AIA Constitution

Algonquin Island Association Constitution
1944, Revised October 11, 2007
Article 1 - Name
The Association shall be known as the "Algonquin Island Association," hereinafter referred to as "AIA."
Article 2 - Mission
To safeguard and promote the general interests of the residents of the Toronto Islands and to maintain the clubhouse for year-round community use.
Article 3 - Membership
Membership in the AIA shall be open to all residents of the Toronto Islands and anyone involved in programs and activities at the AIA.
Article 4 - Fees
The annual membership fee shall be set by the AIA Executive and ratified annually at the Annual General Meeting. If there is an organized activity of the AIA, an activity fee may be charged in addition to the AIA membership fee, the amount of such activity fee will be fixed by the Executive Committee.
Article 5 - Officers and Committees
The Executive Committee shall consist of the President, Vice-President, Secretary, Treasurer, Clubhouse Chair, Membership Chair, Social Convener, and any other member(s) as may be elected at the AGM. In addition to these elected officers, the following shall also be members of the Executive Committee: an Assistant Secretary and/or Assistant Treasurer who may be appointed, if required, by the Executive Committee.
Members of the Executive Committee must comply with the following:
a)       The President must be a Toronto Island resident.
b)      A maximum of two (2) positions on the Executive Committee may be held by non-residents.
c)       The Executive shall hold office for one year from the first of November of the year in which elected or until successors have been elected or appointed.
d)      Executive duties shall be to act as a membership committee and to enforce the regulations and by-laws governing the functions of the AIA.
e)       The Executive shall have control of all the property and assets of the AIA and shall have power and authority to expend such sum or sums as may from time to time be required, provided, however, that those expenditures or commitments not exceed the amount at that time in the treasury.
f)        The Executive shall settle all disputes referred to them.
g)      The Executive may elect or appoint sub-committees to handle or assist in handling items of business of a specific nature.
h)       Executive members are authorized and empowered to fill vacancies, which may arise within the committee.
Article 6 - Auditors
a)       Two members shall be elected at each general meeting to act as auditors.
b)      They shall inspect the books and accounts of the AIA for the electoral year in which they are elected and shall submit their report to the Executive Committee one week prior to the annual general meeting.
c)       Members elected as auditors shall not be permitted to hold any other office in the AIA.
Article 7 - Nominations and Elections
a)       Elections shall take place at the annual general meeting by secret ballot unless by a majority vote of the members eighteen and over present a show of hands is acceptable.
b)      Any member eighteen and over is eligible for nomination and election to any office.
Article 8 - Duties of Officers
a)       The President shall be the chief executive officer of the AIA. The President shall preside at all meetings of the AIA and of the Executive Committee. The President shall enforce all the rules and by- laws. The President shall be an ex-officio member of all committees that may be formed and shall receive minutes/reports of their meetings. The President may call a meeting of the AIA at her/his pleasure and must do so at the request of 10 members of the AIA, who are eighteen or over, within 7 days of the receipt of such notice.
b)      The duties of the immediate Past President shall be to advise and counsel the incoming executive in order to assure continuity from one year to the next.
c)       The Vice-President shall assist the President in the discharge of the President's duties and in the President's absence act in his/her stead.
d)      The Secretary shall keep or cause to be kept a timely and correct record of all meetings of the AIA and of the Executive Committee, shall keep a correct roll of AIA members, and shall conduct all correspondence.
e)       The Treasurer shall receive membership fees and other monies due the AIA. The Treasurer shall keep a correct record of monies collected and disbursed and shall at all times be responsible to the Executive Committee for such funds. The Treasurer shall submit a written financial statement to the membership at the general meeting.
f)        The Clubhouse Chair shall see to the proper maintenance of the Clubhouse and personal property.
Article 9 - Meetings
a)       The annual general meeting of the AIA, of which one week's notice must be given, shall be held during the month of October at the Algonquin Island Association Clubhouse and only members eighteen or over shall have the right to vote.
b)      Twenty (20) members eighteen or over shall constitute a quorum at any general meeting.
c)       The Secretary shall call a general meeting at any time at the discretion of the President or on a requisition signed by not less than 10 members of the AIA eighteen or over. In such cases, the matters to be discussed or dealt with must be clearly stated in writing and not less than seven (7) days clear notice given.
d)      The Executive Committee shall meet at least once a month and within one month of the date of the annual general meeting and at other times either at the call of the President or, in the President's absence, the Vice-President or, upon the written request of any two (2) members of the Executive.
e)       Providing that either the President or Vice-President is present, five (5) members of the Executive Committee shall constitute a quorum at Executive Committee meetings provided three are Executive members who were elected at the annual meeting or properly appointed successor of such elected member.
f)        Any member of the Executive Committee who shall, without good and sufficient cause of which the Executive Committee shall be the judge, absent him/herself from three consecutive Executive Committee meetings shall cease to be a member of the Executive Committee.
Article 10 - Amendments and Repeal
This Constitution may be amended or repealed by vote of two-thirds (2/3) of the members eighteen or over present at a general meeting of the AIA provided that the proposed amendments or repeals have been submitted to the Executive Committee and notice of the general character of such changes posted on the notice boards at the Algonquin Island Association Clubhouse, the Algonquin Island bridge, the Ward's Island ferry dock and on the community e-group at least one week prior to the meeting at which action is to be taken.
Article 11 - Trustees
For the purposes of the Lease of the lands on which the Clubhouse is located or any other legal document required, the President, Past President, Vice-President, Secretary, and Treasurer, their successors and assignees, shall be the Trustees of the Clubhouse and other property of the AIA and are hereby authorized to sign any land lease or other legal document that may be required in connection with the operation of the AIA.