Eagle Lake Property Owners' Association
......what you can do today
         to help preserve Eagle Lake for tomorrow
Copyright © 2013
Eagle Lake Property Owners' Association


ELPOA Constitution

(Adopted by the Board June 2000, Approved by the membership July 2000)

NOTE: Hereafter, Member(s) in-good-standing shall be defined as a Member who holds a valid membership
in the Eagle Lake Community Association (hereafter, The Association) and whose dues are up to date.

Preamble
The Association was founded on August 5, 1995 by unanimous consent of those in attendance at the
Charter Meeting. The Association is comprised of persons who own property which forms part of the
waterfront of the body of water known as Eagle Lake located in the original Townships of Olden and
Hinchinbrooke in the Province of Ontario and who have paid the annual dues as set forth hereunder.

Purpose
The primary purpose of The Association, as passed by motion at the Charter Meeting, is:
TO PRESERVE AND ENHANCE THE ENVIRONMENT OF AND THE QUALITY OF LIFE ON EAGLE LAKE.

Article #1: Objectives
1.01 The objectives of The Association are:
(a) to preserve and protect the ecosystem of Eagle Lake
(b) to encourage environmental awareness and conservation
(c) to encourage the prudent and courteous use of all watercrafts
(d) to promote a spirit of community amongst the population of Eagle Lake
(e) to communicate with Government and other Organizations on matters of concern
(f) to collect and disseminate educational information in support of these objectives

Article #2: Membership
2.01 Membership in The Association shall be by one of the following Membership Classes, governed by
their requirements and limitations. The membership year shall be from the date of the current year's Annual
General Meeting (hereafter, A.G.M.) to the day immediately PRECEDING the date of the following year's
A.G.M.

2.02 Full (Voting) Membership
Any person who is a registered owner of lands adjoining the waters of Eagle Lake may make application to
The Association for membership and such application shall be governed by these conditions:
(a) A person who owns one or more lots, properties, severances or other divisions shall hold one Full
Membership and shall be entitled to one vote only
(b) Joint or Multiple registered ownership of property shall entitle such ownership to Joint Membership as per
Article 2.03 (b), but the one vote per property is maintained

2.03 Joint (Limited Voting) Membership
Any person who is a joint or multiple registered owner of property or a member of a single or multiple
registered owners' immediate family sharing the same property of that registered owner(s), may make
application to The Association for a Joint Membership. Such membership shall be governed by these
conditions:
(a) This shall be a non-voting membership except as described in (b) and (d) below
(b) Joint or multiple registered ownership of a property shall entitle such combined owners to one vote only
(c) This membership shall allow the holder to run for and hold the office of Director on the Board of Directors
(d) As a Director on the Board of Directors, the Joint Membership shall allow voting rights equal to that of a
Full Member, during the holderís term of office, with the exception of written ballots

2.04 Associate (Limited Voting) Membership
Persons who are not owners of lands adjoining the waters of Eagle Lake and do not qualify as Joint
Members but have an interest in the welfare of Eagle Lake and its environs and who support the "Purpose
and Objectives" of The Association, may make application for an Associate (Limited Voting) Membership
and such membership shall be governed by these conditions:
(a) Applicants shall be sponsored by two (2) Voting Members in-good-standing and their application must be
approved by a majority vote of the Board of Directors.
(b) This shall be a non-voting membership except as described in (d) below
(c) This membership shall allow the holder to run for and hold the office of
Director on the Board of Directors
(d) As a Director on the Board of Directors, the Associate Membership shall allow voting rights equal to that
of a Full Member, during the holderís term of office, with the exception of written ballots

Article #3: Annual Dues
3.01 The amount of annual dues for each category of membership shall be established by a simple majority
vote of Voting Members in attendance at an A.G.M. upon recommendation of the Board of Directors. Upon
receipt of dues, the Secretary, Treasurer, or person designated, shall issue a receipt and/or membership
card as evidence of membership in-good-standing.

Article #4: Board of Directors
4.01 The Association shall be managed by a Board of Directors composed of not more than sixteen (16)
and not less than six (6) voted upon Directors who are Members in-good-standing, including the Immediate
Past-President of The Association plus two (2) "Directors at Large" as set forth in Article 4.09.

4.02 The Board shall meet periodically, at the call of either, the President, Vice-President or any three (3)
Directors of the Board who are in agreement. A quorum shall be a minimum of 1/3 of the total complement
of the Board plus at least two (2) officers.

4.03 Each Director, with the exception of the Immediate Past President,:
(a) shall serve a term of two years
(b) may stand for re-election for a further consecutive term of two years
(c) shall be ineligible to serve for a period of one (1) year:
-after having served four (4) consecutive years
-after the date of his/her resignation
The Immediate Past President can serve his/her term as President and a consecutive term as Immediate
Past President until he/she is replaced by the then outgoing President.

4.04 The Board of Directors shall elect from themselves a President, Vice- President (or President-Elect),
Secretary, Treasurer, and other officers as may be deemed necessary from time to time. Their term of office
shall match that of the Officer's remaining term as Director as set forth in Article 4.03.

4.05 Any Full, Joint or Associate Member in-good-standing wishing to serve on the Board of Directors shall
notify the Secretary of The Association no later than May 1st of each year. The Secretary, after receiving
and recording the required information from the applicant, shall forward same to the Nominating Committee.

4.06 A Nominating Committee composed of not less than three (3) Members of the Board shall be
appointed by the Board of Directors. Their prime functions shall be to:
(a) identify those Members of the Board who are in the final year of their
present term and thereby retiring
(b) solicit and recommend candidates for the replacement of these retiring
Directors and the Offices they vacate
(c) solicit and/or approve applications for the office of Director in general

4.07 Applications/Nominations for the office of Director must be in the hands of the Nominating Committee
by June 1st of each year and must be consented to by the member nominated. The names of all candidates
for the office of Director shall be included in the Notice of Meeting, circulated to the membership at the
A.G.M. and voted on as set forth in Article 4.08.

4.08 The election of persons to the Board of Directors shall be a simple majority vote of Voting Members
present at a duly called A.G.M. If more persons
wish to serve than there are vacancies available, then an election by secret ballot
shall be held.

4.09 A maximum of two (2) "Directors at Large" shall be solicited from the Members in-good-standing in
attendance at every A.G.M. Once identified, consented to and successfully voted on by the Voting
Members in attendance, these new Directors shall immediately become Members of the Board. They shall
be subject to all conditions of a Director and Member of the Board, with the exception that their term as
"Director at Large" shall be limited to one (1) year. After one (1) year they may volunteer again at the next
A.G.M. or apply for the office of Director through the Nominating Committee as per Article 4.07. Should
more than two (2) candidates for this office be identified at an A.G.M., then an election by secret ballot shall
be held.

4.10 It is the intent of this Constitution that in any given year, to ensure
continuity of the Board of Directors, only one quarter of the Directors' terms shall be deemed to expire. For
the purpose of interpretation, this clause may be exercised in concert with Article 4.03 above with the
consent of the Voting Members at an A.G.M.
 
Article #5: Powers of the Board
5.01 The Board of Directors shall be granted all duties of general management
save and except the following:
(a) No money may be borrowed in the name of The Association
(b) No act shall take place which may bring The Association into ill repute or give cause for civil or criminal
action
(c) No contract shall be entered into without the express consent of a two-thirds majority of Voting Members
present at a duly called A.G.M. or Special General Meeting (hereafter S.G.M.) of The Association

Article #6: Duties of the Board
6.01 The President shall conduct himself/herself as the Chief Executive Officer of The Association, holding
himself/herself accountable to the other members of the Board and The Association in general. The
President, or in his/her absence their delegate in attendance, shall be entitled to cast their vote only in the
case of an equality of votes.

6.02 The Vice President (President Elect) shall act on behalf of the President when required and, barring
any unforeseen circumstances, hold himself/herself in a position to replace the President when the sitting
President's term is completed or vacated. In a similar manner, he/she shall be assigned other duties as
may be deemed necessary by the Board or the President.

6.03 The Secretary shall maintain The Associationís minutes and membership roster (unless otherwise
assigned) and carry out other duties as may be assigned by the Board.

6.04 The Treasurer shall keep custody of all monies owned by The Association, shall report to the Board at
each of its meetings and annually to the membership and maintain the books of The Association in
accordance with commonly accepted accounting practices.

6.05 The remaining Directors shall actively assist in carrying out the objectives of The Association.

6.06 Cheque signing authority shall be vested in the President and Treasurer with cheques requiring either
signature.

6.07 An auditor shall be appointed annually by the Board for the purpose of inspecting and validating the
financial affairs of The Association. No member of the Board may serve as auditor.

6.08 The financial year of The Association shall be from May 1 to April 30.

6.09 Vacancies on the Board, due to resignation or any other reason, shall be filled for the balance of a term
by the appointment of a Member in-good- standing, and a simple majority vote of the Board.

Article #7: Meetings of The Association
Meetings of The Association shall/may be called under the following conditions.
7.01 Annual General Meetings:
(a) The Board of Directors shall establish the time and place of the A.G.M. and shall be required to hold
such a meeting at least once each year between June 15 and the Saturday of the Labour Day Weekend or
at such other reasonable time as may be in the best interests of the membership
(b) Notice of every A.G.M. shall be sent by either mail, facsimile, electronic mail or other conveyance to
each member of The Association not less than fourteen (14) days prior to the meeting to the last known
address shown on the membership roster of The Association
(c) The meeting shall be held at such time and in such place as to be accessible to the majority of the
members
(d) Twenty-five (25) Voting Members in-good-standing present plus at least two (2) officers shall constitute a
quorum for the holding of a duly called A.G.M. or S.G.M.

7.02 Special General Meetings (S.G.M.s)
S.G.M.s may be called:
(a) by the Board at their discre-tion, providing the reason for and subject of this
S.G.M.
(b) by any Voting Member in-good-standing provided that member presents to the Secretary a signed
petition containing:
- the reason for the S.G.M.
- the endorsement of the petition by the signatures of twenty-five (25) Voting Members in-good-standing
- the subject to be resolved at this S.G.M.

7.03 The Secretary shall, without delay, on receiving a petition for a S.G.M. serve due notice to the Board
and the Membership. The Notice of the S.G.M. shall be delivered as in Article 7.01(b). The subject (as
contained in the calling of or petition for a S.G.M.) must be stated in the Notice of Meeting, and shall be the
only item addressed and resolved during this S.G.M. S.G.M.'s shall be scheduled as soon as possible at a
time and place most convenient.
 
Article #8: Special Levies
8.01 Special levies may be enacted by two-thirds majority of Voting Members (as evidence by votes cast
and written ballots received in accordance with Article #10) at a duly called A.G.M. or S.G.M. of The
Association upon recommendation of the Board of Directors.

Article #9: Amendments to the Constitution
9.01 This Constitution may be amended by a two-thirds majority of Voting Members (as evidence by votes
cast and written ballots received in accordance with Article #10) at a duly called A.G.M. or S.G.M. of The
Association. Details of the proposed amendments, having first been adopted by the Board of Directors,
must be published in the Notice of Meeting.

Article #10: Written Ballots
10.01 For the purposes of Article #8 and Article #9, a written ballot shall be defined as a ballot which clearly
states the issue to be voted on, be duly and clearly completed, signed and dated by a Voting Member in-
good-standing, and returned to the Secretary so that it is received no later than the date specified on said
ballot. Each ballot shall deal with only one issue. If more than one issue is to be voted on, then separate
ballots for each of the issues must be used.

10.02 Whenever a written ballot is received and the same property is already represented by a member in
attendance at the meeting, then this written ballot shall not be considered nor counted.

10.03 Written ballots shall not be available to or accepted from any Member of the Board of Directors.
Contact: eaglelake@bell.net
HomeBoard of DirectorsConstitutionAdvertisersContact
HomeBoard of DirectorsConstitutionAdvertisersContact
 
Top of Page