1.1 The Bayview Village Association shall be
a non-profit organization chartered under Letters Patent issued under the
Authority of the
- To promote
the welfare of the Residents of the
- To promote
cultural/social functions for the Residents, and
- To deal
generally with the interests of the Residents.
1.2 As
stated in the Letters Patent, this Corporation (Association) shall be carried
on without the purpose of gain for its Members and any profit or other
accretions to the Corporation shall used in promoting its objectives.
2.1 The Territory shall be according to
Letters Patent: bounded on the south by Sheppard Avenue, on the west by Bayview
Avenue, on the north by Finch Avenue, and on the east by the East Branch of the
Don River as it runs south-easterly from Finch Avenue until it reaches the
Railway Tracks and thence along the Tracks to Sheppard Avenue.
3.1 Membership requirements shall be:
- Residence
within the Territory described in Article 2.1.
- Payment of
Annual Membership Dues.
4.1 The affairs of the Association:
shall be administered by the Executive Committee which shall consist of:
Officers: - President
- Immediate Past-President
- Vice-President
- Treasurer
- Secretary
Members of
Committees such as:
- Municipal
and Government Affairs
- News
Letter
- News
Letter Distribution
- Membership
and Directory
- Social
Affairs
-
Neighborhood Watch
-
Corresponding Secretary
Members-at-large: as
established from time-to-time through the Association's Nominations and
Elections Procedures.
4.2 Total Membership of the Executive
Committee for each term shall not exceed 30.
4.3 Term of Office: The term of office
for the Executive Committee Members shall commence at the time of the Annual
Meeting each year and extend to the Annual Meeting of the following year.
4.4 Filling of Vacancies: The Executive
Committee shall be responsible for filling any vacancies which develop within
itself during its term of office by majority vote of those present at a
regularly scheduled monthly meeting, with due consideration of recommendations
from pertinent Committees or other Members of the Association.
4.5 Committees: The Committees of the
Association, as listed under Clause 4.1 shall be established at the beginning
of each Election Year, to the extent possible, and shall be augmented or
diminished during the year according to the extent of the activity involved and
interest or participation demonstrated by the Committee Members, in accordance
with Clauses of Article 7.
5.1 The Officers shall meet from
time-to-time, at the call of the President, to develop overall proposed
programs, policies, procedures for review and adoption at the meetings of the
Executive Committee or at the Association's Annual Meeting as appropriate.
5.2 The Executive Committee shall hold
regular monthly meetings during its term of office. These monthly meetings
shall be held at the call of the President, or his delegate, with the provision
that the May Meeting shall be held sufficiently in advance of the Association's
Annual Meeting to ensure finalization of annual reports and tabling of
nominations by the Nominations Committee.
5.3 Additional General Meetings and/or
Executive Committee Meetings shall be held at the call of the President, or
his delegate, when matters of urgent importance to the welfare of the Association
arise from time-to-time.
5.4 Quorum: Seven Members of the Executive
Committee, including the President or his delegate and at least two other
Officers of the Association, shall form a quorum.
5.5 Required Meeting Notices: Except
in emergency situations, notices of meetings and appropriate invitations to
those involved shall be issued at least 10 days in advance of the planned
meeting.
5.6 Publication of the DIRECTORY: The
Association shall annually issue a Directory of Membership and Advertisers or
Sponsors and a copy shall be provided to each Member, Advertiser or Sponsor.
The normal "off-press" date shall be by the end of January each year.
5.7 Annual Meeting: The Annual Meeting
of the Association shall be held during the month of June of each year at a
date determined by the Executive Committee. Notice of the Annual Meeting shall
be issued to all Members of the Association, by the Secretary, at least 3 weeks
in advance of the chosen date.
The Annual
Meeting shall be presided over by the President. The Agenda shall include
year-end reports of the financial affairs of the Association under each of the
two Funds separately and annual reports of the year's activities: overall
report by the President and specific report by each of the Committee Chairmen.
Time shall be allotted for discussion and suggestions.
5.8 Responsibilities and Authority:
The Responsibilities and Authority of the Executive Committee Members shall be
as listed in the attached Appendices 1 to 14 which cover the various positions
listed in Clause 4.1.
6.1 The fiscal year shall be from June
1 of each year to May 31 of the following year.
6.2 There shall be two separately
identified funds. One of these shall
be known as the "Current Operating Fund" and the other as the
"Special Trust Fund".
Each of
these two funds shall be deposited in one or more accounts as designated by the
Association Treasurer. In each •case money not required for planned current
expenses shall be invested in an interest bearing account, or accounts, as
directed by the Executive Committee.
6.3 Disbursements: Each disbursement
from the Association's funds shall be authorized by the signatures of the
Treasurer and one other Officer of the Association. Approval for such
disbursements shall be obtained from the Executive Committee prior to such
disbursement -- either by budgetary or special approval.
7.1 Eligibility: To be eligible for
office a person shall be a Member in good standing as described in Article 3.
7.2 Elections: The Executive Committee
shall be elected at each Annual Meeting of the Association. Vacancies which
arise after the Elections shall be filled by Executive Committee appointment as
stated in Clause 4.4.
7.3 Nominations: With advice from
members of the Executive Committee, the President shall call on one of the Past
Presidents, by the end of March, to act as Chairman of the Nominating Committee
who, in turn, may ask for assistance from other Members of the Association, at
his own discretion, and who shall announce his slate of nominations at the
Final Meeting of the Executive Committee, in May prior to the Annual Meeting.
7.4 Any other Member: shall also be
eligible for election if a nomination is. submitted at
the Final Meeting of the current Executive Committee, supported by at least 5
signatures of bonafide Members of the Association, accompanied by written
acceptance of the nominee
7.5 Election: A simple majority of
Members' votes cast at the Annual Meeting shall be necessary for the election
of each member of the Executive Committee, except for the office of Immediate
Past-President; which shall be automatically filled by the Immediate
Past-President, if available, and shall otherwise remain vacant for the ensuing
year.
7.6 Publication
of Election Results: The elected Officers and other Executive Committee
Members shall be announced in the Association's first News Letter following the
Annual Meeting each year.
Those
elected, together with their positions, addresses and telephone numbers shall
be listed in the Association's Directory.
8.1 Amendments: Amendments to the By-Laws may be formulated by a two-thirds vote
of the full Executive Committee provided the proposed amendments are in
accordance with the Association's Objectives and are consistent with the other
Clauses of these By-Laws. Such vote shall be by show of hands at a meeting of
the Executive Committee, with the provision that absentee Members may
subsequently submit their votes in writing to the Secretary. The formulated
amendment shall then be submitted to the Annual Meeting for final adoption by
the Association.
8.2 Advance Copy of Amendments: An
advance copy of a formulated amendment shall be submitted in writing to the
General Membership at least 5 days prior to the Annual Meeting.
The
President represents, both internally and externally, the overall interests and
viewpoints of the Association in keeping with the established objectives, and:
Coordinates
the activities of the various Executive Committee Members and speaks for them
in their absence, when required to deal with urgent matters,
Calls
meetings of the Executive Committee, establishes the agenda and presides at
such meetings. He/she does likewise for the Association's Annual Meeting and
any other Meetings called,
Calls on the
Vice-President to preside in his/her absence when unable to attend a planned
meeting, either of the Executive Committee or the Association, and
Appoints,
with appropriate advice of the Executive Committee, any special committees,
should the affairs of the Association indicate the need or advisability of
such, for example, the Nominations Committee.
The
Vice-President assists the President in his/her duties, undertakes special
assignments and acts on behalf of the President in the President's absence or
when requested by the President.
The
Immediate Past-President is a Member of the Executive Committee and
participates in the Executive Meetings, and:
Advises the
President and other Executive Members where his/her previous experience in the
Association can be of assistance in their individual areas of responsibilities,
and
Participates
in the activities of Special Committees, as called upon by the President, and
as mutually agreed to when such Committee or Committees might be established.
The
Treasurer administers the financial affairs of the Association in accordance
with the Objectives and By-Laws of the Association and according to decisions
of the Executive Committee. He
Receives all
moneys payable to the Association, either directly or through other Executive
Members, and deposits them in approved bank accounts,
Prepares all
approved payments, co-signs disbursement cheques and makes the payments,
Manages and
reports the finances and bank statements, makes a Financial Report to the
Annual Meeting of the Members,
Arranges to
have the books examined by a qualified person approved at an Executive
Committee Meeting, includes an account of the examination in the Financial
Report to the Annual Meeting, and
Carries out
his/her duties as described in Article 6 of the By-Laws.
The
Secretary maintains records including minutes of all Executive Committee
Meetings and Association Annual Meeting and other affairs of the Association,
and:
Calls
attention to outstanding action clauses determined at such Meetings, and
Issues and
supervises the distribution of copies of Minutes and Agenda to Executive
Members prior to each Meeting.
The
Corresponding Secretary acts as support to the Executive, and
Prepares formal correspondence emanating from Executive Committee
initiative.
Cooperates
with the News Letter Distribution Chairman to ensure adequate copies and timing
for distribution, and
Reports all matters of interest to the Executive Committee
regarding the News Letter activity.
The Chairman
of Municipal and Government Affairs Committee represents the Association in a
liaison capacity with such as:
-
-
-
Metro
-
Metro Roads Department, and
Monitors
pertinent Municipal proceedings through frequent contact with the local
Councillor -- including changes or developments in zoning regulations, traffic
by-laws, planning policies, etc.
Reports
these affairs to the Executive Committee and/or to the Members of the
Association,
Presents the
Executive Committee's and Members' interests, viewpoints and decisions to
appropriate bodies such as those listed above,
Calls on the
President to support, assist, attend and to also represent the Association at
meetings with these public offices or bodies, and
Acts on
behalf of the Association in representing its interests where short notice
requires such action.
The News
Letter Committee Chairman compiles, with advice of other Executive Committee
Members, the contents of the Association News Letter, and:
Arranges the
printing in accordance with budgetary decisions,
Cooperates
with the News Letter Distribution Chairman to ensure adequate copies and timing
for distribution, and
Reports all matters of interest to the Executive Committee
regarding the News Letter activity.
The Chairman
of the News Letter Distribution Committee arranges for the distribution of the
News Letters to all Members of the Association, and:
Cooperates
with the News Letter Chairman to provide timely distribution, and
Reports all problems and suggestions to the Executive Committee.
The Chairman
of the Membership and Directory Committee maintains the Membership Records,
and:
Administers
the program of Membership Enrollment for the year,
Conducts the
Annual Membership Drive in accordance with historic procedures and/or
amendments decided upon at Executive Committee Meetings,
Establishes
Advertising Rates for the Annual Membership Directory,
Arranges the
sale of Advertising Space in the Membership Directory,
Completes contractual
arrangements with the Printer of the Membership Directory with Executive
Committee approvals,
Carries out
the liaison with the Printer to produce the Directory as early as practicable
in each new term of office of the Executive Committee,
Arranges for
delivery of the Directory to all Members and Advertisers,
Arranges for
payment of dues to be sent directly to the Treasurer or, where personally
collected, delivers payments of dues to the Treasurer, for safe keeping and
banking,
Arranges for
the collection of Directory Advertisement payments and turns these over to the
Treasurer,
Reports the
Delegates to other members of his Committee the various individual
tasks within these responsibilities.
The Chairman
of the Social Affairs Committee plans and administers the Social Activities of
the Association, and:
Welcomes New
Residents and New Members,
Arranges the
social portions of the Executive Committee Meetings and Social Functions such
as the Annual Dance,
Establishes
a Committee and assigns specific responsibilities,
Obtains
approvals for Social Activities expenditures and approves payments to be made
by the Treasurer accordingly,
Turns income
from Social Activities over to the Treasurer for safekeeping and disbursement,
and
Reports Social Affairs activities as called upon by the President.
The Chairman
establishes the Neighborhood Watch Committee on behalf of the Association and
in accordance with procedures recommended by the police -promoted Provincial
Neighborhood Watch Program, and:
Promotes and
administers the Neighborhood Watch Program within the confines of Bayview
village,
Develops a
program to encourage the residents of the community to cooperate with each
other and with the Police Department to reduce theft, violence, vandalism, and
risk of fire for greater safety of our residents and to enhance our
neighborhoods as attractive places in which to live,
Reports
these activities to the Executive Committee Meetings,
and
seeks the support of all residents of the
The Honorary
Counsel of the Association is selected for combined knowledge of affairs of the
Association and expertise in areas of Municipal Law as well as familiarity with
development plans and activities in North York generally and Bayview Village
area in particular, and he:
Sits on the
Executive Committee as an advisor on legal matters, and procedures,
Gives
guidance to Members of the Executive Committee where their individual
responsibilities may have impact on the reputation of the Association as a
responsible "Good Citizen" in the Corporate sense, and
Acts on Special Committees when requested by the President.
Members-at-large
sit on the Executive Committee in an advisory capacity, and:
Undertake
special assignments when requested, and
Represent
overall interests of the Membership in line with the Association's Objectives
and Activities.
Approval of
expenditures from the Current Operating Fund is to be given by the Executive
Committee prior to authorization by the Signing Officers.
Such
approval should be through budget planning in advance of the specific
requirement or by special motion relative to the particular case involved.
Before giving approval the Executive Committee should consider the following
factors:
a) The Membership of
b) The approved expenditures should be in
support of both the diverse interests of the Members and the dual nature of the
Association's established objectives, as stated in Article 1 of the By-Laws --
i.e. to promote the welfare of, and cultural/social functions for, the
Residents of Bayview Village.
Approvals of
Expenditures from the Special Trust Fund are to be given by the Executive
Committee after due consideration of the following factors:
a) The Special Trust Fund originated form
private voluntary contributions of some individual Members of the Association
during the late l960s. Its purpose was to cover costs involved in
representation of the Association's Members' interests relative to a land
development project within one portion of
b) Since its original establishment as a
Special Trust these funds have been significantly augmented through voluntary
contributions and other sources.
c) In view of the sources of this Fund,
many Members, especially those who have contributed to it, take the stand that
the resources of the Fund should be applied, from time-to-time, in similar
situations, to support the rights and interests of Association Members in
maintaining and enhancing their property values.
d) Any
single development will probably have greater influence on some neighborhoods
within
e) The
diverse nature of the Association's Membership, as already outlined in Part 1
of these Guidelines, should also be considered in decisions regarding the uses
of the Special Trust Fund.
f) The
nature of public and private projects is also diverse. Projects or situations
of interest to various groups within
- Property
Redevelopment Projects,
- Rezoning
Applications,
- TTC
Expansions of Routes,
- Projects
involving Designated Ravine Properties,
- Property
Redevelopment Projects adjacent to
-
- Street
Widening,
- Traffic
Conditions and Regulations,
- Subway
Constructions,
- Commercial
Activity within the boundaries of
-
- Property
Renovation Restrictions,
- Public
Works Services: water, sewer, drainage, roads, side-walks and garbage
collection,
- Municipal
Utilities: Street Lighting, and Hydro,
- Metro