Constitution and Bylaws 2009

WEST END RESIDENTS’ ASSOCIATION, NEW WESTMINSTER, B.C.
CONSTITUTION AND BY-LAWS

PREAMBLE
Believing that unity of Residents will result in larger mutual benefit and understanding of thoughts and ideas and therefore achieve a more effective action, the Residents have determined to organize a Residents’ Association, to which end join in the following:
CONSTITUTION

ARTICLE I - This Association shall be called the West End Residents’ Association,
New Westminster, B.C.

ARTICLE II - OBJECTS AND GENERAL POLICY:
The aims of the Association shall be to protect, preserve and enhance, through involvement of Residents, the quality of the West End Community and other common interests, in the Corporation of the City of New Westminster.

ARTICLE III - MEMBERSHIP:
All residents in the West End area of the City of New Westminster are eligible to become members of the Association. The West End area of the City of New Westminster is defined as the area between 6th Avenue/ Marine Way and 10th Avenue, from 12th Street to 20th Street and River Drive south of Marine Way.

ARTICLE IV - OFFICERS:
(1) The Officers of the Association shall be a President, a Vice-President, a Secretary, and a Treasurer.
(2) The above Officers, together with 3 Directors and Committee Chairs, shall constitute the Executive Committee. Majority in attendance shall be a quorum.
(3) Ad Hoc Committees appointed as necessary.

ARTICLE V - MEETINGS:
(1) The Association shall hold an Annual Meeting for the Election of Officers, Executive and other business every two years.
(2) General Meetings shall be held as decided by the Membership.

ARTICLE VI - FINANCE:
(1) Each member shall pay an annual fee, the amount to be decided by the membership.
(2) All monies received shall be paid to the Treasurer and shall be administered by the Association.
(3) DISSOLUTION OF THE ASSOCIATION:
All monies and assets shall be disposed of by resolution of the Association after the satisfaction of its debts and liabilities.

ARTICLE VII - AMENDMENTS:
(1) This Constitution may be amended by two-thirds (2/3) of members present and entitled to vote at an Annual Meeting.
(2) Notice of Motion of Amendment/Amendments must be given in writing by the Mover and Seconder three months prior to the Annual Meeting. Such Notice of Motion must be delivered to the Secretary and copied to the President.

Pete Locick
Elmer Rudolph
Gavin McLeod

CONSTITUTION COMMITTEE
January 2009



WEST END RESIDENTS’ ASSOCIATION, NEW WESTMINSTER, B.C
BY-LAWS

ARTICLE I - MEETINGS -
(1) The Annual Meeting of the Association shall be held on the last Thursday in September unless change of date is deemed advisable by the Executive Committee.
(2) The Association shall hold a minimum of 4 General Membership Meeting per year scheduled by the Executive Committee.
(3) Meeting of the Executive Committee shall be held at the discretion of the President.
(4) Special Meetings for urgent business may be called by the President when deemed necessary or by the President upon written request by a member stating the matter of the urgency, provided it is signed by two additional members and delivered to the President or Secretary.

ARTICLE II - MEMBERSHIP -
(1) Application for membership is subject to the conditions laid out in this Constitution and the other By-Laws.
(2) A member may withdraw upon notice in writing to the Secretary. A member may be expelled for nonpayment of dues.
(3) Membership dues are not refundable.
(4) The interest of a member is not transferable.
(5) The membership list is confidential. The membership list shall not be publicized nor made available to other bodies.

FEES -
(1) All members shall pay a uniform fee as decided by the membership at an Annual meeting.
(2) The fiscal year shall be January 1 - December 31.
(3) SIGNING OFFICERS -
The Signing Officers shall be the President, Treasurer, and Vice-President.
Two out of three signatures shall be required for banking and other documents.

ARTICLE III - VOTING -
(1) Voting at meetings shall be by show of hand, by standing vote or by ballot.
(2) Each eligible member entitled to vote shall have one vote only, regardless of any office held.
(3) Non-members may speak at meetings but are not entitled to make or second motions, or speak to a motion.

ARTICLE IV - BI-ANNUAL ELECTIONS -
(1) Ballots shall be provided if more than one member has accepted the nomination for the same office. IF VOTING BY BALLOT, three (3) members not running for office shall be appointed to count the ballots, one of these shall announce the results of the balloting.
(2) If a complete slate of officers or directors is not elected at the Annual Meeting, vacancies may be filled by the President, with approval of the officers.
(3) If a vacancy should occur by a resignation or any other cause, the President may make an appointment, approved by the officers, to fill the vacancy until the end of the term.



WEST END RESIDENTS’ ASSOCIATION, NEW WESTMINSTER, B.C.
BY-LAWS continued -

ARTICLE V - DELEGATES -
Delegates to other bodies may be appointed by the Executive Committee.

ARTICLE VI - TERMS OF OFFICE -
(1) Terms of office shall be for two (2) years. If a successor is not elected at the Annual Meeting, an officer or director may serve in the same office until the Annual Meeting or until an appointment is made by the Executive to fill the vacancy.
(2) Only members in good standing shall be eligible for nomination or appointment for any office or committee chairperson.

ARTICLE VII - QUORUM -
(1) A quorum at a General and Annual Meetings shall be a minimum of 10 members.
(2) A quorum at an Executive Meeting shall be majority of the members.

ARTICLE VIII - DUTIES -
PRESIDENT -
The President shall preside at the General, Executive, and Special Meetings of the Association and supervise all business or activities of the Association. The President shall sign or countersign all documents and contracts. The President shall conduct all correspondence of the Association and place on the agenda all business arising from the correspondence. The President may designate a spokesperson on any issue with the agreement of Executive Committee. The President shall keep a list of members, Executive Committee members and chairpersons.
VICE-PRESIDENT:-
The Vice-President shall assume the duties of the President at the request of the President or if the President is either unable or unavailable to carry out the President’s duties.
The President may also assign duties to the Vice-President as deemed necessary by the President.

SECRETARY:-
The Secretary shall keep a factual recording of all procedures of General and Executive Meetings. The Secretary shall be prepared to present Minutes of the previous meetings and file all Minutes for reference.
TREASURER -
The Treasurer shall receive and hold all monies of the Association; issue receipts and disburse funds as ordered by the Association, shall pay all accounts and retain vouchers of accounts. The Treasurer shall prepare a Treasurer’s Report for General and Executive Meetings. All funds to be disbursed by the Executive Committee must be approved at a General Meeting. The books shall be audited at the close of the fiscal year. The Treasurer shall present the audited report at the Annual Meeting of the Association.
COMMITTEES -
Ad Hoc Committees may be appointed as the need arises. Committees shall present reports to the Executive Committee and General Meetings upon request of the Chair. Committees shall be discharged immediately following completion of their work. The President is ex-officio on all Committees.

ARTICLE IX - AMENDMENTS -
These By-Laws may be amended by a two-thirds (2/3) majority of members present at a General or Annual Meeting provided that one month’s Notice of Motion in writing has been given to a General Meeting or Executive Committee.

ANY MATTER NOT COVERED IN THESE BY-LAWS - refer to Roberts’ Rules of Order.

Rob NASATO
Elmer RUDOLPH
Sheryl WALLIN

CONSTITUTION COMMITTEE
February 1999

WEST END RESIDENTS’ ASSOCIATION, NEW WESTMINSTER, B.C.
STANDING RULES OF ORDER

(1) Business may be brought forward by members at a meeting or by written notice, the Executive Committee, Committees, or from the floor. All business must be approved before acted upon or referred to the Executive or Committee for further study.

(2) Members wishing to speak must obtain the floor and recognized by the Chair. Speakers must address the Chair - Mr. President, Madame President and/or Mr. Chairman or Madame Chairman. Speaker should give name.

(3) A speaker cannot speak to a motion a second time until all other speakers have had theopportunity to speak once, unless making a clarification with the permission of The Chair.

(4) Motions must be seconded before debate.

(5) Motions not seconded must be declared lost by the Chair and not debated or recorded.

(6) Motions moved and seconded may be rescinded with unanimous consent of members present at a meeting.

(7) Motion to reconsider may be made only by one who voted on the prevailing side. A motion to reconsider must be made during the meeting when it was decided (or the next succeeding day of the same session).

(8) It is impossible to rescind or reconsider any action that has been taken as a result of a motion, but the unexecuted part may be rescinded. Notice must be given one meeting before the vote is taken, or if voted on immediately, a two-thirds (2/3) vote to rescind is necessary on the unexecuted part.

(9) Motions may be amended - amendments must be moved and seconded and dealt with in order as made. Chair will then state motion as amended before vote.

(10) The Chair may close debate on a motion after “QUESTION” is called for.

(11) Business on the agenda may be taken up from the regular order of the agenda by a motion of urgency, must seconded, must discussed, two-thirds (2/3) majority vote required, cannot be reconsidered.

(12) The President or Chair may vote to break a tie or make a tie. A tie vote is declared lost and not recorded. A motion to appeal from the decision of the Chair on a tie vote may be made, must be seconded, needs majority vote.

(13) The President or Chair shall decide all points of order and maintain order at meetings.

REFERENCE - Roberts’ Rules of Order

Rob NASATO
Elmer RUDOLPH
Sheryl WALLIN
CONSTITUTION COMMITTEE
February 1999

The Amendment Committee:
Elmer Rudolph - President
Chris Bryan – Vice President
Gavin McLeod – Secretary
May 13, 2008

Amendments Approved at September 30, 2008 Annual General Meeting.
Article III (Membership) amended by motion at the January 27, 2009 meeting.

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