Constitution of the Shaanxi Association of Canada (2025 Revised Edition)
(Adopted by anonymous vote of the Board on July 9, 2025)

Chapter 1: General Provisions
1.1 Name
The organization shall be named "Shaanxi Association of Canada" (SAC).

1.2 Emblem (Logo), Flag, and Anthem

• Emblem (Logo): [To be added]

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• Flag: [To be added]

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• Anthem (tentative): "Qin Wind and Maple Charm, United in Dream"

Anthem Lyrics:
[Verse]
Qinling connects to the Yellow River
Chang’an greets the Maple Land
Ansai drums echo beyond waterfalls
Shaanxi accents harmonize across oceans

[Chorus]
Qin wind rising, maple charm lasting
Hearts united, dreams soaring
Rivers passed, love everlasting
Qinling moon shines on foreign lands

[Repeat Chorus]

[Ending]
One Qin-Maple melody for all descendants of Yan and Huang

1.3 Mission

• To strengthen ties and promote friendship among Shaanxi natives residing in Canada;

• To provide mutual support for life, study, and work in Canada;

• To promote Shaanxi culture and encourage intercultural exchange with all Canadian communities.

1.4 Nature
This is a non-religious, non-political, and non-profit organization formed voluntarily by overseas Chinese of Shaanxi origin residing in Canada.

1.5 Address
To be determined.

Chapter 2: Membership
2.1 Categories
Membership is divided into Regular Members and Honorary Members.

2.2 Qualifications
2.2.1 Regular Members:
Any individual who agrees with the Association’s mission and meets one of the following criteria may apply:

• (1) Born in or has ancestral roots in Shaanxi Province;

• (2) Lived, studied, or worked in Shaanxi Province;

• (3) Has close ties to Shaanxi Province.

2.2.2 Honorary Members:
Individuals not meeting the Regular Member criteria but:

• (1) Consistently participate in the Association’s activities;

• (2) Frequently offer volunteer services.
  Honorary membership must be nominated and approved by the Board.

2.3 Rights of Members:

• Participate in events, with equal voting, nomination, and decision-making rights;

• Priority access to services and support;

• Right to know, suggest, and supervise the work of the Association;

• Freedom to join or withdraw voluntarily;

• Eligibility for certificates and awards;

• Other legal rights as per the constitution.

2.4 Obligations:

• Comply with the constitution and resolutions of the Association;

• Pay membership dues if applicable;

• Actively participate in activities and contribute to development;

• Uphold the reputation and legal interests of the Association;

• Assist fellow members, promote unity and cooperation;

• Protect internal information and member privacy;

• Fulfill other obligations as prescribed.

Chapter 3: Organizational Structure
3.1 Board of Directors
The new Board is elected by the previous Board every four years. Election process is outlined in the “Shaanxi Association of Canada Election Procedures.”

3.1.1 Functions:

• Implement resolutions of the Executive Board;

• Manage registration, change, and filing procedures;

• Formulate annual work plans;

• Review and approve departmental activities;

• Manage and supervise finances;

• Monitor and inspect the performance of directors;

• Elect the Executive Board every four years and oversee transitions;

• Supervise and support the Executive Board’s operations.

3.1.2 Composition and Term:

• Eligible candidates must be SAC members for at least two years or have special contributions/skills;

• No more than 30 directors (total must be odd-numbered);

• Candidates are nominated based on activity level and skills, and must be approved by over half of the current Board via anonymous vote and accept the position;

• Directors may serve unlimited consecutive terms; dismissed directors may not rejoin in the current term;

• Family members/spouses of current directors may not serve concurrently;

• Exit mechanisms include attendance policies, behavioral standards, and voting procedures.

3.1.3 Rights and Duties of Directors:
Rights:

• Make suggestions and criticisms;

• Vote and be elected to the Executive Board;

• Resign from the Board.
  Duties:

• Promote and protect the image of the Association;

• Comply with regulations and accept assignments;

• Strengthen communication and collaboration among directors;

• Participate in discussions, declare abstention if applicable;

• Maintain confidentiality. Violations may result in warning, probation, suspension, or dismissal.

3.2 Executive Board
3.2.1 Functions:
Consists of the President, Vice Presidents, Secretary-General, and other key roles. Manages daily affairs.

• President: Overall leadership;

• Vice Presidents: Assist in specific areas;

• Secretary-General: Documents and scheduling;

• Chairman: Supervises administration and finances.

3.2.2 Composition and Term:

• Candidates must have served as directors for at least one year;

• 7 executive members elected by the Board, serving 4-year terms;

• Positions: President, 4 Vice Presidents, Chairman, Secretary-General;

• Elected executive members assign positions based on skills, excluding President;

• If a vacancy occurs, a special Board meeting is called to elect replacements;

• In case of President's resignation or misconduct, the Chairman assumes duties temporarily.

3.2.3 Rights and Duties of Executive Members:
[To be discussed]

Chapter 4: Executive Responsibilities
4.1 President:

• Convene and chair meetings;

• Oversee execution of resolutions and plans;

• Sign official documents;

• Approve financial expenditures;

• Represent SAC in external relations;

• Safeguard members’ rights and organizational image.

4.2 Vice Presidents:

• Support daily operations;

• Enforce rules and policies;

• Monitor key activities and report progress;

• Identify and resolve emerging issues;

• Organize events;

• Handle assigned tasks;

• Review financial matters;

• Manage external and internal communications.

4.3 Chairman:

• Act as liaison between the Board and Executive Board;

• Resolve disputes and misconduct;

• Identify and address issues proactively;

• Coordinate removal or replacement of officers when necessary.

4.4 Secretary-General:

• Manage records and documentation;

• Draft plans and supervise execution;

• Prepare budgets and review financials for large events;

• Handle publicity and media relations;

• Develop internal rules and regulations;

• Manage registration and legal filings.

Decision-Making Process:

• For routine matters (e.g., events, emergencies): handled by assigned Executive Members with Board updates and final report;

• For major issues (e.g., elections, dismissals): must be decided via anonymous vote in physical meetings.

Chapter 5: Financial Management
5.1 Sources of Income:

• Government funding (if applicable);

• Donations from individuals, companies, or organizations;

• Event revenues;

• Contributions from Honorary Members.

5.2 Financial Policies:

• Funds are earmarked for approved activities only;

• Annual financials disclosed to the Board and subject to third-party audit if necessary.

5.3 Donation and Sponsorship Management:

• Acknowledgment: Thank-you letters and public recognition (with consent);

• Benefits: Donors may be invited to SAC groups or honored with certificates and titles.

Chapter 6: Events and Cultural Promotion
6.1 Regular Events:

• Annual Spring Festival Gala, Summer BBQ, Mid-Autumn Festival, Networking Gatherings;

• Health, welfare, sports, arts, and senior/academic activities.

6.2 Cultural Promotion:

• Host cultural fairs, performances, and food festivals;

• Collaborate with local communities for cultural exchange.

Chapter 7: Honorary Titles
7.1 Honorary Presidents
7.1.1 Lifetime Honorary President:

• Former Presidents with significant contributions;

• Nominated by current President, approved by 2/3 Board vote.

7.1.2 Annual Honorary President:

• Donated over $5,000 CAD or secured equivalent sponsorships;

• Proposed by Executive Board, approved by majority vote;

• One-year term, renewable.

7.2 Honorary Directors
7.2.1 Lifetime Honorary Director:

• Served as Director for over 10 years and contributed significantly;

• Nominated by Executive Board, approved by 2/3 Board vote.

7.2.2 Annual Honorary Director:

• Donated over $1,000 CAD or equivalent support;

• Proposed by Executive Board, approved by majority vote;

• One-year term, renewable.

7.3 Benefits:

• Invitation to major events as guest of honor;

• Attend Board and Executive Board meetings (non-voting);

• May represent SAC externally with written authorization;

• Receive honorary certificate and badge; featured in promotional materials.

7.4 Supplementary Provisions:

• Honorary roles are symbolic and carry no administrative duties;

• May be revoked for misconduct via Board resolution;

• Interpretation rights belong to the Executive Board.

Chapter 8: Amendments
8.1 General Provisions:
The constitution may be revised or supplemented to meet practical needs while adhering to SAC’s mission.

8.2 Amendment Procedure:
8.2.1 By Executive Members:

• Proposed, reviewed, and approved by the Executive Board;

• Submitted to the Board for anonymous vote;

• Passed with simple majority; effective immediately.

8.2.2 By Directors:

• Submitted to the Executive Board for initial review;

• If approved, passed to the Board for anonymous vote;

• Passed with simple majority; effective immediately.

8.3 Special Procedures:
8.3.1 Dissolution:

• Requires approval from both the Board and General Assembly;

• Must settle all assets and liabilities, and complete legal procedures.

8.4 Records and Filing:

• All amendments must be recorded, including:
  (1) Clause and content changes;
  (2) Reasons and basis;
  (3) Time of vote;
  (4) Results and vote count.

• Records signed by Secretary-General and archived.

8.5 Effective Clause:
This constitution takes effect upon Board approval. The same procedures apply to all members. Final interpretation rests with the Board.

Note: This constitution shall not conflict with Canadian laws. In case of discrepancies, national laws prevail.