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Click here for a print version of this
Constitution. |
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Drafted
September 10, 2001, finalized Oct 29, 2001, ratified January 24, 2002
By-Laws
Article
I : Name & Purpose
Article II : Membership
Article III : Governance
Article IV : Committees
Article V : Meetings
Article VI : Association
Year
Article VII : Procedure
Article VIII :
Amendments
Article IX : Voting
Article X : Dissolution
Appendix 1 : Job
descriptions of the Executive Officers
Appendix 2 : Job
descriptions of the Directors
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Article I
: Name & Purpose
Section 1
The name of this Association shall be the "Auditorium Neighbourhood Association."
Section 2
The purpose of this Association shall be:
1. To encourage and promote community pride in our Neighbourhood by providing a
forum for Neighbourhood activity.
2. To be a voice for our common Neighbourhood interests by
acting as a liaison with government bodies and with institutions, schools, and businesses
in and around our Neighbourhood, and to work with other Neighbourhood associations on
common concerns.
3. To serve as a focal point for maintenance and improvement
of institutions and facilities serving our Neighbourhood, including parks, schools, and
public safety services, and to provide an avenue for Neighbourhood social activities.
4. To encourage and facilitate vigorous citizen participation
in all issues affecting our Neighbourhood, including land use, zoning changes, traffic
patterns, and street modifications.
Section 3
This association is and shall remain a non-profit organization and
no part of the net earnings thereof shall inure to any member.
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Article II
: Membership
Section 1
The membership of this Association shall consist of any natural
person 18 years of age or older who resides in this Neighbourhood.
All members are voting members.
Section 2 The area is bounded by Krug Street on the north, Ottawa
Street on the south, Weber St. on the west, and the expressway on the
east.
Section 3 The Board of Directors may confer upon a person
not otherwise eligible for membership an honorary membership. An honorary
membership may be conferred only in recognition for meritorious service to
the Auditorium Neighbourhood Association. Such membership shall be
non-voting and shall be for such duration as the Board of Directors shall
determine.
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Article III:
Governance
Section 1The Auditorium Neighbourhood Association shall be
governed by a Board of Directors, which may act as an Executive
Committee to take action in the name of the Association when promptness
of action appears desirable.
Section 2The
Board of Directors shall consist of four (4)
Officers of the Association including a President, a Vice-President, a
Secretary, a Treasurer, and two (2) Directors-at-Large, all elected by the
membership at an annual meeting. Once elected, the Board of Directors
shall serve until the close of elections at the next annual meeting or
until such time as their replacements are elected, whichever may occur
later.
The Board of Directors shall also include the
Immediate Past President of the Association when he has not been elected
to any other office or seat on the Board of Directors. The term of
Immediate Past President shall expire at the close of elections during
the next annual meeting following the expiration of his term as
President. This is a non-voting position.
In the event the Immediate Past President chooses not
to serve or is unable to fulfill his term of office, the Board of
Directors may appoint in his place any member who has previously held an
office of served as a director.
Section 3To be eligible for elected office, a person must
be a member.
Section 4Board members shall serve without compensation.
Section 5Board members who can possibly benefit
financially, directly from ANA decisions must first declare a conflict
of interest in the matter and refrain from discussing and voting on it.
Section 6
The
powers and duties of the Board of Directors shall include:
a. The appointment of all standing and other committees or
chairpersons thereof. This power can be delegated to the President.
Committees shall derive their direction from the Board of Directors.
b. The appointment of all persons or organizations to serve the Association.
c. The filling of vacancies on the Board of Directors until the next annual
meeting.
d. Board members are expected to attend 80% of Board
meetings and not miss more than three consecutive meetings. If they
are unable to to attend this required number without just cause the Board
can remove them by the vote of the majority.
e
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Article IV:
Committees
Section 1The committees of the Association shall be
determined by the Board.
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Article V:
Meetings
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Section 1
The
annual meeting of the Association in each year shall be held during the
month of October on the particular day and hour, and at the place
determined and designated by the Board of Directors. The day of the
annual meeting shall be given at least fourteen days prior to the
meeting.
Section 2
Special meetings of the membership for any purpose may be called:
1. by the President, or in the President's absence, the
Vice President, or
2. by the Secretary upon the written request of 20
members.
Section 3
The Board shall meet at a minimum bi-monthly or when necessary according
to the workload of the Association. All members of the Board shall be
notified of the date, time and place of the meeting a least five days
prior to the meetings.
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Article VI:
Association Year
Section 1The Association year shall commence each year on
the day of the annual meeting. The Association year shall end each year on
the day of the annual meeting following the annual meeting at which that
year commenced. For accounting purposes, the Association year shall also
be the fiscal year.
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Article VII:
Procedure
Section 1
Robert's Rules of Order Newly Revised shall govern the proceedings of all
annual, regular, and special meetings of the Association and Board in all
cases in which they are applicable, and in which they are not inconsistent
with the By-laws or the special rules of this Association.
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Article
VIII: Amendments
Section 1
These By-laws may be amended by a simple majority of the Association at a
regular or special meeting. Such By-Law changes must be recommended
by a simple majority vote of the Board and the membership.
Section 2
The notice calling the meeting shall refer to the proposed amendment or
amendments.
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Article IX:
Voting
1. A simple majority of the members present shall decide the elections and the
issues at annual, or special meetings of the membership.
2. A quorum at the annual general meeting shall consist of a
simple majority of the members present.
3. At a Board meeting, officers and directors are the only
persons entitled to vote on the business of the Board. A simple majority
of the Board members present shall decide the business of the board.
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Article X:
Dissolution
In the event that the Auditorium Neighbourhood Association
becomes inactive or dissolves, all monies in the general fund shall be left in trust with
the City of Kitchener in the event future Neighbourhood initiatives begin.
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Appendix
1: Job descriptions of the Executive Officers
President
Shall preside at all meetings of the Neighbourhood
Association. The President shall see that the Constitution is adhered to and that the
Board takes the required action to fill all offices and appoint all committees. The
President shall be ex-officio, a member of all committees.
Vice President
To assist the President in her/his duties and to stand in
during the President's absence.
Secretary
1. Shall keep a complete record of all business transacted by
the Association.
2. Receive all association correspondence and retain copies of all letters written
by or to the executive.
3. Be responsible for the preparation and distribution of notices for all meetings
of the Association.
4. Shall notify each member of the board and the Parks and Recreation staff person
of the time and place of each meeting.
5. When relinquishing office, all minute books, files, records, etc., shall be
turned over promptly.
Treasurer
1. The Treasurer shall receive all monies for the executive
and shall issue receipts for the same.
2. Deposit all monies in an authorized bank and in the name of the Association.
3. Pay all accounts, cash dispersed to be signed off by two of the executive of
the Association.
4. Keep a correct account of all receipts and expenditures.
5. Make a financial report to members of the Association at executive meetings and annual
meetings.
6. When relinquishing office, all books, records, files, funds, etc. shall be turned over
promptly.
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Appendix 2:
Job descriptions of the Directors Directors
Shall perform special duties as assigned by the Executive,
associated with specific functional areas of the Neighbourhood Association. Examples of
these functions could include: Communications, and Special Events.
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