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Article 1 |
Name Of The Organization
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Section 1.01
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This organization shall be known as the Vancouver Island Fire-Fighters
"Association" hereinafter referred to as the "Association or V.I.F.F.A. |
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Article 2 |
Purpose
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The purpose of this Association shall be;
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Section 2.01
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For the stimulation and encouragement of an active interest in
all matters Concerning Education, Health, and Welfare of the Vancouver
Island Fire Fighters. |
Section 2.02
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Where the masculine gender has been used in this constitution the
Feminine gender can be interchanged equally |
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Article 3 |
Officers.
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Section 3.01
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The Officers of this Association shall consist of a President.
Vice President, a Secretary, a Treasurer, and three Directors. These
Officers shall form the Executive Board.
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Section 3.02 |
President and Vice President will be elected to serve a three-year
term.
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Section 3.03 |
Secretary and Treasurer will be elected to serve a three-year term.
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Section 3.04
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The three Directors will be elected to serve a two-year term, with
no yearly automatic progression to a higher position within the Executive.
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Section 3.05
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Immediate Past President shall be an ex - officio officer for the
following year. |
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Article 4
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Board Of Auditors
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Section 4.01
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There shall be a Board Of Auditors consisting of the Vice President,
one Director, and two members of the Association appointed by the President
before the annual Spring meeting.
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Article 5.
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Duties Of The Officers
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Section 5.01
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President
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The President shall preside at all general meetings of this Association,
of this Association, and exercise supervision of it's affairs
generally. He
shall decide all questions of law and order subject to the appeal
to the Association by any two members. He shall not be able to vote except
as follows:
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1) at the election of Officers
2) in the event of a tie vote on any resolution before the chair.
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He shall be a member of all committees of this Association. He
shall be the first delegate to any and all conventions or deputation's
where this Association is represented. He shall require all officers to
make their reports to this Association in conformity with it's laws and
regulations. He shall sign orders on the Treasury, cheques and all other
documents that require proper authentication. He shall see that the officers
of this Association perform such duties as are required of them by the
Constitution and by-laws of this Association.
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Section 5.02
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Vice President
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In the absence or inability of the President, he shall perform
all the duties of the office, and when president is presiding, shall
assist the officer in every way possible. Should a vacancy occur in the
office of President, he shall, at once, assume all duties and responsibilities
of the office.
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Section 5.03
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Executive Members' Primary Area Of Responsibility |
Section 5.03.1
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Preamble: This section provides: |
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1) Specific responsibilities that each Executive officer
can contribute to the Association.
2) Training and experience prior to becoming President who
is ultimately responsible for the successful operation of the Association.
3) Sharing of the work load amongst the Directors that should
result
in a closer knit executive and dynamic Association. |
Section 5.03.2
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Vice President - Shall be responsible for:
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1. Co-ordination of the Spring Meeting with host Department.
2. Co-ordination of Annual Field Days with host Department. |
Section 5.03.3
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First Director - Shall be responsible for
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1. Education and Training Programs which would be of interest to
Member Departments.
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Section 5.03.4
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Second Director - Shall be responsible for
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1. Newsletter.
2. Secretary's assistant.
3. Changes or revisions to the Constitution. |
Section 5.03.5
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Third Director - Shall be responsible for;
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1. Co-ordination of the Fall Meeting with host Department.
2. Assist First Director with co-ordination of the Field Days. |
Section 5.03.6
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Secretary
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1. Provide adequate and permanent records of V.I.F.F.A. affairs. |
Section 5.03.7
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Treasurer
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1. Provide adequate and permanent record and safekeeping of V.I.F.F.A.
funds. |
Section 5.03.8
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Immediate Past President
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1. Assist First Director with Education and Training Programs.
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Section 5.04.1
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Secretary
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The Secretary shall keep a true and complete record of all proceedings;
receive communications, conduct the correspondence, notify all applicants.
for membership of their acceptance or rejection. He shall keep a true
and complete record of the membership of the Association, including Honorary
Members. He shall notify all officers and committee members of their election
or appointment. He shall act as Secretary of and keep a true record of
the proceedings of the Executive Committee in session. He shall attend all
meetings of the Executive Committee and perform such other duties as may
be required of him.
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Section 5.04.2
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The record keeping shall be essentially in accordance with Schedule
"A" which includes guidelines for record keeping of Field Days.
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Section 5.04.3
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Schedule "A" can be modified by majority vote of the Executive
and such modification to be endorsed at the next general meeting under
section 11.05 Reports |
Section 5.04.4
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No officer of the Association shall incur any expense in the name
of the Association without the authority of the President or members,
except the Secretary, for the necessary expenses of his office.
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Section 5.04.5
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A yearly honorarium shall be paid to the Secretary in an amount
determined by the membership |
Section 5.05
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Treasurer;
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Section 50.5.1
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He shall collect all monies due to the Association from all sources
and shall have the custody of the funds of the Association and all sources
in in his possession belonging to the Association shall be deposited in
a Chartered Bank, Credit Union, or Trust Company, the deposit being in
the name of the Association. He shall keep a true record of all monies
received and disbursed, pay no money except on proper warrant drawn on him,
and payments of accounts shall be by Association cheques, duly signed by
the president and himself.
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Section 5.05.2
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He will present a complete financial statement at the Annual meeting
and any other time as ordered by the Executive Board. |
Section 5.05.3
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He shall report to the Executive Committee the names of the members
who are in arrears in dues or otherwise financially indebted to the Association
and make all reports as are required of him.
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Section 5.05.4
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The record keeping shall essentially in accordance with Schedule
"B" guidelines.
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Section 5.05.5
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Schedule "B" can be modified by majority vote of the Executive
with such modification to be endorsed at the next General Meeting under
section 11.05 Reports.
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Section 5.05.6
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A yearly honorarium shall be paid to the Treasurer in an amount
to be determined by the Membership
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Section 5.06.
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All officers shall be elected from active membership only. If a
member of the executive fails to remain an active member of a fire department
in good standing, he will be required to resign.
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Section 5.07.
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The Executive Board shall conduct the affairs of the Association
during the time intervening between the annual Spring Meetings and shall
be responsible for the transaction of all business. They shall make
all arrangements for the annual Spring Meeting, the Field Day and the
Fall Meeting.
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Article 6
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Meetings And Field Days.
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Section 6.01
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The three official meetings shall be
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1) Spring Meeting (first Sunday in April)
2) Field Day / Evolutions (end of July)
3) Fall Meeting (first Sunday in November) |
Section 6.02
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An annual meeting, to be known as the Spring Meeting, shall be
held on the first Sunday in April, the purpose of the meeting to be the
receiving of reports, completion of unfinished business, receiving of
new business, accepting invitations to host the Field Day / Evolutions
for the following year and the Fall Meetings, election of officers, and
when possible, the presentation of a technical subject.
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Section 6.03
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An annual Field Day / Evolutions shall be held around the end of
July for the purpose of holding approved competitions and awarding trophies.
Regulations for the Field Day shall be in accordance with "Standard Requirements
for hosting a Field Day / Evolutions" and "Details, Rules, Penalties Covering
Evolutions" as stated in the By-Laws.
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Section 6.04
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The annual meeting, to be known as the Fall Meeting, shall be held
on the first Sunday in November before the purpose of conducting business
of the Association, accepting of the Field Day bids of the following year,
technical discussions, exhibits, or demonstrations.
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Section 6.05
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Departments wishing to host a Spring Meeting, Field Day / Evolutions
or Fall Meeting shall submit a written invitation. Such letter of invitation
shall indicate the ability and willingness to abide by the "Standard
Requirements" as prescribed by the By-Laws of the Association.
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Section 6.06
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Quorum:
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Section 6.06.1
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A quorum for Spring and Fall Meetings shall be five Departments.
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Section 6.06.2
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A quorum for Executive Meetings shall be four officers
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Article 7
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Voting Procedures
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Section 7.01
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Each member Department is limited to six ballots for voting of
the Executive. |
Section 7.02
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Only one person from a member fire department can be represented
on the Executive at one time, (excluding the Secretary or Treasurer positions.)
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Article 8
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Membership
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Section 8.01
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Members of the Association shall consist of
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1) Active
2) Associate
3) Active Life
4) Honorary Life |
Section 8.01.1
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Active Membership
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Available to all members of any Vancouver Island Volunteer Fire
department paying dues or fees as determined from time to time by the
membership at an annual Spring or Fall Meeting. Current fees are $25.00
per Department plus two Dollars ($2.00) per member on the basis of
their membership roll at the time of receiving their assessment notice).
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Section 8.01.2 |
Individual Members may become members upon payment of two dollars
($2.00), but only those departments having paid dues for the entire
membership shall be eligible to participate in any of the Field Day
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Section 8.01.3
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Evolutions
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Annual fees shall be due and payable January 1 of each year and
those memberships not paid by the Annual Spring Meeting (first Sunday
in April ) shall not be entitled to a vote or to participate in any V.I.F.F.A.functions. |
Section 8.02
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Associate Member
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Municipal officials, Industrial executives, Fire Equipment representatives
and other persons whose business brings them in personal contact with
the fire service shall be eligible for Associate Membership upon
payment of Fifteen Dollars ($15.00) annual dues.
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Section 8.03
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Active Life Member.
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Such membership may be conferred on Active Members upon retirement
from their department, provided that they have been members of their
department for ten (10) years immediately preceding their retirement.
Active Life Members carries with it all the privileges of Active Membership
without payment of dues.
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Section 8.04
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Honorary Life Membership.
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Such membership may be conferred upon a person who rendered conspicuous
service to this Association provided that such member- ship shall be recommended
by the Executive and receive a majority vote of the Association. Honorary
Life Membership carries with it all the privileges of Active Membership
without payment of dues.
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Section 8.04.1
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Criteria (approved April, 1987)
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1) At least ten (10) years membership.
2) Attendance at majority of V.I.F.F.A. meetings
3) Served in an active manner in the affairs of the Association.
4) Served on the Executive. (approved Feb. 1997)
5) Served on a department which hosted a Field Day / Evolutions.
6) Contributed to the good and welfare Of the Association in some
material way. |
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Section 8.04.2 |
Criteria for Honorary Life Membership shall include any three of
Section 8.04.1 |
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Article 9
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Rules Of Order
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Section 9.01
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The Chairman or presiding Officer shall have the right to call
a recess of not more than 15 minutes when, in his judgment, such is needed.
Only one such recess may be called during a meeting.
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Section 9.02
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Every member, when he speaks or offers a motion, shall rise in
his place, clearly state his name, name of department, and respectfully
address the presiding officer, clearly state his subject, and when finished
speaking, shall at once resume his seat. When speaking he shall confine
himself to the question at hand, avoid all personal or indecorous language
and, if making a motion, shall put it in writing if so required.
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Section 9.03
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When two or more members shall rise to speak at the same time the
presiding officer shall decide who is entitled to the floor. |
Section 9.04
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A member may speak once to a motion after which all other members
who wish to do so shall speak to the motion before a member may speak
to it a second time.
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Section 9.05
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A member called upon to order shall immediately cease speaking
and resume his seat until the point of order in question has been
decided,when he should be entitled to the floor.
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Section 9.06
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Subject to the limits of the specific motions in subsections of
section 9 a motion shall always be in order except when a member is in
possession of the floor or when a vote is being decided or being taken.
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Section 9.07
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A motion to adjourn at once is not debatable, but a motion to adjourn
at a given time is subject to debate.
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Section 9.08
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The motion "to reconsider and have entered on the minutes" shall
notbe in order during any meeting of V.I.F.F.A.
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Section 9.09
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The motion to reconsider is a main motion and without priority
and must be made only when no other motion is before the meeting.
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Section 9.10
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The reading of the minutes may be dispensed, and the minutes approved
when a motion to this effect is carried by two-thirds majority.
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Section 9.11
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Election to special committees shall be by plurality vote. (A plurality
is the excess in favour of the candidate having the highest number of
votes and the number obtained by the candidate having the next highest
number. A majority is over one half of the total number of votes cast.
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Section 9.12
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A Chairman of Standing Committees shall report on the activities
of their committees at each regular meeting.
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Section 9.13
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A standing rule may be suspended by two-thirds vote at any regular
meeting.
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Section 9.14 |
This Association shall be governed in all other cases by "Roberts
Rules Of Order" Revised in which they are not inconsistent with the Constitution,
Bylaws, or rules of the Association.
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Article 10
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Constitution Amendment.
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Section 10.01
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Any proposed amendment to the Constitution must be submitted writing
to the Secretary at least sixty days prior to the Annual Spring
Meeting and such proposed amendment shall be published in the "Notice
Of Meeting "which shall be mailed to all member departments at least
thirty days prior to the Annual Spring Meeting.
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Section 10.02
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The Constitution of this Association can only be amended at the
annual Spring Meeting.
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Section 10.03
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The Bylaws can be amended at either the Spring or Fall Meetings.
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Section 10.04
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Constitutional and Bylaw amendments require a two-thirds majority
votevote to pass.
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Section 10.05
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Notwithstanding the Seconds Directors responsibility for changes
or revisions to the Constitution (Section 5.03 4-3) the president shall
ensure that the Executive conduct a review and update of the Constitution
and Bylaws of V.I.F.F.A. every five years or deemed necessary.
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Article 11
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Order Of Business.
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Section 11.01.01
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Call to order. |
Section 11.01.02
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Guest speaker or demonstrations (if on agenda).
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Section 11.02
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Reading and approving of the minutes.
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Section 11.03
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Business arising from minutes.
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Section 11.04
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Treasurer's Report.
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Section 11.05
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Reports from Directors and Standing Committees.
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Section 11.06
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Correspondence, (Letters received and filed or transferred to New
Business.)
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Section 11.07
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Reports from special Committees i.e. Field Day / Evolutions, Constitution,
etc.
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Section 11.08
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Unfinished Business.
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Section 11.09
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New Business.
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Section 11.10
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Good Of The Association.
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Section 11.11
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Election Of Officers.
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Section 11.12
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Adjournment.
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