Rockwood Homeowners' Association constitution


Preamble:
This association was formed for the specific purpose of striving for the preservation and betterment of the quality of life in The Community of Rockwood Village and, in a more general sense, for t he greater good of The City of Mississauga.
To pursue these, we believe, noble goals, we will foster the ideals of good citizenship and service to community over narrow self-interest, encourage respect for both private and publicly held property and be fully accountable to our fellow citizens while, at the same time, expecting and demanding this same accountability from all officials and institutions, whether elected or appointed, whose actions or conduct impacts upon the quality of life in our family-oriented neighborhood.
We encourage full participation in all levels of the political process by our members as individuals and believe participatory democracy to be the life-blood of our community but, as a non-partisan association, we will never formally endorse any individual candidate or political party under any circumstances.

I. Membership:
A.  Any person eighteen years of age or older who is a resident of the area of The City of Mississauga.  bounded by Eglinton Avenue, Dixie Road, Burnhamthorpe Road and The Etobicoke Creek, comprising the neighborhood known as "Rockwood ", may become a member of the association upon application for membership, payment of the prescribed membership fee and approval by the association's Officers.
B.  Any member may withdraw from the association by written notice to the association, but upon withdrawal, shall not be entitled to a refund of any of the fees that he o she has paid.

II.  Membership Fees:
A.  The membership fee shall be prescribed each year by those members present at the association's annual general meeting.

III. Officers:
A.  The officers of the association shall be elected to one year terms by those present at a duly called and constituted annual general meeting of the association and shall consist of a President, a Vice President, a Treasurer, a Recording Secretary and a Membership Secretary and,  with The Directors, shall be collectively known as the association's Executive Board.
B. The President shall preside at all general meetings of the association and at all Executive Board meetings and he or she shall be the ex officio member of all committees.
C.  The Vice President, or should that person be unavailable, any other Officer agreed upon by the majority of the Executive Board, shall perform the duties of the President in his or her absence or inability to act.
D.  Decisions of The Executive Board shall be made by a simple majority of those Officers and Directors present at a duly called meeting of The Board provided a quorum is present in the form of a simple majority of all those eligible to attend.

IV. Directors:
A.  Six Directors shall be elected for terms of one year at each year's annual general meeting.
B.  Directors, like Officers, are to be full voting members of The Executive Board.
C.  At his or her option, The President may appoint any Director who was elected to his or her post at the association's most recent annual general meeting to complete the remainder of the term of any Officer who has resigned from his or her position on The Executive Board.
D.  The Executive Board may appoint any member of the association to fill any Directors position becoming vacant between annual general meetings and these appointees shall have all rights and responsibilities of any other Director save one: as such appointees would lack any mandate from the general membership, they shall, therefore, be ineligible for any subsequent appointment as an officer  of the association.
E.  Appointments made by The President of this association are deemed to be made at his or her sole discretion and, as such, may be rescinded at The President's sole discretion.
F.  No member of the Executive Board who was openly elected by a general meeting of the association may be removed from their position for any cause save by a vote of a majority of those present at another duly called meeting of the general membership of the association.
G.  There shall be no limit to the number of one year terms of office in any position to which any member of The Executive Board may be duly elected.
H. The Executive Board may meet together for the dispatch of business, adjourn or otherwise regulate their meetings as they may determine or upon the call of a majority of the Officers.
I.  Notice of these meetings shall be given to all members of The Executive Board at least one week prior to the date of the meeting.  However, this otherwise required notice shall be deemed to have been waived should The Board agree to hold regularly scheduled meetings at regular intervals at specified time(s) and location(s) or in the event that a simple majority of Board members agree that a specific meeting is to be held and do so inform all other members.
J.  A simple majority of those Board members eligible to attend shall constitute a proper quorum for the purposes of conducting any meeting of The Executive Board.
K.  No Board member shall use his or her office for personal gain or for the advancement of any personal political position or preference or in any manner otherwise represent their own views as those of the association.  As this regulation speaks so strongly to the association's afore stated belief in personal accountability, it shall be deemed the responsibility of all Executive Board members to bring the particulars of any such infraction before the earliest possible general meeting of the association.

V.  General Meetings:
A.  The annual general meetings of the association shall be held approximately every twelve months in The Fall of each year on a date agreed upon by The Executive Board.
B.   A special general meeting of the association may be called by the majority of The Executive Board as and when they consider such to be necessary.
C.  Notice of a general meeting, which must be held in a public place such as a school, church or community centre, shall be given at least two weeks in advance to the members by means of posters, advertisements or individual notices, as may be decided by the association in a general meeting. or by the Executive Board.
D.  Twenty-five adult residents of the neighborhood of Rockwood Village personally present shall constitute a quorum at any general meeting of the association.
E.  Voting for the election of Officers and Directors or upon any other matter before a general meeting shall be conducted by a show of hands except in cases where a ballot is requested in the form of a motion duly moved and seconded by two members personally present.

VI.  Books and Records
A.  The Executive Board shall cause all necessary books and records of the association required by law and the constitution and association to be regularly and properly kept.
B.  The minute books of the association shall contain a copy of this constitution, all extraordinary and ordinary resolutions passed, a copy of the bylaws of the association and copies or originals of all documents, registers and resolutions.  Financial records shall record all money received and expended by the association and the specific particulars with respect to all such receipts and expenditures and all assets and liabilities of the association and (or) complete details of any other transactions affecting the financial position of the association.
C.  All minute books and books of account shall at al times be open to inspection by any member of The Executive Board.  No other person shall have any right to inspect any account or book or document of the association except as conferred by law or authorized by The Board or by resolution of the members, whether previous notice thereof has been given or not.
D.  The fiscal year of the association shall terminate on the last day of September in each year or such other day as determined by resolution of the Executive Board.

VII.  This Constitution:
Once ratified by a simple majority of those residents of the Rockwood Neighborhood personally present at a duly called annual general meeting of the association, the content of this constitution may only be subsequently altered by a two thirds majority of those personally present at  a subsequent annual general meeting and only then by means of specific resolution(s) made in the form of amendments which, once so approved, are to be attach to the full text of this document and then retained for the life of the association within its permanent records.

Approved by Unanimous consent of The Executive Board October 28th 1999 and bought before the duly constituted Annual General Meeting of The Rockwood Homeowners' Association November 18th 1999 for ratification.

VIII.  Amendments:
1.  Any Officer or Director who fails, without prior notification, to attend thee (3) consecutive regular only meetings of The Associations Executive Board shall be presumed to have abandoned their position and accordingly, may be replaced by a simple majority vote of those present at the next Board meeting immediately following this third (3rd) consecutive absence.

2.  Any Officer or Director who has served for eight (8) consecutive years on the Rockwood Homeowners' Association Boards shall be designated as a 'Life Member."  As a life member, all privileges of the Executive Board will be extended to the said individual in perpetuity.

As ratified by a duly constituted General Meeting of the Rockwood Homeowners Association held April 8th, 2003
III A.  The officers of the association shall be elected to a one-year term by those present at a dully called and constituted annual general meeting of the association and shall consist of a President, a Vice President. a Secretary, a Treasurer and, with The Directors, shall be collectively known as the association's Executive Board.
V A. The annual general meeting of the association shall be held approximately every twelve months in the Spring of each year on a date agreed upon by the Executive Board.
VI D. The fiscal year of the association shall terminate on the last day of June in each year or such other day as determined by resolution of the Executive Board.
As ratified by a duly constituted General Meeting of the Rockwood Homeowners Association held May 16, 2018.

VII.   Code of Conduct
Every member of the Board is required to agree in writing to the terms of the Code of Conduct applicable to the Rockwood Homeowners Association.  The Code of Conduct will be posted on the RHA website and available for the general membership on request.
Complaints against a member of the Board, in regards to any breach of the Code of Conduct should be sent to the RHA.executive@gmail.com and will be acknowledged and reviewed by the Board at the next scheduled Board meeting,  or if deemed necessary by the President or Vice President at a specially called meeting.   The named Board member should be in attendance or provide a written defence of the complaint.   The Board will weigh the offence and severity and will render a decision to censure or terminate the member.  The complainant will be sent the Board's decision as to any disciplinary action within 3 business days following the meeting at which the complaint is heard and discussed.   The decision of the Board will be binding.

VIII.  Declaration of Conflicts
Once the Agenda for any meeting of the Rockwood Homeowners' Association, including Board Meetings and the Annual General Meeting, has been adopted, all members must disclose any conflict of interest, either real or perceived, with any topic which will be discussed during the course of the meeting.

IX.   Privacy Policy
We do not collect, share or sell any information that is provided on our website.  Any information collected is strictly used to communicate information requested, or as a member to receive relative community information.  In the event that members do not wish to receive emails, they can reply with "unsubscribe" in the subject and will be removed from our list of subscribers.
As ratified by a duly constituted General Meeting of the Rockwood Homeowners Association held May 22, 2019.

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​Privacy Policy: We do not collect, share or sell any information that is provided on our website.  Any information  collected  is strictly used to communicate information requested, or as a member to receive relative community information.  In the event that members  do not wish to receive emails, they can  reply with "unsubscribe"  in the subject and will be removed from our list of subscribers.