About us - [ Operating Regulations ]
- Organizational structure
a. Canadian law stipulates the following structure for non-profit Associations functioning:
i. At least one president. For our Associations two co-presidents
are to be elected – one for Ottawa area and the other for Gatineau area
At least three directors
The presidents and directors election is made by the General Assembly
The General Assembly meets at least once a year.
b. The General Assembly of the members is the Supreme Forum.
c. The Board of Directors
i. Constituted from Presidents, Vice-Presidents and the Directors
ii. Is the Supreme Executive Body between two General Assemblies.
- Members
a. Joining the ARCOG Association is free at anytime, to any Romanian-speaking person, without discrimination of age, sex, ethnicity, religion or political affiliation.
b. The membership is granted by simply registration and payment of annual membership fee, and is voluntary.
c. Participation to ARCOG activities is also voluntary.
- Decisions and communications
a. The important decisions related to the Association operations are taken by the Board of Directors with simple majority.
b. ARCOG cannot by engaged in individual activities / events without the Board of Directors approval.
c. The Association members, regardless their position, cannot change the framework / operation regulations of the Association without the Board of Directors approval.
d. Also, the Association members regardless their position, cannot engage the Association in any activity without the Board of Directors approval.
e. The promotion of any activity or event, and their email notifications to all Association members and to Romanian Community at large are the responsibility of only the Communication Section
i. The working notifications between the Association members are individual.
- Responsibilities
a. Board of Directors:
i. Is responsible for – administration, decision making, and coordination of the Association activities between two General Assemblies.
ii. Meets at least quarterly to analyse the projects statuses and solve the current problems.
b. The Presidents and Vive-Presidents are responsible for:
i. Finding a location for the Association
ii. Finding the financial sponsors from Canadian and/or Romanian Government for good operation of the Association and for finding or construction of an adequate location
iii. Coordination, facilitation and mediation of the Association activities.
iv. Finding the right means to increase the number of members.
v. Promoting the unity of the Romanian Diaspora in the Capital Region.
vi. Submit the annual report of the activity to the General Assembly of the members.
vii. The Association representation in its contacts with the Canadian and Romanian Governments, and with other Associations.
viii. Continuous promotion of a positive image of Romanians and implicitly of Romania.
c. Directors are responsible for:
i. Efficient administration of the human, material and financial resources for each project
ii. Supervision and management of activities of the projects they are in charge
iii. Supervision of fund-raising activities for the Association and funding for its new location
iv. Bring forth an atmosphere of respect and collaboration between the members of the department
v. Continuous promotion of a positive image of Romanians and implicitly of Romania.
d. Councillors are responsible for :
i. Define the strategy needed to develop their domain
ii. Come up with concrete, realistic proposals for their activities implementation
iii. Help bring forth an atmosphere of respect and collaboration between the members of the group
iv. Continuous promotion of a positive image of Romanians and implicitly of Romania
v. Participate to all meetings of the Board of Directors to defend their development projects they are responsible.
e. Project manager are in charge of :
i. Efficient administration of the human, material and financial resources for one project
ii. Management of activities of the project they are in charge
iii. Management of fund-raising activities for the Association and funding for its new location
iv. Help bring forth an atmosphere of respect and collaboration between the members of the group
v. Continuous promotion of a positive image of Romanians and implicitly of Romania
f. Members are encouraged to :
i. Participate to the Association activities
ii. Help bring forth an atmosphere of respect and collaboration between the members of the group
iii. Continuous promotion of a positive image of Romanians and implicitly of Romania
- Finance
a. The Financial Director is responsible for:
i. Daily accounting of income and expenses of the Association and reports to the Board of Directors
ii. Open and maintain a bank account of the Association
iii. Sign the cheques for each expense approved by the Board of Directors.
iv. Present the quarterly financial reports and submit them to the Board of Directors
v. Submit the annual report to the members of the Association during the General Assembly and also the budget for the next year.
- Emergency procedures
a. In case a President is not capable to act in his/her function within the Association, he/she is replaced by a Vice-President
b. In case the Financial Director is not capable to act in his/her function within the Association, he/she is replaced by a interim Financial Director approved by the Board of Directors
c. In case a member, even a President, Vice-President, Director or Councillor, through his activity or behaviour is contrary to the interests or objectives of the Association, the Board of Directors has the power to replace him/her.
- Elections
a. Members who participate or have a function in the Association structure are volunteers who can dedicate a part of their free time for the good of Association and community
b. For the Presidents and Directors election, the event has taken place once a year during the General Assembly through simple vote as follows:
c. The Presidents and Vice-Presidents have a maximum of two consecutive years mandate
d. The procedure :
i. Set up an Election Committee by the current Board of Directors
ii. The proposals for the candidates for Director functions are set down on the Election Committee table, during the General Assembly, before the beginning of the elections
iii. After the annual report reading, the Presidents freed from their functions may candidate for a Director function
iv. Each member may add new proposals on the candidates list, at the Election Committee table, during a specified time-frame
v. Before the beginning of the elections, each member receives the final list of the candidates
vi. Then, each member selects from the final list one candidate for each department/function. The departments defined so far are :
1. Culture
2. Sport
3. Youth
4. Social
5. Communications – Media, web site, publication
6. Integration – contacts with other Romanian Associations in Canada or other countries, contacts with other nationalities Associations, contact with religious congregations represented inside ARCOG through members religious affiliations
7. Romanian Festival
8. Finance
vii. The Election Committee counts the votes for each function/department, and announces the list of the new Board of Directors, based on the largest number of votes. For each department can be elected one or more Directors, if need be.
viii. The new Board of Directors meets immediately to elect the new Presidents and to inform the General Assembly.
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Asociatia Romano Canadiana Ottawa Gatineau