RULES OF THE ROYAL CANADIAN ARTILLERY ASSOCIATION RCAA (2008 Edition)(Draft)

Name

1. The name of the Association shall be The Royal Canadian Artillery Association.

Object

2. a. The promotion of the efficiency and welfare of The Royal Regiment of Canadian Artillery and of all matters pertaining to the defence of Canada.

b. The Association shall be a non-profit organization.

Patron and Vice-patrons

3. The Governor General of Canada and the Lieutenant Governors of the Provinces may be respectfully requested to become Patron and Vice-Patrons, respectively, of the Association.

Membership

4. a. Ordinary Members

(1) All serving Artillery members of The Royal Regiment of Canadian Artillery.

(2) (a) Retired or former Artillery members of the Canadian Armed Forces acceptable to the Association who have paid the annual individual membership fee.

(b) Retired members are those who are no longer members of the Regular Forces or the Primary Reserve.

b. Life Members

(1) Any serving or retired member of The Royal Regiment of Canadian Artillery may make application to become a Life Member of the RCAA.

(2) Such application must be proposed and seconded by Ordinary Members of the RCAA who shall submit it to the Secretary thirty days before the Annual General Meeting and who shall accompany it with a service history of the applicant.

(3) Such properly constituted application shall be examined by the Executive Committee who may, if they so decide, submit the application to the Annual General Meeting with their recommendation.

(4) The fee for Life Membership shall be at a rate that may from time to time be determined at an Annual General Meeting.

c. Elected Honorary Life Members

(1) Any person who is deemed to have rendered outstanding service to the Artillery may be elected an Honorary Life Member of the Association at an Annual General Meeting. His record of service in The Royal Regiment of Canadian Artillery will normally be the dominant factor in selection.

(2) Nominations should be submitted to the Secretary 30 days before an Annual General Meeting accompanied by reasons, and where applicable, by a service history. Such nominations will be examined by the Executive Committee who may submit their recommendations to the Annual General Meeting.

(3) Voting will be by all eligible voters present on each name submitted.

d. Associate Members

(1) Serving or retired members of other Canadian classifications who have served with an Artillery unit or other Artillery members of NATO or other Commonwealth forces acceptable to the Association and who have paid the annual Associate Membership fee.

(2) Civilian persons who have a special interest in the affairs of The Royal Canadian Artillery Association, who have paid the annual Associate Membership fee, and who are acceptable to the Association.

Affiliations

5. a. Affiliated Units The following, upon payment of unit fees, may become affiliated units with voting powers as determined in Para. 9:

(1) Artillery Regiments;

(2) Independent Artillery Batteries; and

(3) The Royal Regiment of Canadian Artillery School (RCAS)

b. Associate Affiliated Units

(1) Other Artillery Associations, which are based locally in a community or nationally, upon payment of affiliation fees, may become Associate Affiliated Units with the approval of an Annual General Meeting.

(2) Associate Affiliated Units do not possess voting rights described in Para. 9.

(3) (a) Representatives to the Annual General Meeting of Associate Affiliated Units must hold membership in the RCAA in accordance with Para. 4.

(b) Representatives to the Annual General Meeting of Associate Affiliated Units are not eligible for travelling expenses and allowances unless that representative is an authorized delegate under Para. 23.

Rights of Membership

6. a. At the Annual General Meeting all members will have the privilege of taking part in the proceedings other than voting.

b. Voting will be restricted to those set forth in Para. 9.

c. Any Ordinary Member may propose a resolution to an Annual General Meeting providing that another Ordinary Member seconds it. Only eligible voters may vote on the resolution.

Cancellation of Membership

7. The membership of any member or the affiliation of any Unit may be cancelled by a three-fifths vote at an Annual General Meeting. Before a vote is taken, the person or unit concerned must be given an opportunity to present his/its case in writing and may address the meeting in person. In the case of HQ, the address will be limited to the CO or one person nominated by him.

Meetings

8. a. A General Meeting of the Association will be held annually unless otherwise decided at a General Meeting.

b. A Special General Meeting may be called by the President at the request or concurrence of two-thirds of the Executive Committee.

c. All members are eligible to attend and participate in Annual General Meetings./p>

d. General Meetings are to be held at a place and time of year to be decided at General Meetings; the exact dates are to be decided by the Executive Committee.

e. The President will preside, but in his absence, the Vice-President will take his place or, if not present, the senior serving Militia member on the Executive Committee.

f. At a General Meeting the business of the Association will be transacted and such powers as may be deemed fit will be delegated to the Executive Committee.

Voting Procedures

9. a. Eligible Voters: At General meetings those eligible to vote will be:

(1) Elected Officers and Members of the Executive Committee of the Association, except the Secretary or Treasurer.

(2) One representative from each affiliated unit as determined in Para. 5 (a).

(3) Any Artillery member who is:

(i) Commander of a Canadian Brigade Group
(ii) Brigade Sergeant-Major of a Canadian Brigade Group
(iii) Director-General Land Reserves
(iv) Chief of Reserves and Cadets
(v) Chairman of the Conference of Defence Associations
(vi) RSM RCA

b. In order to be eligible to vote, all members noted in 9. a. (1), (2) and (3) must have paid their annual dues for the current year.

c. Any eligible voter or unit who is not represented at a meeting may:

(1) On subjects of which notice has been given, send a written note to the Secretary.

(2) In any case, give "proxy powers" to any eligible voter: such power is to be notified to the Secretary in writing stating whether such power is for specific subjects or all subjects that may arise. The above is to apply to both General and Executive Committee Meetings. For purposes of voting the person or unit giving the proxy shall be deemed present at the meeting and shall abide by the vote of his proxy.

d. On the request of any eligible voter, those abstaining on any motion will be recorded by name.

Order of Business

10. a. The following order of business will be observed at the Annual General Meeting:

(1) Presentation of Reports;

(2) General Business;

(3) Election of Officers; and

(4) New Business.

b. The outgoing President, or the Officer presiding, at the meeting will preside at the Annual Dinner.

Minutes of Meetings

11. a. Extracts of the Minutes of all Annual General Meetings will be published in the Annual Report.

b. Any action authorized by the Executive Committee will be published in the Annual Report.

Officers and Executive Committee

12. Officers of the Association

a. The Officers of the Association shall consist of:

(1) A President who shall normally be elected to serve for one year but may be re-elected to serve a further one-year term, consecutively;

(2) A Vice-President who shall normally be elected to serve for one year but may be re-elected to serve a further one-year term, consecutively;

(3) A Secretary; and

(4) A Treasurer.

b. The offices of Secretary and Treasury may be combined.

c. The following persons may not serve as officers of the Association:

(1) A Regular Force member;

(2) A Reserve Force member while serving on Class "C" callout; or

(3) A Reserve Force member serving for a period of more than three months on Class "B" callout.

d. A Reserve Force member who holds an office in the Association at the time he becomes ineligible to serve in that office by reason of Rule 12.(c) shall be deemed to have resigned from that office.

The Executive Committee

13. For the administration and the conduct of the business of the Association throughout the year, there will be an Executive Committee consisting of:

a. The President and Vice-President of the Association

b. One representative from serving units from each Land Force Area as follows: Land Force Atlantic Area, Secteur Québec de la Force Terrestre, Land Force Central Area and Land Force Western Area.

c. The Immediate Past President

d. Ex-officio:

(1) The Colonel Commandant

(2) Past Colonels Commandant

(3) RSM RCA

(4) Past RSMs RCA

e. The Director of Artillery

f. An Advisory Committee of five Retired members elected for an initial one year term and thereafter eligible for further specified one or two year terms but not eligible to serve more than five consecutive terms.

Election of Officers and Executive Committee

14. a. An Annual General Meeting will elect all Officers and Members of the Executive Committee.

b. Nominations shall be made by a Nominating Committee consisting of the Immediate Past President as Chairman, plus, as members, those other Past Presidents in attendance at the Annual General Meeting for:

(1) The Officers of the Association; and

(2) The Members of the Executive Committee except the Area Representatives

(3) Representatives from each Area shall be elected by the eligible voters in each Area.

(4) Further nominations may be made by any member of the Association before voting on the nominations takes place.

(5) In the event of the inability of any member of the Executive Committee to continue effective service for cause such as incapacitation, death, relocation or resignation, replacement, if required by the activities of the Association, may be made by the remaining members of the Executive Committee until the first following Annual General Meeting.

Duties of the President

15. a. To preside at the Annual General Meeting and the Annual Dinner;

b. To preside at meetings of the Executive Committee;

c. To take such action with respect to new business as cannot wait until the next Annual General Meeting of the Executive Committee or the next Annual General Meeting;

d. To appoint the requisite number of delegates and alternates to attend the annual meeting of the Conference of Defence Associations;

e. To appoint the Chairman and members of the various Standing Committees or Special Committees to serve in the interval between Annual General Meetings;

f. To carry out such other duties as may be assigned by a Annual General Meeting or a meeting of the Executive Committee; and

g. To attend Executive meetings of the Conference of Defence Associations as required.

Duties of the Vice-President

16. a. To preside in the absence of the President. In the absence of the Vice-President his functions shall be carried out by the senior serving officer of the Executive Committee;

b. To assign members to the various syndicates, Standing and Special Committees at the Annual General Meeting; and

c. To carry out such additional duties as shall be assigned by the President, the Executive Committee, or a General Meeting.

Duties of the Secretary

17. a. To attend all meetings of the Association and of the Executive Committee and to keep minutes of the transactions at such meetings in books provided by the Association and to be kept by him for that purpose;

b. To carry out the orders of the Association or of the Executive Committee, as the case may be, or the presiding officers thereof;

c. To prepare all reports of the prize lists, and to certify and submit the same to the proper meetings and officers of the Association, and to keep all records thereof;

d. To be responsible for notifying all units and members of the amount of dues; and

e. To discharge other duties as may be required from time to time by the Annual General Meeting, the Executive Committee, or by the President

f. The remuneration of the Secretary shall be fixed from time to time by the Annual General Meeting.

g. The Secretary shall not be eligible to vote at a General or Executive Meeting.

Duties of the Treasurer

18. a. To deposit to the credit of the Association in a bank named by an Annual General Meeting, all sums of money paid to on behalf of the Association;

b. To pay all moneys for current expenses in accordance with the instruction of Annual General Meetings or the Authority of the Executive Committee, by cheque drawn by him and countersigned by the President of the Association, a member of the Executive Committee, or a member of the Association nominated by them and not below the rank of Major;

c. To invest the surplus moneys of the Association as shall be determined from time to time by a Annual General Meeting or a meeting of the Executive Committee in such debt securities as shall from time to time determined by a Annual General Meeting or a meeting of the Executive Committee; and

d. To prepare annually his accounts up to the end of the Association year and to submit the same with all proper vouchers to the Auditor of the Association for his audit, and at such other times as may be directed by the Executive Committee; and to present the Auditor's report and statement to the next Annual General Meeting.

e. The remuneration of the Treasurer shall be fixed by the Annual General Meeting from time to time.

f. The Treasurer will not be eligible to vote at a General or Executive meeting.

Functions and Meetings of the Executive Committee

19. a. To perform such functions as are allotted to it annually by the Annual General Meeting;

b. To take such action regarding new business as cannot wait until the next Annual General Meeting as it sees fit;

c. To report to the Annual General Meeting on all actions taken;

d. To meet as required by the President of the Association or if he is not available, by order of the Vice-President. Such meetings may take place by any convenient communication means; and

e. To, when required, appoint three trustees to advise on the investment of funds or the selling of securities;

f. A quorum will consist of six members but must have an elected representative of at least three Areas;

g. In the event of no members of the Executive Committee of an area being available to attend an Executive Committee meeting and if the Area Representative does not consider that the views of the area can be properly expressed in writing or by proxy, he may delegate a member from that area not below the rank of Major to attend and vote for that area.;

h. The presiding Officer will have a "Casting Vote".

Committees

20. a. Special or standing committees may be struck as approved by the membership at an annual General Meeting.

b. The terms of reference of each special or standing committee shall be determined by the President in consultation with the Executive Committee.

Finances of the Association

21. Annual Fees

a. Serving Officers:

(1) Serving Militia artillery member’s fees shall be at a rate that may from time to time be determined at an Annual General Meeting.

(2) Serving Regular artillery member’s fees shall be at a rate that may from time to time be determined at an Annual General Meeting.

(3) Fees for Associate Affiliated Units shall be at a rate to be determined from time to time at an Annual General Meeting.

b. Individual Fees:

(1) Fees for Retired Artillery Officers and for Associate Members shall be at a rate that may be determined from time to time at an Annual General Meeting.

(2) Honorary Life Members and Life Members, though not obliged, are encouraged to pay annual fees.

Financial Year and Auditing of Accounts

22. The financial year of the Association shall be from September 1 to August 31 of the next year, both dates inclusive. The accounts shall be audited annually and presented to the next Annual General Meeting. A Chartered Accountant shall be appointed annually by the Annual General Meeting to audit the accounts of the Association.

Authorized Delegates

23. Unless otherwise decided at an Annual General Meeting, delegates authorized to attend a General Meeting with travel expenses paid, provided affiliation fees have been paid shall be:

a. Officers of the Association and Members of the Executive Committee; and

b. One officer per affiliated unit, except that an officer on the Executive Committee shall represent his unit.

Travelling Expenses and Allowances

24. a. Unless otherwise decided at an Annual General Meeting, travelling expenses and allowances are authorized for:

(1) The Executive Committee, Chairmen of standing committees, and delegates, other than those serving officers whose travelling expenses are being paid for out of public funds, to a Annual General Meeting;

(2) The Executive Committee to special Executive Committee meetings;

(3) Officers of the Association or other person(s) nominated by the President to represent the Association at special meetings and events; and

(4) Association delegates to the Conference of Defence Associations Annual Meeting (if expenses are not paid for by the Department of National Defence) at a rate to be determined from time to time by the Officers of the Association.

b. Rates and allowances shall be:

(1) If travelling by air:

(a) return economy airfare from nearest airport;

(b) return first class railway fare to nearest airport; and

(c) necessary taxi fares.

(2) If travelling by rail:

(a) economy return railway fare;

(b) lower berth and/or chair each day; and

(c) necessary taxi fare.

(3) If travelling by POMV the rate will be no higher than the DND lower rate.

Changes in Rules of the Association

25.a. Changes in Rules of the Association will be made only with the approval of the Annual General Meeting.

b. Any proposed changes will be notified to the Secretary 60 days in advance of the Annual General Meeting, and will be forwarded to all voting members not less than 30 days prior to the annual meeting.