Arts and Culture Council of Strathcona County

 Article 1

1.1 The name of the organization will be the Arts and Culture Council of Strathcona County

 

Article 2 - Purpose

2.1 To take an advocacy role and educate citizens about the value and benefit of cultural services and opportunities in Strathcona County.

2.2 To promote and increase the visibility of Arts and Culture Council of Strathcona County, its member groups, their events, services and opportunities to the community.

2.3 To be a collaborative body for member organizations on order to leverage the efficiencies of resource sharing, event planning and service coordination.

2.4 To encourage greater participation in support of culture in Strathcona County.

 

Article 3 - Aims and Objectives

There are three primary areas of focus for the Arts and Culture Council of Strathcona County.

3.1. Advocacy – To openly demonstrate support of culture through promotion, activities and education and to increase public awareness, appreciation of, and participation in, culture and cultural groups in Strathcona County.

 

Objectives:

a)To educate citizens about the value and benefit of cultural services as a key element of community development.

b)To be recognized in a cultural leadership role providing expertise, information and resources to culture related activities in Strathcona County.

c)To create an organization that provides support through member helping member.

d)To create a unified, proactive voice for planning and implementation of County cultural development.

e)To proactively keep culture on the agenda of Strathcona County Council.

3.2 Communication – To make the objectives and activities of the Arts and Culture Council of Strathcona County member groups known to each other and the public and to identify needs of representative groups within six months and connect resources to need within the first year of operation.

Objectives:

a) To facilitate the sharing of ideas and information between members.

b) To develop and maintain a high level of public awareness about culture in Strathcona County.

c) To facilitate public access to cultural information.

d) To promote and increase the visibility of the Arts and Culture Council of Strathcona County, member groups, their events, opportunities and services.

e) To optimize the use of cultural facilities and resources through collaborative planning and participation.

f) To increase promotion/advertising and media coverage of culture through cost-sharing or partner-based activities.

3.3 Co-ordination – To encourage Arts and Culture Council of Strathcona County member groups to work together toward common goals and to promote the works of Strathcona County cultural groups by leveraging member and group resources and expertise.

Objectives:

a) To maximize exposure and opportunity by coordinating scheduling, pooling and sharing resources and/or funding for events, projects, and services/products.

b) To create a greater awareness and appreciation of each group and take advantage of any natural synergies.

c) To construct an internal community of members and organizations as a central network of cultural expertise and resources that builds upon the strengths and talents of each member and member group to reach the shared purpose of the Arts and Culture Council of Strathcona County.

 

Article 4 - Interpretation

4.1 Culture includes: performing arts, visual arts and crafts, literary arts and heritage interests.

4.2 Strathcona County Recreation, Parks and Culture representative means an employee of that organization.

4.3 Cultural group means an organization of persons with an executive representing specific performing arts, visual arts and crafts, literary arts and/or heritage interests that provides programming and/or services in Strathcona County.

4.4 Executive will mean the executive of the Arts and Culture Council of Strathcona County.

4.5 County means Strathcona County.

4.6 Cultural group representative will mean the representative chosen by that groups’ members and who will serve on the Arts and Culture Council of Strathcona County executive and/or membership.

4.7 Member will mean a group or individual that has fully met the requirements of Article 5.

4.8 The Membership will mean all the Members of Arts and Culture Council of Strathcona County.

 

Article 5 - Membership

5.1 Membership in the Arts and Culture Council of Strathcona County is open to any Cultural group or individual artist or member of the public that subscribes to the purpose and Bylaws of the Arts and Culture Council of Strathcona County upon receipt of:

5.1.1 Annual dues as recommended by the Executive and voted upon by the membership at a General Meeting.

5.1.2 A copy of bylaws and amendments thereto;

5.1.3 The members current mailing address, phone number (if listed), fax number or email address where applicable.

5.2 The membership year shall run from January 1 to December 31 each year, with renewal due at the Annual General meeting.

5.3 The membership in the Arts and Culture Council of Strathcona County may be suspended or terminated for conduct harmful to Arts and Culture Council of Strathcona County, its bylaws, purpose or guiding principles by a 2/3 majority vote of those members in good standing at a regular or special general meeting.

5.4 A member may resign in writing delivered to the secretary.

 

Article 6 - Quorum

6.1 A quorum for all Annual General, Regular or Special meetings will be 50 percent plus one and of the executive committee will be four.

 

Article 7 - Meetings

7.1 Annual General Meetings shall be scheduled in March but in any event not later than three months following the end of the fiscal year. The President shall call the Annual General Meeting by notice in writing by fax, email and/or by mail at least 30 days in advance of the date set. The meeting will include but will not be limited to the following;

7.1.1 to receive the reports of the outgoing Executive: Secretary – review of the last AGM minutes; Treasurer – presentation of the reviewed financial statements; President – presentation of the past years’ accomplishments

7.1.2 to identify who the auditor or reviewer of the books shall be

7.1.3 to discuss any revisions to the by-laws

7.1.4 to hold an election of officers and appointment of directors for the coming year

7.2 Regular General meetings of the membership shall be scheduled at the beginning of each term and may be held monthly or quarterly but must be held at least once every four months. Such meetings shall be called by written notice to the members in minutes or a newsletter received by mail or email, no less than ten days before. The meetings shall include, but not be limited to:

7.2.1 ratify the budget as recommended by the Executive

7.2.2 ratify the membership fees for the upcoming year as recommended by the Executive

7.2.3 to ratify the committee mandates and membership

7.3 Special general meetings may be called at the discretion of the President or by any three members on written notice to the president received within ten days of the set date stating clearly the matter(s) to be discussed, and only those matters maybe dealt with at that Special Meeting.

 

Article 8 - Executive Meetings

8.1 The Executive will meet each month or a minimum of four times per year or more frequently if necessary.

8.2 Special Executive meetings may be requested when two members of the executive committee request the President to call a special meeting stating the purpose of the meeting.

8.3 All meetings will be open to attendance by members, who may participate but not vote.

 

Article 9 - Election of Officers and Directors

9.1 At each duly called Annual General Meeting at which quorum has been attained the membership present shall elect an executive committee consisting of a president, first vice-president, second vice-president, secretary and treasurer. The past president shall also be a member of the executive committee. For executive positions there shall be a call for nominations from the floor, excepting that the president shall succeed by progression to past-president.

 

Article 10 - Voting

10.1 Only members in good standing are entitled to vote at the Annual General, Regular General and Special General Meetings.

10.2 Such voting will be made in person or through a Cultural group representative and not by proxy or otherwise.

10.3 Each member will have only one vote.

10.4 Voting at Executive meetings will be by a show of hands or by secret ballot if requested.

10.5 Where the member or executive is in a conflict of interest that person will not be eligible to vote and should be excluded by removing themselves from discussion.

 

Article 11 - Duties of the Executive members

11.1 The Past-President sits on the executive committee, appoints an ad hoc nominating committee, and conducts the elections.

11.2 The President chairs all meetings of the executive committee and association; calls meetings as required; reports to the membership regularly and will be ex-officio to all committee meetings except the nominating committee; holds custody of the Seal of the Society; acts as signing authority for the organization and carries out the usual duties of the chair.

11.3 The Vice-presidents carry out any duties assigned by the executive committee and those of the president in the president’s absence. First Vice-President is responsible for the Arts and Culture Council of Strathcona County relationships with members and interrelationships amoung them and will act as signing authority. Second Vice-president is responsible for the external relationships of the organization.

11.4 The Secretary attends all meetings of the executive committee, and the association. The secretary also records, distributes and files accurate minutes of meetings, has charge of the correspondence of the association and submits the required annual report to the office of Corporate Registries.

11.5 The Treasurer receives all monies for the association; deposits them to the Arts and Culture Council of Strathcona County account and keeps accurate financial records. The treasurer also pays all accounts of the association, properly maintains the accounts ledger and files all transactions; presents the financial situation of the society to the executive regularly; prepares the financial statements for the audit or review committee; and presents the audited/reviewed annual financial statement to the Annual General Meeting and will act as signing authority. Two copies of such financial statements shall be prepared: one for the society files and one for the Annual Report to Corporate Registries.

11.6 The books shall be open to the members of the executive at any time and be open by arrangement, on request, of any of the members.

11.7 Signing authority shall be assigned to three officers (President and first vice-president and treasurer). Any two of these officers shall sign all cheques.

11.8 Each executive will be voted to their position for a term of one year to a maximum of three terms in any one office or position. The particular individual may stand for election again after a two year hiatus from the executive.

11.9 If by reason of disqualification, death, resignation or retirement an executive is no longer in their position the remaining executive, if they constitute a quorum, may be entitled to exercise all the powers of the executive.

11.10 Any executive officer may be removed from office as stated in Article 14.1

11.11 The executive may fill a vacancy on the executive, on an interim basis. The appointee will be elected or ratified at a legally constituted Annual or Regular General Meeting of the members.

11.12 No officer of the association shall receive remuneration for services provided to the association.

 

Article 12 Role and powers of the Executive Committee

12.1 The Executive will have the following responsibilities:

12.11 Speak with one voice through motions.

12.12 Operate being mindful of its obligations to the membership.

12.13 Direct, control and inspire the Arts and Culture Council of Strathcona County through careful establishment of organizational policies and practices that reflect the guiding principles and values.

12.14 Monitor and discuss executive process and performance. They will also fulfill their legal and fiduciary responsibilities.

12.15 Ensure the implementation of all resolutions approved by the members.

 

Article 13 - Standing Committees

May be established as needed. Adhoc committees may be formed from time to time for a specific project; and then will be disbanded once that project is completed.

 

Article 14 - Termination

14.1 By special resolution, an Officer may be suspended or terminated as an officer for conduct harmful to the Arts and Culture Council of Strathcona County, its purpose or bylaws provided such officer is given the opportunity to have a hearing. Such a resolution will be brought before a special meeting.

14.2 The decision of the members or executive is final.

 

Article 15 - Rules of Order shall be Robert’s

Financial Review or audit

The books and records of the Society shall be reviewed annually by a review committee of two non-board/non-executive members appointed at the previous Annual General Meeting or by an audit.

 

Amendments

The bylaws may be altered, amended or repealed by a special resolution by a 75 per cent majority of the membership present at a duly called general meeting, notice of which states the proposed changes and reaches members thirty days in advance of said meeting. The bylaws come into effect when written notification has been received from Corporate Registries that the society has been registered.

 

Arts and Culture Council of Strathcona County

 Article 1

1.1 The name of the organization will be the Arts and Culture Council of Strathcona County

 

Article 2 - Purpose

2.1 To take an advocacy role and educate citizens about the value and benefit of cultural services and opportunities in Strathcona County.

2.2 To promote and increase the visibility of Arts and Culture Council of Strathcona County, its member groups, their events, services and opportunities to the community.

2.3 To be a collaborative body for member organizations on order to leverage the efficiencies of resource sharing, event planning and service coordination.

2.4 To encourage greater participation in support of culture in Strathcona County.

 

Article 3 - Aims and Objectives

There are three primary areas of focus for the Arts and Culture Council of Strathcona County.

3.1. Advocacy – To openly demonstrate support of culture through promotion, activities and education and to increase public awareness, appreciation of, and participation in, culture and cultural groups in Strathcona County.

 

Objectives:

a)To educate citizens about the value and benefit of cultural services as a key element of community development.

b)To be recognized in a cultural leadership role providing expertise, information and resources to culture related activities in Strathcona County.

c)To create an organization that provides support through member helping member.

d)To create a unified, proactive voice for planning and implementation of County cultural development.

e)To proactively keep culture on the agenda of Strathcona County Council.

3.2 Communication – To make the objectives and activities of the Arts and Culture Council of Strathcona County member groups known to each other and the public and to identify needs of representative groups within six months and connect resources to need within the first year of operation.

Objectives:

a) To facilitate the sharing of ideas and information between members.

b) To develop and maintain a high level of public awareness about culture in Strathcona County.

c) To facilitate public access to cultural information.

d) To promote and increase the visibility of the Arts and Culture Council of Strathcona County, member groups, their events, opportunities and services.

e) To optimize the use of cultural facilities and resources through collaborative planning and participation.

f) To increase promotion/advertising and media coverage of culture through cost-sharing or partner-based activities.

3.3 Co-ordination – To encourage Arts and Culture Council of Strathcona County member groups to work together toward common goals and to promote the works of Strathcona County cultural groups by leveraging member and group resources and expertise.

Objectives:

a) To maximize exposure and opportunity by coordinating scheduling, pooling and sharing resources and/or funding for events, projects, and services/products.

b) To create a greater awareness and appreciation of each group and take advantage of any natural synergies.

c) To construct an internal community of members and organizations as a central network of cultural expertise and resources that builds upon the strengths and talents of each member and member group to reach the shared purpose of the Arts and Culture Council of Strathcona County.

 

Article 4 - Interpretation

4.1 Culture includes: performing arts, visual arts and crafts, literary arts and heritage interests.

4.2 Strathcona County Recreation, Parks and Culture representative means an employee of that organization.

4.3 Cultural group means an organization of persons with an executive representing specific performing arts, visual arts and crafts, literary arts and/or heritage interests that provides programming and/or services in Strathcona County.

4.4 Executive will mean the executive of the Arts and Culture Council of Strathcona County.

4.5 County means Strathcona County.

4.6 Cultural group representative will mean the representative chosen by that groups’ members and who will serve on the Arts and Culture Council of Strathcona County executive and/or membership.

4.7 Member will mean a group or individual that has fully met the requirements of Article 5.

4.8 The Membership will mean all the Members of Arts and Culture Council of Strathcona County.

 

Article 5 - Membership

5.1 Membership in the Arts and Culture Council of Strathcona County is open to any Cultural group or individual artist or member of the public that subscribes to the purpose and Bylaws of the Arts and Culture Council of Strathcona County upon receipt of:

5.1.1 Annual dues as recommended by the Executive and voted upon by the membership at a General Meeting.

5.1.2 A copy of bylaws and amendments thereto;

5.1.3 The members current mailing address, phone number (if listed), fax number or email address where applicable.

5.2 The membership year shall run from January 1 to December 31 each year, with renewal due at the Annual General meeting.

5.3 The membership in the Arts and Culture Council of Strathcona County may be suspended or terminated for conduct harmful to Arts and Culture Council of Strathcona County, its bylaws, purpose or guiding principles by a 2/3 majority vote of those members in good standing at a regular or special general meeting.

5.4 A member may resign in writing delivered to the secretary.

 

Article 6 - Quorum

6.1 A quorum for all Annual General, Regular or Special meetings will be 50 percent plus one and of the executive committee will be four.

 

Article 7 - Meetings

7.1 Annual General Meetings shall be scheduled in March but in any event not later than three months following the end of the fiscal year. The President shall call the Annual General Meeting by notice in writing by fax, email and/or by mail at least 30 days in advance of the date set. The meeting will include but will not be limited to the following;

7.1.1 to receive the reports of the outgoing Executive: Secretary – review of the last AGM minutes; Treasurer – presentation of the reviewed financial statements; President – presentation of the past years’ accomplishments

7.1.2 to identify who the auditor or reviewer of the books shall be

7.1.3 to discuss any revisions to the by-laws

7.1.4 to hold an election of officers and appointment of directors for the coming year

7.2 Regular General meetings of the membership shall be scheduled at the beginning of each term and may be held monthly or quarterly but must be held at least once every four months. Such meetings shall be called by written notice to the members in minutes or a newsletter received by mail or email, no less than ten days before. The meetings shall include, but not be limited to:

7.2.1 ratify the budget as recommended by the Executive

7.2.2 ratify the membership fees for the upcoming year as recommended by the Executive

7.2.3 to ratify the committee mandates and membership

7.3 Special general meetings may be called at the discretion of the President or by any three members on written notice to the president received within ten days of the set date stating clearly the matter(s) to be discussed, and only those matters maybe dealt with at that Special Meeting.

 

Article 8 - Executive Meetings

8.1 The Executive will meet each month or a minimum of four times per year or more frequently if necessary.

8.2 Special Executive meetings may be requested when two members of the executive committee request the President to call a special meeting stating the purpose of the meeting.

8.3 All meetings will be open to attendance by members, who may participate but not vote.

 

Article 9 - Election of Officers and Directors

9.1 At each duly called Annual General Meeting at which quorum has been attained the membership present shall elect an executive committee consisting of a president, first vice-president, second vice-president, secretary and treasurer. The past president shall also be a member of the executive committee. For executive positions there shall be a call for nominations from the floor, excepting that the president shall succeed by progression to past-president.

 

Article 10 - Voting

10.1 Only members in good standing are entitled to vote at the Annual General, Regular General and Special General Meetings.

10.2 Such voting will be made in person or through a Cultural group representative and not by proxy or otherwise.

10.3 Each member will have only one vote.

10.4 Voting at Executive meetings will be by a show of hands or by secret ballot if requested.

10.5 Where the member or executive is in a conflict of interest that person will not be eligible to vote and should be excluded by removing themselves from discussion.

 

Article 11 - Duties of the Executive members

11.1 The Past-President sits on the executive committee, appoints an ad hoc nominating committee, and conducts the elections.

11.2 The President chairs all meetings of the executive committee and association; calls meetings as required; reports to the membership regularly and will be ex-officio to all committee meetings except the nominating committee; holds custody of the Seal of the Society; acts as signing authority for the organization and carries out the usual duties of the chair.

11.3 The Vice-presidents carry out any duties assigned by the executive committee and those of the president in the president’s absence. First Vice-President is responsible for the Arts and Culture Council of Strathcona County relationships with members and interrelationships amoung them and will act as signing authority. Second Vice-president is responsible for the external relationships of the organization.

11.4 The Secretary attends all meetings of the executive committee, and the association. The secretary also records, distributes and files accurate minutes of meetings, has charge of the correspondence of the association and submits the required annual report to the office of Corporate Registries.

11.5 The Treasurer receives all monies for the association; deposits them to the Arts and Culture Council of Strathcona County account and keeps accurate financial records. The treasurer also pays all accounts of the association, properly maintains the accounts ledger and files all transactions; presents the financial situation of the society to the executive regularly; prepares the financial statements for the audit or review committee; and presents the audited/reviewed annual financial statement to the Annual General Meeting and will act as signing authority. Two copies of such financial statements shall be prepared: one for the society files and one for the Annual Report to Corporate Registries.

11.6 The books shall be open to the members of the executive at any time and be open by arrangement, on request, of any of the members.

11.7 Signing authority shall be assigned to three officers (President and first vice-president and treasurer). Any two of these officers shall sign all cheques.

11.8 Each executive will be voted to their position for a term of one year to a maximum of three terms in any one office or position. The particular individual may stand for election again after a two year hiatus from the executive.

11.9 If by reason of disqualification, death, resignation or retirement an executive is no longer in their position the remaining executive, if they constitute a quorum, may be entitled to exercise all the powers of the executive.

11.10 Any executive officer may be removed from office as stated in Article 14.1

11.11 The executive may fill a vacancy on the executive, on an interim basis. The appointee will be elected or ratified at a legally constituted Annual or Regular General Meeting of the members.

11.12 No officer of the association shall receive remuneration for services provided to the association.

 

Article 12 Role and powers of the Executive Committee

12.1 The Executive will have the following responsibilities:

12.11 Speak with one voice through motions.

12.12 Operate being mindful of its obligations to the membership.

12.13 Direct, control and inspire the Arts and Culture Council of Strathcona County through careful establishment of organizational policies and practices that reflect the guiding principles and values.

12.14 Monitor and discuss executive process and performance. They will also fulfill their legal and fiduciary responsibilities.

12.15 Ensure the implementation of all resolutions approved by the members.

 

Article 13 - Standing Committees

May be established as needed. Adhoc committees may be formed from time to time for a specific project; and then will be disbanded once that project is completed.

 

Article 14 - Termination

14.1 By special resolution, an Officer may be suspended or terminated as an officer for conduct harmful to the Arts and Culture Council of Strathcona County, its purpose or bylaws provided such officer is given the opportunity to have a hearing. Such a resolution will be brought before a special meeting.

14.2 The decision of the members or executive is final.

 

Article 15 - Rules of Order shall be Robert’s

Financial Review or audit

The books and records of the Society shall be reviewed annually by a review committee of two non-board/non-executive members appointed at the previous Annual General Meeting or by an audit.

 

Amendments

The bylaws may be altered, amended or repealed by a special resolution by a 75 per cent majority of the membership present at a duly called general meeting, notice of which states the proposed changes and reaches members thirty days in advance of said meeting. The bylaws come into effect when written notification has been received from Corporate Registries that the society has been registered.