CONSTITUTION and BY-LAWS 2002

As amended July 2001.

ARTICLE 1 Name

The name of the Association shall be:

Association of Italian Canadian Writers (AICW)

Association des Ecrivain(e)s Italo-Canadien(ne)s (AEIC)

Associazione Scrittori Scrittrici Italo-Canadesi (ASSIC).

ARTICLE 2 Purposes

The Association of Italian Canadian Writers brings together a community of writers, critics, academics, artists and others who promote the writing and artistic expressions of Italian Canadians. The Association supports the awareness and understanding of the Italian Canadian experience. The Association helps to implement an educative process for the valorization and understanding of heritage within an ethnoculturally diversified society.

ARTICLE 3 Not For Profit

The Association exists as a non-profit organization, and the individual members thereof shall not use the assets of the Association for anything but charitable purposes. This clause is unalterable.

4.1 The Educational goals and Activities of the Association are the following:

To organize, or help organize, a national or international biennial conference for writers and other artists.

To publish a newsletter.

To help raise funds for writers and other artists for literary and artistic projects.

To undertake publishing projects.

To develop a website to promote its activities and its members.

To maintain literary and artistic dossiers on members.

To hold workshops for writers and artists.

To hold creative writing contests to encourage writers in their artistic endeavors.

To promote readings, book launches, reading tours, plays, interviews.

To participate in artistic and cultural activities both nationally and internationally.

To help its members develop skills and professional abilities.

By-laws

ARTICLE 1 Membership

1.1 Criteria for Regular Membership

To become a Regular Member, an individual must have published at least one book or the equivalent in one of the following artistic genres: fiction, nonfiction, poetry, drama, music (musical score), visual art, filmmaking (screen play).

1.2 Criteria for Associate Members

Writers and others who do not qualify as regular members or wish to support the work of Italian Canadian writers and artists may apply as associate members.

1.3 Student Membership

Full or part time students who have literary and artistic interests or wish to support the work of Italian Canadian writers and artists may apply as student members.

1.4 Fees

The annual membership fee for Regular members is $50. The annual membership fee for associate and student members is $25. Fees can be modified by majority vote of the regular membership at any general meeting of the Association.

1.5 Attendance and Voting

All members may attend the general meetings of the Association, or any other special meetings, and take part in the discussions. However, only regular members in good standing may vote.

1.6 Default of Payment

Members who are in default of payment of their dues, for six months, automatically cease to be members.

1.7 Withdrawal of Membership

A member may withdraw from the Association by delivering his or her resignation in writing by regular mail or email to the Secretary of the Association.

ARTICLE 2 Meetings

2.1 Special Meetings

Special meetings may be called by the Association Executive or at the written request of at least (5) five members.

2.2 Biennial General Meetings

The Biennial General Meeting shall be held during the Biennial Conference or at such time and place as shall be fixed by the Association Executive.

2.3 Notice of Biennial General Meeting

Notice of the biennial general meeting shall be announced in the Association's newsletter. The notice shall specify the place, day, and hour of the meeting. The accidental omission to give notice of a meeting, or the non-receipt of a notice by any of the members entitled to receive notice, does not invalidate proceedings at the meeting.

2.4 Quorum

Quorum is set at 30 % of the voting membership. No binding decisions can be made without a quorum.

2.5 Voting

Neither proxy nor absentee ballots shall be considered valid at a biennial general meeting of the Association. Unless otherwise specified in these by-laws, action of the meeting shall be a simple majority of the voting members present.

2.6 Minutes

Minutes of the biennial general meeting shall be kept. A copy of the minutes shall be either included in the Association's newsletter following the biennial general meeting or mailed to each member.

2.7 Formal Procedure

Where guidelines are not provided by these by-laws, Robert's Rules of Order shall apply.

2.8 Languages

During meetings members can express themselves in English, Italian or French.

Article 3 Officers

3.1Officers/Association Executive

The Officers of the Association shall consist of a President, a Vice-President, a Secretary, a Treasurer, a Newsletter Editor, and (4) four Editorial Board Members. All Officers of the Executive must be voting members.

3.2 Selection

The Officers of the Association shall be elected at the biennial general meeting by secret ballot, unless otherwise agreed to by the members present.

3.3 Nominations to the Executive

At least four months prior to the biennial general meeting, the Executive shall appoint a nominating committee of three members, including one executive member. This Committee shall present a slate of candidates to the Executive at least two months before the biennial general meeting. Whenever possible, the list of candidates shall be announced in the newsletter prior to the biennial general meeting.

3.4 Term

Officers shall serve a term of (2) two years following the biennial general meeting. Officers may not serve more than (2) two consecutive terms in the same position.

3.5 Duties

President

The President shall co-ordinate the efforts of the Executive, undertake any projects or duties as agreed upon by the Executive, and shall be the official spokesperson of the Association in the community at large.

The president shall assist with the planning and the promoting of the biennial conference.

The president may choose to preside over the biennial general meeting or appoint a chairperson. Vice-President

The Vice-President shall assist the President and, in the absence of the President, assume the duties of the President. The Vice-President shall undertake other duties as agreed upon by the Executive.

Secretary

The Secretary shall record the minutes of the Executive meetings and of the biennial general meeting.

The Secretary shall be responsible for the archives of the Association.

The Secretary shall carry out the correspondence of the Association and issue notices of all meetings.

In the absence of the Secretary at a meeting, the Officers must appoint another person to act as Secretary.

Treasurer

The Treasurer shall keep a record of revenues and expenditures and implement a yearly budget.

The Treasurer shall do the banking for the Association.

The Treasurer shall keep a current membership list and notify members of the due date of their annual membership fee.

Newsletter Editor

The Newsletter Editor shall produce and mail at least three newsletters per year.

The Newsletter Editor shall co-ordinate the submissions of materials to be published in the newsletter.

The Newsletter Editor can edit submissions to the Newsletter as required for space and content.

Members of the Editorial Board

The Members of the Editorial board can be consulted by the Newsletter Editor as to the content of the Newsletter.

Members of the Editorial Board can assist the Newsletter Editor in the production of the Newsletter.

Members of the Editorial Board are encouraged to contribute articles to the newsletter.

3.6 Replacement of Officers

Officers shall normally be replaced at the biennial general meeting. An Officer of the Association may resign from his/her position by providing written notification of resignation to the Secretary or President. When the position of an Officer is left vacant during a term of office, the Executive may appoint a replacement.

Article 4 The Executive

4.1 Powers and Function

The Executive shall administer the day-to-day affairs of the Association, including the appointment of Standing Committees as necessary. Members of the Executive shall report to the general membership at the end of their two-year term through a written statement.

4.2 Quorum

Quorum of any meeting of the Executive is set at 60 %.

Decisions shall be reached by a simple majority vote of those present.

Article 5 Fiscal Year

The Fiscal Year shall begin January 1 and end December 31 of the same year.

Article 6 Amendments

This Constitution, as far as allowed by law, may be amended or replaced at any biennial general meeting by a 75 % majority vote of those present and voting. Notice of any proposed change shall be contained in the notice of meeting.

Article 7 Distribution of Assets

In the event that the Association ceases its operations, funds or assets remaining after all debts have been paid shall be transferred to a charitable organization with purposes similar to those of the Association, in a manner determined by the last Officers/Executive of the Association. This clause is unalterable.

We certify these to be the by-laws of the Association of Italian Canadian Writers

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