MILITARY COLLECTORS' CLUB OF CANADA CONSTITUTION & BYLAWS
Approved - AGM, Halifax NS, 16 July 1971
Amended - Executive Decision, 1 January 1973
Amended - AGM, Edmonton AB, 10 August 1973
Amended - AGM, Winnipeg MB, 13 August 1976
Amended - AGM, Toronto ON, 11 August 1978
Amended - Executive Decision, 1983
Amended - AGM, Calgary AB, 1 August 1987
Amended - AGM, Calgary AB, 3 August 1992
Unpromulgated Amendment [ruling], 1995
A Complete review & revision agreed by Executive, 3 August 1997
Amended - AGM, Edmonton AB, 1 July 1998
Amended - Executive Decision, 10 August 2001
Approved - AGM, Calgary AB, 10 April 2009
Amended - AGM, Calgary AB, 3 April 2015
Amended - AGM, Calgary AB, 25 March, 2016
1. Article 1 - Name
1.1 The name of the organization shall be the "Military Collectors' Club of Canada", hereinafter referred to as the "Club".
1.2 "Club" shall refer to the Military Collectors' Club of Canada.
1.3 "Executive" shall refer to the Executive Board of the Military Collectors' Club of Canada.
1.4 "Executive Committee" shall refer to the whole of the Executive and Executive Board of the Military Collectors' Club of Canada.
1.5 "AGM" shall refer to the Annual General Meeting held during a convention of the Club.
2. Article 2 - Objects
2.1 To enable Collectors and Students of Militaria to utilize the common ground and services of the Club to meet other collectors and students with similar interests for the purpose of exchanging and acquiring items or knowledge of militaria.
3. Article 3 - Membership
3.1 There shall be two (2) classes of membership in the Club which are defined as follows:
A person shall become a regular member of the Club on submission of an approved application and payment of dues.
A person may be elected to a Life Membership at an Annual General Meeting (AGM) of the Club. A Life Member shall not be required to pay dues, but shall have all other benefits and privileges of a regular membership.
3.2 A member may be disqualified from membership for conduct detrimental to the Club By-Laws
3.3 Where a confrontation arises between Members or a disagreement between the President and a Member exists, care should be taken in resolving these situations. Both parties should discuss the problem thoroughly to ensure the facts are known to all concerned.
4. Article 4 - Officers and Appointed Positions
4.1 Between Annual General Meetings (AGM) of the Club, the Executive Board shall be empowered to conduct the affairs of the Club.
4.2 The Executive shall consist of:
4.2.2 Immediate Past President
4.2.3 Vice President
4.2.5 Treasurer, notwithstanding that the membership may, at the AGM or the Executive Meeting, at their discretion, combine the office of Secretary and Treasurer.
4.2.7 The offices of the President and Vice President of the Club shall always be filled by a Canadian citizen living in Canada.
4.3 Members of the Executive:
4.3.1 shall be elected every two (2) years;
4.3.2 shall serve for one (1) term, with such term being a minimum of two (2) years;
4.3.3 may serve up to a maximum of two (2) terms in a row, with the exception of the position of Secretary/Treasurer with no maximum of terms in a row.
4.4 Executive Committee Positions elected or appointed annually:
4.4.1 Editor and Journal Production.
4.4.2 Swap and Shop Editor, could be part of the duties of Editor
4.4.3 Commercial Ads
4.4.4 Kit Shop - Club medals and badges
4.4.6 Any other number of Club Members may be appointed by the President that may be required to fill committee positions.
4.4.7 Special Note - The Executive Committee Position of Editor and Journal Production of the Club shall always be filled by a Canadian citizen living in Canada.
4.5 Executive Committee as in Article 4.2, may hold their positions for as long as may be wanted by them or be replaced at the discretion of the Executive for a just cause.
4.6 Any Club members in good standing at an AGM may allow their name to stand for any Executive or Executive Committee Office or Position.
4.7 All candidates must be Members in Good Standing within the Club.
4.8 Club members not holding office require nomination. Nominators shall obtain prior approval candidates and may only nominate one (1) candidate per position available.
4.9 Executive Officers who choose to continue in office and are eligible for re-election must declare their candidacy and stand for election.
4.10 If, for any reason, the office of President is vacated before his term is completed, this office will be filled by the Vice President and held by him till the next Election shall take place for the office of President.
4.11 If, for any reason, a member of the executive vacates his office before the expiry of his term, the remaining Executive may, at its discretion, appoint a replacement who shall remain in office until the next AGM of the Club.
5. Article 5 - Duties of the Executive of the MCC of C
5.1 Duties of the President
5.1.1 The President is the Chief Executive Officer of the Club and when present, will preside at all Executive and General Meetings;
5.1.2 As presiding officer, the President sets an example of fairness, courtesy and obedience to the rules of the MCC of C;
5.1.3 The President calls all the meetings to order promptly at the proper times, announces the business, states and puts all questions brought up before the meeting.
a) He informs the members on points of order, preserves order and controls debate.
b) The President should be familiar with "Roberts Rules of Order" and the Club by- laws;
5.1.4 The President is an Ex-officio member of all committees;
5.1.5 The President, as Chief Executive Officer, may call the Club Executive to Special Executive Meetings when it becomes apparent that such actions are necessary for the proper functioning of the Club.
5.1.6 The President has the final word on all decisions of Club matters during debate.
5.2 Duties of the Past President
5.2.1 The President of the Club becomes the immediate Past President upon election of a successor.
5.2.2 The immediate Past President is by virtue of the Office, a member of the Executive, and has the same powers as the other members of the Executive.
5.2.3 The Past President chairs the nominating committee.
5.2.4 The Past President shall carry out any other duties asked of him by the President.
5.3 Duties of the Vice President
5.3.1 In the absence of the President, all rights and powers vested in the President shall, for the time being, be committed to the Vice President.
5.3.2 The Vice President will succeed the President automatically should the President, for any reason, not be able to complete his term in office.
5.3.3 The Past President shall carry out any other duties asked of him by the President.
5.4 Duties of the Secretary/Treasurer
5.4.1 The Office of the Secretary/Treasurer is a very important one. The Secretary is the key person to the Club and the right hand person to the President. The Secretary's duties are:
a) Carries out the duties of the office in accordance with the wishes of the Executive.
b) Keeps a complete and accurate record of all business transacted by the Club.
c) Receives and replies to all correspondence.
d) Keeps an up-dated membership list of Club members.
e) At all AGMs and meetings, reads the previous minutes and any correspondence, replies to points of information, takes the minutes of the meeting and a complete and accurate record of the business transacted must be made.
f) Keeps the Club bylaws up to date and prepares any revisions required for reading at the AGM for approval by a motion and publication in the Journal.
g) Assists in the preparation of a budget and acts in an advisory capacity to the Executive on all financial matters.
h) Collects dues from the membership.
i) Disburses monies under the authority of the Executive Committee and within the prescribed authority for such expenditures.
j) Keeps a true and accurate account of all monies received and paid out and a record of all financial transactions of any kind and pays all bills promptly, files income tax forms, permits and any other reports for submission.
k) Deposits all funds in the name of the Club (MCC of C) in a bank or other depository agreed upon by the Executive and the appointed auditors.
l) Cheques issued by the Club:
i. should be pre-numbered,
ii. must bear the signature of two persons who have been specifically authorized to sign by the Executive Committee, and
iii. must not be signed blank
m) The Treasurer should make a financial Report semi-annually or annually, as directed by the President or the Executive.
5.5 Honorariums and fees for Service
5.5.1 All positions of the Executive and Executive Committee are voluntary and as such, no Executive or Executive Committee Members are subject to any fee for service or Honorarium in the MCC of C.
5.5.2 Any member may be reimbursed for any expenses incurred while holding office or serving on Committees, by submitting any and all receipts to the Secretary/treasurer for payment, subject to the approval of the President and the Executive.
6. Article 6 - Meetings
6.1 An AGM will be held each year in conjunction with the Annual Convention where amongst other business, Executive reports will be presented and there shall be presented a current financial statement by the Treasurer.
6.2 Pre and Post AGM Meetings may be called at the discretion of the President for any last minute business that needs to be discussed before or after the AGM.
6.3 A quorum for all AGMs shall be twelve (12) regular Members in good standing, including the Executive Members present.
6.4 A quorum for all executive meetings shall be a minimum of four (4) Executive Members.
6.5 E-mailing of Club business before AGMs amongst the Executive can be used to bring up and clear Club issues before presentation to members at the AGM.
7. Article 7 - Committees
7.1 The Executive may activate, and specify the terms of reference for, any Standing or Special Committee necessary for the efficient operation of the club.
8 Article 8 - Club Honours and Awards (amended AGM Richmond BC 2008)
8.1 Honorary Life Member
8.1.1 The honour shall bear the name "Honourary Life Member".
8.1.2 Candidates for the title of Honourary Life Member must have been members of the Club for a minimum of twenty (20) years and must have previously been awarded the Gold Badge for Distinguished Service.
8.1.3 Life Membership is an elected position. Eligible members are vetted, and final candidate(s) selected by vote of the Executive Board. Candidates are then elected by vote on a Special Resolution submitted to the Membership. Election requires a minimum of 75% (3/4) of the members voting, to have voted in favour of the Special Resolution.
8.1.4 Members who are created Honourary Life Members will be exempt from the payment of annual dues and may use the title "Honourary Life Member" on any appropriate occasion.
8.1.5 The members named as Honourary Life Members, together with their citation, will be published in the Club Journal following their appointment.
8.1.6 The Honours Committee and the Club Secretary shall maintain records of all Honourary Life Members created.
8.2 The Gold Badge for Distinguished Service of the Military Collectors' Club of Canada
8.2.1 The award shall bear the name "The Gold Badge for Distinguished Service of the Military Collectors' Club of Canada".
8.2.2 Candidates for the award of the Gold Distinguished Service Badge must have been members of the Club for at least fifteen (15) years and have a record of distinguished service to the Club during their membership.
8.2.3 Any member may nominate a fellow member for the award. Such nominations, which must be endorsed by two (2) other members of the Club and must be accompanied by a citation outlining the service of the nominee, shall be sent to theChairman of the Club Honors Committee.
8.2.4 The Honors Committee will consider and approve or reject nominations annually, prior to March 1, for such nominations submitted each year. Rejected nominations may be re-submitted in ensuing years. The Honors Committee will not give reasons for the rejection of nominations, nor will any correspondence is entered into on the subject of the reasons for the rejection.
8.2.5 Notwithstanding the foregoing regulations, a retiring President, after completing at least one full term in office, shall be awarded The Gold Badge for Distinguished Service.
8.2.6 Members who are awarded The Gold Badge for Distinguished Service may also wear a gold star on the ribbon of the Military Collectors' Club of Canada Long Service (15 years) Medal, or in the case of a retiring President who does not have the Long Service Medal, on the ribbon of the Club Membership Medal.
8.2.7 A list of each year's awardees together with the citation will be published annually in the Club Journal.
8.2.8 The Honors Committee and the Club Secretary shall maintain records of all the Gold Badges for Distinguished Service awarded.
8.3 The Silver Badge for Distinguished Service of the Military Collectors' Club of Canada
8.3.1 The award shall be called the "Silver Badge for Distinguished Service of the Military Collectors' Club of Canada".
8.3.2 The badge may be awarded to non-members of the Club or to distinguished visiting or visited members of sister societies as a token of the Club's esteem and in recognition of the recipient's efforts in the promotion of the hobby in his own country or area.
8.3.3 Awards of the badge, which may take place at any appropriate time or place, shall be approved by the Honors Committee in advance.
8.3.4 Recipients who are also members of the Military Collectors' Club of Canada and have been awarded the M.C.C. of C. Long Service (15 Years) Medal may also wear a silver star on the ribbon of the Long Service Medal.
8.3.5 A list of each year's awardees together with the citation will be published annually in the Club Journal.
8.3.6 The Honors Committee and the Club Secretary shall maintain records of all the Silver Badges for Distinguished Service awarded.
8.4 Merit Awards, Merit Medal and Merit Bars AGM (amended 2009)
8.4.1 The award shall bear the name "Merit Medal of the Military Collectors' Club of Canada".
8.4.2 Any member of the Club may be a Candidate for the Merit Medal.
8.4.3 Any member may nominate a fellow member for the award. Such nominations, shall be sent to the Chairman of the Club Honours Committee with a citation for the award.
8.4.4 The Honors Committee will consider and approve or reject nominations annually. Rejected nominations may be re-submitted in ensuing years.
8.4.5 Notwithstanding and in addition to the foregoing regulations the Merit Medal shall be awarded to members as follows:
a) To the Chairman of an Annual Convention.
b) To the author of the best article published in the Journal in any one calendar year, the authors, in order of merit for the best three (3) articles, to be recommended to the Honors Committee, by the Editor, following the last Journal published in any year, for final selection.
8.4.6 The first award of the Merit Medal will consist of the Club's Merit Medal.
8.4.7 Subsequent Merit awards will consist of the Club's Merit Bar only.
8.4.8 A list of each year's awardees will be published each year in the Club Journal and wherever possible, Merit awards will be presented at the Annual Convention.
8.4.9 The Honors Committee and the Club Secretary shall maintain records of all Merit Medals and Merit Bars awarded.
8.5 Fifteen Year Long Service Medal and Ten Year Bar to the Year Long Service Medal
8.5.1 The Fifteen (15) Year Long Service Medal and additional Ten (10) Year Bars to the Long Service Medal are free to the membership upon application to the Secretary/Treasurer.
8.6 All National Club Award Badges, Medals, Bars and additional Bars are free to the membership upon application to the Secretary/Treasurer.
9 Article 9 - Annual Convention (amended AGM Calgary 2015)
9.1 The Annual Convention of the MCCC will be held within Canada at a venue to be approved at a preceding AGM by a simple majority vote of the members present.
9.2 Any member, group of members or Chapter of the Club may propose at an AGM to host, plan and conduct a Convention.
9.3 If, for any reason, no Chapter or persons are willing to present a request to hold a Convention at the AGM, any Chapter, group or person may apply to hold a Convention after the AGM, but must do so prior to eight (8) months of the Convention date. Such application must be sent to the Secretary/Treasurer for approval by the President and Executive.
9.4 Such application must show the following:
9.4.1 The Location of the Convention.
9.4.2 The Date and Time of the Convention.
9.4.3 Proof of adequate funding for the Convention.
9.4.4 The names of at least three (3) persons, who would be responsible for the Convention, one (1) of which must be the Convention Chairmen.
9.5 If the Convention is hosted by a Chapter, the Chapter may apply to the National Executive for financial assistance of up to One Thousand Dollars ($1,000.00) non-repayable, to help in paying any advance fee for hotels etc., with application subject to the approval of the Executive.
9.6 In the event that a Convention is hosted by a Chapter and the Chapter realizes a loss monetarily, the said Chapter may apply to the National Executive for financial assistance up to and including Two Thousand Dollars ($2,000.00) non-repayable.
9.7 In any and all cases a complete financial statement of the Conventions finances must be received by the Secretary/Treasurer no later than or within thirty (30) days of the Convention.
9.8 If the Convention is hosted by an individual or individuals, said individuals must apply to the National Executive for approval to proceed with the planning of such Convention, the information in paragraph three (3) above, will apply in such request to host a Convention.
9.9 In the event that said individual or individuals are granted permission to plan and carry out a Convention, paragraphs one (1) through nine (9) will apply.
9.10 No individual who is not a member of the MCC of C shall be granted permission to host and conduct a Convention.
9.11 All Conventions hosted and granted permission to take place, must be solely advertised as being a Military Collector's Club of Canada Convention and Show. No other organization, club or society shall be granted permission to host and conduct an MCC of C Convention and Show.
9.12 In all cases, in any preparations for an MCC of C Convention, the MCC of C Convention Guide (draft revised July 1997) will be used as a guide to the successful preparation and completion of an MCC of C Convention.
9.13 The MCC of C Convention Guide (draft revised July 1997) is available from the National Secretary/Treasurer.
9.15 Paragraphs one (1) through fifteen (15) shall not be deviated from, no exceptions.
10 Article 10 - Methods of Amending By-laws
10.1 Amendments, additions to, deletions from or cancellation of these Bylaws can only be made by a Special Resolution of the Members. Amendment requires a minimum of 75% (3/4) of the members voting, to have voted in favour of the Special Resolution.
11 Article 11 - Parliamentary Authority
11.1 The rules contained in Robert's Rules of Order, revised, shall govern meetings of the Club in all cases to which they are applicable, and in which they are not inconsistent with the Bylaws or special rules of the Club.