Lake Utopia Preservation Association By-Laws
MISSION STATEMENT
The Lake Utopia Preservation Association is a registered non-profit organization dedicated to improving and maintaining the pristine quality of Lake Utopia. To protect and preserve the area’s environmental quality.
ARTICLE 1 – NAME
1 The name of the Association shall be Lake Utopia Preservation Association.
2 Location is Lake Utopia, Charlotte County N.B.
ARTICLE 2 – MEMBERSHIPS
Association membership, being:
2.1 The membership of the Association shall consist of all real property owners and lease holders with property on or immediately adjacent to Lake Utopia and the river system from Second Falls to St. George. This membership includes the spouse and adult children of the property owners.
2.2 Membership is limited to seasonal and full time residents of the area as described in subsection 2.1 who are deeded owners or lease holders of the property and whose dues are up to date.
2.3 The adult children of property owners are considered non-voting members, but can be delegated by the member to cast a vote on their behalf.
2.4 For the purposes of establishing membership at meetings where a vote is required, the secretary will maintain and up to date roster of eligible members as noted in subsection 2.1, 2.2, and 2.3.
ARTICLE 3 – MEMBERSHIP DUES
3.1 Membership dues shall be established annually by the Elected Representatives to the Board and must be approved by the general membership at a duly called meeting of the Association.
3.2 Membership dues shall be assessed annually to cover the current year Jan.01 to Dec.31st.
3.3 Membership dues notices will be sent annually to each member and potential member.
ARTICLE 4 – MEETINGS
4.1 Meetings of the Association shall be held at a place in the St. George/Utopia area determined by the Executive Committee of the Board.
4.2 All meetings shall be conducted in accordance with generally accepted rules of order.
4.3 Directors of the Association shall call an annual general meeting to be held on or about the first two weeks of September.
4.4 The Annual General Meeting (AGM) is held:
a. To consider the annual reports from the Board of Directors, the Treasurers Financial statements and the Auditors review.
b. To elect the Board of Directors from among the eligible membership who are in attendance or have indicated their willingness to serve.
c. To appoint from the membership an Auditor for the coming year. This member not being a member of the Board of Directors or their immediate family.
d. To deal with such other matters that may properly come before the meeting.
e. The directors may in addition, at any time, call a special general meeting of the membership.
f. The Board will meet on an Ad Hoc basis to review issuesthat may arise during the year.
g.The Board of Directors will be vigilant to all matters adversely affecting the Lake and river system and will be in constant communication with one another, and when appropriate with the membership, by E mail and the internet.
4.5 NOTICE OF MEETING
a. Notice of all general meetings shall be by E mail , by hand or by land mail of a written “notice of meeting “ at least two (2) weeks prior to the meeting date. A notice may also be placed in any local media or on community bulletin boards.
b.The notice of meeting shall state;
1. the date and place of the meeting.
2. the nature of the business on the agenda in sufficient detail to permit the member to form a reasonable judgement on it.
3 the text of any resolution to be presented.
4.the text of any by-law change to be presented.
4.6 QUORUM
a. A number of voting members equal to the number of Directors plus five (5) constitutes a quorum. For the purposes of this section, “member”’ means only those in attendance who have met the conditions outlined in Article 2.
b. A quorum as outlined in 6.1 must be established by the secretary before conducting business.
4.7 VOTING
a. Subject to Article 2 one vote per current membership will be recorded.
b. Members will be issued a voting card as they register at the meeting.
c. Only members who are in good standing for the year in which the meeting is taking place shall be eligible to vote.
d. Voting at any duly called meeting of the membership shall be by show voting cards except where a ballot vote is demanded by a registered member.
ARTICLE 5 BOARD OF DIRECTORS
5.1 The nomination and elections of the board of directors shall take place at the AGM or at a special meeting called for that purpose.
1 The Board shall consist of 9 elected representatives elected at large from among the membership.
5.3 Directors and Officers;
a. The officers of the Association will consist of the President, Vice-President, Treasurer and Secretary.
b. The Executive of the Association shall consist of the Officers as stated in 5.3a.
c.The executive officers will be elected annually from among the Board members at the first organization meeting following the AGM.
d. Terms for Board members will be organized in such a way that three (3) Board seats will be available for election each year. Board Directors will be elected to serve a three year term and may re-offer for further terms. At this time term limits will not be established.
e. For meetings of the Board of Diectors a quorum shall be a minimum of five (5) Board members.
f. meeting of the Executive can be called by two (2) members of the Executive as necessary.
g. In the event a Board member is unable to complete the term, the other Board members may appoint a member to fill the vacancy for the current year. This seat will then be filled until the seat is filled by election at the next Annual General Meeting.
ARTICLE 6 FINANCE
6.1 All monies received on behalf of the Association shall be deposited by the Treasurer in an approved Financial institution chosen be the membership.
1 All expenditures require approval of all members of the executive committee.
6.3 All cheques issued by the Treasurer must be signed by at least two members of the Executive committee , identified as “signing officers” on the Account established for the Association.
6.4 Dues receipts must be issued by the Treasurer . This duty can be delegated to other members of the Board of Directors as necessary.
6.5 The Treasurer will maintain an up to date ledger of all transaction of monies received and spent, listing all invoices paid or outstanding.
6.6 The Auditor approved by the membership will review the ledgers and report on their accuracy to the membership annually.
ARTICLE 7 DUTIES OF OFFICERS
7.1 Every Officer and Director shall discharge their duties in an honest, good faith manner with a view to the best interest of the Association.
7.2 The President shall call meetings to order and expedite the discussion arising from the agenda.
7.3 The Secretary shall insure that a;
a. A membership roster is up to date
b .A list of members in good standing is available at meetings of the Association .
c. Minutes are kept at all proceedings.
7.4 The Treasurer shall oversee all financial transactions as outlined in article 6.
1 The Vice-President shall cover the duties of the President when necessary.
2
7.6 The Executive Committee shall develop the agenda for Board meetings and for the AGM.
ARTICLE 8 COMMITTEES
8.1 The Board shall appoint Standing Committees as the need arises and Ad Hoc Committees for special projects.
8.2 The Board will develop Terms of Reference for each committee.
8.3 The Chair of each committee of the Board must be a Director.
1 Committee members may be selected from the General Membership if necessary, to fill the mandate of the Committee or to gain expertise as necessary.
2 Until such time as a membership committee is established, the Secretary and the Treasurer will act in concert to send dues notices and collect dues.