By-Laws and Regulations
The College's governing documents
THE BY-LAWS OF
THE ROYAL CANADIAN COLLEGE OF ORGANISTS/
LE COLLEGE ROYAL CANADIEN DES ORGANISTES
BY-LAW I – BOARD OF DIRECTORS
1. The property and business of the College shall be managed by a Board of Directors (the “Board”) of sixteen (16) directors. Two-fifths of the number of directors authorized, from time to time, shall constitute a quorum. The applicants for incorporation shall become the first directors of the College whose term of office shall continue until their successors take office. The directors shall be as follows:
(a) The President, the First Vice-President, the Second Vice-President and the immediate Past President shall be directors ex officio,
(b) The Secretary, the Treasurer, the Registrar and the Chair of the Trustees shall be directors ex officio, and
(c) One (1) director shall be elected by the Members in each region as follows:
1. Region 1 (Atlantic): the Provinces of Newfoundland and Labrador, Prince Edward Island, Nova Scotia and New Brunswick;
2. Region 2 (Québec and Eastern Ontario): the Province of Québec and that portion of the Province of Ontario to the east of and including the Counties of Renfrew and Hastings, and the City of Prince Edward County;
3. Region 3 (Central Ontario): that portion of the Province of Ontario included within the boundaries of the Counties of Northumberland, Peterborough, Haliburton and Simcoe, the Regions of Durham, Peel and York, the Cities of Kawartha Lakes and Toronto and that portion of the Province of Ontario lying to the north and west of and including the Districts of Muskoka and Nipissing, but excluding the Districts of Kenora, Rainy River and Thunder Bay;
4. Region 4 (Southern Ontario): that portion of the Province of Ontario included within the boundaries of the Regions of Halton, Niagara and Waterloo and the Cities of Brant, Brantford, Haldimand, Hamilton and Norfolk and the County of Wellington;
5. Region 5 (Western Ontario): that portion of the Province of Ontario included within the boundaries of Counties of Elgin, Middlesex, Oxford, Perth, Dufferin, Grey, Bruce, Huron, Lambton, and Essex, and the City of Chatham-Kent;
6. Region 6 (Manitoba and Northwestern Ontario): the Province of Manitoba, that portion of the Province of Ontario including the Districts of Kenora, Rainy River and Thunder Bay, and the Territory of Nunavut;
7. Region 7 (Prairies): the Provinces of Saskatchewan and Alberta and the Northwest Territories; and
8. Region 8 (Pacific): the Province of British Columbia and the Yukon Territory, together with those Members who live outside Canada and are not members of a Centre, as the boundaries of each such region shall, from time to time, exist.
2. All the elected directors shall be elected for a two (2) year term. The directors from Regions 1 and 8 shall be elected in the same year that the President and the two Vice-Presidents are elected. The directors from Regions 2,3,4,5,6 and 7 shall be elected in the alternate years.
3. To be eligible for election as a director to represent a region, or to vote for the election of a director to represent that region, a Member must belong to a Centre in that region or, if the Member does not belong to any Centre, must reside in that region.
4. The office of a director shall be automatically vacated:
(a) if the director resigns office by delivering a written resignation to the Secretary;
(b) if the director is found by a court to be of unsound mind;
(c) if the director becomes bankrupt or suspends payment or compounds with creditors;
(d) in the case of a director ex officio, if:
(i) the director ceases to hold the office the holding of which made such person a director; or
(ii) at a special general meeting of the Members called for that purpose, a vote is passed by two-thirds of the Members present and voting that the director be removed from office;
(e) in the case of a director elected by the Members in a region, if at a special general meeting of the Members in that region called for that purpose, a vote is passed by two-thirds of the Members present and voting that the director be removed from office;
(f) if the director ceases to be a Member; or
(g) on death;
provided that, if any vacancy shall occur for any of the above reasons, in the case of a director ex officio, the next incumbent of the appropriate office shall become a director ex officio and, in the case of a director elected by the Members in a region, the Board may appoint a Member from that region as a director to fill the vacancy.
BY-LAW II – NOTICE OF BOARD MEETINGS
Meetings of the Board shall be called by the Secretary on the direction of the President. Notice of any such meeting shall be given to all members of the Board at least two weeks prior to the date of such meeting.
BY-LAW III – NATIONAL COUNCIL
1. There shall be a National Council composed of:
(a) all the directors of the College,
(b) all past presidents of the College who are Members in good standing,
(c) the Trustees,
(d) all Centre Presidents or their delegates,
(e) additional representatives from Centres in proportion to membership as follows:
(i) a Centre of fewer than thirty members – the Centre President (or delegate) only;
(ii) Centres of more than twenty-nine and fewer than sixty members – one additional councillor;
(iii) Centres of more than fifty-nine and fewer than one hundred members – two additional councillors;
(iv) Centres of more than ninety-nine and fewer than two hundred members – three additional councillors;
(v) Centres of more than one hundred and ninety-nine members – four additional councillors;
(f) all chairs of standing committees.
2. Meetings of the National Council shall be called by the Secretary at such times and places as the President, or the Board, may determine. Notice of each meeting shall be given to each member of the National Council at least two weeks prior to such meeting. The notice shall set out the business for which the meeting is called.
3. Twelve (12) members of the National Council shall constitute a quorum.
4. The National Council shall have the right to discuss, of its own motion or at the request of the Board or of any of its committees, all matters affecting the aims, policies, conduct and well being of the College.
It shall also have authority:
(a) to determine all questions which arise concerning academic standards within the College, including, but not limited to, the following:
(i) the number, nature and conditions of the professional diplomas and certificates granted by the College;
(ii) the syllabus of College examinations;
(iii) the rules governing College competitions;
(b) to approve the text of all College publications expressing College policy on professional ethics and other matters concerning the profession of organist or church musician;
(c) to grant honorary awards in the College's name;
(d) to make recommendations to the Board on all other matters.
5 The Members of the National Council shall serve as such without remune-ation, except that they may be reimbursed for expenses incurred on behalf of the College.
BY-LAW IV – MEMBERSHIP
(a) The College shall consist of Individual Members and Institutional Members.
(b) A Member is expected to hold membership in, and pay fees to, a Centre of the College, normally the one closest to the Member. If there is no Centre within a reasonable distance of the Member, application may be made directly to the National Office to become a Member without being a member of a Centre. Interpretation of this provision shall be the responsibility of the Registrar.
(c) A Member shall be deemed to be in good standing whose fees are not in arrears.
(a) All and only Individual Members in good standing and duly authorized representatives of Institutional Members in good standing shall be entitled to vote at General Meetings.
(b) Individual Members and the duly authorized representatives of Institutional Members in good standing shall be eligible for nomination to any office in the College.
(c) Any Member may withdraw from the College by delivering to the College a written resignation and lodging a copy of the same with the Registrar.
(d) A Member may be expelled from Membership for cause upon a vote of two-thirds of the Directors attending a duly constituted meeting of the Board. Notice in writing of the resolution to expel the member shall be given to such member at least thirty (30) days prior to the meeting at which the resolution is to be considered and the member shall have the right to make representation to such meeting in person or in writing on the matters contained within the resolution.
(a) An individual or institution shall become a Member of the College upon receipt by the National Office of an application, in a form approved by the Board of Directors, accompanied by the requisite fees.
(b) A Member may become a member in a second Centre, by paying that Centre's appropriate fee.
(a) Membership fees shall come due as determined, from time to time, by the Board.
(b) Should the fee of any Member remain unpaid one month after the deadline for payment of fees set by Board, the Registrar shall be empowered to remove the Member's name from the College roll after due notice has been given to the Member by regular mail at the last known address.
(c) National fees shall be established by Board; Centre fees shall be established by the Executive Committee of each Centre.
5 INDIVIDUAL MEMBERSHIP
(a) ORDINARY MEMBERS
An individual paying the requisite fees and enjoying unrestricted privileges of membership is an Individual Member. The Board of Directors may from time to time authorize particular categories of Individual membership and determine fees for such categories of membership
(b) HONORARY LIFE MEMBERS
Honorary Life Membership may be conferred by the National Council upon any Member who has made an outstanding contribution to the work and objectives of the College at the National level over a period of years, or upon any person who, not being a member of the College, has rendered the College significant and unusual service. Such Honorary Members shall not be required to join any Centre, though they may do so; all fee requirements shall be withdrawn.
(c) CENTRE LIFE MEMBERS
A local Centre may confer Life Membership on a member of that Centre who has given faithful service to the Centre for many years. The Centre fee shall be withdrawn and the National fee shall be paid by the Centre.
6. INSTITUTIONAL MEMBERSHIP
(a) Membership shall be available to organizations which support its aims and objects.
(b) Institutional Members shall be entitled to all privileges of membership and subject to all regulations of membership, except that each Institutional Member shall receive only one copy of each College publication.
(c) Each Institutional Member shall designate one individual to exercise, when appropriate, the privileges of Individual Membership. Upon payment of additional fees, an Institutional Member may designate additional individuals to exercise the privileges of Individual Membership. The designation of representatives shall be made in writing by an official of the institution at the time of application for membership. Designated representatives may be changed upon written notification to the College by an official of the institution.
BY-LAW V – OFFICERS
1. The officers shall be the President, the First Vice-President, the Second Vice-President, the immediate Past President, the Secretary, the Treasurer, the Registrar and the Chair of the Trustees.
2. The President, the First-Vice President and the Second Vice-President shall be elected from among the Members every two years by the Members. The election shall be carried out by a mail ballot except where the Act requires a meeting.
3. The Secretary, the Treasurer and the Registrar shall be elected annually from among the Members by the Board.
4. Any officer may be removed from office by a vote of two thirds of those present and voting at a meeting of the body which originally elected that officer. Any vacancy may be filled by the body which originally elected the person whose removal caused that vacancy.
BY-LAW VI – DUTIES OF OFFICERS
1. THE PRESIDENT AND VICE-PRESIDENTS
All meetings of the Board and the National Council and all General Meetings of the College shall be chaired by the President, failing whom the First Vice-President. When both are unable to act, the Second Vice-President shall act as Chair. Should none of these officers be able to act, the Secretary or any Past President shall call the meeting to order and ask for the nomination of a Chair for that meeting.
The Secretary shall keep the minutes of every meeting of the Board and the National Council and of every General Meeting of the College. The appropriate minutes shall accompany each notice of meeting of the Board and the National Council. The Secretary shall have custody of the corporate seal of the College.
The Treasurer shall act as consultant in matters dealing with financial policy and shall oversee the preparation of the annual budget, maintaining liaison with staff, the Board and the National Council.
(a) The Registrar shall maintain up-to-date records of the membership of the College and shall report the relevant details to the Board and the National Council when required.
(b) The Registrar shall keep an up-to-date list of Fellows, Associates and Colleagues of the College with the dates of their admission. The Registrar shall also keep a list of all recipients of honours and prizes bestowed by the College.
BY-LAW VII – FINANCIAL
1. The fiscal year of the College shall be from June 1st to May 31st.
2. Securities held by the College, together with such documents as the Board may deem advisable, shall be deposited for safekeeping in a vault. Access thereto shall be limited to such officers of the College as the Board shall from time to time determine.
3. An auditor shall be nominated annually by the Board to examine and certify in each year the accuracy of the Treasurer's financial statements, and to make such general recommendations as to the financial conduct of the College as may seem appropriate. The auditor shall be appointed by the Annual Meeting to hold office until the next Annual Meeting and to report to the Members at the next Annual Meeting. The Board may fill any casual vacancy in the office of the auditor. The remuneration of the auditor shall be fixed by the Board.
BY-LAW VIII – TRUSTEES
1. There shall be three Trustees appointed for a term of six years by the Board. The Trustees shall elect a chair from among themselves.
2. Initially, one trustee shall be appointed for a term of six years, one for a term of four years and one for a term of two years. Trustees shall be eligible for re-appointment. If a vacancy occurs in the office of Trustee, the Board shall appoint a new Trustee to serve the unexpired portion of the term.
3. The Trustees shall administer the money and the securities in the funds entrusted to their care and shall recommend to the Board the investment of them.
BY-LAW IX – CENTRES
1. Subject to the approval of the Board, a Centre of the College may be formed in any city, town or area in Canada where a sufficient number of members can be assembled.
2. The affairs of the Centre shall be conducted by an executive of at least three (3) members. The executive committee shall be elected by all members of the Centre in good standing. Elections shall occur annually.
3. Each Centre must hold at least one meeting of all its members each year.
4. The fiscal and administrative year of Centres shall be from June 1st to May 31st inclusive.
5. A Centre may determine its own by-laws or rules of operation. These are to be deposited with the Secretary, and should not be at variance with the Letters Patent and By-Laws of the College. In case of conflict, the latter shall have precedence.
6. Any Centre which wishes to obtain charitable status with the Government of Canada must have prior approval from Board for its application, and for its constitution and by-laws.
7. In the event of the dissolution of a Centre, the Board, in consultation with the Centre, shall arrange for the disposition of the Centre's assets and liabilities.
BY-LAW X – ANNUAL MEETING
The Annual Meeting and all other General Meetings of the College shall be held at such time and in such place in Canada as the Board may decide. Notice thereof shall be given to all Members in good standing at least four weeks prior to the date of the meeting.
BY-LAW XI – SPECIAL MEETINGS
Special meetings of members shall be called by the Secretary on the direction of the President, a Vice-President, any three members of the Board or upon the written request of ten (10) Members. Notice of any such meeting shall be given to all Members in good standing at least two weeks prior to the date of such meeting.
BY-LAW XII – NOTICE OF MEETINGS
Where, at a meeting of Members, business, other than that required to be conducted at an annual meeting, is to be conducted, the notice of meeting will give sufficient information so that each Member may make a reasoned decision with respect to such business.
BY-LAW XIII – QUORUM
Twelve Members present in person or by proxy at a meeting of members shall constitute a quorum.
BY-LAW XIV – VOTING
Each Member present in person or by proxy at a meeting shall have the right to exercise one vote. A Member may, by means of a written proxy, appoint a proxyholder to attend and act at a specific meeting of Members, in the manner and to the extent authorized by the proxy. A proxyholder must be a Member. Notice of each meeting of Members must remind the Members that they have the right to vote by proxy.
BY-LAW XV – REMUNERATION
The Board may fix the remuneration for employees of the College. No director, officer, or Committee member shall receive any remuneration from the College for acting as such. Any such person may be reimbursed by the College for expenses properly incurred on behalf of the College.
BY-LAW XVI – INDEMNITIES
Every director, officer or Committee member of the College or other person who has undertaken or is about to undertake any liability on behalf of the College and their heirs, executors and administrators and estate and effects, respectively, shall, from time to time and at all times be indemnified and saved harmless out of the funds of the College, from and against:
(a) all costs, charges and expenses which such person sustains or incurs in or about any actions, suit or proceeding which is brought, commenced or prosecuted against such person, or in respect of any act, deed, matter or thing whatsoever, made, done or permitted by such person, in or about the execution of the duties of office or in respect of any such liability; and
(b) all other costs, charges and expenses which such person sustains or incurs in or about or in relation to the affairs thereof;
except such costs, charges or expenses as are occasioned by such person's own wilful neglect or default.
BY-LAW XVII – EXECUTION OF DOCUMENTS
Contracts, documents or any instruments in writing requiring execution by the College shall be signed by any two officers and all such documents so signed shall be binding on the College without any further authorization or formality. The Board shall have power, from time to time, by resolution to appoint an officer or officers on behalf of the College to sign specific documents. The Board may give the College's power of attorney for the purpose of transferring or otherwise dealing with any securities of the College. When required, the seal of the College may be affixed to documents signed as aforesaid.
BY-LAW XVIII – NOTICE
Wherever under the provisions of the by-laws of the College notice is required to be given, such notice may be given either personally or by facsimile transmission or by depositing the same in a post office or a public letter box, in a prepaid, sealed wrapper addressed to the addressee at such person's address as the same appears on the Books of the College. A notice or other document so sent by post shall be held to be sent at the time when the same was deposited in a post office or public letterbox as aforesaid, or if sent by facsimile transmission shall be held to be sent when the same was so sent. For the purpose of sending any notice, the address of any person shall be the last address as recorded on the books of the College. Any person entitled to receive any such notice may waive such notice either before or after the meeting to which such notice refers.
BY-LAW XIX – AMENDMENT
The by-laws of the College not embodied in the letters patent may be repealed or amended by by-law enacted by a majority of the directors present and voting at a meeting of the Board and sanctioned by an affirmative vote of at least two-thirds (2/3) of the Members present and voting at a meeting duly called for the purpose of considering such by-law, provided that the repeal or amendment of such by-law shall not be enforced or acted upon until the approval of the Minister of Consumer and Corporate Affairs has been obtained.
Approved by RCCO Board of Directors, February 3, 1995
Confirmed by RCCO National Council, March 11, 1995
Last Amended, March 12, 2010
Whereas the Letters Patent and the by-laws of the Royal Canadian College of Organists, a corporation under the Canada Corporations Act, are filed with the Ministry of Consumer and Corporate Affairs of Canada, and whereas the Royal Canadian College of Organists wishes to govern itself in areas outside those specified within its by-laws, the Members of the College direct that the affairs of the College be governed in accordance with its by-laws, and further in accordance with the various provisions herein. The by-laws of the College and the provisions of the Canada Corporations Act shall at all times take precedence over any stipulation contained herein.
REGULATION I – MEMBERSHIP CATEGORIES (SEE By-Law IV)
1. Ordinary Members are Institutional Members and Individual Members who are not eligible for membership in another category of membership as specified in this Regulations.
2. Joint Members –
(a) Two or more members who reside at the same address may apply for Joint Membership.
(b) The National fee for joint Members shall be one fee at the rate to which the member is normally entitled plus a reduced fee for every member after the first.
(c) The joint Members shall receive among them only one copy of each College publication, In other respects each joint Member shall enjoy all the privileges of Ordinary Membership.
3. Student Members –
(a) Student membership in the College is available to persons who are 21 years of age or under at the time of application, or are in full-time attendance at a recognized post-secondary educational institution and provide written confirmation of their status from the registrar of that institution.
(b) Student members shall be entitled to all privileges of membership at a reduced fee.
(c) Full membership shall become due on the first day of the fiscal year subsequent to the 22nd birthday of a student member or to the date on which the member ceases to be in full-time attendance at a recognized post-secondary educational institution, whichever is later.
4. Senior Members –
(a) Senior membership in the Colge is available to person who are 65 years of age or above.
(b) Senior Members shall be entitled to all privileges of membership at a reduced fee.
5. Co-members –
(a) Co-membership in the College is open to members of other organizations with comparable aims and objectives which provide a mutual membership benefit to members of the College. The Board of Directors shall determine the organizations which may participate, and the criteria for eligibility of members of such organizations for co-membership.
REGULATION II – STANDING COMMITTEES AND SPECIAL COUNCILLORS
1. The Board and the National Council may establish Standing Committees to be responsible for specific areas of College activity under their respective jurisdictions.
2. Each Standing Committee shall consist of a Chair and such additional members as may be appointed by that Chair.
3. Where a particular administrative or advisory function is best entrusted to a single individual, the President may appoint a Special Councillor, who will have all the rights and privileges of Standing Committee chairs.
4. All members of Standing Committees and all Special Councillors must, during their term of service, be Members of the College in good standing.
5. All chairs of Standing Committees and Special Councillors who are not otherwise members of National Council shall become so during their terms of office.
6. The Board and the National Council shall determine the terms of reference for their respective Standing Committees and Special Councillors. These shall be available for scrutiny upon request by all members of Standing Committees, the National Council and the Board.
7. Each Standing Committee and Special Councillor shall be responsible to the body which authorized its creation, and shall make reports as requested to the Board and National Council.
8. Chairs of all Standing Committees and all Special Councillors shall be appointed by the President, normally for a renewable two-year term. No member may serve in any one post as Chair or Special Councillor for more than six consecutive years, or be eligible for re-appointment within two years of retirement from that position. In exceptional circumstances, a Member who is ineligible for appointment under this rule may be appointed to serve in an acting capacity for a period of not more than one year.
REGULATION III – HONORARY APPOINTMENTS AND AWARDS
1. National Council, upon recommendation of the President, may confer the title of Honorary Patron, Honorary President, or Honorary Vice-President on those whom it deems worthy of the honour.
2.(a) National Council may award the Diploma of Fellowship (honoris causa). This may be awarded to those who:
(i) have achieved national or international eminence in the field of music; or
(ii) have rendered outstanding service to the College.
(b) Each recipient of this honour shall receive a Diploma and Hood from the College and be entitled to use the designation ‘F.R.C.C.O.(hon. causa)’.
(c) Recipients of this honour wishing to become or remain Members of the College must pay their dues annually.
3. National Council may confer Honorary Life Memberships as set out in By-law IV.5.d.
4. National Council may award the Distinguished Service Award to those who have given exemplary service to a Centre. The award should reflect the sort of service which leaves a particular mark on the Centre's history and which, for its vision and breadth, provides a model worth promulgating to Centres nationwide.”
5. Nominations may be submitted to National Council for any Honorary Award by any Member or Centre of the College. Nominations, accompanied by a supporting letter, should be submitted to the Chair of the appropriate Committee by February 1st of any year or such other date as Council may determine. The Committee shall, through its Chair, submit its recommendations to the President for approval by National Council. The President may, if concerned about the appropriateness of any nomination, request the Committee to reconsider its recommendation. The Committee's final recommendation shall then be sent to Council, after whose approval the President shall communicate with approved nominees, inviting acceptance of the award. No nominee shall be informed about a contemplated or actual nomination until the official communication is issued by the President.
REGULATION IV – REGISTRAR OF EXAMINATIONS
The National Council shall appoint a Registrar of Examinations whose duty shall be to perform or supervise all clerical work in connection with College Examinations in such manner as the Examinations Committee and the Board of Examiners may require. In particular, the Registrar of Examinations shall be responsible for ensuring the accurate and timely publication of examination requirements, the printing and distribution of examination papers, and the availability and distribution of diplomas to successful candidates. The Registrar of Examinations, in cooperation with respective Centre officers, shall be responsible for the provision of suitable local arrangements such as venues and invigilators. The duties of Registrar of Examinations may be carried out by a designated member, or members, of the administrative staff.
REGULATION V – BOARD OF EXAMINERS
The Board of Examiners shall consist of examiners who shall conduct all practical and theoretical examinations for the diplomas and certificates of the College. Appointment of suitable examiners to the Board shall be made by the National Council upon the joint recommendation of the Chair of Examinations and the Chair of the Board of Examiners. Such appointments shall be for a renewable term of six years. Members of the Board of Examiners shall be required to be members of the College in good standing.
The Board of Examiners shall have a Chair appointed from amongst its members by the President. Such appointment shall be for a non-renewable term of six years. The Chair shall be a member of the National Council ex officio. The responsibilities of Chair shall include:
assigning of examiners to conduct examinations as required from time to time;
maintaining a satisfactory number of qualified examiners to meet all contingencies;
determining the manner in which examinations shall be conducted;
consulting with the Registrar of Examinations with regard to the administering of all examinations, including venues, invigilators, printing and distribution of materials;
reporting of examination results to the Registrar of Examinations in a timely fashion so that candidates can be informed of their results and the preparation of diplomas arranged.
Any candidate wishing to appeal the results of their examination must do so in writing to the Chair of the Board of Examiners within 30 days of receipt of their results. Upon receipt of such an appeal, the Chair of Examinations, or a member of the Board of Examiners designated by the Chair, shall review the examination and shall report the results of the review as soon as is practical to the candidate and to the President. Such report shall be considered final resolution and no further appeal shall be permitted.
REGULATION VI – HISTORIAN-ARCHIVIST
The National Council shall appoint a Member of the College to be the Historian-Archivist. The Historian-Archivist may be present at all meetings of the National Council, but without voting privileges, unless possessing them in another capacity.
REGULATION VII – CHAPLAIN
The National Council may appoint a Member of the College as Chaplain to assist in the preparation and conduct of College Services and Convocations and in other appropriate areas upon request of the Board. The Chaplain shall be entitled to attend meetings of the National Council, but without voting privileges, unless possessing them in another capacity.
REGULATION VIII – THE TRUSTEES (See By-law VIII)
(a) The Trustees shall administer the money and the securities in the funds entrusted to their care and shall recommend to the board the investment of them. Investments shall only be made in securities in which insurance companies are authorized to invest under the Canadian and British Insurance Companies Act.
(b) The signature of one Trustee, together with that of one other signing officer authorized by the Board, shall be required for the withdrawal of money from special funds.
2. Restricted Funds
The Trustees shall administer the special funds received by them or in their care in accordance with any trust or restrictions to which such funds were subject at the time they were received, as follows:
(a) The Building Fund
(i) The capital of the Building Fund shall be held by the Trustees as an endowment and shall not be disbursed except for the purpose of purchasing a building as stipulated at the time of its establishment.
(ii) A resolution to pay any amount from the capital of the Building Fund shall not be introduced or passed by the Members of the College unless written notice of such resolution be given with the sanction of the Trustees and of National Council at least thirty days before the meeting at which the resolution is to be introduced. A two-thirds majority shall be required to pass the resolution.
(iii) The income from the Building Fund may be used at the discretion of the Trustees to provide accommodation for the National Office, to purchase and maintain furniture and equipment, and to defray expenses incurred for the collection and maintenance of a library and the preservation of the archives. The income of the Building Fund shall not be used for regular administrative costs, such as salaries and clerical expenses.
(b) Other Funds
Other funds, including the Scholarship and Prize Funds, the Memorial Fund, the Endowment Fund, and any new funds that may be established from time to time, shall be administered by the Trustees as endowment funds. The interest from these funds shall provide for scholarships and programs of the College in accordance with the conditions laid down by the donors and as approved by the Board of Directors.
REGULATION IX – BUDGET
The Annual Budget of the College, following approval by the Board, shall be submitted by the Board to the National Council for confirmation and to the Annual Meeting for ratification. Any expenditures beyond those authorized by the Budget shall be approved in advance by the Board.
REGULATION X – REAL PROPERTY
All real property acquired from time to time or belonging to the College shall be vested in the Board in trust for the College, and may be disposed of only with the consent of the Trustees and of National Council.
REGULATION XI – ADMINISTRATIVE STAFF
1. The Board shall appoint administrative staff to assist in the functioning of the College, and shall determine their duties.
2. The duties assigned to the administrative staff shall include the following:
(a) undertaking the routine financial transactions of the College within the limits of expenditure authorized by the budget and under the general supervision of the Board;
(b) depositing the current business funds and investment funds in the approp-riate accounts with a Chartered Bank or Trust Company in the name of the Royal Canadian College of Organists. The said funds shall be withdrawn only by a cheque signed in such manner as the Board may from time to time determine;
(c) making such financial reports as the Board and the Treasurer may require and as required by law, including the commissioning of an annual audit;
(d) the remission of all payroll taxes, deductions and returns as required by law.
REGULATION XII – DIPLOMAS AND CERTIFICATES
1. Candidates for examinations must be Members in good standing of the College at the time of application. Candidates for diplomas must also be Members at the time of the examination. Candidates must have paid their membership fees in full both at the time of application and at the time of being eligible to receive a Diploma or Certificate.
2. Regulations concerning the conduct of examinations shall be approved by the National Council and published from time to time.
3. Those who have passed the required examination shall be admitted as Colleagues of the College. Colleagues are entitled to affix to their names the letters ‘CRCCO’ and to wear the College gown and Colleague’s hood.
4. Those who have passed the required examination shall be admitted as Associates of the College. Associates are entitled to affix to their names the letters ‘ARCCO’ and to wear the College gown and Associate’s hood.
5. Those who hold the Associateship diploma and who have passed the Fellowship examination shall be admitted as Fellows of the College. Fellows are entitled to affix to their names the letters ‘FRCCO’ and to wear the College gown and Fellow’s hood.
6. Those who have passed the required examination in choral conduction shall receive the Professional Diploma in Choral Conducting. They shall be entitled to affix to their names the letters 'ChRCCO' and to wear the College gown and Choral Conducting hood. Associates or Fellows of the College who hold the Professional Diploma in Choral Conducting may style their attributable letters 'ARCCO(Ch)' or 'FRCCO(Ch)'.”
7. Those who have passed the required examination in Service Playing shall be awarded the Certificate of Proficiency in Service Playing. No attributable letters are obtained by passing this examination.
8. Those who have passed the required examination in Choir Training shall be awarded the Certificate of Proficiency in Choir Training. No attributable letters are obtained by passing this examination.
9. Diplomas and Certificates shall be issued by the Examinations Committee on behalf of National Council as soon as the results of the examinations have been duly recorded. Diplomas and Certificates shall be signed by the President and the Chair of the Examinations Committee, and will normally be presented by the President at the Annual Convocation of the College.
10. The President of the College, the Registrar of Examinations and members of the Examinations Committee shall not be eligible, during the term of such office, to sit for College examinations. Special arrangements may be made when a College Member has completed one part of a College examination prior to accepting office.
REGULATION XIII – SCHOLARSHIPS AND PRIZES
1. Scholarships and prizes awarded to examination candidates shall be as prescribed in the R.C.C.O. Examination Syllabus.
2. Prizes awarded to winners of National Competitions are offered as prescribed for each competition and approved by National Council.
3. Other scholarships and prizes are awarded according to the conditions approved by National Council in consultation with the donors.
4. Scholarships and prizes will normally be presented by the President at the Annual Convocation of the College.
REGULATION XIV – NATIONAL CONVENTIONS
1. Conventions may be held at such time and in such place as the National Council may approve. Provision should be made in the Convention programme for the Annual Meeting, the College Convocation, and the College Service.
2. All Centres hosting conventions shall adhere to policies and regulations that may be set forth from time to time by the Board, including the preparation of a budget in advance of the convention and the submission of a financial statement as soon as possible after the convention.
3. All members of National Council are eligible to participate in formal proces-sions of College dignitaries at Convocations and College Services.
REGULATION XV – CENTRES (See By-law IX)
1. Each Centre must hold at least one meeting of all its members each year which shall include the reception and approval of reports by its Executive Committee, the discussion and ratification of policies, and the receiving of a financial statement.
2. All and only Individual Members in good standing and duly authorized representatives of Institutional Members in good standing shall be entitled to vote at General Meetings of a Centre.
3. Election of officers, executive members and additional Centre representatives to National Council (i.e. any other than the President or delegate to which the Centre is entitled) shall take place at the Annual General Meeting of the Centre, and their term of office shall be from one Annual General Meeting of the Centre to the next.
4. Each Centre shall transmit to the National Office the names of the members of its Executive Committee and its representatives to National Council, reports of its activities, and financial statements, on such occasions and in such forms as shall be specified from time to time by the Board or its delegate.
5. In the event of the dissolution of a Centre, the Board, in consultation with the Centre, shall arrange for the disposition of the Centre's assets and liabilities. Prior to so doing, the President of the College, or delegate, shall consult with two representatives of the Centre to formulate a recommendation with respect to disposition of assets and liabilities in accordance with the Charities Act. The recommendation shall be considered at a general meeting of members of the Centre called for that purpose; all members of the Centre who were in good standing at any time within the twelve months previous to the proposed date of meeting shall be invited and entitled to vote. The final recommendation approved by a majority of those entitled to vote shall be sent to the Board for ratification, which shall not be withheld unless the proposed course of action is in violation of any law, jeopardizes the charitable status of the College or fails to make provision for the repayment of just debts owed by the Centre, including debts to the College.
REGULATION XVI – ANNUAL MEETING (See By-law X)
1. The following items of business shall be conducted at all Annual Meetings:
(a) Minutes of the previous Annual Meeting shall be read and adopted;
(b) Business arising from the minutes;
(c) Reports of Officers:
Chair of Trustees;
(d) Report of National Office staff;
(e) Reports of Standing Committees and Special Councillors;
(f) Ratification of Budget;
(g) Appointment of Auditor;
(h) Ratification and confirmation of actions of National Council and the Board;
(j) Other Business;
(k) Announcement of results of elections.
REGULATION XVII – ELECTION OF OFFICERS
1. Nominating Committee
(a) Each year, the President shall appoint a Nominating Committee consisting of the immediate Past President or another past president as Chair and two other members of National Council to prepare and present to the Board for its approval not later than February 1st, a slate of officers and directors to fill all existing vacancies and those positions which are to become vacant as a result of the expiry of any term of office.
(b) It is recommended that, when choosing candidates for Presidential or Vice-Presidential office, the practice of alternating the geographic location of the nominees, so that one residing within the National Office area shall be succeeded by one outside that area, should be maintained, as it assures the availability of one or two Presidential officers near the National Office at all times.
2. On or before March 31st, the National Office shall publish by means of the national newsletter or another official publication as approved by the Board a list of the nominations approved by the Board, stating the last date for further nominations, and describing the procedure for making further nominations.
3. Upon receipt of the slate of officers from the National Office, additional nominations may be submitted. The consent of each nominee and the signature of five other Members must be provided. The nomination must be received at the National Office not later than May 1st.
4. Should no nominations be forthcoming other than those submitted by the Nominating Committee, a list of candidates so nominated shall be enclosed with the notice of the Annual Meeting and mailed to every Member, and such nominees shall be declared elected by acclamation.
5. When an election is necessary, the names of the nominees shall be placed on a ballot form with full instructions regarding its use. Ballots shall be mailed by the National Office to Members in good standing at their last known addresses, together with the notice of the Annual Meeting. Ballots for officers shall be mailed to all Members; ballots for regional directors shall be mailed to Members of all Centres within the Region for which the director is being elected, and to all Members not attached to a Centre whose mailing address is within the Region for which the director is being elected. Members who live outside Canada and who are not attached to a Centre are not eligible to vote for any regional director. Ballots must be returned to the National Office by a closing date determined by the Board.
6. The President shall appoint scrutineers to examine the ballots, and on their report the nominees obtaining the majority of votes cast shall be declared duly elected.
REGULATION XVIII – TERM OF OFFICE
1. The terms of office for elected officers and directors and for Centre representatives to National Council shall commence and terminate at a College Convocation. In the event that no Convocation is held in a given year, terms of office shall commence and terminate immediately following the Annual Meeting.
2. The term of office for appointed positions shall be until a successor is appointed.
REGULATION XIX – AMENDMENT TO REGULATIONS
Amendments to these regulations governing the conduct of the affairs of the College may be determined by the Board of Directors. Any amendments shall be submitted to the National Council for confirmation; if confirmed by National Council, these amendments are enacted. Amendments are to be submitted to the Annual Meeting for ratification. The Board is responsible for ensuring that all proposed amendments to the Regulations are consistent with the by-laws of the College.