Constitution & By-Laws

1. Name

This Association shall be known by the name of the Barrie East End Household Association and shall be hereinafter referred to as the (BEEHA).

2: Boundaries

The boundaries of the Association will encompass Ward 1 as defined by the City of Barrie electoral boundary map.

3: Objectives

3.1 To act as a community voice in promoting and protecting the residential nature of the community and quality of life issues for east end residents.

3.2 To promote the development of suitable on campus and off campus housing for students attending Georgian College.

3.3 To support programs and initiatives which provide for the safety of, and well-being of east end community residents.

3.4 To communicate to residents through various media and through an Association website, events of interest and issues affecting community residents.

3.5 To open dialogue with the City of Barrie, Georgian College, student groups, landlords, and other interested parties to achieve the above stated objectives.

3.6 To promote and encourage social and recreational activities within the community.

4: Membership

4.1 All Homeowner's residing in their own homes within the boundaries of the Association who are 18 years of age or over are eligible for membership.

4.2 Categories and terms of membership and membership dues structure shall be reviewed from time to time by the Executive Committee and any recommended changes shall only become effective when confirmed by a vote at an Annual or General Meeting.

4.3 The annual membership fee shall be set at $10.00 per household.

4.4 Membership expires when a person no longer resides within the boundaries of the Association.

4.5 A membership may be revoked at ant time by a two-thirds majority vote of a full quorum of the Board of Directors for reasons of misconduct, illegal activity, or the pursuit of issues or activities contrary to the objectives of the Association.

4.6 Every member in good standing shall have the right to run for and be elected to any position on the Association Executive.

4.7 Any homeowner living within the association boundaries may be elected an Honourary Member of the Association by a unanimous vote of those present at a General Meeting. He or she shall be entitled to all privileges of membership except the right to vote or hold office and shall not be liable to pay dues.

5: Association Structure

5.1 The Board of Directors shall be composed of the following positions:

  • President
  • Vice- President
  • Secretary
  • Treasurer
  • Four Directors

5.2 The Board of Directors shall be members in good standing who have been elected at the Annual General Meeting.

5.3 The Board of Directors shall be responsible to conduct the business of the Association and report to the general membership at each General or Annual Meeting, a summary of their activities. Any member of the Board of Directors who does not perform his/her duties in a satisfactory manner may be removed for cause.

5.4 The Board of Directors may appoint an Association member to fill a Board vacancy should one occur. The appointment shall terminate on or before the next Annual Meeting.

6: Committees

Committees may from time to time be created and/or dissolved by the Board of Directors to meet the needs of the Association.

(a) Committees shall consist of at least one Association member and may be comprised of members, non-members or a combination of both.

(b) The objectives of any committee must be consistent with the objectives of the Association.

7: Duties of Officers

President

(a) Shall preside at all Board of Directors, General, and Annual Meetings.

(b) Shall enforce observance of the Constitution and By-Laws of the Association.

(c) Shall report to the membership on the activities of the Association at each General or Annual Meeting or at such times as may be prescribed by the Board of Directors.

(d) Shall not vote on any motion unless required to do so to break a tied vote.

(e) Shall be the person designated as spokesperson on matters pertaining to the Association.

(f) Shall perform all other duties prescribed by the Board of Directors.

Vice President

(a) The Vice-President shall assist the President in his/her duties and shall assume the duties of President in his/her absence.

(b) The Vice-President shall perform all other duties as may be prescribed by the Board of Directors.

Secretary

(a) The Secretary shall receive and record all correspondence directed to the Association.

(b) The Secretary shall attend all Board of Directors and General Meetings and shall record all votes and minutes of meetings in a book to be kept for that purpose.

(c) The Secretary shall be responsible to notify the Association Membership of all upcoming Annual or General Meetings.

(d) In the event the Secretary is absent from any meeting, a qualified member may be assigned the duties of the Secretary for that absence.

Treasurer

(a) The Treasurer shall maintain a record of all receipts and disbursements on money with regard to Association business.

(b) The Treasurer shall establish proper accounting and financial policies and procedures.

(c) The Treasurer shall maintain the membership records and shall be responsible to collect membership dues.

(d) The Treasurer shall keep all financial records up to date and prepare a report on financial status of the Association at each Board of Directors and General Meeting.

Directors (4)

(a) The Directors shall, wherever possible, be elected from different geographical areas within the boundaries of the Association and shall represent and bring forward issues and concerns of Association members living within their respective areas.

(b) The Directors shall act as liaison officers to communicate actions taken by the Board of Directors on behalf of the Membership to members residing in their respective areas.

(c) The Directors shall attend all Board of Directors and General Meetings.

(d) The Directors shall perform all other duties as may be prescribed by the Board of Directors.

8: Meetings

8.1 Rules

All meetings of the Association shall be conducted in accordance with the ‘Roberts Rules of Order’.

8.2 General Meetings

(a) General Meetings of the Association shall be open to members of the general public.

(b) The Annual General Meeting shall be held in the month of April each year.

(c) General Meetings shall be held twice a year, in September, and in April coinciding with the A.G.M.

(d) Notice of the Annual General Meeting with a tentative agenda shall be given in writing, either by letter or by electronic mail and will be posted on the Association website not less than (14) fourteen days in advance of a the meetings. For other general meetings notice shall be given not less than (7) days in advance of the meetings.

(e) At General Meetings, pertinent matters may be brought forward by any Member in good standing and will be dealt with in proper order.

8.3 Board of Directors Meetings

Meetings of the Board of Directors shall be held on the first Tuesday of each month. The meeting day may be changed from time to time with the consensus of the Board of Directors.

9: Quorums

(a) At General Meetings, a quorum shall consist of (15) fifteen members in good standing that are entitled to vote. In the absence of a quorum, it shall be decided by a simple majority vote whether or not to proceed with the business of the Association.

(b) At Board of Directors meetings, a quorum shall consist of 50% of the Board members, plus one, and must include the President or the Vice-President. In the absence of a quorum, the business of the Association shall be put over until a quorum can be reached.

10: Association Fiscal Year

The Association fiscal year shall run from 01 January to 31 December of the same year.

11: Election – Board of Directors

11.1 The election of the Board of Directors shall take place by secret ballot every year at the Annual General Meeting.

12: Nominating Committee

The Board of Directors shall appoint a nominating committee at each Annual General Meeting for the purpose of accepting nominations for positions on the Board of Directors.

12.2 No member of the current or outgoing Board of Directors shall form part of the nominating committee and shall vacate their seats until all votes have been counted and the winners declared.

12.3 The slate of candidates must be nominated from the membership present and be properly seconded to be accepted. All nominees must declare their intention to accept or decline the nomination prior to a vote being held.

13: Voting Procedures

All members in good standing, being 18 years of age or older shall be entitled to cast a vote at an Annual or General Meeting. Except for the election of the Board of Directors, every vote shall be decided by a show of hands with a simple majority deciding the outcome. Any member in good standing may demand a recorded vote on any issue to be voted upon. If no recorded vote is demanded, the President will declare whether or not a resolution has been carried.

14: Financial Procedures

14.1 The Association shall conduct its affairs on a non-profit basis and on dissolution will will donate any remaining funds to a local charity.

14.2 No remuneration shall be paid to the Board of Directors or any member of the Association. The Association shall reimburse a member of the Board of Directors or any member for legitimate expenses incurred in the day to day operation of the Association provided the expenses are pre-approved.

14.3 All Association funds will be kept on deposit with a Canadian chartered bank, trust Company or credit union.

14.4 Cheques or bills of exchange payable to the Association shall be signed by the Treasurer or the President. The President, Treasurer, and Secretary shall be the signing officers for cheques or bills of exchange payable by the Association. At least two signatures shall be required on each cheque or bill of exchange.

14.5 The Board of Directors shall authorize all expenditures in excess of $50.00. In exceptional circumstances, expenditures may be authorized by the signing officers who shall report such expenditures to the first meeting of the Board of Directors after the authorization of the expenditure.

14.6 The financial statements submitted to the Association membership at the General or or Annual Meeting shall be audited by an independent member(s) of the Association who is not a member of the Board of Directors. The auditor(s) will report in writing to the Board of Directors on the adequacy of the financial records.

15: By-Laws of the Association

The Association may make By-Laws for the purpose of supplementing or clarifying the provisions of this Constitution or for any other purpose, provided that such By-Laws are not contrary to the Laws of the Government of Canada, the Province of Ontario, or the By-Laws of the City of Barrie.

16. Amendments to the Constitution and By-Laws of the Association

16.1 Notice of all proposed By-Law amendments shall be given in writing to the Secretary, who will include these proposals with the notice of a General Meeting and append them to the agenda for that meeting.

16.2 An amendment to the Constitution or By-Laws will require a two-thirds majority vote by the members at a General Meeting provided there is a quorum in attendance.

Approval

This document is approved this______day of___________200__ in the City of Barrie by members of the Barrie East End Household Association at the 1st General Meeting.