FINFLA by-laws
As amended June 25, 2011
The object of FINFLA is to represent the interests of all property owners who use Meredith Lane for access to their property(ies) for the benefit of common road maintenance of Meredith Lane undertaken by the Association on their behalf, it being an access road not assumed by the Township of South Frontenac.
Article I: Executive
The governing body of this association shall be the executive consisting of the President, Vice-president, Secretary, Treasurer, Road Engineer and Lane Representatives elected in accordance with Article II. Positions on the executive may be held by two persons simultaneously. The maximum term for an executive position is one year, renewable each year at the annual general meeting, with no limitation on the number of renewals.
Article II: Duties of the Executive
Section 1 - President. It shall be the duty of the President to preside at meetings of the association and executive, and to perform such other duties as ordinarily pertain the office of President.
Section 2 - Vice-president. It shall be the duty of the Vice-president to preside at meetings of the association and executive in the absence of the chair and to perform such other duties as ordinarily pertain to the office of vice-president.
Section 3 - Secretary. It shall be the duty of the secretary to keep the records of participating landholders, record the attendance at meetings, send out notices of meetings of the association, the executive and other committees, and record and preserve the minutes of such meetings.
Section 4 - Treasurer. It shall be the duty of the treasurer to have custody of all funds, accounting for same to the association annually and at any other time upon demand by the executive and to perform such other duties as pertain to the office of Treasurer.
Section 5 - Lane Representative. It shall be the duty of the Lane Representatives to collect funds for their respective feeder lane, and to raise at meetings issues pertaining to their feeder lane. Additionally this representative will coordinate feeder lane maintenance with the main Meredith Lane road maintenance when appropriate. He or she shall be appointed annually at the annual general meeting, but shall not be subject to the limit on reappointment.
Section 6 - Road Engineer. The Road Engineer shall implement the decisions made by the executive and recommend work to be done to the executive. He or she shall be appointed annually at the annual general meeting, but shall not be subject to the limit on reappointment.
Article III: Standing Committees
Section 1 - The Executive of the Association may appoint sub-committees and leaders of said committees for the purpose of investigating specific areas of interest and concern to the Association, e.g. fire protection, garbage collection, etc.
Section 2 - Findings or determinations of said Committees shall be reported to the Executive of the Association and policies or decisions resulting from the findings will be brought to a general meeting for resolution by the Association membership.
Section 3 - Additional funds as may be required to cover the cost of special project proposals agreed by the Association membership shall be requested from members in support of said proposals unless external funding is available.
Article IV: Meetings
Section 1 - Annual General Meeting. An annual meeting of this association shall be held no later than the Labour Day weekend, at which time the election of the executive and lane representatives for the ensuing year shall take place. Special meetings be called by the chair whenever deemed necessary, or upon the request of two members of the executive, due notice having been given.
Section 2 - Twenty percent of landholders shall constitute a quorum at the meetings of this association.
Section 3 - A majority of the executive shall constitute a quorum at an executive meeting.
Article V: Method of Voting
The voting of this association shall be transacted by a show of hands vote. There is one vote per landholder, regardless of number of lots owned. In the event the lot is owned by more than one person, one of the common landholders must be designated as the voter. Landholders carry a vote regardless of participation in fee payment. In a vote, a majority of the quorum carries.
Article VI: Election of the Executive
At the annual general meeting the presiding Chair of the executive shall ask for nominations by landholders of the association for Chair, Vice-chair, Secretary and Treasurer. Nominations may be presented by members from the floor. Each name brought forward for nomination will be voted on at the meeting by a show of hands. A majority of a quorum carries the vote.
Lane Representatives for the following roads: Buffy Lake Lane, Old14 Island Lane/New Island View Lane, Little John Lane, Old Mine Lane, Mink Trap Lane and Sigsworth Lane and the Road Engineer appointments will be reviewed at the annual general meeting also.
Article VII: Fees
Section 1 - The association road maintenance fee shall be an amount to be determined by the membership, payable annually by the 30th day of April with the understanding that this payment shall be applied to road maintenance and costs incurred for printing of minutes, mailings, banking, etc. There is one fee per landholder regardless of number of lots owned. However, the fee will be based on the lot with the higher usage fee.
Article VIII: Finances
Section 1 - The treasurer shall deposit all funds of the association in the FlNFLA bank account at the Bank of Montreal in Verona, or such other financial institution as the executive may designate.
Section 2 - All bills shall be paid only by cheques signed by the treasurer and one other nominated cosigner.
Section 3 - The fiscal year of this association shall extend from 1 June to 31 May, and the collection of the landholders’ annual fees shall occur once a year. Fees for additional projects not covered by the annual fees shall be collected on an as needed basis.
Section 4 - At the beginning of each fiscal year the executive shall prepare or cause to be prepared a budget of estimated income and estimated expenditures for the year, which, having been agreed to by the executive, shall stand as the limit of expenditures for the respective purposes unless otherwise ordered by action of the executive.
Article IX: Resolutions
Whenever possible resolutions or motions to commit this association on any matter should first be brought to the attention of the executive. However, all resolutions and motions offered at association meetings shall be available for discussion at that time.
Article X: Amendments
These by-laws may be amended at any regular meeting, a quorum being present, by a two-thirds vote of all members present, provided that notice of such proposed amendment shall have been mailed to each member at least ten days before such meeting. No amendment or addition to these by-laws can be made which is not in harmony with the Association’s goals.
Article XI: Comments and Concerns
All comments and concerns regarding association business must be forwarded in writing to the secretary and will be addressed at the executive meeting following receipt of such correspondence.
Changes accepted at June 25, 2011 annual meeting.
