| Article
7: |
Elections |
| 7.0
|
An
assigned Regional Representative will chair a Nominating Committee identified
by the ACEA Board and will put out a call for nominations for each eligible
position. This call will be at least thirty (30) days prior to the Annual
General Meeting date. Written nominations will be accepted by the Chair
up to 14 days prior to AGM. If no response is received within fourteen
(14) days, the Nominating Committee will canvas a panel of candidates
and distribute this list to the membership for voting. |
| 7.1
|
Regional
Representatives will be elected every two (2) years and will consist of
one (1) representative from each of the regions as defined in article
4.0. |
| 7.2 |
Any
questions as to which region a Representative represents will be decided
by the Executive Committee. |
| 7.3
|
A
Newsletter Editor will be elected every two (2) years. |
| 7.4
|
Elected
officers may stand for re-election at the end of any given term of office.
|
| 7.5 |
Nominations
will be accepted from the floor of the Annual General Meeting prior to
the voting. |
| 7.6 |
Voting
will be taken by secret ballot under the supervision of the Nominating
Committee. |
| 7.7 |
A candidate will be declared elected with a simple majority of the legal
votes cast. In the event of a tie, the Chairperson of the Nominating Committee
will cast the deciding vote. |
| 7.8 |
Following
the official reports of the outgoing Executive and Board at the Annual
General Meeting, the results of the voting will be announced. |
| 7.9 |
Vacancies
on the Board, however caused, may, so long as a quorum of officers remains
in office, be filled by the Board from among the members of the ACEA;
or at the next Annual General Meeting; or by a mail-out vote, with the
exception that in the event that the President leaves office, the Vice
President will assume the President’s role and carry out the term.
If there is not a quorum of officers, the vacancies will be filled by
a mailout vote. |
| |
|
| Article
8: |
Execution
of Documents |
| 8.0
|
All
disbursements from ACEA funds will be signed by the Treasurer and a Board
member empowered with signing authority. |
| 8.1 |
All
financial commitments of the ACEA will be approved by the ACEA Board.
Itemized receipts for approved expenses will be paid in full upon receipt
by the Treasurer. |
| 8.2
|
Nothing
legal or binding may be signed or entered into without approval of a majority
of the ACEA Board. |
| 8.3 |
Financial
records will be internally audited every election or upon change of Treasurer. |
| 8.4 |
The
books and records of the ACEA may be inspected by any member of the ACEA
at the Annual General Meeting, provided for herein, or at any other time,
upon giving reasonable notice and arranging a time satisfactory to the
officer or officers having charge of the same. Each member of the Executive
Committee and Board will at all times have access to such books and records |
| |
|
| Article
9: |
Amendments
of By-Laws |
| 9.0
|
These
by-laws may be added to, repealed, amended, or re-enacted by a special
resolution at any time by a two-thirds (2/3) majority of the votes cast
by members in good standing. The special resolution may be proposed by
the Board and/or by a petition signed by at least one-third (1/3) of the
membership. |
| 9.1 |
Only legal ballots distributed by the Board, and signed by members in
good standing, will be counted. Thirty (30) days will pass between the
mailing date of the proposed changes and the counting of the ballots. |
| |
|
| Article
10: |
Annual Conference |
| 10.0 |
The ACEA Board will appoint a host for the annual conference. |
| 10.1 |
Because the annual conference is a major source of revenue for the ACEA,
conference fees will be set by the ACEA board to reflect the needs of
the annual budget. |
| 10.2 |
The
Regional Representative from the conference region will be a member of
the Conference Committee and will liaise with the ACEA Board. |
| 10.3 |
The
Regional Representative from the conference region will submit to the
ACEA Board the proposed Conference Chairperson, Treasurer, location, budget,
theme, agenda, and guest speakers for approval by the Board. |
| 10.4
|
All
disbursements from conference funds will be administered through one bank
account. All receipts, cancelled cheques, and financial information will
be submitted with a financial statement to the ACEA Treasurer. |
| 10.5 |
The Conference Chairperson will submit a final written Conference Report
(financial and organizational) to the Regional Representative from the
conference region for presentation to the Board. |
| 10.6
|
The
ACEA will appoint a committee to publish a Journal of Conference Proceedings. |
| |
|
| Article
11: |
Committees |
| 11.0
|
The ACEA Board may appoint ad hoc committees as required. |
| 11.1 |
No committee will have the power to act for, or on behalf of, the ACEA,
or otherwise commit or bind the ACEA to any course of action. Committees
will only have the power to make recommendations to the Board, or to the
members, as the Board may from time to time request. |
| |
|
| |
Ratified
- March 5, 2004 |
