Bylaws

Edmonton Chinese Writing Club’s Bylaws

1. The bylaws are specially formulated for the standardized operation of Edmonton Chinese Writing Club.
2. It is known in English as Edmonton Chinese Writing Club (ECWC).
3. Founded in 2009, ECWC is a non-profit organization registered with the provincial government.
4. ECWC is a non-religious and non-political global Club.
5. The rules of using ECWC’s social media platforms (website, Weibo, WeChat, etc.): In order to ensure the reliability and effectiveness of information dissemination, it is strictly forbidden to publish remarks that harm the purpose and members of the ECWC, and it is
   strictly forbidden to publish unverified news that may cause confusion and uncivilized remarks. The ECWC reserves the right to remove the posted offending content and the person from the group, and cancel this person’s membership based on severity.

Board of Directors:

6. The supreme authority of the ECWC is the Board. The function of the Board is to formulate the Club’s work policy, plan and carry out its work in accordance with the bylaws, make major budgets and allocations, decide on the admission and removal of members, formulate and amend the bylaws, elect and remove directors, decide on other major matters, etc.
7. The composition of the board of directors: one president, one vice president, one secretary general, one book keeper, one internal affairs director, one large-scale event coordinator, one project developer, one social media director, one external relations director. One person can hold several positions. The total number of members of the Board is 5-9. The term of office of the directors is two years.
8. The directors are elected by the members. The president, vice president and secretary general are elected by the board of directors and can be re-elected, in principle, not more than three terms.
9. The Board of Directors meets regularly every three months and is presided over by the President. The Secretary-General records and archives the contents of the meeting.
10. The president coordinates the work of ECWC, and the vice president, secretary general, book keeper and other directors are responsible for the internal management of the Club, website and other social media management, large-scale activities, external liaison, project development and financial management.
11. Major decisions require more than half of the members of the Board to vote to take effect.

Duties and Power of the President:

12. Convene and preside over meetings of the Board. Lead the work of the Club and implement the resolutions of the Board.
13. Develop internal management systems.
14. Communicate with government agencies and other social organizations on behalf of the Club.
15. When the president has special circumstances and is unable to preside over the work of the Club, the vice president shall act as his/her representative.
16. . In the absence of the vice president, the president shall appoint a director to preside.
17. If a member, including a member of the Board of Directors, violates the bylaws, or has a major dispute or disagreement with the Club on a certain issue, the President organizes the Board of Directors to make a decision by a minority majority vote.
18. If the President violates the bylaws, or has a major dispute with the Board of Directors on a certain issue, one member of the Board may propose a special meeting to vote on the removal of the President who violates the Rules of the Club, and the minority shall obey the majority; however, the proposal must have been seconded by another member before the meeting is summoned.
19. If the president is dismissed from his/her position, the vice president shall fulfill his/her main duties and obligations.

Duties and Power of the Vice President:

20. Assist the President in his/her work.
21. Organize and carry out work in accordance with the tasks decided by the Board.
22. Entrusted by the President to participate in relevant activities and carry out related work.
23. Offer opinions and suggestions to the President.

Secretary-General’s Duties:

24. Assist the President and Vice-President in their work.
25. Record and archive meetings.

Responsibilities of the Financial Director:

26. Report the financial situation to the Board of Directors every six months.
27. Financial analysis and recommendations are made to the Board at the end of each year.
28. Audit of Accounts: a qualified auditor provides for the audit of the society’s financial records.

Duties of the Other Directors:

29. According to the needs of the work of the Club, each director assumes part of the responsibilities, each person’s responsibilities are clearly stated, and the obligations assigned are performed.
30. Rewards for Work: ECWC is a non-profit organization and the work of board members is voluntary with no salary or other form of compensation.

Citizens with capacity for civil conduct may apply to be members, regardless of age.

Membership requirements:

31. Acknowledge and uphold the bylaws of the Club.
32. Submit an application for membership, which will be reviewed and approved by the Board of Directors.
33. After the approval of the Board, the membership fee shall be paid. The membership fee is paid in September every year, and the membership fee for teenagers under 18 years old and seniors over 65 years old will be halved.
34. If a member does not pay the membership fee, or if he or she is dismissed by a vote of the Board of Directors for serious violations of the Rules, the membership fee will not be refunded.

Member’s Rights:

35. The right to know, suggest, and supervise the decisions, fees, activities, and related matters of the Club.
36. Participate in various activities organized by the Club.
37. Publish personal works on the WeChat public account and in the Club’s website. Publish personal works in business partners ‘media platform.
38. Apply for a personal book launch organized by the Club.
39. Attend the annual General Meeting. Notice of the meeting will be given at least three weeks in advance in the form of email and member WeChat group announcements.
40. Participate in emergent special sessions. Notice of the meeting will be given at least 10 days in advance in the form of email and member WeChat group announcements.
41. The number constituting a quorum at general and special meetings of the society needs to be over 60%.
42. All members have rights of voting at general and special meetings of the society by secret ballot.
43. Membership is voluntary and withdrawal is at one’s will. Withdrawal from membership shall be subject to a written application to the Board.

Member’s Obligations:

44. Pay membership dues on time and annually.
45. Consciously abide by the laws of the country, follow and maintain the bylaws of the Club.
46. Implement the resolutions of the Club and actively participate in the activities carried out by the Club.
47. Maintain the harmony and unity of the Club.
48. Promote the Club, recommend new members, and safeguard the interests and reputation of the Club. Enhance publicity, cooperation and economic support for the development of the Club’s benefits.
49. If a member seriously violates the bylaws of the Club or participates in acts that damage the reputation/interests of the Club, he or she may be removed from the membership upon the vote of the Board of Directors. ECWC reserves the right to remove personal works from the website.

ECWC mainly organizes services and activities in the following aspects:

50. Hosting Chinese culture and cross-cultural learning and sharing activities.
51. Through the publication of member works on the website and public accounts of the Club, as well as the newspapers and periodicals of the partner organizations, we promote the integration of Eastern and Western cultures and the dissemination of Chinese language and culture.
52. Several multicultural and writing lectures, trainings, and celebrity interviews are held every year.
53. Regular Chinese writing contests are held, and selected essays are published on the website of the Club and on the newspapers, magazines and websites of the Club.
54. In order to promote Chinese culture, Chinese writing training is provided.
55. The general meeting is held once a year, and the main contents include academic
    seminars and networking activities such as thanking volunteers, member new book launches, and rewarding outstanding writers.
56. A member work is published every few years.
57. Co-organize other activities initiated by partner organizations entrusted with the purpose of ECWC.

58. Sources of funds: membership fees paid by members, government funds, donations, income from activities or services organized by the Club, advertising fees, interest income from bank deposits, and other legal income.
59. The funds of the Club belong to all its members and are used for the development of the work of the Club.
60. According to the principle of accounting openness, the use of funds is subject to the review and supervision of the Board of Directors. Finances are reported to the Board on a semi-annual basis.
61. Financial expenses must be pre-approved by the Board of Directors and reimbursed eventually.
62. Loans: ECWC operates on the principle of doing what it can and not owing debt.

63. The Secretary-General records the contents of meetings and archives them.
64. The Finance Director is responsible for keeping the books.
65. The President keeps other records.
66. Members of the Board of Directors have the right to apply to the Board to inspect the books and records when they deem it necessary, in a public place, in the presence of two other Directors.

67. Custody and Use of Seal — the society does not have a seal.
68. The Board of Directors shall be responsible for the interpretation of the bylaws of the Club.
69. Altering, Rescinding and Adding By-laws — Subject to respect for the trust of the
    bylaws, the Board of Directors shall have the right to amend individual provisions, provided that they are adopted by more than half of the members of the Board of Directors in order to take effect. After a bylaw is revoked, amended or added through a “special resolution”, it must be submitted to the relevant government agencies for approval.
70. If ECWC is dissolved, it shall be discussed and approved by the Board, and the Executive Committee shall determine the candidates to form a clean-up team to deal with the aftermath.