Thornhill Young Liberals (federal) Constitution

THORNHILL YOUNG LIBERALS (FEDERAL) CONSTITUTION As of July 2009 ARTICLE 1 - NAME 1.1

This organization shall be known as the Thornhill Young Liberals (Federal) –“TYL(F)”.

ARTICLE 2 - OBJECTIVES The objectives of the TYL(F) shall be: 2.1

To promote and make widely known and understood, Liberal principles and policies;

2.2

To promote the election of Liberal members to the Federal Parliament and assist in the election of Provincial Parliament;

2.3

To develop and determine policy that reflects the concerns and ideas of the members;

2.4

To work cohesively with the federal and provincial members to enhance the image and goals of the Ontario Young Liberals (OYLs);

2.5

To assist in coordination with the Thornhill Young Liberals (Provincial) [“TYL(P)”], the Thornhill Federal Liberal Association (TFLA), and the Thornhill Provincial Liberal Association (TPLA).

ARTICLE 3 - CONSTITIUTION 3.1

The constitution can be amended by (2/3) vote of the members present at an Annual General Meeting.

ARTICLE 4 - JURISDICTION 4.1

TYL(F) shall operate within the geographical boundaries of the Federal riding of Thornhill and shall be affiliated with the Ontario Young Liberals, the Liberal Party of Canada (Ontario), and the Thornhill federal Constituency Association (s. 5.1.1. and s. 4.1 of the OYL Constitution).

ARTICLE 5 - MEMBERSHIP The following shall be members of the TYL(F): 5.1

All persons who are no younger than fourteen (14) and no older than twentyfive (25) years of age shall be eligible to be members;(s. 6.1.1,s 6.5 and s.17.5.11)

5.2

All members must hold valid memberships. To be valid, a membership form must be filled out and a membership fee paid.

5.3

All members must meet the requirements of the constitution of the Liberal Party of Canada (Ontario);(s. 17.5.8)

5.4

TYL(F) must have a minimum of ten (10) members at all times;

5.5

A minimum of ninety (90) percent of members must be residents of the affiliated Federal constituency of Thornhill;

5.6

No person shall be eligible for membership if they hold a current membership in another federal riding association other than that indicated in Article 4 of this Constitution. Any member who holds such a membership shall immediately cease to be a member of TYL(F); and,

5.7

Any person seeking to transfer their membership to or from TYL(F) in the same membership year must obtain the approval of the Executive Committee of the Ontario Young Liberals.(s.17.5.12)

5.8

As require in s. 17. 5. 10 of the OYL Constitution, the official membership list for the Thornhill Young Liberals (TYLF) is the list that is maintained by Thornhill Federal Constitution Association.

ARTICLE 6 - EXECUTIVE 6.1

The TYL(F) Executive shall be comprised of the following positions: a)

President;

b)

Vice President;

c)

External Affairs Director;

d)

Internal Affairs Director;

e)

Special Events Director;

f)

Finance Director.

6.2

All members of the Executive must be members of the TYL(F).

6.3

If a member of the TYL(F) Executive holds a Federal-Provincial position, they shall be entitled to only one (1) vote.

ARTICLE 7 - EXECUTIVE MEETINGS 7.1

Notice of Executive meetings shall be given to each member a minimum of five (5) days in advance of the meeting unless such a notice is waived in writing by half (1/2) of the Executive;

7.2

The Executive shall meet at least six (6) times per year at a time and place determined by the President, or by written notice of half (1/2) of the Executive members; and,

7.3

Quorum for Executive meetings shall be half of Executive Members, and must include either the President or the Vice President.

ARTICLE 8 - EXECUTIVE RESPONSILBITIES 8.1

The Executive shall have charge of the general TYL(F) administration and shall be responsible for the general affairs of the TYL(F);

8.2

The Executive shall approve budgets and expenditures. If the Executive can not agree on the budget and expenditures the Financial Director, President and Vice President must approve them.

8.3

The Executive shall have the power to delegate any authority they see fit to committees which they may establish.

8.4

The Executive Officers shall have the following duties: 8.4.1. A. B. C.

The President: shall be responsible for coordinating the general management of TYL(F); shall chair all meetings and ensure that the Executive members fulfill their Responsibilities; the President or appointee shall represent TYL(F) at all meetings of the Thornhill Federal Liberal Association;

D. E. F. 8.4.2 A. B. C. D.

8.4.3 A. B. C D.

8.4.4 A. B. C. D. E. F.

8.4.5

shall be responsible for any communication with the Ontario Young Liberals, the Ontario Liberal Party, and the Liberal Party of Canada; shall collaborate with the Vice President and the External Affairs Director on recruitment initiatives; and, is responsible for collaborating with the President of Thornhill Young Liberals (Provincial) to create a strong and unified team. The Vice President: shall act in the absence of the President and shall assume any responsibilities assigned by the Executive; in the event that the position of President becomes vacant, the Vice President shall assume the office until the next Annual General Meeting of TYL(F); shall collaborate with the President and the External Affairs Director on recruitment initiatives; and, shall assist the President in overseeing the TYL(F) operations. The Vice President is also responsible for reporting any issues he/she occurs while working with other Executives to the President. The External Affairs Director: shall be responsible for creating and maintaining the TYL website; shall be responsible for creating the graphics and promotional material for TYL campaigns and events; shall collaborate with the President and the Vice President on recruitment initiatives; and, shall be responsible for any communication with organizations outside of the Ontario Young Liberals, the Ontario Liberal Party, and the Liberal Party of Canada. The Internal Affairs Director: shall be responsible for maintaining an accurate and updated membership list; shall be responsible for assisting members with processing their membership forms; shall be responsible for maintaining a copy of the constitution and updating the document after each AGM; shall be responsible for taking minutes (including but not limited to attendance and votes) of all TYL(F) meetings; and, shall be responsible for informing executives and members of all events. Collaboration with External Affairs. Shall be responsible for creating the graphics and promotional material for TLY campaign and events in collaboration with External Affairs director. The Special Events Director:

A. B. C.

A. B. C. D.

shall be responsible for coordinating and organizing all TYL(F) social Events (fundraisers, parties, dinners, get-togethers, etc.); and, shall collaborate with the Thornhill Federal Liberal Association and the Thornhill Provincial Liberal Association in the organization of their events (e.g. fundraisers).; and, shall collaborate with the Ontario Young Liberals in the organization of Ontario-wide and Ontario Central Region events. The Finance Director: shall be responsible for preparing the TYL Budget; shall be responsible for the overall financial management of TYL(F). shall present a financial report at the Annual General Meeting of TYL(F). Assist other financial budget for their event, etc.

ARTICLE 9 - ANNUAL GENERAL MEETING 9.1

The AGM of TYL(F) shall be held once per year and on the same day as the AGM of the TYL(P).

9.2

Notice in writing must be given a minimum of fourteen (14) days prior to the date of the AGM to: all members of TYL(F) and TYL(P), the Ontario Young Liberal (OYL) Regional Co-ordinator responsible for TYL(F), The President of the OYL, The Regional President of the Thornhill Federal Liberal Association, And the Regional President of the Thornhill Provincial Liberal Association.

• • • • • 9.3

Notice of the Annual General Meeting must include the following: the date, time, and location of the meeting; the date, time, and location of the cut-off meeting that shall be held seventy-two (72) hours before the meeting; contact information for the Club President; and the recommend Chair of the meeting.

9.4

In order to vote at the Annual General Meeting, one must be a member in good standing a minimum of seventy-two (72) hours prior to the time of the meeting.

9.5

Voting in absentia and voting by proxy are expressly forbidden in any elections or voting of TYL(F).

9.6

The Executives shall be elected at the Annual General Meeting according to the following: 9.6.1 9.6.2

Candidates shall be nominated and seconded from the floor by members present. Candidates shall be allowed to address the Annual Meeting. The Chair shall determine the speaking time and Candidates shall speak in reverse

9.6.3 9.6.4

9.7

order of nomination. The Chair shall determine the means of balloting and may appoint a returning officer to conduct voting procedures. A secret ballot shall be taken for those offices for which more than one candidate is nominated. The candidate receiving the most votes shall be declared elected. In case of a tie the respective candidates will be able to state their case on why they would be better for the position. If another tie occurs, the outgoing President will choose incoming President from the individuals who tied. If a tie for the incoming President role occurs twice, the chair of the meeting will choose the candidate for this position.

Within fourteen (14) days following the Annual General Meeting, the following information must be forwarded to the Ontario Young Liberal office: 9.7.1 9.7.2 9.7.3 9.74

the current constitution of TYL(F), including any amendments; the list of executive members, including addresses and phone numbers; the minutes of the Annual General Meeting a list of those in attendance at the meeting. the list of members included

9.8

Failure to comply with Articles 8.1, 8.2, and 8.6 shall empower the Executive Committee of the Ontario Young Liberal to suspend the authority of TYL(F) to elect delegates to any convention or meeting of the Ontario Young Liberals, the Young Liberals of Canada, and the Liberal Party of Canada (Ontario), and the Ontario Liberal Party. This failure shall also empower the Executive Board of the Ontario Young Liberals to decertify TYL(F) and recommend to the Liberal Party of Canada (Ontario) and the Young Liberals of Canada to no longer recognize the TYL(F).

9.9

A person may vote in only one OYL Federal Club in any one membership year.

9.10

Quorum for AGMs shall be five (5) members eligible to vote, or ten (10) percent of members eligible to vote, whichever is greater.

ARTICLE 10 - EXECUTIVE AND MEMBER MEETINGS AND COMMITTEES 10.1

General Meetings of TYL(F) shall be called by the Executive for the purposes of electing delegates or for any other purpose.

10.2

Notice in writing must be given a minimum of fourteen (14) days prior to the date of the Meeting to all members of TYL(F), the OYL Regional Coordinator, the OYL President and the OYL Riding Club Director.

10.3

In the case of Delegate Selection Meetings, the proceedings must comply with

the requirements of the Ontario Young Liberals, the Liberal Party of Canada (Ontario), or the Young Liberals of Canada, whichever is appropriate. 10.4

Voting in absentia and voting by proxy are expressly forbidden in any elections or voting of TYL(F).

10.5

Members may vote in only one Federal Club in any one membership year.

10.6

Quorum for General Meetings shall be five (5) members eligible to vote, or ten (10) percent of members eligible to vote, whichever is greater.

10.7

TYL(F) and TYL(P) will aim to have Executive meetings at least once every two months. Members are welcome to attend Executive meetings.

10.8

The TYL(F) Executive shall establish committees as necessary to carry out specific projects or tasks.

ARTICLE 11 - CONSTITUTION 11.1

This constitution may be amended by two-thirds (2/3) of the members present and voting at an Annual General Meeting.

11.2

Notice of proposed amendments to the constitution shall be provided to the members along with the Notice of Meeting.

11.3

Where this Constitution is silent, the Constitution of the Ontario Young Liberals shall hold authority. Where this Constitution is in conflict with the Constitution of the Ontario Young Liberals, the Constitution of the Ontario Young Liberals shall have authority.

ARTICLE 12.0 - BUDGET AND FINANCIAL CONTROLS 12.1

TYL(F) and TYL(P) will use a joint budget (herein referred to as “The TYL Budget”).

12.2 •

The purpose of the TYL Budget will be used for the sole purpose of advancing the TYL(F) and TYL(P) profile within the Liberal Party by cultivating an active membership; and, increasing the TYL involvement in the community.

• 12.3

Spending of the TYL Budget will be at the discretion of the respective executives, as noted below, and based on the principles named in this constitution. Expenditures should be reasonable, within the mandate of TYL(F) and TYL(P) and should seek to spend resources in a responsible manner. All expenses should be approved by the President and Financial Director.

12.4

The Vice President (Federal and Provincial) and Director of Finance (Federal and Provincial) will be responsible for creating a budget, once a year, which will serve as a financial guideline for TYL(F) and TYL(P) to follow. The Vice President, and Director of Finance will be responsible for preparing a year-end financial statement to be presented at the TYL(F) and TYL(P) AGMs.

12.5

TYL(F) and TYL(P) will use a joint account to record financial transactions (herein referred to as “The TYL Account”).

12.6

There will be a total of four (4) signing officers for the TCYL Account, outlined as follows: President (Federal) President (Provincial) Vice President Financial Director

• • • • 12.7

Any issuance of funds from the TYL Account, and in accordance with the TYL Budget, requires the authorization of two (2) signing officers at minimum.

12.8

The Director of Finance will be responsible for managing the finances of the club; overseeing the processing of funding requests, issuing of funds, and any other tasks related to budgeting.

12.9

Members wishing to request a reimbursement of expenses incurred must submit a completed TYL Member Reimbursement Form to the Director of Finance. All requests for reimbursement must be submitted with appropriate documentation in the form of transaction receipts and financial statements in order for funding to be granted. Exceptions to this rule can be made at the discretion of the Financial Director, on a case-by-case basis. Any such exceptions should be properly documented.

12.10 The budget will be accessible to the TYL Account and documents pertaining to the TYL(F) or TYL(P) at the end of each term shall be passed on to the incoming Executive of the clubs.