shall be eligible for membership. In general, meetings will be scheduled monthly throughout the year. The Annual General Meeting is held in June each year, at which time annual reports shall be received, and an executive for the coming year named. The executive shall meet at the discretion of the President; shall have authority over the affairs of the M.E.O. between general meetings, and shall report to the membership at large. Dues Annual dues are payable June 1st. Any member in arrears September 30th shall be dropped from the membership roster. Annual dues shall be determined by the Executive Committee. For new members joining after September, dues shall be pro-rated to the end of June. Upon payment of annual dues members shall be entitled to attend all meetings, workshops, field trips and social functions held under the auspices of M.E.O., to stand for office, vote at club meetings, receive all publications of M.E.O., borrow items from the club library and take advantage of any discounts offered to members by participating hobby shops, craft shows, etc. Election of Executive Officers In April of each year a committee of three members in good standing shall be formed to seek out potential executive members for the new term(s). The Executive shall be elected, in each case for a term of three years. The Executive terms are staggered and shall expire at the Annual General Meeting of the relevant year. At the confirmation of this rule, Executive terms for the year beginning June 2009 are as follows: Three for 3 years Three for 2 years Three for 1 year If an Executive position is vacated before expiration of his/her term, the vacancy may be filled by appointment. When an Executive members term expires, he/she shall retire, but shall be eligible for re-election. In 2009, the terms of each member of the Executive shall be decided by the members of the Executive at their first meeting. The positions to be assumed by the Executive members will be documented at the first Executive meeting of each new fiscal year. The Past President will act as chair for that meeting. Officers of the Executive shall consist of: - President, who shall preside at all meetings, co-sign cheques and present an annual report. - Immediate Past President. In addition to chairing the first Executive meeting of each new fiscal year, the Past President role includes assisting the Executive in setting up monthly programs and filling in for the President at monthly M.E.O. meetings when the President cannot attend. - Treasurer, who shall receive and be responsible for all funds, keep such books as are necessary for the proper recording of transactions, administer petty cash and library funds, maintain a bank account in the clubÕs name, co-sign cheques and present an annual report. Cheques must have two signatures. - Secretary, who shall record and be custodian of the minutes at all executive and monthly meetings, handle correspondence and issue notices to the members and shall be a third co-signer for cheques. - Membership Secretary, who shall collect dues and issue receipts for same, keep a file of members and guests and issue a membership roster. - Librarian, who shall purchase books, etc., on direction of the Executive and make the library available to members. - Workshop Co-ordinator, who shall organize monthly workshops to be financially self-supporting and presenting proposals to the Executive. - Social Convenor, who shall oversee arrangements for refreshments at meetings and social functions, calling on the membership for assistance as needed. - Communications and Community Liaison Officer/Historian, who shall issue notices to the news media and promote M.E.O. in the community as directed by the Executive, and shall maintain the historical records of the Club. - Planning the monthly program shall be the responsibility of the entire Executive Committee. - Members at large to be added as and if required. Meetings Meetings shall be held on the first Wednesday of each month at the McNabb Community Centre, Ottawa, Ontario, at 7.45 p.m. sharp, unless otherwise notified. The President will chair the meeting and the content of the meeting shall include: - Welcome to visitors, new members introduced - Committee reports received - New business. Workshops, field trips and social functions to be organized at the wish and convenience of the membership - A raffle will be held, with the net proceeds to go to the operating fund. A special raffle, if held, shall be announced - Show and tell - Social break, refreshments - Special program - Adjourn A show and tell display area shall be provided at meetings so members can display their latest creations and acquisitions. Space for sale items shall be provided at meetings. It is recommended that business be strictly cash-and-carry. Printed materials of interest to members shall be made available at the membership table. A welcome table shall be set up at the door where the Membership Secretary will welcome visitors and enroll new members. A guest book shall be provided for visitors to sign. Visitors are welcome at three functions, including one workshop, before becoming members. Members' identity tags shall be available at the welcome table, where they should be returned at the conclusion of each meeting. Refreshments will be made available at each meeting as provided by the members. Library - Index files shall be kept listing books, etc. by title, author and subject - Each item shall be provided with an identifying card which shall be inscribed with the date and the name and address of the borrower and kept by the Librarian until the item is returned - Items shall be available for loan to members in good standing - Borrowing period shall be one month (the calendar month between two Club meetings) - Borrowed items shall be brought to the Librarian if application is to be made to renew. Renewal will be granted if no other prior request for the item has been received - Items not returned when due shall be considered overdue and fines shall be levied at $4.00 per month per overdue item - Lost items shall be replaced at the expense of the borrower and overdue fines shall be levied until the item is replaced or the Librarian has been reimbursed for the price of the lost item. - If it is impossible to attend the meeting at which a borrowed item is due, it is the responsibility of the borrower to contact the Librarian and make arrangements satisfactory to both. Budget The Executive Committee shall present an annual budget at the September meeting each year, to be approved by those members in attendance. Approval of any expenditure(s) not included in the annual budget requires a majority vote of the Executive Committee. The Committee may deem it advisable to seek the approval of the general membership, in which case a simple majority of members present at a regular meeting would suffice. Dissolution Dissolution of M.E.O. shall be effected by the will of the members at a special meeting of which all members have been notified 30 days in advance in writing. If it is the wish o f the membership thus represented to dissolve M.E.O., the Treasurer shall be charged with the duty of realizing assets and settle all indebtedness out of Club funds. All remaining funds shall then be allocated to a charitable organization at the discretion of the members. No part of the net revenues of M.E.O. shall benefit any member(s) or officer(s) of M.E.O. Confirmation These Rules and Regulations were duly passed by a majority of the membership present at a meeting of M.E.O. held the 4th day of June, 2008.