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| Scroll down the page to read the Constitution and Bylaws of the Provincial Circle of the Ontario Columbian Squires. To Download PDF versions of our Constitution & Bylaws click on the following links |
THE CONSTITUTION OF THE PROVINCIAL CIRCLE OF THE ONTARIO COLUMBIAN SQUIRES
Amended & Approved by Provincial Circle
Ontario Squires Convention 2006
PREAMBLE
We the Columbian Squires of Ontario determine:
to attain unity of purpose and progress throughout the Province of Ontario, and
to further promote and propagate the teachings of Jesus Christ and His Holy Catholic Church through our youthful example of genuine Catholic Leadership, and
to unite our strength for better achievement of the purpose of the Columbian Squires.
Whereas no previous document has ever been drafted to formally attest to our unity or proclaim our aims;
Therefore Have Resolved to combine our efforts under the able leadership of the executive of our Provincial Circle, and
Do hereby establish and consent to the document known hereafter as the Constitution of the Provincial Circle of the Columbian Squires.
Article I
Names and Definitions
1. The organization of young Catholic gentlemen from the ages of ten (10) to eighteen (18) as of July to June 30, under the sponsorship and supervision of the Knights
of Columbus, shall hereby be known as the Columbian Squires.
2. The members of the Provincial Body of the Columbian Squires shall be:
All registered members of a circle in Ontario, recognized by the Supreme Board of Directors, as well as the Provincial Father Prior and the Provincial Chief Squire of the
previous year.
Article II
Objectives
1. The objectives of the Provincial Body of the Columbian Squires shall be:
A. To uphold and maintain the Charter of the International Organization of the Columbian Squires;
B. To provide representation, either delegated or communicated, in the International Organization;
C. To promote, in co-operation with the Knights of Columbus, the well being and advancement of the Columbian Squires and their principles;
D. To unite more closely all articles and members for the mutual welfare and advancement of youth.
Article III
Composition of the Provincial Circle
1. The Ontario Provincial Circle shall be composed of:
A. An Executive of the Provincial Body (henceforth known as the Provincial Board), composed of:
a) a Provincial Father Prior
b) a Provincial Chief Squire
c) a Provincial Deputy Chief Squire
d) a Provincial Notary Squire
e) a Provincial Bursar Squire
f) a Provincial Marshall Squire
g) a Provincial Sentry Squire
B. Up to four (4) delegates from each circle in good standing, as provided for in the Laws and Rules for State Circles.
Article IV
Powers and Duties of the Provincial Body and Provincial Circle
1. The duty of the Provincial Body is to act as the responsible agent for the Columbian Squires in the entire Province and on an international level, at all times.
2. The powers of the Provincial Circle when assembled at Convention under the supervision of the Ontario Squires Chairman of the Knights of Columbus (henceforth to
be known as the State Squires Chairman), shall be:
A. To receive and review all requests, suggestions and demands of any circle of individual member of the Province.
B. To recognize all circles and members of the Provincial Body in good standing with the Supreme Board of Directors as defined within the Laws and Rules.
C. To withdraw recognition of any member or circle of the Provincial Body not in good standing with the Supreme Board of Directors as defined within the Laws and
Rules.
D. To levy a tax or taxes upon any Circle or individual Squire of the Provincial Body for any legitimate purpose or object.
E. To amend this Constitution as outlined in Article Ten of this document.
F. To enact and/or amend the By-laws subject to this Constitution as well as in accordance with the laws, rules and regulations prescribed by the Supreme Board of
Directors.
G. To elect members to the respective offices of the Provincial Board as per the formula outlined in Article Nine of this document.
Article V
Powers and Duties of the Provincial Board
1. The Provincial Board (in general) shall:
A. Administer and implement the objectives set forth in this Constitution as supplemented by any duly approved resolution of the Provincial Circle.
B. Upon election assume its power on the following July 1st, and review all unfinished business from Convention.
C. Hold an Executive (i.e. Provincial Board) meeting at least four (4) times during its term of office and prior to the calling to order of the Annual Convention.
D. Prepare the Agenda for the Annual Convention to be held during its term of office, in co-operation and consultation with the Convention Committee.
E. At its discretion recognize outstanding contribution and participation of individual Circles or Squires of the Provincial Body.
F. Have the power to enact a By-law or By-laws for the remainder of its term of office for the benefit of the Provincial Body.
2. The Provincial Father Prior shall:
A. Be the Chaplain and Spiritual Director of the Provincial Body.
B. Be an Ex-officio Officer of the Board, and as such shall be entitled to a vote.
C. Be appointed by the State Squires Chairman, on behalf of the State Deputy.
3. The Provincial Chief Squire shall:
A. Be the Chief Executive Officer of the Provincial Body.
B. Call to order and preside over (as a chairman) all Provincial Board meetings and all functions of the Annual Convention.
C. Have no vote at Provincial Board Executive meetings or General meetings of the Provincial Circle, except where his vote will effect the outcome.
D. Execute all policies of the Provincial Board and Provincial Circle
E. Prepare an agenda for all Provincial Board Executive meetings and all General meetings of the Provincial Circle.
F. Act as signing officer along with the State Squires Chairman and Provincial Bursar Squire.
G. Be responsible for appointing chairmen of various Provincial Board committees, upon consultation with the State Squires Chairman.
H. Appoint, with the approval of the Provincial Board and the State Squires Chairman, any Squire of the Provincial Body to fill a vacated office on the Provincial Board,
with the exception of the office of Provincial Father Prior.
I. Delegate reasonable duties to any member of the Provincial Board in accordance with their respective duties.
4. The Provincial Deputy Chief Squire shall:
A. Discharge and exercise the powers of the Provincial Chief Squire in the absence of the latter or in the event of his resignation.
B. Act as a substitute chairman for any meeting, workshop or committee, where needed.
C. Perform any other duties delegated to him by the Provincial Chief Squire.
5. The Provincial Notary Squire shall:
A. Record and file the minutes of all meetings of the Provincial Board and Provincial Circle.
B. Be responsible for all delegated correspondence of the Provincial Body, Provincial Circle and Provincial Board.
C. Make available at all meetings of the Provincial Circle copies of the previous Provincial Circle’s minutes.
D. Report on all activities of the Provincial Board in writing for use by the Knights of Columbus Ontario State Board and the Provincial Body.
E. Perform any other duties delegated to him by the Provincial Chief Squire.
6. The Provincial Bursar Squire shall:
A. Arrange for payment of all bills authorized by the Provincial Board.
B. Keep accurate accounts of all receipts and disbursements of the Provincial Board.
C. Be responsible for closing the Financial Books of the Provincial Board at the end of his term in office, and shall present a fully audited financial statement to the
Provincial Circle General Meeting.
D. Act as a signing officer along with the State Squires Chairman and the Provincial Chief Squire.
E. Present an up-to-date Financial Statement at every meeting of the Provincial Circle and Provincial Board.
F. Send a receipt to all circles upon payment of Provincial Taxes.
G. Perform any other duties delegated to him by the Provincial Chief Squire.
H. Make available to all circles of the Provincial Body, the audited financial statement of his term of office.
7. The Provincial Marshall Squire shall:
A. Be responsible for advising the Chairman (generally the Provincial Chief Squire) of correct procedure, as defined in Article VII of this document, at all Provincial Board
and Provincial Circle meetings.
B. Be acquainted with Parliamentary Procedure, as defined in Article VII of this document, and shall be responsible for maintaining these rules at all Provincial Board
and Provincial Circle meetings.
C. Be responsible to the Provincial Board for its Ceremonial Robes and Paraphernalia.
D. Perform any other duties delegated to him by the Provincial Chief Squire.
8. The Provincial Sentry Squire shall:
A. Guard the decorum of all Provincial Board and Provincial Circle meetings.
B. Perform any other duties delegated to him by the Provincial Chief Squire.
9. The Immediate Past Provincial Chief Squire shall:
A. Serve on the Provincial Board in an advisory capacity.
B. Perform any other duties delegated to him by the Provincial Chief Squire.
Article VI
Powers and Duties of the State Squires Chairman
1. The State Squires Chairman shall:
A. Co-ordinate all Columbian Squire activities for the Provincial Body.
B. Give approval on behalf of the Knights of Columbus to any proposed, solved constitutional activity of the Provincial Body.
C. Act as a signing officer along with the Provincial Chief Squire and the Provincial Bursar Squire.
Article VII
Meetings
1. Meetings of the Provincial Circle shall:
A. Be held annually at the Provincial Convention.
B. Include in their agenda:
a) The International Pledge of the Columbian Squires.
b) Introduction of Provincial Board Officers, Guests and Dignitaries.
c) Minutes of the previous Provincial Circle meeting.
d) Reports of Provincial Board Officers and Committees.
e) New and Old Business.
C. Require a quorum of voting delegates at the scheduled time of the meeting for the meeting to continue.
D. Follow and maintain Parliamentary Procedure in accordance with “Robert’s Rules of Order.”
2. Meetings of the Provincial Board shall:
A. Be called at the discretion of the Provincial Chief Squire and according to Article V, Section 1, Part C.
B. Include in their agenda:
a) Introduction of Guests and Dignitaries.
b) Minutes of the Previous Provincial Board Meeting.
c) Reports of Provincial Board Officers and Committees.
d) New and Old Business.
C. Follow and maintain Parliamentary Procedure in accordance with “Robert’s Rules of Order.”
3. The Official Prayer of the Columbian Squires of Ontario is the Prayer of Saint Francis and shall be recited at all meetings of the Provincial Circle.
Article VIII
Voting Rights at Provincial Circle Meetings
1. The following members will have voting privileges at Provincial Circle meetings:
A. Each member of the Provincial Board shall have one (1) vote. The Provincial Chief Squire, as chairman, shall vote only where his vote will effect the outcome.
B. Each circle in good standing with a delegate or delegates attending as provided for in the Laws and Rules of State Circles, shall have four (4) votes, regardless on
the number of delegates present.
Article IX
Elections to the Provincial Board
1. Elections to the Provincial Board, held annually at a general meeting of the Provincial Circle, shall:
A. Be conducted by means of a secret ballot.
B. Use a “Drop Down” format, which has the following characteristics:
a) If any one (1) candidate gathers a simple majority of votes then that candidate will be deemed elected.
b) If no candidate gathers a simple majority of the votes, and there are three (3) or more candidates being voted on, then the candidate with the least number of votes
must drop off the ballot.
c) Any unsuccessful candidate may seek, without re-nomination, any remaining election position.
C. Take place as the last order of business on the Agenda of the last day of Convention.
D. The Chairman of the Elections shall be provided with the written consent of each and every nominee to office to accept the post before time.
E. Have Area Chairmen act as scruitineers throughout.
2. Campaign promotional material shall not be permitted until after the close of the first business session of the Convention at the discretion of the Area Chairmen.
3. Candidacy for any position on the Provincial Board is open to all members of the Provincial Body who are present during Convention and will not surpass the age of
eighteen (18) before the coming July 1.
Article X
Amendments
1. Amendments to this document and the By-laws of the Provincial Circle shall:
A. Be submitted to the Provincial Board, as outlined in the By-laws of the Provincial Circle, and drafted in a Resolution.
B. Be considered, reviewed and put to question before the Provincial Circle at Convention.
C. Come into effect immediately following approval by the Knights of Columbus Supreme Board of Directors following the referral of the States Squires Chairman.
D. Require a two-thirds majority vote of the delegates present at the meeting in which the amendments are presented and put to question.
PROPOSED REVISION TO THE BY-LAWS OF THE
PROVINCIAL CIRCLE OF THE ONTARIO COLUMBIAN SQUIRES
Amended & Approved by Provincial Circle
Ontario Squires Convention 2007
Article I
Operation of the Provincial Board
1. The executive Body of the Ontario Columbian Squires shall be referred to as a Provincial Board, not a State Board.
2. All notices of the Provincial Board shall be written and sent to at least one (1) circle contact and its sponsoring council.
3. Before the Provincial Board appoints any committee, it must have the necessary funds for that committee to operate.
4. The members of the Provincial Board shall be installed at the earliest possible convenience to the members of the Provincial Board, or at the first provincial board
meeting.
5. A past officers of the Provincial Board of Ontario Club (Senators’ Club) shall be established. It will be self sufficient and act in an advisory capacity for the Provincial
Board, yet be recognized as an individual club.
6. Each circle in Ontario will receive all information from the Provincial Board in either of Canada’s Official Languages, upon request.
7. Any Provincial Board officer who shall be absent without just cause from three (3) consecutive meetings or activities may be expelled. Expulsion of the Provincial
Board officer is to be determined by the Provincial Chief Squire and the State Squires Chairman. In the select case of expulsion of the Provincial Chief Squire, the final
decision shall be made by the State Squires Chairman.
8. All Provincial Board committee and position reports shall be submitted to the Provincial Chief Squire, Provincial Father Prior and State Squires Chairman two weeks
in advance of each Provincial Board meeting at the discretion of the Provincial Chief Squire.
Article II
Finances
1. Each circle in Ontario must forward to the Provincial Bursar Squire an annual tax, which shall depend on the time of payment as follows:
Time of Payment Tax Amount
Prior to January 1st $65.00
January 1st – May 15th $75.00
After May 15th $85.00
2. The Provincial Bursar Squire shall send a bill or issue an invoice to each circle stating the due date of the Provincial tax before November 15th.
3. The Provincial Bursar Squire shall maintain a list of all delinquent circles. If the tax is not paid by Convention, the circle will be ineligible for awards, and will not be
granted the right to vote during Convention.
4. The Provincial tax will be exempted in the case that a circle is attending its first or second Convention since their institution or reinstitution.
5. The Provincial tax will be exempted in the case that a circle submits to the Provincial Bursar Squire a just reason for exemption, along with verification of the financial
status from their Area Chairman.
6. The Ontario Provincial Board audits of its own books will be conducted semi-annually by the Provincial Chief Squire, the State Squires Chairman, and a Knights of
Columbus Ontario State Board Officer or someone appointed by the Knights of Columbus Ontario State Board.
7. A motion to commit Provincial Board funds to a specific charity or cause shall not be considered binding upon the Provincial Circle, unless submitted as a resolution
at least fourteen (14) days prior to the opening of the annual meeting of the Provincial Circle.
Article III
Bursary
1. The Provincial Board shall set aside an amount of money in a high interest bearing account, in order to create a bursary for the Squires of the Province to be
distributed each year, at the annual Convention. The amount of the award will be determined by taking the interest earned to a maximum of two hundred and fifty dollars
($250.00) per recipient, to a maximum of two (2) awards.
2. The applicant shall send a copy of the application to his circle and the local Area Chairman.
3. All applicants shall receive a notification from the selection committee upon the receipt of the application.
4. The applicant must be a graduating Squire, preparing to, or already having joined the Knights of Columbus.
5. The selection committee must receive the complete and accurate application postmarked no later than May 15 or the fraternal year.
6. Applicants for this award are only eligible once.
7. The successful candidate(s) will receive the award once proof has been given stating their enrolment in a Post Secondary institution.
8. The selection committee will be comprised of the Provincial Father Prior, the State Squires Chairman and the Immediate Past Provincial Chief Squire.
9. No member of the Provincial Board or Provincial Board affiliate may be eligible for this award.
Article IV
Other Projects
1. Any circle in Ontario wishing to obtain the original Unity Cross may do so under the condition that they are willing to assume all transportation costs, the Provincial
Board incurring no expense.
2. The Provincial Board officer in charge of the Unity Cross will keep an accurate record of all its travels, which will be made available upon request.
3. Robes and Paraphernalia shall be made available to all circles in Ontario for ceremonials at circle cost.
4. The Provincial Board will design and distribute to the circles of Ontario its own activity report forms, to be filled out by all circles and sent to the State Squires
Chairman and Provincial Father Prior.
Article V
The Provincial Convention
1. The annual gathering of the Provincial Circle shall henceforth be called a Convention.
2. Convention shall be held on a date and in a location considered practical and convenient to the Provincial Circle and which does not conflict with the Knights of
Columbus Supreme Convention.
3. The registration fee designated each year must be paid no later than two (2) weeks prior to the Convention.
4. The Convention committee shall be responsible for the proper accommodation of all people attending the Convention.
5. Each circle shall be responsible for its own traveling expenses to Convention.
6. The financial statement of each Provincial Convention shall be audited according to the accepted standards of financial procedure and the complete and audited
Convention financial statement, including income and expenses from all aspects of the Convention, shall be made available as a written document to all circles in good
standing who are in attendance at the following year’s business meeting of the Provincial Convention. Circles in good standing who are not in attendance at the following
Convention shall be mailed a copy of the Convention Financial Statement.
7. The Convention Mass shall be offered for the repose of the souls of deceased Squires, Squires counsellors, Knights of Columbus and their families.
8. Notes may only be passed between delegates and members of the Provincial Board, provided that they are signed.
9. The Provincial Board and affiliates shall not in any way, shape or form, endorse any candidates running for the Provincial Board. No campaign material shall be
printed on or mailed in Provincial Board material.
Article VI
Further Duties of the Provincial Board
1. At the first Provincial Board meeting of the year, the incoming Provincial Chief Squire, upon consultation with the Immediate Past Provincial Chief Squire, shall
present an action plan within his Chief Squire’s Address, stating how he intends to implement each resolution passed at the previous Convention. The Provincial Board
shall discuss and adopt some such action plan, and make it available to all circles immediately following said meeting.
Article VII
Responsibilities of Circles
1. Throughout the year, each Squires circle in Ontario will be asked to fill out the activity report forms provided by the Provincial Board, describing activities in each of the
following categories: Spiritual, Membership, Circle and Service, with one (1) activity per form to be sent to the Provincial Father Prior and State Squires Chairman
postmarked no later than May 15.
2. The Circle Audit Report Form is standard for all Audits of Ontario Circles. The audit must be conducted semi-annually by the Chief Squire, Grand Knight and the
Deputy Grand Knight and must include proper signatures. A period ending financial statement must be included in this report and a copy of both the audit and financial
statement must be sent to the respective Area Chairman and the State Squires Chairman.
3. The Squires of Ontario will be informed by a member of the Provincial Board of a date that is to be Vocation Day, at which time every circle will try to impress upon its
members the true idea of religious vocation.
Article VIII
Amendments to Constitution and By-laws
1. Proposed amendments to the Constitution or By-laws shall be submitted in writing at least fourteen (14) days prior to the opening of the annual meeting of the
Provincial Circle.
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Newsletter
The role of this committee is to advise the Provincial Board in its
decisions to ensure no business conducted goes against the ideals
and values set by the province. The committee also helps circles
with the writing and presentation of Resolutions to guarantee every
Squire a fair voice in the business of the Board.
decisions to ensure no business conducted goes against the ideals
and values set by the province. The committee also helps circles
with the writing and presentation of Resolutions to guarantee every
Squire a fair voice in the business of the Board.
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