NEWLY PROPOSED NNLA CONSTITUTION JUNE 2018
CONSTITUTION
NAME OF THE ORGANIZATION
1.1 This association shall be known as: the Near North Landlords Association herein after referred to as NNLA (the approved abbreviation).
AIMS AND OBJECTIVES OF THE ORGANIZATION
2.1 The aims and objectives of NNLA shall be;
(a) to promote a harmonious relationship between its members, applicable agencies, and members' tenants;
(b) to present to the public a favourable image of its members
and of the industry as a whole;
(c) to act as a means for the exchange of ideas among its
members;
(d) to provide mutual assistance whenever members are faced with
problems related to the industry;
(e) to speak and act on behalf of its members and make
representations to the various levels of government in
matters of concern to its members;
(f) to promote better community planning and to improve the
environment in which our citizens live.
2.2 NNLA may, with the approval of it’s voting members, become affiliated with other organizations having similar aims and objectives.
MEMBERSHIP
3.1 There shall be three types of membership; a voting Member Landlord, a non-voting Member Landlord, and Affiliate, a non-voting member. Each Member Landlord shall be assigned a member ID number which shall be required in dealings with the association.
a) NNLA defines its voting members, as private sector landlords. Private sector landlords are a business whose basic objective is to make a profit and which is owned, managed and controlled by individuals or companies. Private sector landlords are not directly controlled or operated by government-run agencies or organizations.
b) NNLA defines its non-voting members, as public sector landlords. Public sector landlords (includes voluntary sector landlords) operate with publicly funded services, usually raised through a variety of methods, including taxes, fees, fundraising, and financial transfers from one or all different levels of government. Public sector landlords' main objective is NOT to make a profit.
c) NNLA defines its non-voting Affiliate members, as a public sector institution or organization which does not act as a landlord.
d) Qualifications for membership, as defined by the Canadian Not For Profit Act, for all types of members, is an individual eighteen or more years of age with the power under law to contract, not have been declared incapable by a court, and not be in bankrupt status.
3.2 A current list of Members and Affiliate Members of NNLA shall be maintained as directed by the Board of Directors. Such list shall be for the exclusive use of the members and shall not be given or circulated to mail order houses, sales agencies, repair contractors, etc.
3.3 Members and Affiliate Members are required to adhere to the Code of Ethics.
3.4 A Member or Affiliate Member, deemed to be in violation of the Code of Ethics shall be required to appear before the Board of Directors to answer the charge(s). Should the Board find the member guilty as charged it may recommend suspension or with the provision that expulsion may be accomplished with the concurrence of two thirds (2/3) of the members present at a properly constituted NNLA meeting, expulsion. Notice of such meeting shall be served at least 10 (ten) days prior to the date of such meeting and should the accused member refuse or decline to appear he/she may be either suspended or expelled in absentia.
OPERATIONS
4.1 The fiscal year of NNLA shall end on the last day of December of each calendar year.
4.2 An annual general meeting of NNLA shall be held before the last Thursday in December every year. At such general meeting the President shall present his end of year report and conduct the election of whichever offices are due for re-election that year.
Special Note: A special exemption is permitted in the year 2018. In which the 2018 AGM will take place June 20, 2018 to elect a board. The next AGM will occur in December 2019. Subsequent AGMs each year will occur each December.
4.3 Notification of the annual general meeting shall be by means of community events in the local newspaper and radio stations, online news media, posting on the NNLA website, NNLA FaceBook fan page and or email, if it is available at least 21 (twenty one) days preceding the date of such meeting.
4.4 Board of Directors meetings shall be held at a minimum, monthly, with the provision no meeting shall be held during July and August unless a special meeting is called as in 4.5.
4.5 Special or Emergency general meetings may be held as called by the Board of Directors or at a request in writing signed by four (4) or more voting Members in good standing. In the case of an emergency meeting, a 24 hour verbal indication of the meeting may be used if time-sensitive.
4.6 General meetings shall be three times per year (March, June, and September) plus the annual AGM (December), for a total of four meetings; with a provision no meeting shall be held during July and August, unless a special meeting is called as in 4.5.
4.7 At a general or special meeting, a quorum shall be established if such meeting consists of two-thirds (2/3) or more voting members in good standing. At a meeting of the Board of Directors, a quorum shall consist of 50 per cent plus one (1) or more duly elected members of the Board.
4.8 The NNLA shall maintain a bank account at a chartered bank as designated by the Board of Directors with signing authority by three (3) of Treasurer and one (1) of two (2) of either the President, Vice-President, and Secretary.
POLITICAL STRUCTURE
5.1 Government of NNLA shall be vested in a Board of Directors.
5.2 The general membership of NNLA shall constitute its supreme authority and shall direct the affairs of NNLA through a duly elected Board of Directors that shall be responsible for the day to day operation of the NNLA. The general membership shall retain all rights and privileges not specifically assigned to the Board of Directors, to any executive committee, to the President or to any other officer or member of NNLA.
5.3 A) The officers of NNLA shall be as follows and shall constitute the
Board of Directors:
a) President
b) Vice President
c) Treasurer
d) Secretary
e) Director
f) Director
g) Director
h) Director
g) Immediate Past President, if available
B) Honorary Director - The Board of Directors may from time to time appoint such Honorary Directors as they deem necessary or desirable in the furtherance of the objects of the NNLA, except that at no time shall there be more than 2 (TWO) Honorary Directors. The term of the office of Honorary Directors shall be one year with further renewal at the discretion of the board. Honorary Directors do not have voting rights. At the discretion of the Board of Directors, the Honorary Director shall be required to attend board, general or committee meetings.
C) The Executive Committee shall consist of:
a) President
b) Immediate Past President, if available
c) Vice President
d) Treasurer
e) Secretary
5.4 The officers named in Article 5.3, excluding the Immediate Past President, shall be elected by secret ballot or by a show of hands by the members in good standing in attendance at the first BOD meeting, immediately following the elections.
5.5 The term of office for the President, Secretary and two (2) of the Directors shall be for the two (2) years commencing on the first day of January after elections. The term of office for the Vice President, Treasurer, and two (2) Directors shall be for a one (1) year term. No one officer shall be elected to the board more than two (2) terms to a maximum of three consecutive years.
The installation of newly elected officers and directors shall be announced by the Past President, or a designate, at the first general meeting after the elections are held.
5.6 Nominations for office shall be made 60 (SIXTY) days prior to the general meeting from voting members in good standing who have expressed a willingness to stand as requested.
5.7 No two (2) voting members of the board of directors shall be related by blood, marriage, or partnership may serve on the board at the same time.
5.8 Attendance - Only board of directors and if requested, Honourary Director(s) are entitled to attend Board meetings, which attendance is strongly suggested. If a Director misses 25 per cent or two (2) of the 10 monthly meetings, he or she may be asked to resign, at the discretion of the executive by special circumstances, 4.5. The presiding President has the power to exempt the individual based on special circumstances.
Preparation for meetings is mandatory, including review of all materials pre-circulated. Board members who are unable to attend due to circumstances may not send a substitute, but may provide input on agenda items in advance of the meeting.
Further, it is a courtesy and requirement to notify the Secretary or President prior to the meeting time, to send your regrets.
5.9 Insurance - It is a required, each year to have Officers and Directors Insurance and if deemed necessary, Liability Insurance coverage.
5.10 Vacancies which occur ipso facto or disqualifies based on the Canadian Not For Profit Act during a term on the Board of Directors, the position shall be filled by appointment by the remaining officers for the remainder of the term during which the vacancy occurred.
5.11 The President shall have the right to exercise a vote in a tied vote .
5.12 All officers of NNLA shall make the following declaration at the time of their installation:
"I SOLEMNLY AFFIRM THAT I WILL FAITHFULLY EXECUTE THE OFFICE OF ____ OF THE NEAR NORTH LANDLORDS ASSOCIATION, AND WILL, TO THE BEST OF MY ABILITY, SERVE AS A LIVING EXAMPLE OF THE ASSOCIATION'S BELIEFS AND PURPOSES, AND WILL UPHOLD THE CONSTITUTION AND THE BYLAWS OF THE ASSOCIATION AT ALL TIMES."
5.13 The BOD shall approve the Treasurer report. The Treasurer shall present the approved report, at the annual general meeting, a financial report for the fiscal year just expiring for approval by the voting members. Auditors, either from within or without NNLA may be appointed by the Board of Directors, if judged necessary.
5.14 The Board of Directors shall appoint Directors, not on the executive, to Chair such committees as are necessary to fulfil the objectives and purposes of NNLA.
5.15 The President shall be an ex-officio member of every committee, or designate an Executive Member if unable to attend.
5.16 The Constitution may be amended by a majority vote of the Members in good standing assembled at the annual general meeting, provided that a notice has been served at least 30 (thirty) days prior to the date of the general meeting to the last known address of all the then current members.
5.17 Any member that is other than an individual will designate in writing, one person as the voting delegate for that member and any change of that voting delegate shall be made in writing prior to the beginning of any meeting when a vote may take place. Such written notice of change of delegate will be addressed to the Board of Directors and delivered to them prior to the commencement of the meeting.
5.18 In the event of the dissolution of the Near North Landlords Association, any monies in any NNLA bank account/petty cash reserve or otherwise held by NNLA shall be distributed to a charity as democratically decided by the Board of Directors.
DUES
6.1 Dues are payable before the anniversary date of expiry. The next business day after the anniversary date the membership will have expired, as will the membership ID, and the member's voting privileges. Full rights and privileges shall be restored upon payment. No refunds for dues will be permitted.
The Board of Directors will establish the amount of dues for all members at the AGM.
SPECIAL LEVY
7.1 Members are required to pay annual special levy dues to NNLA in an amount as determined (from time to time) by the Board of Directors and approved by majority of those present at a general meeting voting or on-line polling conducted with members on the proposed special levy.
EMBLEM
8.1 There shall be an official emblem for NNLA and such emblem shall be used on all documents and advertising of the association. Members and associates shall be encouraged to use the emblem and the phrase; "MEMBER (ASSOCIATE ) OF THE NEAR NORTH LANDLORDS ASSOCIATION" as applicable. Permission for use shall be limited to Members or Associates in good standing.
ACCEPTED AND PASSED ON ________________ , 20___ .
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PRESIDENT
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VICE PRESIDENT
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TREASURER
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SECRETARY