ARTICLE I: MEMBERSHIP
(A) To be eligible for membership in the Archdiocese of Grouard-McLennan Cursillo Secretariat a person must have experienced a Cursillo weekend and reside in the Archdiocese.
(B) Any member wishing to withdraw from membership may do so upon a notice in writing to the Board of Directors through its secretary.
ARTICLE II: MEETINGS
(A) The Annual General Meeting of the Secretariat shall be held once in each calendar year, at a time and place to be selected, on or before June 30.
(B) Seven days written notice of the Annual General Meeting shall be given, by mail or e-mail to all members appearing on the register of the Secretariat.
(C) Special General Meetings may be called at any time, by the Board of Directors.
(D) Quorum for the Annual General Meeting or any special meeting of the Secretariat shall be ten (10) members.
(E) Members present shall elect a chairperson to conduct the Annual General Meeting.
(F) Any registered member has the right to vote at any meeting of the Secretariat. Such votes must be made in person and not by proxy or otherwise.
ARTICLE III: BOARD OF DIRECTORS
(A) The affairs of the Secretariat shall be managed by a Board of 9 (nine) Directors.
(B) All members of the Secretariat who have worked at least 2 (two) cursillo weekends are eligible for election to the Board of Directors.
(C) At the first meeting of the Board each new year, the Directors shall appoint a Chair, Vice Chair, Secretary, and Treasurer, and such other officers as the Board of Directors may determine from time to time.
(D) The location and time of the Board meetings shall be decided at the first Board meeting.
(E) Special meetings of the Board may be convened by the Chair. Notice of such meetings shall be 2 (two) days before the meeting is to take place.
(F) Special meetings of the Board may be convened by the Chair. Notice of such meetings shall be 2 (two) days before the meeting is to take place.
(G) Directors and other officers of the Secretariat shall serve without remuneration except for reimbursement of out of pocket expenses incurred in carrying out their duties for the Secretariat.
(H) The term of office on the Board shall be two (2) years.
(I) Except in the case of fulfilling another Directors term or less than 2 (two) years, Directors may serve for two consecutive terms, then must give up their position for a period of at least one year.
(J) If a director is absent for two consecutive meetings, the director may be asked to resign his/her position.
ARTICLE IV: ELECTION OF THE BOARD OF DIRECTORS
(A) Elections to fill positions, on the Board of Directors shall be held at the Annual General Meeting of the Secretariat.
(B) The election of members to the Board of Directors, shall be by secret ballot unless the members present choose to vote by a show of hands.
(C) In the interest of electing one half of the positions on the Board, there will be five (5) Directors elected every odd year and four (4) Directors elected every even year.
(D) Vacancies on the Board of Directors may, at the discretion of the Board of Directors, be filled by appointment. Such appointment will only be valid until the next Annual General Meeting. The vacant position will then be filled as per Article IV (A).
(E) Any member of the Secretariat may attend a meeting of the Board of Directors but may not vote.
(F) Spiritual Directors shall be appointed by the Archbishop for a term not to exceed 4 (four) years.
The Spiritual Director shall be responsible for working with the Archbishop to appoint a successor prior to the end of his/her term.
ARTICLE V: DUTIES OF OFFICERS OF THE BOARD OF DIRECTORS
(A) CHAIR: The Chair shall preside at all meetings of the Board of Directors. The Chair shall also be charged with the general management and supervision of the affairs and operations of the Board. The Chair with the Secretary, or any other officer appointed by the Board for the purpose, shall sign all resolutions and membership certificates.
(B) VICE-CHAIR: The Vice-Chair shall perform all of the duties of the Chair in the event of the Chairs absence or disability and shall become Chairperson in the event of the Chairs resignation.
(C) SECRETARY: The Secretary shall keep proper minutes and records of all the meetings of the Board of Directors and of the General Meetings of the Secretariat and shall forward notice of all meetings to the Directors and members concerned. He/she will have custody of the "SEAL" of the Secretariat.
(D) TREASURER: The Treasurer of the Board shall have custody of all funds. He/she shall keep proper and adequate books and accounts in respect to the said funds and shall give a financial statement at each Board meeting. The Treasurer shall present an audited financial statement at the Annual General Meeting.
(E) SPIRITUAL DIRECTOR: The Spiritual Director shall be responsible to assist the Board with the content of the book table and reading list for the Cursillo Weekend.
The Spiritual director shall be responsible to advise the Board in reviewing the Liturgical Elements of the Cursillo Weekend.
The Spiritual Director shall be responsible with the Director of Cursillo, to select the rector/rectora for upcoming weekends.
ARTICLE VI : AUDITING:
(A) The financial records shall be viewed at least once each year by a duly qualified accountant who will then provide a "Notice to Reader" to the Board.
(B) A complete and proper statement of the standing of the books for the previous year shall be submitted at the Annual General Meeting of the Secretariat.
(C) The fiscal year shall be July 1 to June 30.
ARTICLE VII: CONTROL OF FUNDS:
(A) Monthly statements of receipts & expenditures shall be approved by a majority vote of the Board of Directors at a duly constituted meeting
(B) Signing authorities shall be any (2) Two of the following Directors: Treasurer, Secretary and Chair.
(C) Authorization for borrowing of funds must be carried by two-thirds majority of the Board.
ARTICLE VIII: PROCEEDINGS OF THE BOARD OF DIRECTORS
(A) All meetings of the Board of Directors and the Annual General Meeting shall be conducted in accordance with Robert's Rules of Order except as superceded by these BY-LAWS.
ARTICLE IX: USE OF THE SEAL OF THE SECRETARIAT
(A) In order to be valid on official documents, the Seal of the Secretariat must be accompanied by the signatures of the Chair and Secretary of the Board of Directors.
ARTICLE X: DISSOLUTION
(A) Upon dissolution of the Secretariat, all assets are to be used for or transferred to a charity designated by a majority of the Board of Directors holding office at the time of dissolution and approved by Revenue Canada.