MNAC is a Friendship Club. The purpose is to extend friendships among the members and to assist them to learn about the community.
Code of Conduct
Members of MNAC will: Respect confidentiality of information received in the course of meetings and activities • Adhere to the Ontario Human Rights Code as amended. • Declare potential conflict of interest and refrain from discussion and voting when applicable. • Give recognition to others who contribute to the success of the group and its activities. • Not speak on behalf of the group unless designated by the President. • Treat fellow members with respect and listen to their points of view. • Encourage feedback from the membership creating a welcome environment. • Treat colleagues with respect, courtesy, honesty and fairness, and have proper regard for their interests, rights, safety and welfare. • Not harass, bully or discriminate against colleagues. • Contribute to a harmonious, safe and productive environment/culture. • Act ethically, with honesty and integrity, in the best interests of MNAC at all times. • Not make improper use of their position as board members to gain advantage for themselves or for any other person. • Exercise due care, diligence and skill. • Not disclose official information or documents acquired through membership of the board, other than as required by law or where agreed by decision of the board. • Not make any unauthorised public statements regarding the business of MNAC. • Support the formal decisions of the board made in its meetings. • Respect the confidentiality and privacy of all information as it pertains to individuals. • Ensure information gained as a Director is only applied to proper purposes. • Know that if there are any questions regarding the Code the President should be consulted. • Understand that breaches of this Code may result in disciplinary action, up to and including suspension of membership. Executive Board Members of MNAC will: • Represent the best interests of the members over and above personal and professional interests. • Respect confidentiality of information received in the course of Board meetings and activities. • Declare potential conflict of interest and refrain from discussion and voting when applicable. • Give recognition to others who contribute to the success of the organization and its activities. • Not speak on behalf of the association unless designated by the Chair or the Board as a whole. • Treat fellow Board members with respect and listen to their points of view. • Participate in meetings and keep informed about developments and issues relevant to operations. • Take individual responsibility to contribute actively to all aspects of the board’s role. • Make decisions fairly, impartially and promptly, considering all available information, legislation, policies and procedures. • Make reasonable enquiries to remain properly informed. • Attend a minimum of 75% of board meetings. • Act in a financially responsible manner. • Understand financial reports, audit reports and other financial material that comes before the board. • Understand the financial, strategic and other implications of decisions.
Conflict Resolution for MNAC Members
1. Introductory Statement: The Mississauga Newcomers’ and Acorn Club offers a friendly environment in which our members can make new friendships, and participate in a large variety of social activities of their choosing. We expect all members to treat one another with friendliness, respect and dignity. 2. Receipt of a Complaint: If at any time a member of the Executive Board receives a complaint, person to person or by phone, from a club member regarding the operation of any of the club’s activities, policies, fees, behaviour of another member, or breach of code of conduct by another member, that executive member must listen to the complaint politely and without judgement. He/she will ask the complainant to put their complaint in writing and submit it to them for presentation to the Executive Board. Any complaint, received in writing (by e-mail or Canada Post) against another member, including an executive member, will be immediately forwarded to the President who will at once initiate the process toward resolution. In the event the complaint is against the President, the complaint will immediately be forwarded to the Vice-President, who will then take charge of the club’s written conflict resolution procedures. 3. Action Taken Toward Resolution: Once a written complaint has been received, the executive member will immediately contact and submit the complaint to the President, who will call a special Executive meeting as soon as feasible within a two-week period, for the purpose of dealing with the complaint and its subsequent resolution. Upon receipt of the written complaint, the president will immediately appoint another executive member to interview both the complainant and the accused member prior to the executive meeting date, and to bring all information received to the meeting. At the time of interview, the accused will be asked to put their version of the event in writing, which will be presented to the Executive Board. If the complaint is against a member of the executive, including the president, that executive member will recuse himself/herself from the discussion and resolution of the complaint. In such a case, another member of the executive will immediately be appointed to interview both the complainant and the accused executive member, and bring all information received to the executive meeting. Again, the accused will be asked to submit their version of the event in writing. The President, or appointed member of the executive will contact the complainant and the accused, informing them the Executive Meeting date and that they will receive a written response to their complaint within 6 days following that meeting. 4. Complaint Resolution: At the executive meeting, the members will discuss both the complaint and the response by the accused, and make a decision to its resolution. Within 6 days following the meeting, the president will inform the complainant and the accused member the Executive Board’s decision, in writing (by Email or Canada Post) Whether the complaint against another member or executive member is proven to be accurate or inaccurate, both parties will receive a letter outlining the action taken by the Executive and its final resolution to the complaint. In the event an offence is proven and is serious enough for the member to be expelled immediately, the executive will follow the guidelines of the Club’s Bylaw Article V(c). The decision of the Executive Board is final.
ByLaws
ARTICLE 1 NAME The organization will be known as the Mississauga Newcomers and ACORN Club (MNAC), also known to members as the Friendship Club, and is an affiliate of the City of Mississauga Recreations and Parks Department ARTICLE II PURPOSE The purpose of this club is to extend friendships among the members. ARTICLE III MEETINGS a) At least four (4) General Meetings will be held each year as determined by the majority of the Executive Board. Ten percent (10%) of the membership will constitute a quorum. b) The Executive will make decisions, fairly, impartially, and promptly, considering all available information, legislation, policies and procedures and will declare a conflict of interest and refrain from voting when a conflict of interest occurs, even if it is perceived. c) Board members and volunteers are required to perform their duties and functions impartially, responsibly with integrity and in a manner that will withstand public scrutiny. d) No members will solicit or accept, for personal or financial benefit, a fee, gift or benefit that could influence decisions or affect their duties or functions. e) Any declared conflict of interest at a meeting will be recorded in the official meeting minutes, and will include what sort of conflict occurred/who was involved/was the conflict declared in advance/any discussion notes/ and any withdraws from the discussions or voting. ARTICLE IV ELIGIBILITY Any adult resident of Mississauga who wishes to meet new friends, participate in social activities and is eager to be friendly and helpful to others is eligible for membership. a) A potential member may attend one general meeting and one Friendship Club activity as a guest before becoming a member. b) A member who moves from Mississauga may retain membership in The Friendship Club. c) A member may be expelled from the membership for any cause which the Executive may deem reasonable upon two-thirds (2/3) vote of the Executive, and subject to the said member being notified, in writing, of a special meeting of the Executive called for the purpose of reviewing their case for expulsion and to hear the member’s point of view. Failure of the member in question to appear at such a meeting after reasonable notice has been given, shall default his/her privilege to appear. The decision of the Executive is final. (According to the Ontario Human Rights Code). ARTICLE V FEES a) Fees, which are not refundable, are payable yearly from May 1 - May 30. If renewals are unpaid by May 30, membership will be considered expired. b) Any new member who joins between November 1 and March 31 will pay one-half (1/2) of the annual fee. They will then pay the regular renewal fees the following May. A new member who joins in April will pay the full annual fee, which will apply from the day they join until May 1 of the following year. ARTICLE VI ACTIVITIES a) All participants of the activities must be members of the Friendship Club. Admittance of outsiders to league sports or activities will be allowed only when vacancies cannot be filled by Friendship Club members. b) Any member may start a new activity upon application to and approval from the Activity Chairperson. c) By the Annual General Meeting of each new calendar year, each Activity Convener will submit a name as their successor to the Activity Chairperson. Term of office will commence after the Installation Event in the spring. During November of each new term, each Activity Convener will provide the Activities Chairperson with an updated participant list. The Membership Secretary will be provided updates for his/her records. d) Each activity must be self-supporting. e) No club activity may conflict with these Bylaws. ARTICLE VII CONFIDENTIALITY The Friendship Club membership lists are to be strictly confidential and are not to be used for commercial purposes or solicitation of any kind. ARTICLE VIII EXECUTIVE OFFICERS AND CHAIRPERSONS Section 1 EXECUTIVE OFFICERS a) PRESIDENT will preside at all meetings, and will act as Chairperson of the Executive Board. He/she will be a honorary member of all Committees (except the Nominating Committee). The President will also be responsible for room bookings for all the Club meetings. b) VICE-PRESIDENT will perform all duties of the President during the President’s absence. Should the President be unable to complete his/her term, the Vice-President will fill the office of the President for the remainder of the term. The Vice -President will be in charge of all arrangements and preparations for the Installation Event in May of each year. c) SECRETARY All business transacted by the Friendship Club and Executive, will be recorded in the minutes of every meeting. Will send a draft copy of the minutes to the President for approval. Once all corrections are completed, he/she will send an email copy to each Executive member and to the general membership as required all within 4 weeks (4) of each meeting. he/she will also keep a master file of all Executive and General meeting minutes. He/she will send cards on behalf of the Friendship Club to those members who are ill, injured, have a death in the family, or need friendship support. In the event that the position of the Secretary becomes vacant for any reason, the Executive will appoint an Officer to discharge the secretarial duties for the remainder of the current year. d) TREASURER will have charge of all Friendship Club funds. He/she will disburse payments in a timely manner. All Friendship Club cheques must be properly co-signed by the President or designated alternate. The Treasurer will deposit the funds in the name of the club in a bank designated by the Executive. Will promptly advise the membership Secretary of all fees received by bank e-transfers. A financial report will be presented at each General and Executive Meeting. The fiscal year-end for the club is April 30 th of each calendar year. A preliminary Annual Financial Statement will be presented at the hand-over joint Executive Meeting. The books will be reviewed as soon as possible after the Installation Event in the spring. The reviewer to be appointed by the Executive. The finalized Financial Statement for the year will be made available to the general membership. The Treasurer will prepare and present a new budget at the August Executive meeting. e) MEMBERSHIP SECRETARY will collect all dues and keep a record of each active member, including their civic address, email address, phone number and listed activities. Collects mail from the Club mailbox and pass on any cheques received to the Treasurer as promptly as possible. Working in tandem with the treasurer, must ensure that both their records of current paid members are the same. f) PAST PRESIDENT will be an advisor to the Executive. He/she will also serve as chairperson of the Nominating Committee. Section 2 STANDING COMMITTEES a) ACTIVITY CHAIRPERSON will serve as liaison between Activity Conveners and the Executive. He/she will initiate new activities where sufficient interest is expressed. b) HOSPITALITY CHAIRPERSON will be responsible for arranging the physical set up of the meeting room and will supply refreshments at regular general meetings. c) COMMUNICATION CHAIRPERSON will be responsible for all general communication with membership, to include phone calls, e- mails, and Canada postal service. He/she will also be responsible for the distribution and mailing of the Friendship Club newsletter via e- mail, hand delivery, or Canada postal service for those members without e-mail. d) NEWSLETTER EDITOR will be responsible for the preparation of Newsletters. e) RECRUITING CHAIRPERSON All members responsible for recruiting respective members. The Chairperson will act as a contact person for new members. f) WEBSITE CHAIRPERSON will be responsible for keeping the Friendship Club’s web site up to date. Section 3 ELECTIONS a) NOMINATING COMMITTEE, chaired by the Past President, prior to the first General Meeting of each new calendar year, will communicate with all Activity Conveners for the purpose of nominating candidates for each Executive office of the Friendship Club, reporting to the executive at the second General Meeting of each new calendar year. b) Vacancies in elected offices will be filled for the remainder of the term by appointment of the Executive. c) Officers will be elected for a twelve (12) month term and will take office after the Installation Event in the spring of each new calendar year. An officer may run for further terms if they wish but must stand for re-election each term. d) Only members in good standing may cast ballots. e) Officers will be elected by a majority of votes cast by secret ballot or by majority show of hands if so agreed. Nominations for any office may be made from the floor at the first and second General Meetings of each new calendar year. Voting will take place at the Second General Meeting of each new calendar year, which will be considered the Annual General Meeting. Proxy votes must be signed, and received via Canada Post or e-mail by the Past President on or before the second General Meeting of each new calendar year. ARTICLE IX EXECUTIVE BOARD a) The Executive Board will consist of the Elected Officers and the Standing Committee Chairs. Fifty percent (50%) of the Executive Board will constitute a quorum. b) The Executive Board will attend to all routine matters of finance and other business pertaining to the Friendship Club. c) Regular meetings of the Executive will be held at least four (4) times per year unless otherwise specified by a majority vote of the Executive. d) Under special circumstances, Executive Meetings may be called by the President or three (3) Executive members. e) Vacancies among Standing Committee Chairpersons will be filled by a majority vote of the Executive. ARTICLE X PARLIAMENTARY AUTHORITY In the conduct of all Meetings, Robert’s Rules of Order will be the authority. ARTICLE XI AMENDMENTS These bylaws may be amended at any regular meeting of the Friendship Club by two-thirds (2/3) vote of the active members present. Forty (40) days’ notice of any amendment must be submitted, in writing, via e-mail or newsletter to the Membership prior to the vote. ARTICLE XII DISSOLUTION Upon dissolution of the Friendship Club and after the payment of all debts and liabilities, its remaining property shall be liquidated and the proceeds donated to an organization with similar purposes to this club and also affiliated with the City of Mississauga. (Bylaws with all amendments as at January 8, 2025)