BUG CONSTITUTION
Accepted Revision: May  2004

This Constitution has been reviewed by the Executive Committee and accepted by the membership at the May 2004 general meeting.

If you have questions about this constitution or its Bylaws please contact bug@barrieusersgroup.org

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Article I - Name, Location and Device
Article II - Authority and Purpose
Article III - Statement of Aims
Article IV - Organization and Executive Board
Article V - Membership
Article VI - Meetings
Article VII - Executive Officers
Article VIII - Special Interest Groups (SIGs)
Article IX - Committees
Article X - Nominations, Elections and Voting
Article XI - Amendments
Article XII - Initiative and Referendum
Article XIII - Dissolution

ARTICLE I

Name, Location and Device

1. The Barrie Users' Group (hereinafter GROUP) was organized at Barrie, Ontario, June 1983. The full name of the organization is the BARRIE USERS' GROUP, in the shortened version the organization is also known as B.U.G. or BUG

2. The principle venue of the GROUP, shall be in the City of Barrie, Ontario or at such location as directed by the executive. The GROUP may also have venues at such places as the business of the GROUP may require.

3. The emblematic devices of the GROUP used in correspondence and on display material are:

A. Logotype - a stylized representation of a "Ladybug". Detailed specifications are contained in the Bylaws.

B. Masthead - The newsletter shall be known as BUG Data.

C. URL - The GROUP's Web address shall be www.barrieusersgroup.org

ARTICLE II

Authority and Purpose

1. The authority for the within Constitution is established by the GROUP for its own governance, and that of its members and officers.

2. The purpose of the Constitution includes:

A. To set down rules which are to be followed in regulating the general affairs of the GROUP.

B. To advise the rights, duties and powers of the membership and officers in relation to the GROUP and among themselves.

C. To make provisions for a ballot on any matter which in the judgment of the members may be necessary and proper.

D. Such other and further purposes as may be defined herein.

3. This Constitution may be amended consistent with the provisions set forth in Article XI and Article XII.

ARTICLE III

Statement of Aims

1. The Aims of the Barrie Users' Group are, in part, to promote, stimulate, foster and encourage by all manner and means the art and craft of personal computing, to preserve of the history, science and technology thereof, and to advance the personal computing community through education and social interaction. The Group is organized for not-for-profit and educational purposes. These purposes include, but are not limited to:

A. Providing persons, with an interest in computers, a venue to assemble.

B. Promoting fellowship among users, as well as, closer understanding and cooperation between members and the general public.

C. Developing the technical skills of persons engaged in the art and craft of personal computing.

D. Informing members of new equipment, standards and practices.

E. Advancing personal computing wherever and whenever possible by meetings, communications and all things necessary or incidental to the foregoing purposes.

ARTICLE IV

Bylaws: Duties of the Executive Board

Organization and Executive Board

1. The GROUP shall be governed by an Executive board (hereinafter Board). The Board shall be composed of:

A. Elected Executive officers, with one (1) vote each, (the President will only vote to break a tie),

B. Elected Special Interest Group representatives with One (1) vote per SIG, and

C. Appointed Committee Heads with one (1) vote each.

D. An invitation shall be extended to the immediate past President to attend Board meetings, with one (1) vote, at his/her discretion.

2. A quorum for conducting the business of the Board shall not be less than two-thirds of the members empowered to vote. A Board member is present when he/she appears in person or participates in any manner provided for in the Bylaws.

3. Board members shall perform their assigned responsibilities in accordance with the Bylaws respective of their positions. Except on a temporary basis, each Board member shall serve in only ONE official capacity.

4. Should a Board member miss three (3) consecutive Board meetings, or, should a Board member be suspected of misuse of office, misconduct, detrimental performance or malfeasance in office, the member can be removed from the Board by the following procedure:

A. A signed written petition against the member must be submitted to all members of the Board. Upon receipt by the Board , the member will be immediately suspended.

B. Within thirty days thereafter, the Board shall meet to hear from the concerned parties.

C. If the Board members feel that the charges are sustained, a three-fourths majority (of the entire Board) in favor of a motion to remove the member from office will effect the motion. If not, the member shall be reinstated.

5. If for any reason a vacancy occurs on the Board, by-elections may be held to fill the position. If the vacancy occurs within three months prior to the annual election of officers, the Board may appoint an interim acting officer.

6. Bylaws may be enacted, amended or revoked at any Board meeting by an affirmative vote of two-thirds of all attending members eligible to vote.

7. It shall be the responsibility of the Board to ensure:

A. The Constitution and Bylaws of the GROUP are current and available to the general membership.

B. The minutes of the latest Board meeting should be included in the next published newsletter. The minutes may also be included on the Web Page.

ARTICLE V

Membership

1. There shall be the following classes of membership for which the following rights and obligations apply:

A. Regular membership: Any person interested in computing or computer peripherals may become a member upon application to the Membership committee, and, payment of a sum as set forth in the Bylaws. This includes full rights of membership plus the right to receive the newsletter (BUG Data).

B. Family membership: The spouse and/or minor children of any Regular member in good standing may become a Family member upon application to the Membership committee, and, payment of the sum set forth in the Bylaws.

C. Student membership: Any person eighteen (18) years of age and under may become a Student member upon application to the Membership committee, and, payment of the sum set forth in the Bylaws. Additionally, any person between the ages of 19 (nineteen) and 25 (twenty-five), possessing a current valid student ID from an accredited institution, may also apply for Student membership. A photocopy of a current valid student ID must be provided with the application and each annual renewal to obtain and maintain this membership classification. This class will also include the right to receive the newsletter (BUG Data).

D. Honorary membership: Any person may be chosen for this honour. The Executive Board will, at a membership General meeting, recommend the person and the duration of the honour. A majority vote will effect the action. The Honourary membership carries the same privileges as a Regular membership.

2. Membership Rights and Privileges:

A. Each member in good standing in the above membership classes shall have the right to:

(1) Receive a membership card as proof of membership and the class of membership.

(2) Participate in all Barrie Users' Group activities.

(3) Vote for an elective office. Members with a Family membership, except as provided for in paragraph B below are not entitled to vote.

(4) Have access as a member to all Freeware and Shareware software contained in the SIG's libraries.

(5) Be considered for and receive recognition through special awards or special certificates as an earned right.

(6) Petition and seek referendum of issues and decisions in accordance with procedures and provisions that are set forth in this Constitution.

B. Each member, except those holding a family membership, shall have the privilege of seeking and holding an elected executive office. Members with a Family membership shall however be entitled to seek and hold an elective or appointed position in a SIG or on a committee, and have full voting rights on matters pertaining to the business of that SIG or committee.

3. Membership, other than the Honorary membership, shall be on a yearly basis and shall expire on the last day of the month at the end of the term in for which the dues were paid.

4. The Board, is authorized to review, and change, on an annual basis, the dues amount charged.

ARTICLE VI

Meetings

1. There shall be one membership Annual, and one executive Annual meeting. They shall be held at such time as set forth below. Other than the one membership Annual and one executive Annual meeting the GROUP may hold other meetings as are required. The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the GROUP in all cases to which they are applicable and in which they are not inconsistent with this Constitution and any Bylaws the GROUP may adopt.

2. Types of meetings

A. Membership - Annual, General, and Special

B. Executive - Annual, Regular and Emergency

3. Membership meetings - Non-members are welcome to membership meetings but do not have the right to vote.

A. Membership Annual meeting. There shall be a membership Annual Meeting during the month of May. Notice of the meeting shall be given to the membership at least thirty days before the meeting. The Constitution may be amended at this meeting.

(1) Purpose of meeting:

a. Amending the Constitution.

b. Nomination of new Executive officers.

(2) Order of business:

a. Call to order.

b. Constitutional amendments.

c. Nominations.

d. Other business or demonstrations.

e. Adjournment.

B. Membership General meetings are to be held at such times and under circumstances as are required.

(1) Purpose of meeting:

a. Matters relating to GROUP business.

b. Demonstrations and presentations.

(2) Order of business:

a. Call to order.

b. Announcements and business matters.

c. Demonstrations and/or presentations.

d. Adjournment.

C. Membership Special meetings shall be called by the President. Notice of the special meeting shall be given to the members at least 7 days in advance. Said notice need not specify the purpose of the meeting.

4. Executive board meetings - Only Board members shall attend Board meetings. Non-board members may attend only when authorized by the President. Authorization to attend may be granted no later than one (1) day in advance of the meeting.

A. Executive board Annual meeting shall be held during the month of June.

(1) Purpose of meeting:

a. To receive reports from Executive officers, Committees and SIGs.

b. To discuss matters pertaining to BUG.

c. To take such actions as necessary to conduct the business of the GROUP.

d. To install new Executive officers.

(2) Order of business:

a. Call to order.

b. Reading, and acceptance of the minutes from the previous meeting.

c. Reports from Executive officers.

d. Reports from Committees.

e. Reports from SIG's.

f. Business arising from old business.

g. New business and installation of new officers.

h. Adjournment.

B. Executive board Regular meetings shall be held within fourteen (14) days after membership General meetings.

(1) Purpose of meetings:

a. To receive reports from Executive officers, Committees and SIGs.

b. To discuss matters pertaining to BUG.

c. To take action as necessary to conduct the business of the GROUP.

(2) Order of business:

a. Call to order.

b. Reading, and acceptance of the minutes from the previous meeting.

c. Reports from Executive officers.

d. Reports from Committees.

e. Reports from SIG's.

f. Business arising from old business.

g. New business.

h. Adjournment.

C. Executive board Emergency meetings shall be called by the President. Notice of the emergency meeting shall be given to the board members at least 24 hours in advance. Under extraordinary circumstances Emergency meetings may also be conducted by telephone or by electronic transmission.

ARTICLE VII

Bylaws: Duties of the Executive Board

Executive Officers

1. The Executive officers of the GROUP shall consist of a President, a Vice-President, a Secretary and a Treasurer. The Executive officers shall be selected by popular vote at a membership General meeting.

2. The term of office for the President, Vice-President, Secretary, and, Treasurer shall begin on the day of the Executive Annual meeting following their election, and continue for one year until the day of the Executive Annual meeting following the election of their successors. Installation shall occur on the introduction of new business.

3. The President shall perform the usual duties of such officer and be the official spokesperson and representative of the GROUP. The President shall preside at the Annual meetings and at meetings convened to conduct the business of the GROUP.

4. The Vice-President shall aid and assist the President in any way possible and may have oversight responsibility for the day to day operations of the GROUP.

5. The Secretary shall keep minutes of Executive board meetings, the Executive Annual meeting, and any other meeting of the membership as may be deemed necessary.

7. The Treasurer shall keep a record of all funds received and paid out by the GROUP.

ARTICLE VIII

Special Interest Groups (SIG's)

1. Members with a common interest, with the approval of the Executive Board, may create a Special Interest Group (hereinafter SIG). (Article XII para 2 details how to petition the Executive board).

2. A SIG must have and maintain a minimum of five (5) members in good standing before it will be authorized to operate with full rights and privileges, and be eligible to receive financial assistance from the GROUP. A SIG with less than five (5) members is inactive and may operate only with limited rights as determined by the Board.

3. The SIG shall have representation on the Board, with One (1) vote.

4. A SIG may have two (2) officers:

A. SIG Coordinator - elected into office by a popular vote of the members of that SIG. The SIG Coordinator will normally represent the SIG at Board meetings.

B. SIG Alternate - an appointed volunteer from within the SIG. Should the SIG Coordinator be unable to attend a Board meeting, the SIG Alternate may attend, with the power to vote for that SIG.

C. Either officer may be removed from office by a majority vote of the SIG membership.

5. Participation as a volunteer in these activities is a privilege and not a right. The SIG Alternate shall be secondary to the SIG Coordinator.

ARTICLE IX

Committees

1. The Executive Board can establish committees as may be required for temporary or continuing purposes. Committees may include but are not limited to:

A. Nominations (temporary)

B. Newsletter (continuing)

C. Membership (continuing)

D. Web site (continuing)

E. Membership Services (continuing)

2. The Chairperson of any committee shall be a designee of the Board, or a member in good standing recommended by a petition from the general membership. The appointment must be approved by a two-thirds affirmative vote of the Board.

3. A committee shall consist of the appointed Chairperson, and, with approval from the Board, such volunteers as the Chairperson may deem necessary to assist. The Volunteer member(s) shall be secondary to the appointed Chairperson.

4. The duties and responsibilities of the respective person or persons under this article shall be as set forth in the Bylaws.

5. The committee Chairperson shall represent the committee at Board meetings with one (1) vote. However, should a Chairperson be unable to attend a Board meeting a Volunteer member may attend, with the power to vote for that committee.

6. The Chairperson can be removed from office by a two-thirds affirmative vote of the Board. The Volunteer member can be dismissed, with reason, by the Board or by the Chairperson.

ARTICLE X

Nominations, Elections and Voting

1. The President shall at the March membership General meeting appoint three (3) members to the Nominations committee. Members while serving on this committee may not run for any elected position.

A. The Nominations committee shall as a goal, try to enlist a minimum of two candidates for each position. Members may be nominated for more than one (1) position.

B. Nominations for the office of President, Vice-President, Secretary and/or Treasurer may be accepted at any time until voting for the position commences.

C. Anyone considered for office under this article must be a Regular or Honorary member and have been a member in good standing for a minimum of one (1) year.

2. Executive officers shall be elected for a term of one (1) year. They shall serve from the time of installation until the installation of their replacement (Article VII para 2).

A. Elections shall be held in the following order:

First: President

Second: Vice-President

Third: Treasurer

Forth: Secretary

3. Voting shall be by secret ballot.

4. All members in good standing with voting rights, at the time of nominations closing are eligible to vote. Visitors and Members holding Family memberships are not entitled to vote.

ARTICLE XI

Amendments

1. The Constitution may be amended only by petitioning the general membership of the Barrie Users' Group. (Article XII para 3 details the procedure).

2. Amendments shall:

A. Not be in violation of the laws of the province of Ontario, or the laws of Canada.

B. Be consistent with the Barrie Users' Group aim.

C. Be consistent with reason.

D. Be capable of being complied with.

3. The GROUP by amending its Constitution, may make reasonable changes in the methods of administration and doing business, but consideration must be given to the rights of the members which are conferred, expressed or implied, by the members contract with the GROUP.

4. The Constitution may be adopted or amended by an affirmative vote of two-thirds of all members in attendance at a membership Annual meeting, or, at a meeting designated for that purpose.

5.Details of the proposed amendment(s) shall be given to the members at least thirty days prior to that meeting.

ARTICLE XII

Initiative and Referendum

1. The members of the GROUP shall have the right to petition the executive board, or through the executive board, the general membership for action on a matter of their concern.

2. Petitioning the Executive board.

A. Each petition shall contain the exact wording of the action requested and shall contain the signatures of not less than five (5) members in good standing.

B. The executive board shall consider the submission and, a two-thirds affirmative vote shall give effect to the petition.

3. Petitioning the General membership.

A. Each petition shall contain the exact wording of the action requested and shall contain the signatures of not less than ten (10) voting members.

B. The Executive board after considering the petition shall:

(1) If in agreement, append their recommendation and, except as detailed in para (4) below, present the petition to the membership at any membership General meeting.

(2) If opposed, there shall be included a statement of their stand on the petition together with a statement by the proponents of the petition, neither of which statements shall exceed one hundred (100) words in length. The petition except as detailed in para (4) below shall be presented to the membership at any membership General meeting.

(3) A two-thirds affirmative vote shall give effect to the petition.

(4) When the petition consists of changes to the Constitution the presentation shall only be made at the membership Annual meeting or at a Special meeting called by the President.

ARTICLE XIII

Dissolution

1. Upon the dissolution, or the disassociation of a Special Interest Group, the Executive shall direct that all GROUP property held by that SIG be returned to the Executive, or may be purchased from the Barrie Users' Group at a depreciated value as determined by the Executive board.

2. In the event of the dissolution of the Barrie Users' Group, the Executive board shall, after paying, or making provision for the payment of all the liabilities of the GROUP, dispose of the remaining assets. Such assets shall be donated to the Barrie Public Library, or, upon their refusal sold to the highest bidder and the proceeds donated to the Royal Victoria Hospital.

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Related Links:

BUG Bylaws
Previous Constitution (01-99)