Carleton Golf and Yacht Homeowners Association
CONSTITUTION (Updated April 2017)
ARTICLE 1. NAME
The name of this Association is the Carleton Golf and Yacht Homeowners’ Association.
ARTICLE 2. OBJECTIVE
The objective of this Association is to promote and protect the interests of the members, to represent the members to outside interests including governments and their agencies, and to make the community a better place to live by arranging social, recreational and other projects.
ARTICLE 3. MEMBERSHIP
Membership in this Association is open to all adult residents in the area defined in section 2, upon payment of dues.
Residents on Aston Road, Bunker Road, Clingin Lane, Fairway Drive, Lewis Way, Marina Drive, Sutherland Road, Timagami Court, Upton Road, Woodland Place, and Rideau Valley Drive from Upton Road to Roger Stevens Drive are eligible for membership in the Association.
Any member of the Association who no longer resides in the community will be considered to have resigned from the Association.
All members in good standing are eligible to be a member of the executive and if present at an Annual General Meeting or special general meeting are eligible to vote at that meeting to a maximum of two per household.
Members may represent themselves as speaking on behalf of the Association only when they have received the prior explicit approval of the Executive Committee.
ARTICLE 4. OFFICERS
The officers of this Association will be a President, Vice-President, Secretary, Treasurer, Event Coordinator, Communications Director, Membership Director and other Directors as required. These officers will perform the duties prescribed by the following.
PRESIDENT – The President will preside at all meetings of the Association and of the Executive Committee. He will be ex-officio, a member of all committees.
VICE-PRESIDENT – The Vice-President will perform the duties of the President during the absence of the President.
SECRETARY – The Secretary will Chair meetings and keep minutes of all of the meetings of the Executive Committee and of all Annual General or Special General meetings of the Association and record them in a minute book provided for that purpose; conduct the correspondence of the Association, and generally perform such other related duties as may from time to time be required.
TREASURER – The Treasurer will be responsible for maintaining adequate care of the funds of the Association; maintain a proper record of such funds; and will present a financial report at Executive Committee meetings as well as the Annual General Meeting of the Association.
Event Coordinator – The event coordinator will be responsible for organizing the social events for the Association. These will include, but not limited to the annual street party, pubs/club nights and the Christmas Party.
COMMUNICATIONS DIRECTOR – The Communications Director coordinates all communications that are posted on the Association’s website and via mass e-mail to subscribed members in good standing. The Communications Director also subscribes new Association members to the Neighbourhood Watch program and maintains communications regarding Neighbourhood Watch as required.
MEMBERSHIP DIRECTOR – The Membership Director directs the subscription of Members and maintains a database of Members. Coordinates advertising in and publishing of the Association’s Community Directory
EXECUTIVE COMMITTEE – The Executive Committee will be composed of the above seven officers.
DIRECTORS – Other Directors, as required, will be elected at the Annual General Meeting and may be assigned specific duties by the Executive Committee.
A Nominating Committee consisting of the Vice-President and two members of the Association in good standing will be appointed at a regular meeting of the Executive Committee at least sixty days preceding the Annual General Meeting. This committee will nominate candidates for the offices to be filled at the next Annual General Meeting. The presentation of the Nominees to the Executive Committee shall be at a meeting at least thirty days prior to the Annual General Meeting. In the absence of the Vice-President, the President will chair the nominating committee.
Nominations for officers can be made in writing to the Secretary of the Association at least 7 days prior to the date of the AGM. The nominations must be proposed by two members of the Association, and all nominees must sign the nomination letter to indicate that they are willing to stand for election. Proposers, seconders and nominees must be present at the AGM. Should the Nominating Committee nominations and those submitted by members not fill all the vacant officer positions, proposals from the floor at the Meeting will be accepted, but not otherwise.
Elections will be by ballot for each of the offices of President, Vice-President, Secretary, Treasurer, Event Coordinator, Communications Director and Membership Director if there is more than one candidate. The Directors will be elected by ballot if there are more nominees for Directors than proposed by the nominating committee and those individuals with the most votes will be declared elected. For any office for which no election is required, the nominated persons will be declared elected by acceptance of the Nominating Committee’s report.
The officers will normally be elected for a period of one year or in any case, for a maximum of 18 months as set out in article 6, section 6. Their terms of office will start 2 weeks after the close of the Annual General Meeting at which they are elected, and their term will end 2 weeks after the next Annual General Meeting.
No member will hold more than one office at a time.
Director positions may be filled by the Executive Committee if they become vacant between AGMs.
ARTICLE 5. ASSOCIATION MEETINGS
An Annual General Meeting of the Association will be held in April or upon an alternate date called by the Executive Committee and will be for the purpose of electing officers, receiving reports of officers and committees and for any other business that may arise.
A Special General Meeting of the Association may be called by the Executive Committee or upon written request of 20 members of the Association in good standing.
Where an Executive Committee becomes defunct under Article 6, Section 6, a Special General Meeting must be held to elect a new Executive Committee and conduct such other business as may be necessary for the purposes of the Association. Any 10 persons who were members in good standing at the last time annual dues were collected, may organize such a meeting. Memberships may be sold at the Special Annual General Meeting and all persons who purchase such a membership are eligible to vote and to stand for office.
Except in the event of an emergency, at least twenty-one days’ notice will be provided to all persons eligible for membership in the Association of the intent to hold a meeting provided for in sections 1 or 2. The purpose of the meeting will be stated in the call for the meeting. Notice may be given by delivery to each household or by posting at the entrance to the subdivision (in the public area of the postal kiosk) as well as posting on the website.
Thirty members of the Association will constitute a quorum for an Annual General meeting or for a Special Annual General Meeting.
ARTICLE 6. THE EXECUTIVE COMMITTEE
The President, Vice-President, Secretary, Treasurer, Events Coordinator, Director of Communications and Membership Director of the Association will constitute the Executive Committee.
The Executive Committee will have general supervision of the Association’s business between Annual General Meetings including such duties as are specified in this Constitution. The Executive committee will be subject to any orders of the Association and none of its acts will conflict with any resolution of the Association taken at an Annual General Meeting or a Special General Meeting.
The Executive Committee will meet at the motion of the Committee, the request of the President or upon written request of three members of the Committee.
A majority of the members of the Executive Committee will constitute a quorum.
While only members of the Executive Committee are considered voting members for the purposes of carrying on Association business, all Officers of the Association may attend and contribute to discussion at Executive Committee meetings
The Executive Committee will be considered defunct 18 months after the last General Meeting of the Association has been held.
ARTICLE 7. FINANCE
Membership Fees will be set at an Annual or Special General meeting of the Association.
The President, Vice-President, Treasurer, Secretary and Event Coordinator will be the authorized signing officers of the Association. Cheques must be signed by any two of them, however a signing officer who is to receive a reimbursement for an eligible expense may not sign a cheque addressed to themselves.
Financial transaction resulting in expenditures of more than $100.00 require agreement of the Executive Committee.
In the event that the Executive Committee becomes defunct as set out in Article 5 and 6, the power of the authorized signing officers will become null and void.
ARTICLE 8. COMMITTEES
All committees, standing or special will be appointed by the Executive Committee.
ARTICLE 9. AMENDMENT OF CONSTITUTION
This Constitution can be amended at any Annual General meeting of the Association by a two-thirds majority vote, provided that a quorum is present and that the amendment has been provided to the secretary and communicated to the members at least two weeks before the meeting at which the vote will take place.
Communication for the purposes of Section 1, may include posting the proposed changes on the public area of the Postal Kiosk, on the Association Web site, sending out an email to Association members or any other form of communication deemed appropriate by the Executive.