The corporation shall be called the Iranian Cultural Society of Calgary, hereafter referred to as "Society".
The Iranian Cultural Society of Calgary is a non-profit, volunteer organization, which is free from race, religion and any political affiliation. The Society’s mission is to preserve, promote and encourage positive attributes of Iranian culture; encourage public gatherings; and enhance social, cultural and community, services in Calgary.
- We believe we all have the responsibility to build a healthy community.
- We believe in ethical practices.
- We believe each individual is unique and of value.
- We believe in voluntarism.
- We believe in working in partnership with other communities.
- Any Iranian (or relatives) residing in Alberta, and being of the full age of 18 years, may become a member upon payment of membership fees. Students and any person under the age of 18 years may also become a Student or Youth member upon payment of special fees. There will be no membership fees for people 65 and over. Non-Iranians can join the Society as Associate Members upon payment of membership fees. Such Associate Member shall have no voting privilege.
- Any member wishing to withdraw from their membership may do so upon a notice in writing to the Board.
- If any member is in arrears for fees for any year, such member shall be automatically suspended until the payment of the fees.
- If any member is at fault of Society's mission and values by any cause, the affected Member will receive a written notice of the Board’s intention to deal with whether that Member should be suspended/expelled or not. The notice will state the reasons why suspension/expel is being considered. The Member will have an opportunity to appear before the Board to address the matter. The Board may allow another person to accompany the Member. The Annual General Meeting shall decide on the final action.
- A member in "Good Standing" shall mean a person who has paid his/her dues and who has not withdrawn from membership, nor has been suspended or expelled.
- The Society’s membership fees, for regular, students and youth, and Associate Members, shall be determined by the Board of Directors and may be revised from time to time.
- Memberships are yearly and are valid for one year from the date of payment.
Board of Directors
The business of this organization shall be managed by a Board of Directors consisting of minimum 6 and maximum of 8 elected members. This Board is an Administrative Governing Board. The Board of Directors or the Board consists of four officers: 1) President; 2) Vice-President; 3) Treasurer; 4) Secretary; and 5,6) Two Board Directors; and the Past President or a Past Board Member, who is a non-voting member. The Board shall be elected by the majority of members in Good Standing in an election held at the Annual General Meeting, hereafter referred to as AGM. Then there are two options, one is that the Board itself elects the officers from among the Board members, and the other is that the election be conducted based on the position, where individuals are nominated for a specific position. The Board shall serve until their successors are elected and installed during the next AGM. Term: Each Board member may be elected for 3 consecutive periods for two years each. The Board shall, subject to the Bylaws or directions given by the majority votes at any Board meeting properly called and constituted, have full control over the management of the Society’s affairs.
- Meetings of the Board shall be held as often as may be required, but at least once every month, and shall be called by the President or the designated. A special meeting may be called upon a written request of any two Board members to the President. The request should include the issues to be discussed at the special meeting. Board members should be notified of such meeting at least three days in advance by telephone, fax, or e-mail.
- Any four Board members shall constitute a quorum. Meetings shall be held without notice if a quorum of the Board is present, provided however, that any business transactions at such meetings shall be ratified at the next regularly called meeting of the Board, otherwise the decisions shall be null and void.
- Any board member at fault will be treated as any member at fault, as detailed in Article "4d" above.
- Any vacancy after the election on the Board shall be filled by nomination of at least two members in Good Standing. The successful candidate shall be determined by the Board members’ vote.
- Vice-President shall fill any vacancy in the office of the President.
- In any event that four Board members resign, a General Meeting will be called for the election of the new Board; any remaining Board member shall call the General Meeting.
- Any non-board member person may be present at Board meetings upon invitation by the Board members for a specific reason.
Roles and Responsibilities
The Officers of the Society are the President, Vice President, Secretary and Treasurer. Chairperson or President
- The President is the chief officer of the Society. The President:
- Is responsible and accountable for the affairs of the Society, including full implementation of the Society’s Bylaw.
- Presides at all meetings of the Society and the Board. In the absence of the President, the Vice-President shall preside at any such meetings. In the absence of both, a chairperson may be elected at the meetings to preside.
- Calls meeting of the Board.
- Is the main spokesperson for the Society; promotes the organization’s purpose in the community and to the media.
- Makes sure that committee chairpersons are appointed.
- Is the ex-officio member of all committees of the Society.
- Acts as one of the signing officers for cheques and other documents, such as contracts and grant applications.
- Plays a leading role in supporting fundraising activities.
- Prepares a report for the AGM.
- Orients the new Chairperson.
Vice-Chairperson or Vice-President
- The Vice-President is the person who does the President’s duties if the President is unable to do them. This can happen in the case of illness, absence or vacancy in the office of President. The Vice-President:
- Works closely as consultant and advisor to the Chairperson.
- Acts as a signing officer for cheques and other documents.
- Orients the new Vice-Chairperson.
- The Secretary keeps the minutes and records. The Secretary:
- Attends all meetings of the Society and the Board; prepares and preserves accurate minutes of the same.
- Is in charge of the Seal of the Society, which whenever used shall be authenticated by the signature of the Secretary and the President, or, in the absence of either, by the Vice-President. In the absence of the Secretary, his/her duties shall be discharged by such officer as may be appointed by the Board.
- Keeps record of all the members of the Society and their addresses, sends all notices of the various meetings as required, and collects and receives the annual dues or assessments levied by the Society. Such monies shall be promptly turned over to the Treasurer for deposit in the Bank, Trust Company, Credit Union or Treasury Branch as required.
- Keeps and preserves the correspondence, contracts and other important records of the Society.
- Sends all notices of the various meetings of the Society and the governing bodies of the Society.
- Files the annual return, amendments to the Bylaws and other incorporating documents with the Corporate Registry.
- Orients the new Secretary.
- The Treasurer keeps the finances of the Society. The Treasurer:
- Presents a full detailed account of receipts and disbursements to the Board whenever requested, and prepares for submission to the Annual General Meeting, a statement duly audited of the financial position of the Society, and submit a copy of the same to the Secretary for the records of the Society.
- Receives all monies paid to the society and is responsible for the deposit of the same in whatever Bank, Trust Company, Credit Union or Treasury Branch the Board may order.
- Acts as signing officer, with another officer for cheques and other documents.
- Is responsible for the accounting of the funds of the organization, its budget and expenditures.
- Keeps full and accurate accounts of all organizational receipts and disbursements.
- Prepares and submits the Annual Return to the Canada Revenue Agency.
- Works with accountants or auditors of the Society on the audit of the financial statements.
- Orients the new Treasurer.
- All board members carry out Director role in addition to any other executive or committee chairperson role they take on.
Past Board Member
- The past President, if not available another past Board member, shall remain ex-officio (non-voting) member of the next Board to provide continuity in policies and activities of the Society.
The Board has the power to set up committees and assign their function and responsibilities.
- The Board will name the committee members.
- Chairpersons of the various committees are members of the Board of Directors.
Permanent or Standing Committees Function or Special Events Committee
- Is responsible for organizing events and ceremonies.
- Prepares a slate of persons to be nominated as possible officers and directors of the Society before the AGM.
- Attracts new members and helps define the benefits of membership.
Ad Hoc Committees Bylaw Revise Committee
- Reviews and updates the Bylaws of the Society and reports to the Board of Directors for discussion and voting at the AGM.
Finance Committee or Fundraising Committee
- Is responsible for developing financial policies to the Board.
- Organizes fundraising functions under the supervision of the Board.
- The Treasurer usually chairs or is a member of this committee.
- Audits the financial statements and assets of the Society.
- The Treasurer usually chairs or is a member of this committee.
- Provides expertise and advice to the Board on specific issues.
- Annual General Meeting: The Society shall hold an Annual General Meeting on or before June 15th of each year. Notice to the Annual General Meeting shall be sent to the last known postal/email address of the members 14 days prior to the meeting.
- General meetings of the Society may be called at any time by the President upon the instruction of the Board. Notice to the General Meeting shall be sent to the last known postal/e-mail address of the members 10 days prior to the meeting date.
- A Special General Meeting shall be called by the President or Secretary upon receipt of a petition signed by twenty of the Society members in Good Standing, Notice to the Special General Meeting shall be sent to the last known postal/email address of the members 10 days prior to the meeting date.
Quorum: Fifty percent plus one of voting members in Good Standing shall constitute a quorum at any general meeting. If this quorum cannot be met, a second meeting shall be called and the quorum shall be constituted by any number of members present.