Calgary Mount Pleasant Community Association
Contact Information
602 - 22 Ave. N.W.
Calgary, AB. T2M 1N7
403-282-1314
Director positions up for
election at the Annual General Meeting on October 7, 2008 are:
Vice-President, Secretary,
Treasurer, Grants, Membership, Special Events, and Summer Sports.
Your support for the community
is needed!
Mount Pleasant Community
Association
Volunteer Manual
Compiled August, 2008
Mount Pleasant Community Association
AMENDED BY-LAWS – 2003
(Approved by Corporate Registry as of August 7, 2003)
ARTICLE 1: NAME
1.1 Name
The name of
the Society is the Mount Pleasant Community Association, which may also be
known or referred to as “MPCA” or the “Association”.
ARTICLE 2: DEFINITIONS AND INTERPRETATION
2.1 Effect of Societies Act
When interpreting these By-laws, reference shall be made
to the Societies Act, and the words and expressions used in these
By-laws will, unless the context otherwise requires, have the same meaning
as the words and expressions have in the Societies Act.
2.2 Gender
Where the male gender is used, it shall be interpreted to
include the female gender also.
2.3 “Board” means
the Board of Directors of MPCA.
2.4 “Member” means a person meeting the requirements contained in
Article 4 of these By-laws.
2.5
“Societies Act” means the Societies Act contained in
the Revised Statutes of Alberta, as amended from time to time, or any Act
passed in amendment or substitution for it.
ARTICLE 3: BOUNDARIES
3.1 The boundaries
of MPCA are:
(a) the south boundary of Confederation Park and the
south side of 32nd Avenue N.W. on the north;
(b) the west side of 2nd Street N.W. on the east;
(c) the north side of 16th Avenue N.W. on the
south; and
(d) the east side of 10th Street N.W. on the
west,
all in the City of Calgary
in the Province of Alberta.
ARTICLE 4: MEMBERSHIP
4.1 Categories of Members
There are 4 categories of Members in MPCA:
(a) Full Members;
(b) Associate Members;
(c) Life Members; and
(d) Honourary Members.
Only
individual persons (not bodies corporate) are eligible for membership.
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4.1.1 Full Members
To become a Full Member, a person must:
(a) be a resident within the MPCA boundaries;
(b) apply for membership; and
(c) pay the annual membership fee for Full Members.
4.1.2 Associate Members
To become an Associate Member, a person must apply for
membership and pay the annual membership fee for Associate Members.
4.1.3 Life Members
To become a Life Member, a person must:
(a) have been a Full Member for at least 10 years;
(b) be 65 years of age or older; and
(c)
apply to become a Life Member.
4.1.4 Honourary Members
A person may become an Honourary Member if the Voting
Members at an Annual General Meeting pass a resolution to that effect in
recognition of the person’s significant contributions to MPCA.
4.2 Membership Fees
4.2.1 Membership Year
The membership year is from September 1st of one
year to August 31st of the following year.
4.2.2 Membership Fees
The Board shall set the annual membership fees for each
category of Member.
4.3 Rights and Privileges of Members
4.3.1 Voting Members
The only Members who can vote at General Meetings of MPCA
are:
(a) Full Members in good standing; and
(b) Life
Members in good standing.
4.3.2 Rights at General Meetings
Any Member in good standing is entitled to:
(a) attend any General Meeting of MPCA;
(b) speak at any General Meeting of MPCA upon being
recognized by the Chair of the Meeting;
(c) exercise other rights and privileges given to Members
in these By-laws.
4.3.3 Good Standing
A Member is in good standing when:
(a) he has paid the membership fee for the current year; and
(b) he has not been suspended as a Member.
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4.3.4
Inspecting Books and Records
A Member in good standing may inspect the books and
records of MPCA at any regularly scheduled Board meeting, at the Annual
General Meeting, or by prior arrangement with an Officer of MPCA.
4.4 Suspension of Membership
4.4.1. Decision to Suspend
The Board, at a Special Meeting of the Board called for that
purpose, may suspend a Member’s membership for up to three months, if the
Board determines that the Member has:
(a) failed to abide by these By-laws;
(b) been disloyal to MPCA;
(c) disrupted meetings or functions of MPCA; or
(d) done anything harmful to MPCA.
4.4.2 Notice to Member
4.4.2.1 The Board will provide the affected Member with at least 14
days’ advance written notice of the Special Board Meeting referred to in
paragraph 4.4.1.
4.4.2.2 The notice shall be sent by single registered mail to the last
known address of the Member as shown in the records of MPCA, and shall be
deemed to be received by the Member on the third business day after being
mailed.
4.4.2.3
The notice will state the reasons that the Board is considering
suspending the Member
4.4.3 Decision of the Board
4.4.3.1 The Member will have an opportunity to appear before the Board
and to address the matter. The Board may allow another person to accompany
the Member and to make submissions on behalf of the Member. The Board may
limit the time given to the Member and his representative for their
submissions.
4.4.3.2 The
Board may exclude the Member and his representative from its discussion of
the matter and from the deciding vote.
4.5 Termination of Membership
4.5.1 A Member’s
membership is terminated by any of the following:
(a) he delivers written notice of his resignation
to the Secretary;
(b) he dies;
(c) he fails to pay his membership fee for the
current year; or
(d) he
is expelled from membership by the MPCA by Special Resolution.
4.5.2 A
Full Member who ceases to be a resident within the MPCA boundaries also
ceases to be a Full Member and shall become an Associate Member for the
balance of the membership year.
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ARTICLE 5: MEETINGS OF THE ASSOCIATION
5.1 Annual General Meeting
5.1.1
The MPCA holds its Annual General Meeting (“AGM”) before the 15th
day of May in each year. The Board sets the place, day and time of the AGM,
but it shall be held in Calgary, Alberta.
5.1.2 The Secretary shall announce the AGM at least 21 days in
advance by placing a notice stating the place, date, and time of the AGM in
each of the following locations:
(a)
at least 2 main entrances to the Mount Pleasant Community;
(b) at the MPCA community hall; and
(c) at one other location set by the Board.
5.1.3 It is not necessary to mail or deliver notice of the AGM to the
Members.
5.1.4 Meeting Agenda
The AGM deals
with the following matters:
(a) declaration of a quorum;
(b) approval of agenda;
(c) adopting the Minutes of the last AGM
and any General Meeting of the Members held since the last AGM;
(d) receiving the reports from the Board Members
and Committees;
(e) reviewing the financial statements;
(f) appointing auditors;
(g) electing the members of the Board; and
(h) considering other business that may
properly come before the AGM, having been placed on the Agenda before the
start of the AGM.
Matters may not be added
to the Agenda of the AGM after the meeting has been called to order.
5.1.5
The quorum at the AGM is 20 Voting Members of the MPCA.
5.2 Special General Meetings
5.2.1 Calling of a Special General Meeting
A Special General Meeting may be called at any time:
(a) by a resolution of the Board; or
(b) on the written request
of at least 3 Directors or at least 10 voting Members. The request must:
(i) be directed to the President;
(ii) state the reason for the Special General
Meeting; and
(iii) set out the motion(s) intended to be
submitted to the meeting.
5.2.2 Notice
The Secretary shall provide notice of a Special General
Meeting in the same way as set out in paragraph 5.1.2 for the AGM. In
addition, the notice for a Special General Meeting shall state the matter to
be brought forward at the meeting.
5.2.3
It is not necessary to mail or deliver notice of a Special General
Meeting to the Members.
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5.2.4 Meeting Agenda
Only the matter(s) set out in the notice for the Special
General Meeting may be considered at the Special General Meeting.
5.2.5 Quorum
Any Special General
Meeting has the same quorum as the AGM.
5.3 Procedure at Annual General Meetings and
Special General Meetings
5.3.1 Attendance
Meetings of the MPCA are open only to Members in good
standing.
5.3.2 Failure to Reach Quorum
If a quorum is
not present within 30 minutes after its scheduled start time, the meeting
shall be cancelled and rescheduled for one week later at the same time and
place. If a quorum is not present within 30 minutes after the start time at
the rescheduled meeting, the meeting will proceed with the Members in
attendance.
5.3.3 Voting at Annual General Meetings and Special
General Meetings
5.3.3.1 A show of hands decides every vote at any General Meeting,
unless at least 3 Voting Members request a written ballot, in which case
written ballots shall be used.
5.3.3.2 The Chair of the
Meeting does not have a second or deciding vote in the case of a tie vote.
If there is a tie vote, the motion is defeated.
5.3.3.3 Voting Members may not vote by proxy.
5.3.3.4 A majority of the votes cast at any Meeting decides each issue
and resolution, unless the issue needs to be decided by a Special
Resolution. In calculating the number
of votes,
abstentions shall not be included, unless the abstentions form the majority
of the votes cast, in which case the motion is defeated.
ARTICLE 6: GOVERNANCE OF THE ASSOCIATION
6.1 General Principle
MPCA shall be governed by
its Members through a Board of Directors, which shall be elected annually by
the Voting Members of MPCA.
6.2 The Board of Directors
6.2.1 Powers and Duties of the Board
Except where otherwise limited by the Societies Act,
the Board has all the powers of the Association as a whole. The powers and
duties of the Board include:
(a) promoting the objects of MPCA;
(b) promoting membership in MPCA;
(c) hiring and dismissing employees, together with setting the
terms of their employment, including job duties and salaries;
(d) maintaining and protecting the assets and property of MPCA;
(e)
approving the annual budget;
Page 6
(f) fiscal management, including the investment of funds, paying
expenses, and operating and managing MPCA; and
(g)
forming and dissolving committees and setting their terms of
reference.
6.2.2 Composition of the Board
6.2.2.1
The Board shall consist of a minimum of 5 and a maximum of 15
Directors.
6.2.2.2
The Officers of the Board shall be the President, Vice-President, Secretary,
Treasurer, and the Immediate Past President. Collectively, the Officers
shall form the Executive Committee.
6.2.2.3 The other
Directors shall be known as Program Directors and shall each have
responsibility for a specific program or service provided by MPCA.
6.2.3 Election and Removal of Directors
6.2.3.1 The Voting Members
shall elect Directors at the AGM. With the exception of the provisions of
paragraph 6.2.3.1 (b), all Directors shall be elected for a two-year term
that begins at the conclusion of the meeting where they are elected and ends
immediately following the second AGM at which these Directors were elected.
In order to stagger the terms of the Directors, the Voting Members shall
elect the following Directors at the first AGM held after these By-laws come
into effect:
(a) Approximately one half of the Directors for a two year term;
and
(b) Approximately one half of the Directors for a one year term.
This shall be the only occasion on which Directors are elected for a
one-year term.
6.2.3.2 The Voting Members may re-elect any Director for an additional
term.
6.2.3.3 A Director may resign by giving notice in writing to the
Secretary or President and the resignation is effective on the date
specified in the notice.
6.2.3.4 Voting Members may
remove a Director from office by means of a majority vote at a Special
Meeting called for that purpose.
6.2.3.5
If there is a vacancy on the Board, the remaining Directors may
appoint a Voting Member in good standing to fill the vacancy until the next
AGM. This does not apply to the position of Immediate Past President. This
position remains vacant until the next AGM.
6.2.4 Meetings of the Board
6.2.4.1 The Board shall hold at least 8 meetings in each calendar year.
6.2.4.2 The
President calls the meetings. In addition, the President must call a
meeting if two Directors make a request in writing and state the business to
be considered at the meeting.
6.2.4.3 A minimum of 7 days’ notice for Board meetings shall be given to
each Director. Notice shall be given by the President, and may be given in
person, or by telephone, or by email.
6.2.4.4 The quorum for a Board meeting is 40% of the total number of
elected Directors or a minimum of 5 elected Directors (whichever number is
greater).
6.2.4.5
Each Director has 1 vote and the President does not have a second or
deciding vote in the case of a tie vote. A tie vote means the motion is
defeated.
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6.2.4.6
Meetings of the Board are open to Members of MPCA, but only Directors
may vote. A majority of the Directors present may require any other Members
or any other persons present to leave the meeting so a matter may be
discussed in camera.
6.2.5 Duties of the Officers of MPCA
6.2.5.1 The President:
(a) supervises, coordinates, and mediates the business of the
Board;
(b) chairs all meetings of the Board, the Executive Committee and
MPCA, when present and able to do so;
(c) is the spokesman for MPCA;
(d)
is an ex-officio member of all Committees; and
(e) carries out
other duties as assigned by the Board.
6.2.5.2 The Vice-President:
(a) chairs any meetings if the President is absent or unable to
preside;
(b)
substitutes for the President at any function when requested to do so
by the President;
(c)
ensures that any policies of insurance required by the Board are
maintained in full force; and
(d)
carries out other duties as assigned by the Board.
6.2.5.3 The Secretary:
(a)
records accurate minutes of all meetings of the MPCA, the Board, and
the Executive Committee, and distributes copies of the same to Board
members;
(b) makes sure that
an accurate record is kept of the names and addresses of all Members of the
MPCA;
(c) is in charge of maintaining the Board’s correspondence;
(d)
makes sure that all documents required by the Societies Act
are filed in a timely fashion;
(e)
ensures that the required notices to the Members of the AGM and
Special General Meeting are properly made; and
(f) carries out other duties as assigned by the Board.
6.2.5.4 The Treasurer:
(a) makes sure all
funds paid to MPCA are deposited in a financial institution approved by the
Board;
(b) makes sure a detailed account of revenues and expenses is
presented to the Board at its meetings;
(c) makes sure an audited statement of the financial position of
MPCA is prepared and presented to the AGM; and
(d) carries out other duties as assigned by the Board.
6.2.5.5 The Past President:
(a) shall serve as a resource person to provide continuity and
stability; and
(b)
carries out other duties as assigned by the Board.
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6.3
Committees
6.3.1 Committees are established and dissolved by the Board.
6.3.2 A Board Member shall sit on each Committee, but does not need
to chair the Committee.
6.3.3 The chair of each Committee calls its meetings. Each
Committee:
(a) records minutes of its meetings;
(b) distributes the minutes to the Committee members; and
(c)
provides reports to each Board meeting concerning the
Committee’s activities.
6.3.4
The Executive Committee
6.3.4.1 The Executive
Committee consists of the Officers of MPCA. It is responsible for carrying
out emergency and unusual business between Board meetings. It must report
to the Board on any actions it takes.
ARTICLE 7: FINANCE AND OTHER MANAGEMENT MATTERS
7.1 The fiscal year of MPCA ends on the last day of February in
each year.
7.2 There must be an
audit of the books, accounts and records of MPCA at least once each year.
The audit shall be conducted by a qualified accountant who shall be approved
at the AGM. At each AGM, the Treasurer shall present the audited financial
statements of the previous fiscal year for review by the Members.
7.3 All cheques issued by MPCA shall be signed by the Treasurer
and one additional Officer or by another person specifically authorized to
do so by resolution of the Board.
7.4 MPCA may borrow or raise funds to meet its objectives or carry
on operations. The Board decides the amounts and ways to raise money,
including giving or granting security.
7.5
No Member or Director of MPCA may receive any payment for services rendered
as a Member, Director, or Officer. A Member or Director may be reimbursed
for reasonable expenses incurred while carrying out duties on behalf of MPCA.
7.6
Protection and Indemnity of Directors and Officers.
7.6.1 Each Director and
Officer holds office with protection from MPCA. MPCA indemnifies each
Director and Officer against all costs or charges that result from any act
done in his role as Director or Officer. MPCA does not protect or indemnify
any Director or Officer for acts of fraud, dishonesty, or bad faith.
7.6.2 No
Director or Officer is liable for the acts or omissions of any other
Director, Officer, or employee. No Director or Officer is responsible or
liable for any loss or damage due to the bankruptcy, insolvency, or wrongful
act of any person, firm or corporation dealing with MPCA. No Director or
Officer is liable for any loss or damage
due to an oversight or
error in judgment, or by an act or omission in his role as Director or
Officer, unless the act or omission is due to fraud, dishonesty, or bad
faith.
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7.6.3
Directors and Officers can rely on the accuracy of any statement or report
prepared by the auditor for MPCA. Directors and Officers are not liable for
any loss or damage as a result of relying upon that statement or report.
ARTICLE 8: AMENDING BY-LAWS
8.1 These by-laws may be cancelled, altered, or added to by a
Special Resolution at any AGM or Special General Meeting of MPCA.
8.2
Any amended by-laws take effect after approval of the Special
Resolution and their acceptance by the corporate registry of the Province of
Alberta.
ARTICLE 9: LIQUIDATION AND
DISSOLUTION
9.1 MPCA does not pay any dividends or distribute its property
among its Members.
9.2 If MPCA is dissolved, all assets and liabilities become the
property of The City of Calgary.
Director of Planning, Transportation and Land Use
·
Chairs the
community sub-committee for planning, transportation, and land use.
·
Committee reviews
all development permit and subdivision applications and provides comments to
the City.
·
Chairs traffic
sub-committee chair responsible for traffic issues and community traffic
study.
·
Chairs community
workshops if required for traffic issues or development initiatives.
·
Attends community
board meetings and reports on committee activities.
·
Represents
community to the City and to other communities regarding development and
traffic matters.
Playgroup Director
·
Attend all
monthly meetings of community association as a director representing the
interests of the Playgroup as well as being main contact for all Board
members.
·
Schedule and
attend four Playgroup Executive meetings per year including Playgroup AGM.
·
Oversee all other
executive members and delegate jobs to them accordingly.
·
Ask that each
executive member submit a progress report each meeting to ensure that each
person registered for the program is performing their volunteer duties
ensuring that the program is running smoothly.
·
Use discretion,
together with the Registrar concerning waiving of registration fees.
·
Deal with any
caregiver attending Playgroup that is not acting within the rules and
regulations stated in the Playgroup Handbook.
·
Provide support
to all executive members, party co-ordinators and key holders.
·
Obtain signing
authority, together with the Treasurer, for all financial matters as well as
submitting financial statements to the Community Association throughout the
year.
·
Provide monthly
reports to the Community Association.
Directors job description for
Special Events
The Special
Events director for Mount Pleasant Community fulfills the following
commitments to the community:
-
Attend monthly board meetings where opinions and decisions are made for
the business of the Community.
-
Design yearly schedule of events and quote budget for these events.
-
Align the hall bookings for events with Community rental agent.
Volunteers
-
Communicate volunteer needs to Soccer Director before the soccer sign up
in February.
-
Communicate Volunteer attendance to soccer director.
-
Pre phone volunteers before events to inform them of their duties and
email with details and follow-up email after event to thank.
Pre Events
-
Purchase food, supplies, local business support and any licenses
necessary for event.
-
Arrange and pick up any rentals
9. Source out entertainment.
10. Arrange signage and advertising for
event.
Events
-
Organize volunteers into jobs.
-
Pay entertainment.
-
Ensure the safety of the attendees and volunteers.
-
Clean up and lock up Community property after event.
Post events
-
Send out thank you notes to businesses, Supporters, volunteers.
-
Return rentals
-
Prepare expense report and submit cash and receipts to accounting.
General
18. Write
newsletter submissions by the 10th of each month
19. Write Annual General Meeting reports.
20. Inspire the
members of the community to become involved by volunteering and
participating in community events .
21.Encourage
community members to voice their ideas and opinions on what they would like
to see happen in their community events.
Mount Pleasant Community Association
Job Description
GRANTS DIRECTOR
Responsible for:
·
Researching grant opportunities
·
Interfacing with other community
association directors to evaluate and co-ordinate grant opportunities
·
Preparing applications for applicable
grants in accordance with application requirements and deadlines
·
Interfacing with other directors and staff
to ensure that grant procedures are followed
·
Answering questions raised by granting
authorities
·
Preparing follow-up reporting for grants
received
Additional responsibilities include
attending monthly community association meetings, responding to internal
emails and other community issues that arise from time to time.
Resources available:
·
Online forms and information for virtually
all grants
·
Telephone assistance from all granting
authorities
·
Seminars hosted primarily by Federation of
Calgary Communities
·
Copies of previous grant applications to
use as precedent
Prepared: July 30, 2008
