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ALTONA WEST COMMUNITY ASSOCIATION
CONSTITUTION AND BY-LAWS

Revised 2004

Ratified at the Annual General Meeting
November 8th, 2004

  1. The name of the association shall be the Altona West Community Association.
     
    1. the membership area shall extend from the CNR railroad tracks in the south, north to the hydro cut, from the west side of Altona Road to the west side of Oakburn Street.
    2. The area of the membership may be amended after an Executive meeting provided the City Council and members of the community have been notified.

     
  3. The objectives shall be:
    1. To promote all measures that enhance the beauty, the safety and the general quality of residential life in the A.W.C.A. area and to oppose all conditions or measures that diminish these features.
    2. To plan, recommend and promote the adoption of such measures as will tend to preserve and improve the A.W.C.A. area.
    3. Generally, to improve good government at all levels so far as they affect A.W.C.A. and influencing region.
    4. To co-operate with any organization, which the A.W.C.A. recognizes as having, aims consistent with those of the A.W.C.A.. This co-operation to be on the basis of mutual concurrence of the A.W.C.A. and the co-operating organization.
    5. To be non-profit, non-sectarian, non-party-political and non-discriminating on the basis of race, colour, gender or creed, national origin, marital status, family relationship or disability.

    MEMBERSHIP

    1. Membership in the A.W.C.A. is open to all residents in the A.W.C.A. area.
    2. The qualification for Regular Membership shall be residence in the membership area.
    3. Until otherwise prescribed by the Executive, the annual dues shall payable on or about the end of June of that fiscal year.
    4. No member shall be entitled to vote at any special or general meeting of the members if his/her dues for the present membership year are in arrears.  Only a member whose dues are not in arrears shall be considered to be in good standing.
    5. The membership year shall commence on the first day of November and end on the 31st day of the following October.

    FEES

  5. Members shall pay a non-refundable, annual fee per household.  The amount shall be determined by the Executive, based on a review of the financial status of the Community Association.
     
    1. The annual meeting of members shall be held in the month of October in each year and on such a day in that month the Executive shall determine.
    2. Other meetings shall be held at such times as determined by the Executive. There shall be no fewer than three meeting of the membership in each calendar year.

    NOTICE OF MEETINGS TO MEMBERS

    1. Written notice of all meetings shall be given to each member oat least seven days before the date fixed for the holding of such meeting. The notification shall state the business to be transacted at such meeting, save any new business, which arises after the notification date.
    2. In the event of a special meeting called to deal with an emergency issue, the Executive shall notify the members as soon as possible and the notice date could be less than seven days from the meeting date.
    3. No accidental error or omission in giving notice to any member of any meeting shall invalidate such meeting or make void any proceedings taken thereat.

    QUORUM FOR MEETINGS OF MEMBERS

  8. Two thirds (2/3) of the Executive and at least one additional member of the community in good standing shall constitute a quorum at all meetings of the general membership.

    VOTING AT MEETINGS OF MEMBERS

    1. Subject to the provisions of clause (d) of section 4, each household shall be entitled to one vote at any meeting of members.
    2. Members may vote at any general or special meeting either in person or by proxy, provided that no member may hold more than one proxy.  Such proxy must be in writing, signed and dated by the absent member.
    3. At all meetings of members, every question shall be decided by a majority of votes of members present in person and signed proxies given to the Executive, providing a quorum is present.  Every question shall be decided in the first instance by a show of hands unless any member demands a poll.  All proxy votes must be given to the Executive prior to the commencement of the vote.  No proxy vote will be accepted afterwards.  Upon a show of hands and tabulation of the proxies by the Executive, a declaration by the Chairperson of the meeting shall be admissible in evidence.  The minutes shall show the number of votes, including proxies, for and against the motion.  The demand for a poll may be withdrawn, but if a poll be demanded and not withdrawn, the question shall be decided by a majority of the votes given by the members present in person and such poll shall be taken in such a manner as the Chairperson shall direct.

    EXECUTIVE

    1. The government of the A.W.C.A. shall be vested in an Executive of such number being not more than twelve and not less than four, in addition to the immediate Past Chairperson who shall be ex officio a director.
    2. The Executive shall have general charge and supervision of the management of the affairs of the A.W.C.A. and shall carry out the objectives as set out in Section 3 above.
    3. The directors and officers of the A.W.C.A. shall hold any one position on the Executive or until their successors are elected or appointed.
    4. No directors or officers of the A.W.C.A. shall receive any remuneration for services performed in their elected positions.

    MEETING OF THE EXECUTIVE

  11. The Executive shall hold meetings prior to general meetings or as required to deal with A.W.C.A. business.

    QUORUM OF MEETINGS OF THE EXECUTIVE

  12. A majority of the executive shall constitute a quorum at all meetings of the Executive.

    ELECTION OF DIRECTORS AND OFFICERS

  13. Election of the directors and officers shall take place in October on a date and in a manner determined by the current Executive.

    DISQUALIFICATION OF EXECUTIVE MEMBERS

    1. A member of the Executive shall be disqualified from holding office as a director or officer of the A.W.C.A. if he/she shall cease to maintain his/her principal residence in the area specified in item 2 above. Furthermore, any member of the Executive who fails to perform his/her duties, or acts in an inappropriate manner, as agreed to by all remaining members of the Executive may be disqualified from holding office as a director or officer of the A.W.C.A.
    2. Executives who do not attend three (3) consecutive executive meetings without reasonable cause will be removed.

    VACANCIES IN THE EXECUTIVE

  15. Any vacancy occurring in the Executive may be filled by a director or directors if possible, or selected by the Executive from among association members in good standing.

    LIMITATION ON AUTHORITY OF INDIVIDUAL OFFICERS AND DIRECTORS

  16. No director or officer, except as provided in these by-laws, without the authority of the Executive evidenced by a resolution passed at a meeting thereof, shall have the authority to enter into contract on behalf of the A.W.C.A. or commit the A.W.C.A. to a course of action or make public statements on behalf of the A.W.C.A.

    OFFICERS

    1. There shall be a President, a Vice President, A Secretary, a Treasurer, Membership Coordinator(s), and Communications Officer(s) who shall be elected or appointed by the members of the A.W.C.A.
    2. The elected candidate for each office shall hold that office for a term of one year. However, if necessary directors or officers may run for two consecutive terms.
    3. The Executive may appoint such other officers as it shall deem appropriate and may define their duties.
    4. The positions of President, Vice President and Treasure may only be held by an officer of the previous year's executive.

    DUTIES OF THE PRESIDENT

  18. The President shall, when present preside at all meetings of the A.W.C.A. and of the Executive and shall supervise the general management and operating of the A.W.C.A. to ensure that at all times the policy of the A.W.C.A. is carried out.  The President is ex officio a member of all communities.

    DUTIES OF THE VICE PRESIDENT

  19. The Vice President shall discharge the duties of the President in absence of or upon request of the President.  The Vice President shall perform such other duties as may from time to time be determined by the Executive.

    DUTIES OF THE SECRETARY

  20. The Secretary shall record all minutes of all meetings of the Executive and of the members in books kept for that purpose.  The Secretary shall give all notices required to be given to members and to the Executive and shall perform such duties as may from time to time be determined by the Executive.

    DUTIES OF THE TREASURER

    1. The treasurer shall keep full and accurate accounts of all receipts and disbursements in proper books of account and shall deposit all money or other valuable effects in the name of the credit of the A.W.C.A. in such bank as may from time to time be designated by the Executive. The treasurer shall disburse the funds of the A.W.C.A. under the direction of the Executive, taking proper vouchers thereof and shall render to the A.W.C.A. at the regular meeting thereof whenever required of him/her an account of all transactions as Treasurer and of the financial position of the A.W.C.A. He/she shall also perform such other duties as may from time to time be determined by the Executive.
    2. Disbursements of funds will require two (2) signatures of three (3) appointed Executive members given signing authority.

    DUTIES OF THE MEMBERSHIP COORDINATOR(S)

  22. The Membership Coordinator(s), shall keep a record of the names and addresses of all members and shall be responsible for apportioning out responsibility for the collection of annual dues and disbursement of membership correspondence, which will be shared amongst volunteers in the community and other members of the executive, as required.  The Membership Coordinator(s) shall perform such other duties as may from time to time be determined by the Executive.

    DUTIES OF THE COMMUNICATION OFFICER(S)

  23. The Communications Officer(s) shall be responsible for the preparation and disbursement of all flyers and newsletters for the community to the Membership Coordinator(s) and for maintenance of the association web site.  The Communications Officer(s) shall perform such other duties as may from time to time be determined by the Executive.

    OFFICERS AT LARGE

  24. Officers at Large positions will be created and filled each term through the election process.  The duties of the Officers at Large will be to carry out specific functions assigned to them by the Executive.  This may include acting as an interim replacement for any executive position described above that becomes vacant as a result of a resignation of an elected representative.

    RESIGNATIONS

  25. Any member of the Executive may withdraw from the association by presenting verbal or written resignation to the Secretary.

    APPOINTMENT OF THE AUDITOR

    1. An audited report shall be made available at each annual meeting. The auditor shall make such examinations as will enable the presentation of the report to be made before the members of the annual meeting of the members. The report shall state the financial position of the A.W.C.A. and the results of its operations for the last completed fiscal year of the A.W.C.A. in accordance with generally accepted accounting principles applied on a basis consistent with the preceding period.
    2. The auditor shall not be a director or officer of the A.W.C.A. but may be a member.

    FISCAL YEAR

  27. The fiscal year of the A.W.C.A. unless otherwise determined by the Executive shall terminate on the 31st day of October of each year.

    FINANCIAL STATEMENTS

  28. The directors shall lay before each annual meeting of members a financial statement for the last completed fiscal year of the A.W.C.A. consisting of a statement of receipts and disbursements and such other statements as they shall think necessary, together with the report of the auditor thereon.  The financial statement shall be approved with the report of the auditor thereon.  The financial statement shall be approved by the Executive prior to the presentation thereof, such approval to be evidenced by the signatures at the foot of the statement of two officers duly authorized by the Executive to sign such statement.

    STANDING COMMITTEES

  29. Unless otherwise directed by the Executive, committees shall appoint their own committee members and make their own rules governing procedure.  The decision of the majority of the members of a committee shall be the decision of the committee. The chairperson of a committee shall have a second or casting vote in the case of an equality of votes.  The quorum for any committee meeting shall be a majority of members thereof.  The Executive may appoint standing committees. Each committee shall report to the Executive through its chairperson.

    AMENDMENT TO THE CONSTITUTION AND BY-LAWS

  30. The Executive may at any time, alter or amend the Constitution and By-Laws of the A.W.C.A.  The proposed amendment(s) shall not be ratified until confirmed by a vote of two thirds (2/3) of the AWCA present at an extraordinary meeting called for said purpose or, at the annual general meeting. Written notice of the proposed changes must be given to the membership thirty days (30) in advance of the meeting.

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