Terms of Reference
ALBERTA/JAPAN TWINNED MUNICIPALITIES ASSOCIATION
TERMS OF REFERENCE
o To develop and promote friendship and goodwill between citizens of their Alberta/Japan Twinned Municipalities and citizens in Japan and their surroundings areas;
o To provide advice and assistance to existing twinned Alberta municipalities and Alberta municipalities contemplating a twinning relationship;
o To develop and promote informational and cultural exchanges between groups, service clubs, schools, civic organizations, businesses and individuals of all ages, interests and abilities in the twinned communities;
o To explore economic and tourism opportunities as a result of the friendly relations between the twinned communities;
o To develop and promote between the twinned communities an understanding and appreciation for the Japanese culture;
o To develop and implement a means of fundraising to support the aforementioned objectives.
President
Vice-President
Secretary
Treasurer
One Director at Large
The Board of Directors shall be elected at the Annual General Meeting of the Association in each year and shall serve until the next Annual General Meeting of the Association.
The Board shall be responsible for carrying on any routine business of the Association in the intervals between the Annual General meeting and meetings of the Board of Directors.
o Preside at all meetings of the Association, the Board of Directors and the Executive Committee;
o Be one of the signing officers;
o Be an ex-officio member of all committees.
The Vice-President shall:
o In the absence of the President, perform the duties of the President and exercise the same authority;
o Work in conjunction with the President.
The Treasurer shall:
o Collect and have charge of all monies belonging to the Association;
o Pay all accounts when properly certified by the Board or the Executive Committee;
o Submit an interim financial statement at all meetings of the Board or the Executive Committee and at the Annual General Meeting of the Association;
o Be a required signing officer on all cheques;
o Have the financial records available for scrutiny by the membership at the Annual General Meeting of the Association.
The Secretary shall:
o Keep an accurate record of the proceedings of the General Meetings of the Association, the Board of Directors and the Executive Committee;
o Notify all Directors of the Association of their election and issue notices of meetings;
o Keep all members informed about Association business by circulating minutes of all Executive, Board and General Meetings;
o Circulate notices of meetings with notices of motions, agenda and other information to members prior to Annual General or Special meetings.
At Annual, General or Special Meetings of the Association, each municipality in good standing shall be entitled to one vote. General Meeting of the Association shall be held as often as required by the Board of Directors to manage the business of the Association.
The Treasurer shall open books and records for the purpose of showing receipts and expenditures of the Association. Such books shall be available for the inspection by any members of the Association on reasonable notice.
TERMS OF REFERENCE
OBJECTIVES
The Alberta/Japan Twinned Municipalities Association shall have as their objectives, the following:o To develop and promote friendship and goodwill between citizens of their Alberta/Japan Twinned Municipalities and citizens in Japan and their surroundings areas;
o To provide advice and assistance to existing twinned Alberta municipalities and Alberta municipalities contemplating a twinning relationship;
o To develop and promote informational and cultural exchanges between groups, service clubs, schools, civic organizations, businesses and individuals of all ages, interests and abilities in the twinned communities;
o To explore economic and tourism opportunities as a result of the friendly relations between the twinned communities;
o To develop and promote between the twinned communities an understanding and appreciation for the Japanese culture;
o To develop and implement a means of fundraising to support the aforementioned objectives.
ORGANIZATION
The organization shall be comprised of: The Board of Directors; and The General Membership of the AssociationBOARD OF DIRECTORS
The management of the Association shall be vested in the Board of Directors. The Board of Directors of the Association shall consist of:President
Vice-President
Secretary
Treasurer
One Director at Large
The Board of Directors shall be elected at the Annual General Meeting of the Association in each year and shall serve until the next Annual General Meeting of the Association.
The Board shall be responsible for carrying on any routine business of the Association in the intervals between the Annual General meeting and meetings of the Board of Directors.
DUTIES OF THE BOARD OF DIRECTORS
The President shall:o Preside at all meetings of the Association, the Board of Directors and the Executive Committee;
o Be one of the signing officers;
o Be an ex-officio member of all committees.
The Vice-President shall:
o In the absence of the President, perform the duties of the President and exercise the same authority;
o Work in conjunction with the President.
The Treasurer shall:
o Collect and have charge of all monies belonging to the Association;
o Pay all accounts when properly certified by the Board or the Executive Committee;
o Submit an interim financial statement at all meetings of the Board or the Executive Committee and at the Annual General Meeting of the Association;
o Be a required signing officer on all cheques;
o Have the financial records available for scrutiny by the membership at the Annual General Meeting of the Association.
The Secretary shall:
o Keep an accurate record of the proceedings of the General Meetings of the Association, the Board of Directors and the Executive Committee;
o Notify all Directors of the Association of their election and issue notices of meetings;
o Keep all members informed about Association business by circulating minutes of all Executive, Board and General Meetings;
o Circulate notices of meetings with notices of motions, agenda and other information to members prior to Annual General or Special meetings.
BOARD OF DIRECTORS' MEETINGS
The Board of Directors shall meet as required to manage the business of the Association.ANNUAL AND SPECIAL MEETINGS OF THE ASSOCIATION
Special meetings of the Association may be called when considered necessary by the President, or at the request of the Board of Directors or when requested in writing to do so by one-third or more of the members.At Annual, General or Special Meetings of the Association, each municipality in good standing shall be entitled to one vote. General Meeting of the Association shall be held as often as required by the Board of Directors to manage the business of the Association.
AMENDMENTS
These Terms of Reference may be amended by Special Resolution at any Annual, General or Special meeting or the Association. Notices of motion regarding revisions may be presented at each Annual Meeting and must be in the hands of the Secretary not later than 45 days prior to the date of the Annual Meeting. The Secretary, upon receipt of such a notice of motion, shall forthwith forward a copy to each member.RULES AND REGULATIONS
The Board of Directors may establish rules and regulations as general organizational guidelines for the benefit of the Board of Directors, its officers and members. All rules and regulations must be reviewed annually by the Board of Directors at a regular meeting after the Annual General meeting.SIGNING AUTHORITY
The President, Vice-President, Secretary and Treasurer are signing authorities for the Association. Two signatures shall be required on all cheques, one of which must be the Treasurer. The Board of Directors may, at their discretion, appoint other additional signing authorities including hired managers.RECORDS OF THE ASSOCIATION
Minutes shall be kept by the Secretary of the Association.The Treasurer shall open books and records for the purpose of showing receipts and expenditures of the Association. Such books shall be available for the inspection by any members of the Association on reasonable notice.