Bylaws

Article 1 : Name

The name of this organization shall be Lower Medway Valley Ratepayers Group Inc.

Article 2 : Purposes

The purposes of this organization are:

• • To promote the development of an organized neighbourhood network to respond to development and changes.
  • To promote a strong, unified voice at City Hall.
  • To represent the interests of this neighbourhood in its relationship to the municipality.

Article 3 : Membership

• • Section 1. Membership shall be allowed at the rate of one per household and shall consist of active and dormant memberships.
  • Section 2. Qualifications for admittance to this organization are payment of annual dues and interest in the goals and ideals of the organization.
  • Section 3. Dues.
    Annual dues, set by the executive, shall be collected from each household; payable to the group; and submitted to the treasurer not later than June 30 of each year. The executive may decide to forgo the collection of dues in a given year.
  • Section 4. Dropped from Membership for Non-Payment of Dues.
    A member who has not paid the current dues by October 31 may be deemed a dormant member after notification in writing from the treasurer.

Article 4 : The Executive Board

• • Section 1. The board shall consist of the elected officers and the appointed committee heads.
  • Section 2. The executive board shall handle the regular business of the organization.
  • Section 3. Meetings.

Regular meetings of the executive board shall be held as required when addressing a particular matter and no less than thirty (30) days before the annual membership meeting.

• • Section 4. Quorum.

A quorum for conducting the business of the executive board shall be not less than 50 percent plus one of the board empowered to vote (i.e. six if it is 10).

• • Section 5. Each outgoing board must leave in the treasury a sum equal to the unpaid bills or obligations for which the administration is responsible.

Article 5 : Officers and Committee Chairpersons

• • Section 1. Officers shall be elected for terms of two years. There shall be the following elected officers.

A: President
B: Vice-President
C: Secretary
D: Treasurer
E: At least four directors, elected for a minimum term of two years. If necessary, new directors can be appointed by the executive to complete terms of any directors leaving before the completion of their term.

• • Section 2: An officer who does not comply with assigned responsibilities may be relieved of office by majority vote of the executive board. Appointment of a replacement shall be made by the president with the approval of the board.
  • Section 3: The head of committees shall be appointed by the president immediately as required. They are approved by the elected board.

Article 6 : Elections

• • Section 1. Nominations:

Nominations from the floor will be in order at the annual meeting.

• • Section 2.
    A. An elections committee of three members shall be appointed by the president to conduct the elections according to the procedures set up in the standing rules.
    B. Election shall be made by show of hands.
  • Section 3. Term of Office.

Officers shall be elected for a term of two years, to service from the time of installation in May until the succeeding installation of officers in May two years hence.

• • Section 4. Transition of Administration:

There shall be a meeting of the executive boards immediately following installation. It should include the outgoing and incoming officers. Upon the introduction of new business, the files are turned over to the newly installed president, who then becomes the presiding officer.

Article 7 : Duties of Officers

• • Section 1. The president shall:

A. Preside at all meetings of the executive board and general meetings of the organization, and at any special meetings,
B. Appoint the committee heads immediately after installation,
C. Make interim appointments as needed with the approval of the executive board,
D. Sign all cheques with the treasurer,
E. Sign all contracts with the secretary, after approval of the executive board,
F. Serve as an ex-officio member of all committees, and
G. Call a special meeting when it is necessary.

• • Section 2. The vice-president shall:

A. Preside at all meetings that the president is unable to attend,
B. Serve as an ex-officio member of all committees, and
C. Perform duties as assigned by president.

• • Section 3. The secretary shall:

A. The secretary shall record the minutes of all proceedings of the board and membership meetings and, with the president shall sign all contract for the organization,
B. The secretary shall handle the correspondence of the organization.

• • Section 4. The treasurer shall:

A. Have charge of all the funds of the organization.
B. Make an annual financial report to the membership,
C. Sign all cheques with the president, and
D. Keep dues collected in advance for the next administration in a separate fund.

Article 8 : Meetings

• • Section 1. There shall be an annual meeting during the month of May. Notice of such meeting shall be given each member at least 14 days before the meeting.
  • Section 2. Special meetings may be called by the president or the board. Upon written notice of three members, the president shall call a meeting. Notice of special meetings shall be given to the members at least 14 days in advance.
  • Section 3. A quorum for conducting business of a regular or special meeting of the membership shall be not less than one-quarter of the households.

Article 9 : Discipline

• • Section 1. Charges of dishonesty, working against the principles and purposes of the association, and/or injuring the standing of a member, may be filed in a written statement signed by five households in good standing and sent to the executive board.
  • Section 2. The accused member shall be notified in writing of the action and shall have the privilege of being present at a special or regular meeting of the executive board, at which the charges will be considered.
  • Section 3. The member may be suspended by a two-thirds vote or expelled by a two-thirds vote of the executive board.

Article 10 : Amendments

• • The by-laws may be amended or revised by an affirmative vote of one-quarter of all households present at a meeting designed for that purpose. Copies of proposed amendments shall be given to members in writing at least one month prior to the meeting.

Article 11 : Dissolution

• Should the Association be dissolved, all monies shall be divided equally between all households after all bills have been paid, or by an affirmative vote of one-quarter of all households present at the final meeting, the monies may be donated to a worthy cause.