ARTICLE 1 – NAME
The organization shall be known as the Guildwood Village Community Association.
ARTICLE 2 – AREA
The territorial boundaries of the Association shall be as follows:
Commencing at the centre line of the mouth of the creek east of Greyabbey Trail;
Thence Northwest to the railway tracks;
Thence west to the centre of Kingston Road;
Thence Southwest to the centre of Guildwood Parkway;
Thence south to the northern property line of the most northerly residential lots fronting on Grandor Court, Avonmore Square, Sir Raymond Drive, Catalina Drive, Heathfield Drive and Sylvan Drive, and backing on the escarpment;
Thence west to encompass Sylvan Park following the established boundary to Lake Ontario; and
Thence east to the point of commencement.
For greater certainty the territorial boundaries of the Association are outlined in red in the map attached as Schedule “A” – being Guildwood Community PL0682 Revised September 1986. In case of conflict between the description outlined on the map and the word description above, the map shall prevail.
ARTICLE 3 – OBJECTS
The objects of the Association are to foster the betterment of conditions within the Area and, without limiting the generality of the foregoing,
1.to promote community activities
2.to act without political affiliation;
3.to promote interest and participation in local municipal affairs;
4. to represent the interest of the members of the Association to
1.all levels of government
2.government officials; and
ARTICLE 4 – FISCAL YEAR
The fiscal year of the association shall end on December 31st each year.
ARTICLE 5 – MEMBERSHIP
1.Article 5 – Membership in the association is open only to residents and/or
individuals who own real property within the Area (as defined in Article 2)
and is limited to individuals who are 18 years of age or older.
2.Payment of a membership fee entitles the person who pays the fee and members of that person’s household who are 18 years of age or older, to membership.
3.Membership shall be for the fiscal year or, if the fee is paid after the start of the fiscal year, for the balance of the fiscal year. The fiscal year to which the membership fee applies shall be stated on the membership receipt issued.
4.The amount of the membership fee for each fiscal year shall be determined by the Executive from time to time.
ARTICLE 6 – ASSOCIATE MEMBERSHIPS
1.Associate memberships in the association is open to anyone 18 years or over who regularly frequents the Area (as defined in Article 2)
2.Payment of membership entitles the person to all the privileges of a member except the following
1.Delivery of the News and Views
ARTICLE 7 – OFFICERS & EXECUTIVE COMMITTEE
The officers shall be members of the Association and shall be elected at the annual General Meeting and shall be President, Vice-president, Treasurer and Secretary.
The Executive Committee shall consist of the Officers, the immediate Past President and Members at Large appointed at the Annual General Meeting or subsequently appointed by the Executive Committee.
ARTICLE 8 – AMENDMENTS TO THE CONSTITUTION
Notice of motion to amend any part of the Constitution shall be given in the notice calling the meeting of the Association at which the proposed amendment is to be presented.
Amendments shall receive the affirmative vote of at least two thirds of the votes cast at a duly constituted meeting of the Association.
THE GVCA BY-LAWS
SECTION 1 – TERMS OF OFFICE
The Executive Committee shall serve from the date of the annual General Meeting to the following Annual General Meeting.
Any member shall be permitted to hold the same office for not more than two consecutive years unless a candidate for the office is not available at the annual General Meeting. Absence from office for one year shall entitle a former Officer to again stand for election to the office formerly held. Notwithstanding the foregoing the Treasurer shall be eligible for re-election each year for an indefinite period, at the pleasure of the Members.
A member of the Executive Committee may be removed from office if:
he/she conducts himself/herself in a manner deemed prejudicial to the interests of the Association in the opinion of at least two thirds of the Executive Committee; and
if at a Special General Meeting of the members a resolution that he/she be removed from office is passed by a majority of at least two thirds of the members present.
The Executive Committee may fill any vacancy on the Executive Committee during the year by appointment from the membership.
SECTION 2 – QUORUM
The Annual General meeting and a Special General Meeting at which a vote is to be taken must have a quorum. A quorum shall consist of a minimum of ten members who are not on the Executive Committee and at least three members of the Executive Committee.
A meeting of the Executive Committee must have a Quorum. A quorum shall consist of a majority of the Executive Committee.
SECTION 3 – VOTING
Voting rights at a General Meeting of members shall be limited to one vote per member. There shall be no voting by proxy in any form.
Voting procedures for General Meeting shall be according to an established protocol, determined by the Executive Committee from time to time.
Each member of the Executive Committee shall have one vote in any matter requiring a majority vote of the Committee. Should a tie vote occur the President may cast a further vote.
SECTION 4 – MEETINGS
The Annual General Meeting shall be held as early as possible, but no later than 90 calendar days into the fiscal year. Written notice of the meeting shall be delivered to the place of residence of each Member at least fourteen days in advance of the said meeting. the agenda for the annual General Meeting shall include reading and signing of the Minutes of the immediately preceding Annual General Meeting, Treasurer’s Report, Sub Committee Reports, President’s Report, Other Business, Nominating Committee Report and the election of Officers.
A person who is not a Member may not speak on any question without the leave of the Chairman.
A Special General Meeting may be called at the discretion of the President or at the written request of ten Members. Written notice of such Special General Meeting shall be delivered to the place of residence of each Member at least 48 hours in advance of the meeting.
General and Special meetings shall take place at a suitable location preferably within the specified boundaries of the Area as defined in ARTICLE 2.
Meetings of the Executive Committee shall be held at the call of the President. There shall be at least four meetings of the Executive Committee during each fiscal year, in addition to the General Meetings of the membership.
SECTION 5 – SUB-COMMITTEES
The Executive Committee shall, from time to time at its discretion, appoint such sub-committees as may be required. These sub-committees shall be responsible to and dissolved by the Executive Committee.
Sub-committees will take no action without the prior approval of the Executive Committee.
Normally the following sub-committees would be required:-
News and Views
SECTION 6 – DUTIES OF OFFICERS
The President shall act as chairman for all General Meetings, shall exercise general supervision over the affairs and activities of the Association, shall ensure that an Agenda is prepared for each General Meeting and for each Executive Meeting and shall serve as ex-officio member of any committee.
The Vice-president shall perform the duties of the President in his/her absence, or when specifically asked by the President to do so.
The Treasurer shall
1.maintain appropriate books of accounts and financial records;
2.deposit all funds in a financial institution approved by the Executive Committee;
3.submit a financial report to each Executive Committee meeting;
4.submit appropriate financial statements to the Annual General Meeting for the preceding fiscal year
5.assist the President in the preparation of budgets.
The Secretary shall;
1.make a record of minutes of the Executive Committee meetings and General Meetings;
2.be the custodian of the minutes and other official documents of the Association, including the membership roll;
3.attend to correspondence as directed by the Executive Committee.
SECTION 7 – SIGNING AUTHORITY
All disbursements shall be made by cheque.
All cheques shall be prepared by the Treasurer and shall be signed by two of the following;
SECTION 8 – DUTIES OF EXECUTIVE COMMITTEE
The Executive Committee shall exercise general control over the affairs of the Association, including the following:
1.the appointment of an auditor and defining the auditor’s function as necessary from time to time
2.the appointment of standing and special sub-committees including terms of reference as appropriate;
3.the arrangement of topical meetings for Members, as appropriate, from time to time;
4.the maintenance of appropriate insurance, including liability insurance;
5.the determination of voting procedure for General Meetings.
SECTION 9 – NOMINATIONS
1.A Nominating Committee shall be appointed by the Executive Committee and shall consist of at least two members of the Association who are not members of the Executive Committee.
2.The Nominating Committee shall prepare a slate of candidates for presentation at the annual Meeting, and shall obtain the prior written approval of every person to be nominated.
3.Further nominations from the floor will be accepted, providing there is proof of willingness to serve.
SECTION 10 – OFFICIAL PUBLICATION
The Guildwood News and Views shall be the official publication of the Guildwood Village Community Association.
THE GVCA OPERATING PRINCIPLES
1.The Association is committed to a safe, healthy and secure environment.
2.The Association is committed to the highest standard of ethics in all of its relationships.
3.The Association encourages, values and respects each individual’s contribution – both residents and people who work within the community.
4.Every resident, as well as everyone who works within the community counts.
5.The Association takes pride in its activities and in the community.
6.The association Executive Committee assumes a leadership role when the committee believes this is an appropriate course to take.
7.The Association as a whole, and the Executive Committee specifically functions as a “Resource Pot” for the Guildwood Community.
8.By working in partnership with other community groups, the Association plays a vital role in helping them achieve their objectives.
9.The Association functions as a self-sufficient organization, and is not dependent financially on any other business, individual or organization to carry out is day-to-day or scheduled activities.
10.At the end of each term of office, each member of the Executive Committee is responsible for meeting with his or her replacement to pass on, in good order, all relevant information and files.
11.These operating principles are to be used by the Association Executive to assist in day-to-day operations of the Association as well as to provide a base for decision-making.
THE GVCA CODE OF ETHICS
This Code of Ethics consists of moral obligations aimed at upholding the dignity and integrity of The Guildwood Village Community Association. It is designed to assist the operating efficiency of the Association as a whole, and the Executive Committee specifically, in the interpretation of the aims and objectives of the Association.
The first duty of the association must be to strictly observe its Constitution, by-laws, and amendments, equally and without regard to race, creed, colour, religion, ethnic origin, sex or political affiliation.
The executive committee respects the confidentiality of all information relevant to the Association’s business, including membership and other lists collected as a result of Association activities.
The executive committee carries out all the Association’s affairs in a financially responsible and timely manner.
The Association welcomes the interest of people who live outside the designated boundaries.
The Association must be sensitive to personal problems and financial needs of residents particularly with regard to membership fees, program/activity participation and registration in scheduled activities.
The executive officers of the Association will be circumspect about remarks or activities which may have direct bearing on discussions or decisions undertaken by the Executive Committee.
The executive officers of the Association will be most circumspect in their remarks or activities concerning the genuine attempts of other groups or organization to resolve problems, and attempt solutions through negotiation and compromise.
The Association is prepared to help new community groups and association who need advice and resources to become successfully established.
The Association shows no political or organizational affiliation. The Association executive committee is obligated to work closely with elected and city officials as well organizational representatives to provide relevant, up-to-date information to the community.
The officers of the Association will be forthright in the conduct of its affairs.
Association officers will always act and conduct business in a manner which cannot be construed as being for the financial gain of any individual or private group from within its executive.
The Association will hold regular meetings and officers will conscientiously attend.
Meetings will be conducted in an orderly manner according to accepted protocol.
The Association’s Executive Committee will maintain a complete and accurate record of all its business. Each member of the Executive Committee will maintain up-to-date records relevant to that office.
Each member of the Association’s Executive Committee by example, serves as a role model within the community. All members will conduct themselves in a business-like manner, sensitive to the needs of the community, observing and up-holding the rules and regulations of the Association. Executive Committee members will observe that participation and enjoyment count far more than winning.
The Association Executive Committee will observe at all times a due respect for the Laws of the Land, Federal, Provincial and Municipal.