Executive Officers

THE C.A.V. PAARDEBERG MOTORCYCLE UNIT

BY-LAW #2 - UNIT EXECUTIVE OFFICERS

UNIT EXECUTIVE OFFICERS

1. According to The C.A.V. Constitution, unit Presidents are appointed by the National or 1 CAV President. There is provision for unit elections but the result must be confirmed by the National/Formation President. Other unit Executive Officers are appointed by the unit President or elected by the unit membership.

2. The unit shall have a core executive team that includes the President, a Vice-President (recommended but not mandatory), a Sergeant-at-Arms and a Road Captain, all of whom by virtue of their appointments shall act as the unit governing council for all C.A.V. policy matters. A Secretary and a Webmaster can be appointed to assist in the efficient management of the unit. (see Annex A below for responsibilities)

3. The President may appoint additional executive officers to meet special needs such as a Membership Officer or Treasurer. However, a smaller unit executive has shown to be more efficient than a larger team created by splitting job portfolios/reassigning duties. A larger executive may offer more precise control in some areas but routine management of the unit also becomes more complex due to several persons being involved in a simple transaction.

4. Members who volunteer to lead special committees/events are project officers and are responsive to, but are not part of the executive.

ELECTIONS AND APPOINTMENTS

5. The term of office for the unit President shall be two calendar years after which a new President will be selected by unit election. An incumbent President may be extended by one year with a 70% membership endorsement if a suitable replacement is unavailable. It is important to maintain continuity of effort across the unit leadership; therefore, where possible, every effort will be made to avoid both the President and Vice- President leaving the Executive in the same year. If this situation cannot be avoided, it is very desirable for at least one other incumbent core officer to remain. To be eligible for selection as the unit President, a person must satisfy all of the following criteria:

· Be a serving member or a veteran of the Canadian Forces (National requirement);
· Be a paid up National and Unit member in good standing;
· Be a member of the Paardeberg unit for a minimum, unbroken term of not less than one full calendar year preceding the candidate's nomination date;
· Possess a valid (unrestricted) motorcycle operator’s permit in the Province of their residence; and
· Own a duly licensed and insured street motorcycle.

6. All other executive positions are selected and appointed by the unit President after canvassing the membership for interested persons. The new appointees will be confirmed by the membership at the next unit general monthly meeting. The President will introduce the appointee(s) and relate why they were chosen; a vote representing at least 50% +1 of those in attendance is required to confirm appointments. A person must be a fully paid up member in good standing to serve on the unit Executive; the unit Road Captain must also satisfy eligibility requirements specified in The C.A.V. Ride Manual.

7. The President may authorize Executive Officers to appoint individuals to specific project or activity assignments. Such appointees will report to the Executive through the designated/responsible Executive Officer. For example, special project appointees will normally report to the Vice-President while Deputy Road Captains will report to the unit Road Captain.

ELECTION PROCESS

8. Elections will be held during November with results announced at the December general meeting. The election process does not include campaigning and will not become political or divisive in nature. The process will normally occur as follows:

a) October Meeting – the election is announced and a member of the Executive who is not seeking nomination for President (normally Sergeant-at-Arms) is appointed Electoral Officer and confirmed by a majority of unit members in attendance. The membership is asked to consider and consult potential nominees for unit President prior to the next general meeting;
b) November Meeting – members nominate potential candidates and nominees must accept or decline the nomination at the meeting; nominees who cannot attend the meeting will convey their concurrence to the unit Electoral Officer in advance;
c) November 15th – candidates submit an electronic summary of their main C.A.V. and military achievements, and their outline leadership plan to the unit Electoral Officer who will share the documents and voting guidelines to the membership within five days;
d) November 21st to 28th – members submit their vote by email to the Electoral Officer who will tally the results for presentation at the December meeting. If the vote results in a tie, the Electoral Officer will inform the members of the names of the two leading candidates and that a vote will be taken at the December meeting; and
e) December Meeting - The Electoral Officer will announce the winner, or if there was a tie vote, will cause the two lead candidates to leave the room and then hold a silent paper vote or an open vote by a show of hands to select the winner. After the vote the two candidates will rejoin the meeting and the Electoral Officer will formally communicate the results.

9. The time lines presented above are fixed and will not be adjusted. A nominee who fails to conform to the established time lines shall be ineligible to continue as a candidate. Similarly, any member of the Electorate who fails make a nomination or to submit their vote pursuant to the above schedule forfeits their opportunity to contribute to the process.

Approved by Membership: 7 April 2009

ANNEX A

PRESIDENT

The President is the Chair of the Unit Executive/Chief Executive Officer of the unit. The President provides leadership and guidance to the Executive in the performance of their duties and operation of the unit.

· The President is the sole authority for external communication;
· All matters concerning relations between the unit and any external person or organization should be routed to the President for appropriate action; and
· At unit meetings the President (or delegate as the Chair) will control and keep order at unit meetings, and may engage the Sergeant-at-Arms to aid in keeping order if needed.

VICE-PRESIDENT

The Vice-President is the next senior executive officer to the President and shall assume all responsibilities and duties of the President in their absence. The VP will:

· Coordinate all committees and supervise plans for all unit events;
· Act as an intermediary between the President and the Member;
· Deal with any questions or comments concerning unit business not specifically related to the duties of other unit officers; and
· Oversee and audit unit finances and property holdings/records.

SERGEANT-AT-ARMS

The Sergeant-at-Arms is responsible for ensuring The C.A.V. Constitution and unit by-laws are not violated.

The Sergeant-at-Arms is responsible to:

· Keep order at all unit events, except as noted under the Duties of the President. The Sergeant-at-Arms is authorized to conscript members to aid in keeping order;
· Report any unseemly behaviour/incident to the Executive Committee;
· Secure the unit colours, kit shop, and any crests/patches or name tags that have not yet been issued or have been returned to the unit;
· Maintain unit membership records and nominal role; and coordinate annual unit and National dues collection/payment in accordance with By-Law #4;
· Manage the unit standard email distribution list and communicate change to the membership; and
· Collect, disburse and safeguard unit funds in accordance with By-Law #3.

ROAD CAPTAIN

The Road Captain is responsible for:

· Planning all unit rides including researching and organizing all rides personally and/or through Deputy Road Captains/or unit members who have volunteered to plan/lead a group event; and
· During actual time on the road or at intermediate stops during a run, the Road Captain shall act as the ranking club officer, deferring only to the President or Vice-President if either is present, and only then for matters involving persons outside the unit.

Technical aspects of the Road Captain’s duties are detailed in The C.A.V. Ride Manual.

SECRETARY

The Secretary is responsible to:

· Organize unit Executive and General Meetings, and communicate the time and place of meetings to active members;
· Prepare and/or maintain correspondence including: minutes of meetings, by-laws, written reports and external correspondence;
· Coordinate the raffle draw at unit meetings and events; and
· Post approved correspondence to the unit website either through the Webmaster.

WEBMASTER

The unit Webmaster plays an important role in facilitating effective communications and remembrance within the unit. The Webmaster is responsible to:

· Manage the unit website including posting ride schedules, minutes of meetings, photographs, historical and general interest items; and
· Act as the point of contact with The C.A.V./1 CAV Webmasters and ensure unit appointments and other information (rides, etc) are kept current.

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