3.1 EXECUTIVE COMMITTEE;
a.) NARSA Inc. shall be governed by an Executive Committee elected by Member Clubs every two years, which will take place at an Annual General Meeting.
b.) The Executive Committee shall hold office for two years and to be elected to the Executive Committee one has to be a member in good standing in his/her club for a period of no less that two years. Furthermore, to be elected to the position of President would require the nominated person to have been a member of the NARSA Inc., Executive Committee for a minimum period of two years.
c.) The purpose of the executive meetings shall be to discuss all aspects of the association and submit proposals and recommendations to the membership for their approval.
d.) The executive shall only discuss issues concerning NARSA Inc. when a quorum is in attendance, which is three executive members, one of whom must be the President or the Vice President.
e.) When a quorum does not exist it will be put to the floor for a vote by member clubs whether or not the meeting continues.
f.) Any Executive Member who is absent from Executive meetings without just cause for three consecutive meetings shall be removed from office. This action will not require a “vote of no confidence”. The Executive will have the right to remove this person if the majority of the Executive are convinced this action is justified. A report of these actions shall be sent to the Member Clubs either by mail or posted on the NARSA e-mail list.
g.) A “vote of no confidence ” is required to remove a duly elected member of the Executive.
This requires notification to all Member Clubs (see Section 6) and requires a 75 percent vote of all member clubs to carry. During a two-month period, if merited, the Executive can, with a majority vote of the Executive suspend this Executive member until the outcome of the vote is determined.
h.) It is the responsibility of the Executive to ensure the Secretary provides each Member Club with a copy of this constitution and any further individual copies must be handled through the local clubs. New applicant clubs will receive a copy of this constitution after acceptance into NARSA Inc. by Member Clubs.
i.) Sub-Committees may be formed and disbanded by a majority vote of the Executive committee only.
j.) The NARSA Inc. Executive Committee shall comprise of the following duly elected members:
IMMEDIATE PAST PRESIDENT (non-elected)
k.) At the end of their term, an Executive member shall turn in all files, properties, and any papers belonging to NARSA Inc. to the NARSA Inc. Secretary, and only if that member stands down,resigns or is defeated in an election.
3.2.1 The President’s primary objective is to ensure that all members of the Executive Committee perform in a manner conducive to the well being of NARSA Inc.
3.2.2 The President shall be the spokesperson for NARSA Inc. in all matters unless, through discussion and voting within the Executive, someone else has been appointed to act on his/her behalf. In this event, the NARSA Inc. Secretary shall advise the membership accordingly.
3.2.3 The President shall preside over all NARSA Inc. meetings unless he/she is unable to attend. In this event the Vice President shall assume this responsibility. If neither the President nor Vice President can attend a meeting, such meeting should be rescheduled. Meetings will be conducted under “Robert’s Rules of Order and Parliamentary Procedures “. There shall be a copy of “Robert’s Rules of Order and Parliamentary Procedures” at all meetings and any procedure questioned by a voting delegate be ruled upon in accordance with Robert’s Rules of Order and Parliamentary Procedures. The books shall be owned by NARSA Inc. The President may appoint a Parliamentarian to adjudicate at any General Meeting
3.2.4 The President, Secretary and Treasurer shall all have signing privileges pertaining to NARSA Inc. financial matters. Each transaction shall require two signatures, one of which must be the Treasurer.
3.2.5 The President shall be accountable to all Member Clubs.
3.2.6 The President cannot make appointments to committee or confer member status to non-member clubs or individuals without official executive approval. The President is an ex-officio member of all appointed committees (except a nomination committee).
3.2.7 The President has the authority to call all Executive meetings and emergency meetings of all Member Clubs.
3.2.8 The President shall hold office for a period of two years and cannot run for consecutive terms, but is eligible to run at a later date.
3.2.9 The President shall not become eligible to re-run for the Presidency until two years after completion of his/her previous term of office. However, should the post remain open at the end of the Presidents term, the outgoing President would have the opportunity to be nominated for a consecutive term.
3.3 VICE PRESIDENT.
3.3 The Vice President shall assume all the responsibilities of the President in the event that the President is unavailable or unable to perform those duties.
3.4.1 The Treasurer is responsible for all financial transactions and for establishing and maintaining all bank accounts on behalf of NARSA Inc.
3.4.2 The Treasurer shall always be one of the signatures on all financial transactions pertaining to NARSA Inc. provided he/she is available.
3.4.3 The Treasurer shall report at each meeting on all income and expenditure for the prior months and give a balance of the books.
3.4.4 The Treasurer shall submit a detailed and audited financial report at the A.G.M. The report shall be handed out to Member Clubs.
3.4.5 The Treasurer shall make bank account books, balance books, and receipts available to the duly elected auditors for the purpose of an annual audit. These records shall be turned over to the auditors in sufficient time for the audit to be completed by the A.G.M., for presentation to the Member Clubs at the meeting. Any Member Club unable to attend the A. G. M. may request a financial statement from the Treasurer of NARSA Inc. prior to the A.G.M.
3.4.6 Two auditors will be appointed by the Member Clubs at the A.G.M. for the following year to inspect the books.
3.5.1 The Secretary shall be responsible for all internal and external correspondence.
3.5.2 The Secretary shall be responsible for keeping complete and accurate minutes of all executive and general meetings. These minutes shall be read out in full at the general meetings and must be proposed and seconded as true and accurate minutes.
3.5.3 A copy of the Agenda shall be shown on the NARSA Inc. e-mail list and web page whenever possible two weeks prior to the upcoming general meetings.
3.5.4 The general meeting minutes shall be posted on the NARSA Inc. private e-mail list. All meetings recorded shall be put on the NARSA Inc. private e-mail list and for those Member Clubs who do not have web access, shall receive a printed copy of all meetings recorded from the Secretary, upon request.
3.5.5 The Secretary shall report on all correspondence at all convened meetings. A designate from the Executive will undertake this task should the Secretary be absent from the said meeting.
3.6 ASSISTANT SECRETARY.
3.6.1 The Assistant Secretary shall assist the Secretary in all duties as described in section 3.5.
3.6.2 The Assistant Secretary will assist the Secretary in keeping the Secretary informed of any changes within a club such as Executive Members or changes of address of contacts within a club, such as the Club Secretary, for mailing or e-mailing purposes;
3.6.3 The Assistant Secretary shall keep an accurate accessible list of personal contacts for every Member Club within NARSA and to use the contact(s) to pass along the information to membership of a club.
3.7 REGIONAL DIRECTORS.
3.7 There shall be two Directors, one responsible for Canada and the second representing United States. The Directors must be from a Member Club in their country and be elected by the clubs in their country.
3.7.1 The two Regional Directors shall be voting members of the Executive Committee and participate in all NARSA Inc. business.
3.7.2 The Regional Directors shall disseminate information from the NARSA Executive Board to all Member Clubs in their respective Region and vice versa, on all matters relevant to NARSA, in a timely and quick fashion.
3.7.3 The Regional Directors shall represent Member Clubs unable to attend NARSA meetings and to have proxy-voting capability at any and all meetings if requested by any or all Member Clubs of the Region represented by the Director.
3.7.4 The Regional Directors shall notify the Secretary and/or the Executive of the voting member of each club within their Region if a Member Club is represented on the “Chat Line” at any NARSA Meeting.
3.7.5 The Regional Directors will assist the Assistant Secretary in their duties as listed in 3.6.3.