Ottawa PC Users' Group
Constitution and By Laws
(Approved at the AGM - January 1995)
- The name of the organization shall be the
Ottawa PC Users' Group, with the acronym OPCUG.
- The objective is to promote unpaid, mutual
learning and support in fields related to personal microcomputers.
III: Board of Directors
- The Board of Directors shall consist of nine
members who will form a Board to administer the affairs of the Group.
The Board shall name from their ranks a President, a Treasurer and a
Secretary and any other position they deem necessary. A quorum for
Board meetings shall be 50%, or more. All Board motions are to be
seconded and carried by a simple majority. The term of office is the
IV: Duties of the Board of Directors
- 1.1 It
is the responsibility of each member of the Board of Directors to act
on behalf of members in promoting Group objectives with no remuneration.
- 1.2 The
Board of Directors shall promote interest in computer related topics
for the benefit of its members.
- 1.3 The
Board of Directors may acquire and dispose assets and spend Group funds
for the benefit of the members.
- 1.4 The
Board of Directors shall replace vacancies to the Board by appointment
as soon as possible.
- 1.5 The
Board of Directors may appoint leaders of the Groups activities and
- 1.6 In
the absence of the President, one of the other Board of Directors shall
act in their place.
2: The President shall:
- 2.1 preside
- 2.2 ensure
that presentations and other activities at meetings and other such
occasions have been arranged;
- 2.3 prepare
an annual summary of Group activities for publication in the Newsletter
following their term in office and make it available for distribution
at the Annual General Meeting;
- 2.4 perform
such other duties as their office may require.
3: The Treasurer shall:
- 3.1 account
for all financial transactions of the Group;
- 3.2 prepare
an annual summary showing the status of the Group's finances and
assets, to be published in the January Newsletter and distributed to
the members at the Annual General Meeting;
- 3.3 table
an account at every Board of Directors meeting for the fiscal year to
- 3.4 maintain
an up to date inventory of equipment and other assets owned by the
Group and keep track of their current location.
4: The Secretary shall:
- 4.1 keep
the minutes of all Board of Directors meetings;
- 4.2 maintain
the Group's correspondence;
- 4.3 ensure
that an Election Committee is formed two months prior to the Annual
1: Annual General Meeting
- The Annual General Meeting shall be held in
January or February of each year as the first order of business. The
President and Treasurer will submit reports for the year. Following the
reports, the Elections Officer shall chair an election of a new Board
of Directors, if required, and announce the new Directors before the
close of the Annual General Meeting.
2: Group Meetings
- General meetings will be held ten times per a
year. Other meetings may be organized as required.
3: Board of Directors Meetings
- 3.1 Board
of Directors meetings shall be at the call of the President. Reasonable
notice of Board of Directors meetings shall be given.
- 3.2 In
the absence or incapacity of the President, Board of Directors meetings
may be called by a majority of the other Directors.
- The Constitution and By laws may be amended at
any general Group meeting, provided that; members have been notified at
least three weeks in advance, that a quorum of 100 or 25% of paid-up
members are present, and that 60% of the members present and voting on
the amendment(s) are in favour. If a quorum is not present and
notification has been given as stipulated, voting on the amendments
shall be conducted by a mailed and/or electronic ballot of all paid up
members, and decided by a simple majority with the voting overseen by
any past Election Committee member or member in good standing elected
from the floor.
- Membership is open to all individuals.
- Membership dues shall be set by the Board of
Directors, subject to approval by the membership at any general meeting
of the Group providing three week notification has been given and shall
take effect at the expiry of an individual's term.
- Guests may attend general meetings.
- Complimentary membership may be awarded at the
discretion of the Board of Directors for service to the Group.
II: Election of officers
- An Elections Committee consisting of any past
Director plus two other members not on the Board of Directors shall be
recruited by the Secretary each year, and announced to the membership
at least two months prior to the Annual General Meeting. This committee
shall canvas the membership for Board of Directors nominees. If there
are more than nine, the committee shall select an Election Officer from
their ranks who will close nominations at their discretion, manage all
aspects of voting and announce the results before the end of the Annual
General Meeting. If less than nine candidates are willing to stand,
vacancies may be filled by appointment by the incoming Board of
- In the event of an election, the Election
Officer will advertise the list of nominees in the January Newsletter,
with or without short volunteered platform articles. Candidates shall
be given an opportunity to give a short campaign speech before voting.
- The newly elected Board of Directors will
assume their duties following the Annual General Meeting.
- If any Director misses three or more
consecutive Board of Directors meetings without cause, that person
shall be deemed to have resigned.
- Board of Directors Vacancies may be filled by
appointment by the remaining Board of Directors.
- In event of resignation by more than 50% of the
elected Board of Directors an election shall be held for an
Interim-Board, as the first order of business at the first general
meeting thereafter, with the Election Officer elected from the floor
and a quorum made up of those present. The Interim-Board's term shall
be for the balance of the Group Year.
- Transfer of Group property to a new Board of
Directors shall be carried out in a timely manner.
- Funds shall be regularly and properly accounted
for by the Treasurer.
- On dissolution of the Group, remaining assets
shall be made liquid and distributed equally among members in good
- The financial records of the organization are
open for inspection on request by any member in good standing within
reasonable notice at the next general meeting.
- The Board of Directors shall decide on the
acquisition and disposal of Group assets.
- The Membership Year shall be one year from
payment of dues.
- The Financial Year shall be the calendar year.
- The Group Year shall be one year from the close
of the Annual General Meeting.
- Members may be appointed by the Board of
Directors to various positions. All appointments are responsible to the
VII: Removal from the Board
- Any Director may be removed from the Board by
simple majority vote of members in good standing at any general meeting
providing; it has been tabled in writing at the prior general meeting
and every effort has been made to inform all members of the impending
vote and reasons thereof. If successful, the removal shall take effect
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