Duff of Orena Villa Descendants Association

Constitution

Name

The name of this organization shall be "Duff of Orena Villa Descendant Association"

Aims

  1. To preserve our Scottish heritage in Canada.
  2. To organize the descendants of Willliam and Margaret Duff.

Organization of the Association

The above Association shall consist of an elected body of eight members and one honorary position as follows:

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Rules and Regulations of The Reunion Committee

  1. Elections shall be held every three years at the reunion and when deemed necessary by the Executive Committee.
  2. The office of the President and Vice-President must be filled by a direct descendant.
  3. All offices, with the exception of the office of the President and Vice-President are open to all members over the age of 18 who have been nominated and receive a majority vote at a General Meeting.
  4. There shall be no limit on the length of time an office can be held by one person.
  5. Any Rule and/or Regulation of the Association may be changed by written resolution and a majority vote of the eligible members over the age of eighteen at a general meeting held at the annual reunion.
  6. All members over the age of eighteen are eligible to vote and can serve on committees.
  7. Executive committee meetings should be held three times annually.
  8. The date, time and place of an Executive meeting shall be by mutual agreement of the members of the Executive Committee. In the absence of an agreement by the Executive Committee, the date, time and place of the meeting may be set by the President.
  9. The Executive Committee reserves the right to oust any member of the Executive Committee for dereliction of his/her duties. The Executive Committee may choose a replacement for the member so removed or ask for a volunteer to assume the duties of the position. The person chosen or volunteering may be nominated and voted in at the next following annual reunion.
  10. A majority of the executive must be present at a meeting to pass a resolution.
  11. The annual reunion is to be held on the Civic Holiday long week-end at the beginning of August.
  12. Every descendant and his/her spouse is automatically a member. An adopted child has equal rights with a blood child. An illegitimate child of a descendant has all the rights of a legitimate child. A step-child, foster child, and children of common-law spouses, have the same privileges as members. A widow/widower of a descendant is still a member, even if they remarry. If a couple are separated, the spouse can elect to remain a member, as long as there has been no divorce. Divorced spouses cease to be members.
  13. Common-law spouses have the same rights as a legal spouse as long as the common-law relationship is maintained. Any child recognized by the descendant as part of his/her family shall be considered as such by the Association as long as the common-law relationship is maintained.

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Rules, Regulations and Duties

President

  1. Must be a direct descendant.
  2. Must have served actively on the Executive for at least one term.
  3. Must be elected.
  4. Shall preside at all meetings.
  5. Work with, assist and guide all executive members to ensure the success of all endeavors of the Association.
  6. Shall represent all descendants and members of the Association.
  7. May be one of the co-signers of all cheques issued.
  8. Attend all General Meetings.

Vice-President

  1. Must be a direct descendant.
  2. Be prepared to represent the President in his/her absence in all aspects.
  3. Convene any function as directed by the President.
  4. Head any committee as directed by the President.
  5. Assist executive members where necessary.
  6. Attend all general and executive meetings.
  7. May be one of the co-signers of all cheques issued.

Secretary

  1. Must be a descendant or family member.
  2. Record all minutes of all meetings.
  3. Handle all correspondence of the Association.
  4. Receive monies and issues receipts.
  5. Turn all monies received over to the Treasurer.
  6. Orders all office supplies and materials.
  7. Prepares agenda for all meetings.
  8. Attends all executive and general meetings.
  9. Is authorized to co-sign cheques in an emergency.

Treasurer

  1. Must be a descendant or family member.
  2. Accounts for all monies received.
  3. Must be on of the co-signers on all cheques issued.
  4. Attend all general and executive meetings.
  5. Keep account books up-to-date.
  6. Prepare all financial statements.

Executive Members

  1. May be descendant or family member.
  2. Head up or serve on any committee as designated by the President.
  3. Attend all general and executive meetings.
  4. Approve all expenditures of their committee.

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