Layreaders Crest

  1. By-Laws and Constitution

     

    A. THE ASSOCIATION

    1. (1) The name of the Association is:

      LAY READERS’ ASSOCIATION OF THE DIOCESE OF NOVA SCOTIA AND PRINCE EDWARD ISLAND.

      (2) The Association may also be referred to as the Diocesan Lay Readers Association

    2. The Association is formed under direction from and is governed by the prevailing Canons of the Anglican Church of Canada and the Diocese of Nova Scotia and Prince Edward Island, the prevailing Lay Reader Handbook of Standards and Regulations, and these bylaws. When these bylaws contradict, are in conflict with, or have a discrepancy with the prevailing Canons and Handbook, the Canons and Handbook supersede these bylaws.
    3. The bylaws of the Association may be amended from time to time as approved by the membership present at an Annual or Special General Meeting.

    B. AIMS AND OBJECTIVES

    1. To provide fellowship opportunities for and amongst its members.
    2. To provide educational opportunities for its members.
    3. To provide opportunities for personal spiritual growth within its membership.
    4. To provide a forum or vehicle for its members to express their concerns, ideas, questions, and suggestions with regards to their ministry.
    5. To keep its members informed

    C. MEMBERSHIP

    1. All licensed Lay Readers in the Diocese of Nova Scotia and Prince Edward Island are members.
    2. All certified Lay Readers-in-Training in the Diocese of Nova Scotia and Prince Edward Island are members.
    3. The Warden of Lay Readers as appointed by the Diocesan Bishop is a member
    4. The Immediate Past President of the Association is a member, even if he/she is no longer a licensed Lay Reader in this diocese, unless his/her license was revoked.
    5. All Honorary and Life Members, as recognized and elected from time to time by the membership present at an Annual General Meeting, are members.

    D. VOTING

    1. All business meetings are to be conducted respecting standard parliamentary rules of order.
    2. At all Annual General Meetings and at all Special General Meetings members as identified in Section C.1, all licensed Lay Readers in the Diocese of Nova Scotia and Prince Edward Island are entitled to cast one, and only one vote.
    3. The Chair of an Annual General Meeting or a Special General Meeting, if a member as identified in Section C.1. shall cast her/his vote only in the case of a tie.
    4. At all Executive meetings all Executive officers as members identified in Section C.1. 3., and 4. are entitled to cast one, and only one, vote.
    5. At all Annual General Meetings and all Special General Meetings no votes cast by proxy will be accepted or counted.

    E. EXECUTIVE

    1. There shall be an executive consisting of the following officers:

      a. President
      b. Vice-President
      c. Secretary
      d. Treasurer
      e. Immediate Past President (ex officio)
      f. Warden of Lay Readers (ex officio
      g. Area Representatives (such that there will be a maximum of one representative for each Diocesan Archdeaconry)
      h. Editor of Diakonia (ex officio)

    2. Only members as defined in Section C.1., licensed Lay Readers in the Diocese of Nova Scotia and Prince Edward Island, can be elected to executive offices as identified in Section E.1.a, b., c., d., and g..
    3. Executive positions listed as a., b., c., and d. of Section E.1 must be filled by elections at the Annual General Meeting. Executive offices listed as g. of Section E. 1, Area Representatives, are to be filled, if at all possible, by elections at the Annual General Meeting but may remain vacant and not affect the status of the Association in respect to these bylaws.
    4. The Executive may co-opt a member, as defined in Section C.1., to the office of Area Representative if the office was not filled by election at the last Annual General Meeting. The co-opted officer will only hold such office for the whole or remainder of the term of the office vacant. The selection of an officer in this manner must be ratified by the membership present at the next Annual General Meeting if one is held during the term of office of such a co-opted officer.
    5. There shall be an Executive Subcommittee consisting of the executive offices listed in clauses (a), (b), (c), (d), (f) and (h) of Section E.1..
    6. The Executive and the Executive Subcommittee shall meet on a regular basis and as frequently as necessary to conduct the business of the Association. The Executive is to meet no less than (4) times a year.
    7. The quorum required to conduct a meeting of the Executive or the Executive Subcommittee shall be the President or Vice President and two other elected officers.
    8. The duties of each officer are to be determined, from time to time by the Executive, as necessary. The prevailing description of duties is to be attached to these bylaws
    9. Terms of Offices:

      a. The term for all offices, excepting that of-the Warden of Lay Readers and the Immediate Past President, is to be a period of (2) years beginning and ending at the nearest Annual General Meeting
      b. The term of office of the Warden of Lay Readers is of such length as is determined by the Diocesan Bishop.
      c. An officer can re-offer for election to the same office for a further term but must retire from that office at the end of the second term for a least one full term.
      d. On resignation of an officer, in the midst of a term the Executive shall appoint a person to hold the office for the unexpired portion of the term. Such replacement for more than one (1) calendar year is considered a full term in respect of Section E.c.
      e. The person holding the office of Vice-President is to proceed immediately, without election, to the office of President on the ending of the incumbent’s term or upon the incumbent ceasing to hold office. Replacement, due to resignation or otherwise ceasing to hold office for a period of more than one (1) calendar year is to be considered a full term in respect of Section E.8.c.
      f. The membership or executive officers present at an Annual General Meeting, or at a Special General Meeting called for such purpose, may present a motion, complying with Section G.5, to dispose of an officer of the Association, excepting the Warden, prior to the end of his/her term. Such a vote of non-confidence requires an assent of sixty-six (66%) of the voting members present to be carried. The election of a replacement officer will be as if the officer had resigned and in respect of Section E.2., 3. , 4., 8 and 9.

    F. COMMITTEES AND TASK FORCES

    1. The Executive and Executive Subcommittee may form committees and task forces they deem necessary to effectively carry out the aims and objectives of the Association.
    2. Area Representatives may form regional or local committees and task forces as they deem necessary to carry out their duties and in effect meet the aims and objectives of the Association.
    3. Committees and/or task forces-must include at least one member of the Association. A member of the Association shall be the chair of the committee or task force.
    4. All committees and task forces are responsible and accountable to the Executive of the Association. They must provide minutes of meetings, financial statements, meet with, or disclose information to the Executive when requested.

    G. ANNUAL GENERAL MEETING

    1. The Annual General Meeting shall be held within three (3) months of the end of the preceding fiscal year.
    2. There shall be an educational program held in conjunction with the Annual General Meeting.
    3. The date, time, and location of the Annual General Meeting is to be determined by the Executive. Notice of the Annual General Meeting is to be published in the two (2) preceding issues of the Diocesan Times, three (3) preceding Anglican net news and if financially feasible by an all member mailing.
    4. The quorum required to conduct an Annual General Meeting shall be twenty (20) members who are eligible to vote.
    5. Business to be conducted at the Annual General Meeting:
      1. Acceptance of the minutes of the preceding Annual General Meeting.
      2. Reports from the President, Vice-President, Warden of Lay Readers, Area Representatives, and any current standing committees.
      3. Financial report of the previous fiscal year.
      4. Presentation of a proposed budget for the current year.
      5. Elections of officers, as required.
      6. Business that the Executive wishes to bring before the membership
      7. Business or motions when:

            i) the Secretary has received written notice of such at least forty-five (45) days preceding the meeting,

            ii) the Chair accepts such business or motions on request from at least sixty-six percent (66%) of the    voting members present.

         

      8. Business that any one of the Bishops of our Diocese wishes to bring before the membership.

    H. SPECIAL GENERAL MEETING

    1. The Executive may call a Special General Meeting to conduct such business as it feels necessary and deemed important that it could not wait until the next Annual General Meeting. Notice for such a Special General Meeting (time, location, and business to be considered) shall be given either by publishing notice in the one preceding issue of the Diocesan Times and two (2) preceding Anglican Net News or by an all member mailing at least three (3) weeks prior to the meeting date.
    2. One of the Bishops of our diocese may call a Special General Meeting to conduct such business as may be deemed necessary. Notice of such a meeting will be as the Bishop deems reasonable
    3. The membership may petition the President to call a Special General Meeting. The written petition must contain the names and signatures of members equal to the quorum required to conduct such a meeting and the nature of the business that they wish to have conducted. The notice of such a meeting will be as described in Section H.1.,
    4. The quorum required to conduct a Special General Meeting shall be twenty (20) members who are eligible to vote.

    I. MEMBERSHIP DUES

    1.  All members are expected to pay annual membership dues.
    2. Parishes, or any other individual or group, may pay the dues on behalf of any member.
    3. All annual membership dues are due and payable by the first day of the fiscal year of the Association.
    4. The amount of the annual membership dues is to be determined, from time to time, by the membership present at an Annual General Meeting.

    J. FINANCES

    1. All monies belonging to the Association are to be expended to provide administrative support to or on programs to meet the aims and objectives of the Association.
    2. The Executive is to have the right and the power to acquire, expend, invest, and disperse any funds and properties of or for the Association in respect of Section J. 1
    3. The Executive is to maintain financial records of all transactions made and properties held. These records are to be made available for viewing to any member of the Association, Bishop of our Diocese, or the Diocesan Bishop’s appointed agent at a convenient place and at a reasonable time.
    4. A financial report including a proposed budget for the Association is to be made at every Annual General Meeting.
    5. The Executive is to be prudent in its handling of the Association’s funds and therefore it is necessary that all transactions made on behalf of the Association will require signatures of at least two Executive Officers.
    6. The fiscal year of the Association is to be from April 1 in a calendar year to March 31 of the succeeding calendar year.
    7. The financial records of the Association are to be reviewed and/or audited by an independent body (appointed by the Executive) on an annual basis, following-the end of the fiscal year and prior to the presentation of the financial report to the Annual General Meeting.

    K. 

    1. The Association shall maintain a banner symbolic of its member’s ministries.
    2. The banner is to be made visible at every opportune and appropriate time and place.
    3. The banner is the responsibility of the President during his or her term of office and may be prominently displayed in the parish church of the President.

    DUTIES OF EXECUTIVE OFFICERS

    The descriptions of duties are prepared in respect of the Bylaws of the Diocesan Lay Readers’ Association of the Diocese of Nova Scotia and Prince Edward Island (Section E.7.).

    It is acknowledged that all people are different and each brings to the Association the gifts they have received from God through the Holy. Spirit Each person is expected only to perform duties that they are comfortable in performing and to the best of their ability. We are all expected to uphold our baptism and minister to God’s people in the name of and to the glory of our Lord, Jesus Christ.

    1. President

    1. To provide guidance to the membership and the officers of the Association
    2. To be responsible for the orderly conduct of all Association Annual General, Special General, Executive, and Executive Subcommittee meetings.
    3. To ensure an agenda is prepared for all Executive and Executive Subcommittee meetings.
    4. To prepare an agenda for all annual and special general meetings with the assistance of the Vice-president
    5. To oversee the performance of the duties of the other officers of the Association.
    6. To represent the Association and its members at events and functions as requested by the membership or Executive.
    7. To communicate with the Bishops and Diocesan Committees and officers as required.
    8. To facilitate in any reasonable way the continuance of and promotion of the Association and Office of Lay Reader in our Diocese.

    2. Vice-President

    1. To shadow the duties of the President and to prepare oneself for the presidency.
    2. To assist the President in the performance of her/his duties.
    3. To assist the President in the preparation of the agenda for all Annual and Special General Meetings.
    4. To perform the duties of the President when the President is incapacitated or temporarily unavailable.
    5. To perform any reasonable task or duty as requested by the President.
    6. To facilitate in any reasonable way the continuance of and promotion of the Association and office of Lay Reader in our Diocese.

    3. Secretary

    1. To ensure accurate minutes are recorded and maintained for all Association meetings.
    2. To ensure all Association correspondence is received and sent as necessary.
    3. To ensure all printed materials and reports required for Association meetings are prepared and circulated as necessary.
    4. To ensure the appropriate and required notice is given for all meetings of the Association.
    5. To perform any reasonable task or duty as requested by the President.
    6. To facilitate in any reasonable way the continuance of and promotion of the Association and office of Lay Reader in our Diocese

    4. Treasurer

    1. To oversee all monetary and property transactions for the Association.
    2. To ensure a financial report is made available at all Executive, Executive Subcommittee, and Annual General Meetings of the Association.
    3. To ensure accurate financial records are maintained and made available in respect of Section J.3 and 4. of the Association’s bylaws.
    4. To ensure the financial records of the Association are audited and/or reviewed by an independent body in respect of Section J.7. of the Association’s bylaws.
    5. To ensure the preparation of an annual budget to be presented by the Executive at the Annual General Meeting.
    6. To perform any reasonable task or duty as requested by the President.
    7. To facilitate in any reasonable way the continuance of and promotion of the Association and office of Lay Reader in our Diocese.

    5. Immediate Past President

    1. To provide continuity for and act as a resource person to the Executive.
    2. To perform the duties of the Vice-President when the Vice-President is incapacitated or temporarily unavailable
    3. To perform any reasonable task or duty as requested by the President.
    4. To facilitate in any reasonable way the continuance of and promotion of the Association and office of Lay Reader in our Diocese.

    6. Warden of Lay Readers

    1. To perform duties and tasks as prescribed by the Diocesan Bishop.
    2. To perform the duties as set out from time to time in the Lay Reader Handbook of Standards and Regulations
    3. To provide guidance and support to the Executive.
    4. To facilitate in any reasonable way the continuance of and promotion of the Association and office of Lay Reader in our Diocese.

    7. Archdeaconry Representatives

    1. To provide a communication link between the Executive and the members in their archdeaconry (i.e. telephone committee).
    2. To communicate with their Archdeacon and the Regional Deans in their area.
    3. To facilitate educational, training, and fellowship opportunities for Lay Readers and prospective Lay Readers in their Archdeaconry
    4. To be active with the Executive in planning and staging diocesan events and programs.
    5. To perform any reasonable task or duty as requested by the President.
    6. To facilitate in any reasonable way the continuance of and promotion of the Association and office of Lay Reader in our Diocese.

    8 Editor of Diakonia

    1. To ensure the publication of the Association Newsletter in April and December.
    2. To collect the material to appear in the publication and arrange the layout of the publication.
    3. To submit the draft to the Executive Subcommittee for approval.
    4. To arrange for the publication and distribution of the Diakonia.