Neighbourhood Association Constitution
1. The name of the Society is the Quadra Cedar Hill Community Association.
2. The purposes of the Association are:
2.1 To be a voice for residents in the Quadra Cedar Hill area on topics that affect the area.
2.2 To support the initiatives of the various neighbourhoods and residential areas in the Quadra Cedar Hill area.
2.3 To act as a resource, and source of information on community matters to the neighbourhoods and residential areas in the Quadra Cedar Hill area.
2.4 To examine and act upon any municipal, regional or provincial issue which is the common concern of the residents of the Quadra Cedar Hill area.
3. The operations of the Association shall be carried on only in the Capital Regional District of British Columbia. This position is revocable.
BYLAWS
1. Membership
1.1. Membership is open to all adults (age 19 and older) who own Real Estate or reside in the Quadra Cedar Hill area. The Secretary or Registrar can accept applications for membership. Membership is annual.
1.2. Membership fees shall be on an annual basis and determined by the Executive.
1.3. All members shall abide by the constitution, bylaws, policies and rulings of the Association and or its Executive, members found to be in violation of the constitution, bylaws, policies and rulings shall not be considered to be in good standing. A member can be expelled from the Association by a unanimous vote by the Executive of the Association. Membership shall cease upon written resignation accepted by the Association.
2. Voting
2.1. All members of the Association shall be entitled to one vote at all general meetings of the Association.
2.2. Proxy voting is not allowed.
2.3. All voting at meetings shall be by simple majority unless otherwise stated in these bylaws. In the event of a tie, the motion is defeated.
3. Executive
3.1. The Executive shall consist of five elected directors: President, Vice-President, Secretary, Treasurer and Registrar.
3.2. The immediate Past President shall also be a director.
3.3. Additional area directors representing designated neighbourhoods, blocks or other areas shall either be appointed by the Executive, or nominated by their area residents or property owners.
3.4. All members of the executive must be members in good standing of the Association.
3.5. Vacancies on the executive occurring after the Annual General Meeting may be filled by appointment by the President and approved by the Executive. Such appointments are effective only until the next Annual General Meeting.
3.6. Executive members shall be elected to office at the annual General Meeting of the Association.
3.7. The period of office for members of the executive committee shall be from Annual General Meeting until the next Annual General Meeting.
3.8. A Nominating Committee consisting of a Chairperson appointed by the Executive, and at least one additional Director, shall ensure that at least one member is nominated for each directorship on the Executive committee by the time of the annual General Meeting.
3.9. Nominations may be made from the floor, at the Annual General Meeting until nominations are closed, by vote, at the Meeting .
4. Duties of Directors
4.1. President
The President presides at all General Meetings and Executive Meetings and acts as the official representative of the Association. The President is automatically an ex officio member of any sub-committee of the Association. The President may appoint other members to represent the Association for specific events or purposes. The President or his/her delegate(s) is authorized to act on behalf of the Association. The President may appoint committees and assign duties to Executive members as appropriate to advance the objectives of the Association
4.2. Vice-President
The Vice-President assists the President in the performance of his/her duties. In the event of the absence of the President, the Vice-President shall assume the duties of the President.
4.3. Secretary
The Secretary keeps records of meetings of the Association and the Executive and all business and correspondence of the Association.
4.4. Treasurer
The Treasurer is responsible for all the finances of the Association and shall maintain an accurate accounting of revenues, expenditures, assets and liabilities of the Association. The Treasurer shall present a financial statement at the annual General Meeting of the Association.
4.5. Registrar
The Registrar maintains the official list of members and is the executive member specifically responsible to promote membership in the Association.
4.6. Past President
The immediate Past President serves primarily in an advisory capacity for the Executive Committee.
4.7. Executive Committee members are expected to actively participate in the business of the Association and the Executive, any members who are absent without prior approval from the President, for two consecutive Executive Committee meetings are liable for removal from office by the Executive committee.
4.8. Any member of the Executive Committee who conducts business on behalf of the Association must report his/her activities to the Executive.
4.9. Any member of the Executive Committee may be removed from office by a motion passed by two thirds (2/3) majority vote at a General Meeting of the Association.
5. Finance
5.1. Association funds shall be kept in an account at a public financial institution (eg. Bank, Credit Union, Trust Company etc.).
5.2. There shall be no remuneration made to any member of the Association by the Association other than reimbursement of prior authorized expenses incurred for the Association.
5.3. Any elected members of the Executive Committee may have signing authority, all financial transactions of the Association must be authorized/ signed by the Treasurer or the President and one of these members.
5.4. The Accounts shall be audited annually.
5.5. The Association may not borrow money.
6. Meetings
6.1. The Annual General Meeting (A.G.M.) of the Association shall be held at a time and place scheduled by the Executive Committee normally in March. At the A.G.M, a financial statement is made available to members and the elections are held for the next Executive.
6.2. General Meetings of the Association may be called by a majority of the Executive Committee or at the request of 10% of the members of the Association.
6.3. Official Notice of General Meetings shall be by notice published in the local press at least fourteen (14) days prior to the meeting. The notice shall indicate the time and place of the meeting and the status (General or Annual General) of the meeting.
6.4. A minimum of four (4) Executive Committee meetings shall be held during the year, they shall be at the call of the President or at least half of the Executive Committee.
6.5. The Constitution and or By-Laws may be amended only by special resolution at a General Meeting of the Association. Motions for such amendments must be made prior to the Official Notice of a General Meeting, and that there is to be motion(s) to amend the Constitution and or By-laws must be indicated in the Official Notice. Copies of any motion must be available for any member requesting same at least seven (7) days prior to the General Meeting.
6.6. Motions to amend the Constitution and By-laws of the Association must be passed by three quarters (3/4) majority vote at the General Meeting.
7. Quorum
7.1. Quorum at a General Meeting is 15 members or 15% of the membership whichever is the greater.
7.2. Quorum at an Executive Committee meeting is 50% of the members and must include either the President or Vice-President, the Secretary or the Treasurer.
8. Area
8.1 The Quadra Cedar Hill Area is the area included in the Quadra Local Area Plan as defined by the Corporation of the District of Saanich and that portion of Saanich Core Area bounded by property contiguous to the following streets: Tattersal, Bethune, Rutledge , Tolmie, Linwood, Cook and Quadra, and as shown on the attached plan.
Dated this 12th day of September 1996.
