Buckshot Lake Cottagers’ Association Constitution
The Buckshot Lake Cottagers’ Association has been founded for people within the area of Buckshot Lake who are interested in an organization to work for their common good. The Association concerns itself with taking an interest in everything which may contribute to the health, pleasure, comfort and security of those living temporarily or permanently in the area. All members are encouraged to reflect the general feeling of their Community and to bring their needs to the attention of the Association.
The Association shall be called “The Buckshot Lake Cottagers’ Association”
The Buckshot Lake Cottagers’ Association shall be representative of the properties abutting Buckshot Lake or a road allowance which in turn abuts the lake, within the Townships of North Frontenac and Addington-Highlands in the respective Counties of Frontenac and Lennox and Addington.
A. Active membership shall be open to all registered owners of lands included within the said jurisdiction and the spouses of such owners, who have paid to the association an annual fee as determined at the annual meeting.
B. Associate membership may be granted to any person, firm or corporation interested in the problems and welfare of the residents of said lake and vicinity. Any application for associate membership shall be sponsored by two active members of the association and approved by a majority vote of the Board of Directors of the Association.
Annual General Meeting
A. An annual general meeting of the Association shall be held on a date to be fixed by the executive of the Association, normally within the month of July, each year for the purpose of receiving reports, electing the directors for the ensuing term, and for the transaction of any other business.
B. All directors shall be elected at an annual meeting of the Association.
C. At least three weeks prior notice shall be given to the members concerning the holding of the annual general meeting.
D. Twelve (12) voting members shall constitute a quorum for the holding of an annual general meeting duly called.
E. Each registered lot represented at the annual general meeting shall have one (1) vote on each motion put to the meeting, and motions shall be determined by simple majority of votes on a show of hands. In addition, each Board member shall have one (1) vote (with maximum of two (2) votes per registered lot).
F. In electing the directors, where more than the required number are nominated and stand for election, the election shall be by secret ballot.
Board of Directors
A. Between annual general meetings, the general management and control of the affairs, funds and property of the Association shall be vested in the elected Board of Directors of the Association, subject only to the Constitution and decisions taken by majority vote of the members at the annual general meetings, or at other general meetings called by the Board on the same notice as for annual general meetings.
B. The number of directors shall be a minimum of six (6) and a maximum of eight (8) as determined by the Board of Directors from time to time.
C. Term of office shall be for two (2) years, subject to maintaining Association membership.
D. There shall be representation on the Board of Directors from both North Frontenac and Addington-Highlands townships.
E. Any active member of the Association whose annual dues are paid up for the year preceding the annual election, shall be eligible for election.
F. Any director whose term is expiring shall be eligible for re-election. The term and election of directors shall be on a rotating schedule such that no more than 50% (3 or 4) of Directors shall be subject to renewal for any given election.
G. Any vacancy on the Board of Directors created by the resignation or death of any director, or any other causes, shall be filled upon the passing of a resolution by the remaining directors appointing an active member to serve the balance of the term of the retired director.
H. Nominations for the Board of Directors shall be submitted to the nominating committee appointed by the directors, at least two (2) weeks before the annual general meeting. The nominations must be in writing, signed by the nominator and agreed to (not necessarily in writing) by the nominee. Nominations may be accepted at the Annual General Meeting to elect Director positions left unfilled through the written nomination process.
I. The executive office to be held by each director shall be determined by the Board of Directors, at a meeting of the Board within thirty (30) days after election of directors.
J. The executive shall consist of a President, Vice President, Secretary, Treasurer and 2-4 Directors elected at large.
K. Fifty percent (50) of the directors shall constitute a quorum for the transaction of business of the Board of Directors; four (4) if the number of directors is seven (7). Motions in the meetings of the Board shall be determined by simple majority of votes cast.
A. The annual fee for membership shall be such amount as may be determined from time to time by resolution of the Board of Directors, to be ratified by a majority vote of those attending the annual general meeting.
B. The Board of Directors may from time to time establish a fee to be paid for the participation in any activity sponsored by the Corporation.
C. The Board of Directors may from time to time pass a by-law providing for a special assessment to raise funds for a special purpose of the Association, but such a by-law shall not be effective nor shall such assessment become due and payable until such by-law is approved at a general meeting of the Association called for the purpose of considering such a by-law.
D. The funds of the Association shall be in the keeping of the Treasurer who shall deposit these funds in a chartered Canadian Bank or Trust Company and shall make payments for the Association by cheque or by using an on-line banking system on the said bank account, with the exception of petty cash payments for which the Treasurer will account by voucher.
E. The signing officers shall be the President and the Treasurer.
F. The year-end financial statements are to be approved by the board of directors, and then signed by two officers. These signed year-end financial statements are to be ratified at the Annual General Meeting.
A. Application for membership shall be made to any member of the Board, accompanied by the current year’s dues.
B. Only those members whose required fees are paid can vote at any meeting or participate in any event of the Association.
C. Dues are payable by July 31st for the current year. Any member in default of payment of their annual dues for more than thirty (30) days beyond the due date shall automatically lose his/her membership. Membership may be reinstated on application to the Board with full payment of dues.
The year shall commence July 1st and end June 30th.
Amendments to the Constitution may only be made by both;
1. passage by two-thirds of the members of the Board of Directors present at a meeting to be called for the purpose of considering such, or alternatively, passage by a two-thirds majority of Directors voting by personal email at the request of the President, and
2. ratification by a two-thirds majority vote at an annual general meeting, or any general meeting called for the purpose of considering and approving such amendment, with a minimum of two (2) weeks advance notification to members regarding the proposed amendment.
Date of latest amendments to the Constitution
Revised at the 2005 Annual General Meeting
Revised at the 2012 Annual General Meeting