Last Updated January 2018
ARTICLE I – NAME
This organization shall be known as the Canadian Caribbean Photographic Arts Collective (CCPAC)
ARTICLE II – AIMS
The object of the organization is to rally the skills of photographers/videographers in the Canadian Caribbean community and preserve the legacy of Caribbean lives. As photographers it is our responsibility to document the Caribbean Diaspora’s existence.
ARTICLE III – MEMBERSHIP
Any person, eighteen years or older, who meet at least one of the following conditions
- A member of the Caribbean diaspora in Canada by birth or heritage.
- Has an expressed interest through their work in documenting past, present and future of the Caribbean community.
Membership requires an annual fee to be revised every three years.
Membership of any person may be suspended because of non-payment of dues, or when sufficient reasons exist, by action of the Executive Board. The suspended member shall have the right to pay the amount of dues in arrears, or appeal suspension, in which case the action of the Executive Board shall be upheld or rescinded by a majority vote of the Membership.
ARTICLE IV – MEETINGS
Regular meetings shall have place, date, and time stipulated by the Executive Board. The April regular meeting will function as the annual meeting.
ARTICLE V – SELF-PERPETUATING BOARD
The Executive Board will be a self-perpetuating board where the existing members of the board, who identify and enlist individuals according to criteria established by the board itself, select new board members. As individuals leave the board or complete their terms of service, the remaining board members select others to take their seats.
ARTICLE VI – EXECUTIVE BOARD
The management of CCPAC shall be directed by an Executive Board composed of the Officers of the standing committees, the Past President ex-officio, Public Relations, Technology Officer, two Members-At-Large, and other positions that the Executive Board deems necessary from time to time. The Executive Board shall meet as often as necessary to transact the business of the CCPAC. Five members of the Executive Board will constitute a quorum.
ARTICLE VII – OFFICERS (Voting)
The following officers shall be appointed by a majority vote of the Executive Board: (1) President, (2) Vice President, (3) Treasurer and (4) Public Relations Officer. When a vacancy exists, nominations for officers will be solicited from the members of CCPAC. The Executive Board will consider the nominees and after due deliberation will vote on their appointment.
ARTICLE VIII – STANDING COMMITTEES
The following standing committees shall be established to conduct activities: (1) Community Connections, (2) Shootouts, and (3) Gallery Shows. The President, with the approval of the Executive Board, shall appoint chairpersons of standing committees.
ARTICLE IX – SPECIAL COMMITTEES
The President, as required, may appoint special committees. The President may discharge special committees when they have completed their assignments.
ARTICLE X – MEMBERS-AT-LARGE
Not more than two Members-At-Large may be appointed by the Executive Board at any one time. The term of the Members-At-Large will be one year, from June to May and January to December, respectively.
ARTICLE XI – FINANCE
The Executive Board shall set the annual dues. The fiscal year for CCPAC shall be January 1 to December 31. The Treasurer will provide periodic reports when required and an annual report to the Executive Board.
ARTICLE XII – DUTIES OF OFFICERS
Duties of the President shall be: To preside at meetings and Executive Board meetings; to appoint chairpersons of Special Committees; to act as spokesperson; to generally supervise and keep in touch with all CCPAC activities; to keep records of the minutes of the Executive Board meetings; to notify members of special meetings and events; and to conduct CCPAC correspondence.
Duties of the Vice President shall be: To assume the duties of the President in his/her absence.
Duties of the Treasurer shall be: to maintain the financial records of CCPAC, keeping custody thereof.
ARTICLE XIII – RESPONSIBILITIES OF COMMITTEES
The Executive Board shall determine the responsibilities of CCPAC committees. Committee Chairpersons and the members appointed by the chairperson to the respective committees shall thereafter carry out the responsibilities decided upon.
Standing committee chairpersons shall periodically prepare reports, either verbal or written, of activities and progress for presentation to the Executive Board or to the membership at CCPAC meetings.
ARTICLE XIV – PHOTOGRAPHIC SUBMISSION:
Photographs contributed to CCPAC for consideration to exhibits will be maintained on the organization’s digital database in a directory set up for each individual member.
Art will not be displayed, exhibited or sold without the consent of the member.
It is the member’s responsibility to ensure that each photograph is of the highest quality.
The member shall be notified in writing if one of their photographs is chosen for an exhibit.
If a customer is interested in purchasing one of the member’s photographs, they will be contacted by the Executive Board representative.
Members whose photographs are chosen for exhibit are encouraged to attend the exhibit to promote their artwork.
The deemed fair market value rule states that, under certain conditions, a tax receipt issued for a non-cash gift must be issued for the lesser of the gifts fair market value and its cost to the donor (or in the case of capital property, its adjusted cost base) immediately before the gift is made.
- Tax receipts shall be issued for donations and memberships.
ARTICLE XV – AMENDMENT OF BYLAWS
These Bylaws may be amended at any regular meeting of the Executive Board, where a quorum exists, by a two-thirds majority vote, provided that the amendment has been submitted in writing at a previous regular meeting.
ARTICLE XVI – INTERNAL CONTROLS:
Proper internal controls are essential for all organizations. Critical to the implementation of these controls is an appropriate level of segregation of duties. This is very difficult for a small not for profit to accomplish due to the limited number of volunteers. The more people involved in processing transactions, the less likely it is that a problem will occur. At a minimum CCPAC shall have directors involved in the process of spending approval, record keeping, and final payment. The process can be broken into several parts with directors involved.
- All spending by directors on behalf of CCPAC must have prior approval in writing by the CCPAC president. The director must provide a full explanation of the good or service via email to the president prior to commitment with a supplier. Approval must in turn be provided via email from the president to the director.
- Emails for spending requisitions as well as approvals must be retained for audit purposes.
- All spending by the president on behalf of CCPAC must be approved in writing by the treasurer.
- All spending must be supported by an invoice from the party from whom the goods or services have been purchased.
- The invoice must clearly identify the nature of the good or service and must be signed by the director who initiated the spending. The invoice must be given to the treasurer.
- Directors expenses incurred in CCPAC projects will be reimbursed.
- The project budget will provide guidelines for authorized spending
Cash Flow Management:
- CCPAC will open a chequing account for the purpose of making deposits, withdrawals and cash maintenance.
- PayPal will be set up so that membership payments received will be deposited directly to the CCPAC bank account.
- All cash received must be deposited to the bank account. This will provide an audit trail to facilitate cash management.
- Cheques written for all expenses will clear the bank account and provide an audit trail for disbursements.
- The president and the treasurer will be established as signing officers for CCPAC cheques.
- The president or the treasurer will not be permitted to sign a cheque payable to themselves. In other words, a cheque payable to the president must be signed by the treasurer and a cheque payable to the treasurer must be signed by the president.
- Cheque stubs must be completed for all cheques which will then be used to reconcile the bank account and manage cash flow.
- The balance in the bank account must be confirmed before cheques are distributed.
- Supporting documents (invoice and spending authorization) must be provided to the cheque signer.
- To avoid or diminish financial and accounting risks that might threaten the organization’s existence or decrease its effectiveness, the board needs to be aware of proper financial processes and practices.
- Government grants are a common method for non-for-profit (NFP) organizations to obtain funding. Typically, these grants originate with the NFP submitting a proposal or responding to an RFP, to a governmental agency for specific funding. This proposal will often include a detail budget of how the grant funds are to be spent. As such, it is important that CCPAC properly track and report its expenditures to ensure compliance with the grant agreement.
Tax Return Filing:
- A registered charity must file an annual T3010 information return (together with financial statements and required attachments) no later than six months after the end of the charity’s fiscal period.
- Tax receipts will be issued for all donations and memberships.