Our Bylaws | Constitution

Download Our Constitution(6/2018)
Article 1. Name
  1. The name of this association shall be the West Willowdale Neighbourhood Association
Article 2. Goals of the Association
  1. The West Willowdale Neighbourhood Association (“the Association”) is a non-profit community group focused on the conservation, preservation, protection, safety and enjoyment of the neighbourhood.
  2. The Association does not engage in partisan politics.
Article 3. Membership
  1. All members of the Association shall be adult homeowners of single-family dwellings or townhouses in the West Willowdale Neighbourhood within the boundaries specified in Article 3 subsection 2.
  2. The West Willowdale Neighbourhood boundaries are
    • North side of Churchill Ave.
    • West side of Beecroft Road
    • East side of Senlac Road
    • South side of Park Home Ave.
  3. Members of the Association are those who satisfy the above requirements and have paid the annual fee, which amount may from time to time be revised by the Board of Directors.
  4. The annual fee entitles one vote per household.
  5. Tenants residing in homes within West Willowdale Neighbourhood may become Associate members of the association upon payment of the annual fee. They may participate in events and meetings, but may not vote or hold a position on the Board of Directors.
  6. Residents who reside outside the West Willowdale boundaries can become Associate members of the Association upon payment of the annual fee. They may participate in events and meetings, but may not vote or hold a position on the Board of Directors
  7. Annual fees must be paid by the date of, or at the annual general meeting, for members to be in good standing.
  8. Only members in good standing are eligible to run for the Board of Directors.
  9. Whenever any member shall cease to have all the qualifications necessary for admission to membership in the association, then such membership shall terminate. Any dispute over membership eligibility shall be decided by the Board of Directors.
  10. The Association will never sell, rent, or give away member information to any outside party.
Article 4. Directors
  1. The members of the Association shall elect a Board of Directors comprising up to 9 members including the following:
    • President
    • Vice President
    • Treasurer
    • Secretary
    • Excluding past presidents serving as non-voting directors.
  2. All members of the Board of Directors are elected for two years and may stand for re-election.
  3. Directorship terms are staggered; with half of the board positions elected one year, and the other half in the subsequent year.
  4. For the first term of the Association to provide stability for the new Association, half of the Directors shall serve a three (3) year term, with the remaining serving a two (2) year term
  5. Meetings of the Board of Directors are to be held at least once a quarter, or as needed, consistent with the requirements of Article 7 subsection 1.
  6. Meeting minutes are to be taken and completed for review within one (1) week, and shared with the Board for feedback and/or changes within the following week.
  7. All Directors must declare a conflict of interest prior to any votes, and not partake in any votes in which they have a conflict.
  8. Every member of the Board of Directors, and his or her heirs, or assigns, are indemnified by the Association from loss and against all costs or charges whatsoever that a Director sustains or incurs during the execution or non- execution of the duties of office, except those arising by his or her own willful neglect or default.
  9. Remuneration of Directors. Directors shall receive no remuneration for acting as such.
Article 5. Duties of Directors
  1. The President shall preside over all meetings and generally supervise the association’s activities and to report at, and preside over, the annual general meeting.
  2. The Vice President shall perform the duties of the president in the President’s absence or by request of the President.
  3. The Treasurer shall manage all finance and assets of the association under the direction of the Board of Directors. The Treasurer shall pay all bills approved by the President and/or Vice President and shall maintain records of all assets, liabilities, receipts and disbursements and present reports at all meetings. All cheques must be signed by any two of the President or Vice President or Treasurer. The Treasurer will provide an annual Financial report at the end of each fiscal year which will be presented at the Annual General Meeting.
  4. The Secretary shall keep all minutes and records except financial records.
  5. Any member of the Board of Directors absent from three consecutive meetings, without a valid excuse, or who submits his/her resignation, shall be deemed to have vacated his/her position.
Article 6. Election of Directors
  1. Members of the Board of Directors shall be elected at the annual general meeting by receiving the highest number of votes (i.e. the candidate(s) with the highest number of votes wins).
  2. If the number of candidates is less than or equal to the number of positions the candidates shall be acclaimed
  3. The Board of Directors is empowered to appoint new directors to fill any vacancy, until the next election of the Board.
Article 7. Quorum
  1. A quorum is required for a Board meeting to take place. A quorum consists of a simple majority of active members of the Board of Directors, with the President or Vice President present, or in their absence, a Director, designated by the President or Vice President, to preside over the meeting.
  2. A vote of the Board shall be decided by a simple majority of Directors present.
  3. If the vote is tied the President will break the tie.
Article 8. All-Member Meetings
  1. The annual general meeting shall be held in October with other meetings being held as required.
  2. Notice of all-member meetings shall be distributed at least 7 days in advance.
  3. The association’s fiscal year is from October 1st to September 30th.
Article 10. Governance
  1. When the Homeowners Association is registered with the Province under the Corporation Act, as a non-profit organization, all its by-laws and meeting procedures shall be consistent with that Act.
  2. In the event that the Association should cease to operate the assets of the Association, less all outstanding debts and costs, shall be distributed amongst the membership by a formula to be determined by the Board of Directors.