MARKLAND
HOMES ASSOCIATION CONSTITUTION
(Amended June 1995) ARTICLE NO.1 NAME
The Association will be
known as the Markland Homes Association (hereinafter referred to as the
'Association'). ARTICLE NO.2 OBJECTIVES: The objectives of the
Association are: (a) To protect and promote the interests of the
residents of the Markland Wood area of the City of Etobicoke. Markland Wood
is that area bounded by the Etobicoke Creek on the West and South, Markland
Drive and its appendages on the North, and Elmcrest Creek on the east. (b) To further the orderly development of Markland Wood
in such manner as to preserve and enhance the value of residential
properties; (c) To create, foster and maintain a community spirit
in Markland Wood. ARTICLE NO.3 MEMBERSHIP
(a) Any homeowner in Markland Wood is eligible for
membership in the Association upon payment of the annual fee. (b) A membership shall entitle the homeowner and his or
her spouse and children living in a member's household to participate in the
activities of the Association. (c) The interest of a member in the Association is not
transferable and lapses and ceases to exist upon the member's death, when the
member ceases to reside in Markland Wood, or when he or she ceases to be a
member by resignation or otherwise in accordance with the Constitution of the
Association. Any member may resign from membership upon notice in writing to
the Association. ARTICLE NO.4 MEMBERSHIP FEE
The annual membership fee
shall be that amount fixed by the directors of the Association, and shall be
payable to the Association at the time of the annual membership canvass which
is to be conducted during the month of October. ARTICLE NO. 5 DIRECTOR
(a) BOARD OF DIRECTORS: The affairs of the Association shall be managed by
the board of directors consisting of the President, the Vice-President, the
Secretary, the Treasurer, the Past President and eleven (11) directors, who
may exercise all such powers and do all such acts and things as may be
exercised or done by the Association and are not by the Constitution of the
Association expressly directed or required to be done by the Association at a
general meeting of members.
(b) QUALIFICATIONS OF DIRECTORS: Every director shall be eighteen (18) or more years of age and shall be a member of the Association.
(c) ELECTION OF DIRECTORS AND TERM OF OFFICE: Each director's term of office shall be for one
year from the date of his or her election or appointment as director or until
his or her successor is elected or appointed or until he or she ceases to be
a director as hereinafter provided. Directors shall be elected annually by
the members at the annual general meeting. Retiring directors shall be
eligible for re-election to the board of directors if otherwise qualified and
retiring directors shall continue in office until their successors shall,
have been duly elected or appointed. (d) VACANCIES: From time to time in the event of any vacancy, howsoever caused, occurring in the board of directors as herein-after provided, such vacancy may, as long as there is a quorum of directors then in office, be filled by the directors from among the qualified members of the Association otherwise, such vacancy shall be filled at the next meeting of the Association; and any director appointed or elected to, fill any such vacancy shall hold office for the unexpired term of the director who ceased to be a director and who caused such vacancy.
(e)
VACATION OF
OFFICE: The office of a director
of the Association shall be vacated; (i) if the director
resigned by notice in writing to the Association; (ii)
if the director
ceases to be a member of the Association; (iii)
if the director is
convicted of any criminal offence; (iv)
if the director
becomes mentally incompetent. (f)
REMOVAL OF
DIRECTORS: Members of the Association
may, by resolution passed by at least two-thirds of the votes cast at a
general meeting of which notice specifying the intention to pass such
resolution shall have been given, remove any director before the expiration
of the director's term of office and may, by a majority of the votes cast at
that meeting, elect any member in his or her stead for the remainder of the
term. (g)
MEETINGS OF
DIRECTORS: Meetings of the board
of directors shall be held monthly during the months of September to June
inclusive at any place within Markland Wood determined by the President or by
a resolution of the board of directors. The date and place of monthly meetings
shall be fixed at the September meeting each year and further notice of any
such regular meeting shall be waived. A meeting of directors may be convened
by the President or the Vice-President or any two directors at any time and
the, Secretary by, direction of the President or the Vice President or, any
two directors shall convene a meeting of directors. Notice of any special
meeting of the Board of Directors may be mailed or telephoned to each director
not less than three days before the meeting is to take place; provided always
that meetings of the board of directors may be held at any time without format
notice if all the directors are present or those absent have waived or have
signified their consent in writing to the meeting being held in their absence.
Notice of any meeting or any irregularity in any meeting or the notice thereof
maybe waived by any director. For the first meeting of the board of directors
to be, held immediately following the election of directors at a general
meeting of the members no notice shall be necessary in order legally to
constitute the meeting provided that a quorum of the directors be present. For
a meeting of the board of directors at which a director is appointed to fill a
vacancy in the board, no notice of such meeting shall be necessary to the
newly appointed director. (h)
QUORUM AND VOTING: Seven of the directors shall form a quorum for the
transaction of business. Questions arising at any meeting of directors shall
be decided by a majority of votes. In case of an equality of votes the
Chairman of the meeting will cast the deciding vote. (i)
INDEMNITIES TO
DIRECTORS AND OTHERS: Every
director or officer of the Association or other person who has undertaken or
is about to undertake any liability on behalf of the Association and his
heirs, executors and administrators, and estate of effects respectively, shall
from time to time and at all times, be indemnified and saved harmless, out of
the funds of the Association, from and against: (A)
All costs, charges
and expenses whatsoever which such director, officer or other person sustains
or incurs in or about any action, suit or proceeding which is brought,
commenced or prosecuted against him or her for or in respect of any act,
deed, matter or thing whatsoever made, done or permitted by him or her in or
about the execution of the duties of his or her off-ice or in respect of any
such liability; and: (B)
All other costs,
charges and expenses which he or she sustains or incurs in or about or in
relation to the affairs thereof, except such costs, charges or expenses as are
occasioned by his or her own willful neglect or default. (j)
PROTECTION OF
DIRECTORS AND OFFICERS: No
director or officer for the time being of the Association shall be liable for
the acts, receipts, neglects or defaults of any other director or officer or
employee or for joining in any receipt or act for conformity or for any loss,
damage or expense happening to the Association through the insufficiency or
deficiency of any security in or upon which any of the monies of or belonging
to the Association shall be placed out or invested or for any loss of damage
arising from the bankruptcy, insolvency or tortious act of any person firm or
corporation with whom or which any monies securities or effects shall be
lodged or deposited or for any other loss, damage or misfortune whatever
which may happen in the execution or supposed execution of the duties of his
or her respective off-ice or trust or in relation thereto unless the same
shall happen by or through his or her own wilful act own wilful default. ARTICLE NO. 6 MEETING OF MEMBERS (a)
ANNUAL MEETINGS: The annual meeting of the members shall be held at
any place within Markland Wood on such day in the month of June in each year
and at such time as the directors may by resolution determine when there
shall be presented a report of the proceedings of the previous year a
financial statement of the Association, the Auditor's report and such other
information or material relating to the Association's affairs as may be of
interest or importance. (b)
SPECIAL MEETINGS: Other meetings of the members may be convened by order
of the President or in the absence or incapacity of the President by the
Vice-President at any date and at any place within Markland Wood. (c)
NOTICE OF
MEETINGS: Notice of the annual
general meeting stating the day, hour and place of meeting and the general
nature of the business to be transacted shall be published in the May issue
of the Marklander. Notice of any other special general meeting shall be
distributed by special edition of the Marklander or other written notice at
least three days (exclusive of the day of distribution) before the date of
such special general meeting delivered to the home of each member. (d)
OMISSION OF
NOTICE: The accidental omission to
give notice of any meeting or the non-receipt of any notice by any member or
members shall not invalidate any resolution passed or any proceedings taken
at any meeting. (e)
VOTING: Each member shall be entitled to one vote. Except
as otherwise provided in the Constitution of the Association every question
submitted to any meeting of members shall be decided by a majority of votes
and in case of equality of votes the Chairman shall have a casting vote. Any
meeting unless a poll is demanded, a declaration by the Chairman that a
resolution has been carried or carried unanimously or by a particular majority
or lost or not carried by a particular majority shall be conclusive evidence
of the fact. (f)
CHAIRMAN: The Chairman of the meeting shall be the President
or the Vice-President or, in their absence, the members present shall choose
another director as Chairman and if no director is present or if all the
directors present decline to act as Chairman the members present shall choose
one of their number to be Chairman. (g)
ADJOURNMENTS: The Chairman may with the consent of any meeting
adjourn the same from time to time and no notice of such adjournment need be
given to the members. Any business may be brought before or dealt with at any
adjourned meeting which might have been brought before or dealt with at the
original meeting in accordance with the notice calling the same. (h)
QUORUM: For all general meetings the presence of fifteen
(15) members shall be necessary to constitute a quorum. No business shall be
transacted at any general meeting unless the requisite quorum be present at
the commencement of business. ARTICLE NO.7 OFFICERS The officers of the Association shall consist of a
President, a Vice-President, a Secretary and a Treasurer to be elected
annually by the members from among the members. The directors may appoint
such other officers and agents as they shall deem necessary who shall have
such authority and shall perform such duties as may from time to time be
prescribed by the directors. Retiring officers shall be eligible for
re-election if otherwise qualified. (a)
DELEGATION OF
DUTIES OF OFFICER: In case of the
absence or inability to act, of the President, the Vice-President or any
other officer of the Association or for any other reason that the directors
may deem sufficient, the directors may delegate all or any of the powers of
such officer to any other officer or to any director for the time being,
provided that a majority of the board of directors concur therein. (b)
PRESIDENT: The President shall, if present, preside at all
meetings of the directors and members; the President shall sign all
instruments which require his or her signature and shall perform all duties
incident to his or her office and shall have such other powers and duties as
may from time to time be assigned by the directors. In the event of a vacancy
howsoever caused occurring in the office of President, the Vice-President
then in office shall then become President, and shall hold such office for
the unexpired term of the President who ceased to be President and who caused
such vacancy. (c)
VICE-PRESIDENT: The Vice-President shall be vested with all the
powers and shall perform all the duties of the President in the absence or
disability or refusal to act of the President. The Vice-President shall have
such powers and duties as may from time to time be assigned to him or herby
the directors. In the event of a vacancy, howsoever caused, occurring in the
office of Vice-President, such vacancy may, so long as there is a quorum of
directors then in office, be filled by the directors from among themselves if
they see fit to do so; otherwise such vacancy shall be filled at the next
meeting of directors; and the Vice-President appointed or elected to fill any
such vacancy shall hold office for the unexpired term of the Vice-President
who ceased to be the Vice-President and who caused the vacancy. (d)
TREASURER: The Treasurer shall prepare a financial statement,
which statement shall be audited for presentation to the members of the
Association at the annual general meeting. Such audited financial statements
shall bear the signature of two directors approving the statement on behalf
of the Board of Directors. The Treasurer shall turn over to his or her
successor such financial documents, records and monies which are the property
of the Association at the annual general meeting when his or her successor
takes office. (e)
SECRETARY: The Secretary shall, when present, act as
Secretary of all meetings; shall have charge of the minute books and records
of the Association and shall perform such other duties as the directors
require of him or her. (f)
VACANCIES: If the office of the Secretary or Treasurer, one
or more shall be or become vacant by reason of death, resignation or
disqualification or otherwise, the directors by resolution duly passed at any
meeting called and held, may elect or appoint an officer to fill such
vacancy. (g) COMMITTEES: (i) The Board shall
appoint such committees as are deemed necessary to carry out the affairs of
the Association; to include at least: (A)
Public Relations
Committee (B)
Nominations Committee (ii) The President shall
be ex officio a Member of each such Committee (iii) The committees may
meet for the transaction of business, adjourn and otherwise regulate their
meetings as they think fit provided, however, that a majority of the members
of each committee shall constitute a quorum thereof for the transaction of
business. Questions arising at any meeting of a committee shall be decided by
a majority of votes and in ease of an equality of votes the Chairman shall
cast the deciding vote. (h) DUTIES
OF COMMITTEES: (i) The Public Relations
Committee shall supervise all publicity relating to the Association and shall
be responsible for the preparation and distribution of the Association's
bulletin - THE MARKLANDER. (ii) The Nomination
Committee shall prepare a state of officers and a slate of directors to be
submitted to each annual meeting of members; provided, however, that the said
slates shall be published in the May issue of the Marklander together with
the notice of the annual meeting of the Association and notice of the procedure
for further nominations. ARTICLE NO.8 ELECTION
OF OFFICERS AND DIRECTORS: (a)
Other nominations of
Officers and Directors from the membership may be made provided they arc
submitted in writing, signed by a proposer and two seconders, all members in
good standing and Filed with the Secretary, together with a written consent
to act signed by such nominee, not less than two full days before the Annual
meeting. If no nominations are made from the membership then all nominees
submitted by the Nominations Committee shall be declared elected at the
Annual Meeting. (b)
If there are two or
more candidates for any of the officers' positions, then an election shall be
held for each position in the following order. President, Vice-President,
Secretary, Treasurer. The election shall be by a show of hands, or at the
request of any member present, by a written secret ballot. (c)
If there are more
nominations for director than the positions available, then a written secret
ballot shall be conducted and the nominees who receive the most votes shall
be declared in order, until all positions are filled. (d)
Scrutineers may be
appointed by the members present to conduct all written ballots. ARTICLE NO.9 CHEQUES,
DRAFTS AND NOTES All cheques, drafts or orders for payment of money
and all notes and acceptance and bills of exchange shall be signed by any two
of - the President, Vice-President, the Secretary or the Treasurer. ARTICLE NO.10 EXECUTION
OF INSTRUMENTS, ETC. Contracts, documents or any instruments in writing
requiring the signature of the Association may be signed by the President or
the Vice-President and the Secretary or the Treasurer and all contracts,
documents and instruments in writing so signed shall be binding upon the
Association without any further authorization or formality. The term
'contracts, documents and instruments in writing as used herein shall include
deeds, mortgages, security agreements, charges, conveyances, transfers and
assignments of property real or personal, immovable or movable, agreements, releases,
receipts and discharges for the payment or money or other obligations,
conveyances, transfers and assignment of shares, stocks, bonds, debentures or
the securities and all paper writings. In particular without limiting the
generality of the foregoing the President or the Vice-President and the
Secretary or the Treasurer shall have the authority to sell, assign,
transfer, exchange, converter convey any and all shares, stocks, bonds,
debentures, rights, warrants or other securities owned by or registered in
the name of the Association and to sign and execute all assignments,
transfers, conveyances, powers of attorney and other instruments that may be
necessary for the purpose of selling, assigning, transferring, exchanging,
converting or conveying any such sham , stocks, bonds, debentures, rights
warrants or other securities. ARTICLE NO.11 CUSTODY
OF SECURITIES All shares and securities owned by the Association
shall be deposited with a chartered bank or trust company or in a safety box
or, if so authorized by resolution of the board of directors with such other
depositaries or in such other manner as may be determined from time to time
by the board of directors. All share certificates, bonds, debentures,
debenture stock certificates, notes or other obligations belonging to the
Association may be issued or held in the name of a nominee or nominees of the
Association and shall be endorsed in blank with endorsement guaranteed in
order to enable transfer to be completed and registration to be effected. ARTICLE NO.12 AMENDMENTS The Constitution may be amended at any general
meeting of the members by a resolution passed by two-thirds of the votes cast
provided that notice of such resolution shall have been forwarded to the
members with the notice of such meeting. ARTICLE NO.13 RULES
OF ORDER The fundamental principles of Parliamentary
Procedure shall govern the conduct of meetings of the Association, its board
of directors and committees so far as they may be applicable, without coming
in conflict with the Constitution. ARTICLE NO.14 FISCAL
YEAR The fiscal year of the Association shall terminate
on the 30th day of April in each year or on such date as the directors may
from time to time by resolution determine. ARTICLE NO.15 AUDITORS The directors shall, following each annual meeting,
appoint an auditor to audit the accounts of the Association to hold office
until the next annual meeting provided that the directors may fill any
vacancy in the position of auditor. The remuneration of the auditor shall be
fixed by the board of directors. ARTICLE NO.16 DISSOLUTION Upon dissolution of the Association and after payment of all debts and liabilities, the remaining property of the Association shall be distributed or disposed of to a Charitable organization or to organizations the objects of which are beneficial to the community.
|