Constitution

A. MEMBERSHIP

1. Women are eligible for membership within four (4) years of their arrival in the Greater Victoria area. Membership may also be considered for a woman who has experienced a significant life change such as retirement, death of a spouse or divorce, providing the event occurred within four (4) years of membership application at the discretion of the executive board.  

2. Length of membership is indefinite. This, however, can be amended at the discretion of the Executive, depending on the size of the total membership. Previous members who have graduated may rejoin the club by renewing their membership.

3. Membership will be revoked for any member found supplying all or part of the membership list to a non-member; or found using all or part of the list for any purpose other than VWNC business or activity.

4. The membership year is September 1 to August 31.  A VWNC membership may continue to be renewed annually providing membership dues are paid and the member continues to be in good standing.

5. All members will have access to a copy of the Constitution and Bylaws on the VWNC website.

6. Members agree to always conduct themselves in a respectful manner. Members acknowledge that their actions can impact the reputation of the club and its members and agree to be courteous in their interactions. 

7. Membership may be revoked at the discretion of the Executive for failure to comply with the Bylaws.

8. Liability Waiver: The VWNC is an organization run solely on volunteer involvement and leadership. Members arrange and carry out all Club activities, without remuneration, solely for the benefit of the members. It is a condition of membership that neither the Club nor any member shall be liable to any other member or their guest (including their partner/spouse/children/ friends/family members/pets) for any damages or injury, however caused, suffered in consequence of taking part in any activity or function arranged or conducted by the Club. Members must understand and agree that all activities in which they participate are done at their own risk and they accept full responsibility for their own safety.

B. FINANCIAL RESPONSIBILITIES

1. The VWNC is a nonprofit organization. The VWNC’s activities are carried out by the members without remuneration and solely for the benefit of the members.

2. The fiscal year is July 1 to June 30.

3. All monies collected are used to further the aims and objectives of the organization.

4. The outgoing Executive Board is responsible for ensuring that all financial obligations, up to and including June 30, have been met. This shall be done prior to the year-end financial statement being presented to the incoming Executive Board.

5. At the September luncheon, the incoming Executive Board presents the membership with the year-end financial statement from the previous year.

C. MEETINGS

1. Luncheon meetings are held monthly from September to June with some exceptions.

2. The Annual General Meeting shall be held in conjunction with the May luncheon.

3. Executive Board meetings shall be held monthly from September to June or as called by the President or two members of the Executive Board.

D. EXECUTIVE

1. The Executive Board of the VWNC consists of the following roles:

• President(s)
• Vice-President(s)
• Secretary
• Treasurer
• Additional positions as required for the operation of the organization may be added. The responsibilities and tasks assigned to the additional positions may be combined or altered at the discretion of the Executive Board. 

2.  Each member serving on the board, present at an executive meeting has a vote.

3. Two people may share the duties of President and Vice-President.

4. The membership shall elect additional members to the Executive Board as required for the operation of the organization and as recommended by the Executive Board.

5. A simple majority of Executive Board members constitutes a quorum.

6. A member may serve on the Executive Board for a maximum of three one-year terms in the same position.

E. NOMINATIONS; ELECTIONS

1. The President shall introduce candidates for Executive Board positions at the May Annual General Meeting.

2. The President(s) shall request further nominations from the floor.

3. All nominees must give their consent to allow their names to stand for election.

4. If more than one member accepts nomination, voting shall be by secret ballot. A simple majority of members present is required for election.

5. The incoming Executive Board will take office July 1.

F.  PRIVACY

1. The Victoria Women’s Newcomers Club is committed to protecting and ensuring the confidentiality and integrity of members’ personal information and privacy such as name, residential address, telephone number and e-mail address.

2. The Executive Board will remove all personal information from the VWNC’s current records at a member’s request and/or when membership ends.

3. Photos will be taken at VWNC events. It is up to the member to remove herself from a potential or actual photo shoot if she does not want her photo taken or published on the website, the VWNC social network or anywhere the VWNC promotes its activities. Members who take photos at club events for their personal use must honour a member’s request not to make photos available for public view.

4. Victoria Women’s Newcomers Club has no control over, and assumes no responsibility for, the content, privacy policies, or practices of any third-party web sites or services. Members further acknowledge and agree that Victoria Women’s Newcomers Club shall not be responsible or liable, directly or indirectly, for any damage or loss caused or alleged to be caused by or in connection with use of or reliance on any such content, goods or services available on or through any such web sites or services.

Members are strongly advised to read the terms and conditions and privacy policies of any third-party web sites or services visited.

G. AMENDMENTS

1. A Special General Meeting may be called at the discretion of the President(s) to make changes to the constitution and bylaws.

2. The Executive Board shall present the membership with any proposed amendments to the constitution one month in advance of the General or Special General Meeting where the vote will be taken.

3. Adoption of the proposed Constitution or Bylaw amendments requires a two-thirds majority of the members present at that month’s luncheon.