Bylaws

Summary of Proposed Bylaw Amendments

As the Tuxedo Park Community Association continues to grow and evolve, the Board of Directors will continue to review and update our bylaws to better serve our Members. 2020 highlighted the need for our Bylaws to embrace alternative means for us to meet and communicate when it’s not safe to do so in person, to capture new volunteers, and to share some of the workload when we can. Our volunteers and volunteer Members of the Board are our most valuable resource—it’s incumbent upon us to make the most of the time they so generously donate to our Community.

 The Board of Directors will present the following changes to our Bylaws for the approval of the Membership of the TPCA at our April 8^th, 2021 Annual General Meeting.

 For clarification, the following changes have been made throughout the Bylaws of the TPCA:

“Members” changed throughout to “Members of the Association”

“The Board” changed throughout to “The Board of Directors”

Definition added:

1.4         AGM: Annual General Meeting of the Members of the Association (altogether “The Membership” and each “Members”) 

Wording Updated:

3.3         Executive Committee: Is comprised of the Officers of the Society (altogether “Officers” and each “Officer”) as follows:

3.3.1.     Board Committees: The Board of Directors may appoint advisory, standing and/or special committees to make recommendations to The Board.

 Standing Committee Added:

3.3.2      Standing Committees:

1. i) Crime Prevention Committee

 Clause Added:

3.3.3      The Composition of Standing Committees shall be determined by the Committee or The Board.

1. a) In order to alleviate the workload of some Chair and Executive positions, all Committee Chair and Executive positions within the TPCA can be co-chaired, if The Board approves. Each Member of the TPCA and each Director of The Board have one vote each per motion.

 Clause Added:

3.5.2      Nominations to The Board between AGMs: potential directors can be nominated to The Board between AGMs if there are available vacant director seats. The nominee must be interviewed by at least one sitting Director of the Board, attend a general meeting of The Board, and be voted in by The Board. The new Director will then be presented on the slate at the next AGM for confirmation by The Membership.

 Wording simplified:

4.3.3      Voting: The voting party must be a resident of the Tuxedo Park community with membership in good standing at least 30 days prior to casting any vote.

 Clause Added

Article V – Meetings of the Association

5.1.4      A meeting of the Association can be held at any location deemed convenient by The Board—preferably at the TPCA Hall or a neighbouring CA hall when necessary. Meetings can also be held virtually through live video conferencing when an in-person event is not deemed feasible or with a combination of virtual and in-person attendance. A Virtual meeting must be advertised as stated above and adhere to the same procedures, quorum, and voting rules stated here.

Clause Added:

5.2         Annual General Meeting

5.2.1.     Timing: The Association shall hold its Annual General Meeting within five months (160 days) of the fiscal year-end in Calgary, Alberta. The Board shall set the place, day, and time of the meeting.

5.2.4      Location: an AGM can be held at any location deemed convenient by The Board—preferably at the TPCA Hall or a neighbouring CA hall when necessary. An AGM can also be held virtually through live video conferencing when an in-person event is not deemed possible or with a combination of virtual and in-person attendance. A Virtual AGM must be advertised as stated above and adhere to the same procedures, quorum, and voting rules stated here.

Clause Added:

5.3         Special General Meetings

5.3.4      Location: Special Meetings can be held at any location deemed convenient to The—preferably at the TPCA Hall or a neighbouring CA hall when necessary. Special Meetings can also be held virtually through live video conferencing when an in-person event is not deemed possible or with a combination of virtual and in-person attendance. A Virtual Special Meeting must be advertised as stated above and adhere to the same procedures, quorum, and voting rules stated here.

Clause Added:

5.5         Voting at General Meetings, AGMs, and Special Meetings

1. b) When Members and/or Directors attend a meeting virtually, their votes shall be cast verbally (yah/nah), by show of hands, via digital polling, or by text/chat message.
2. c) A secret ballot shall be used for suspensions, terminations, contested elections, and any other resolutions as the Members decide. For Members/Directors attending meetings virtually that require a secret ballot, the votes shall be cast and collected by email.

Composition of the Board

Composition of the Board: The number of Directors shall not be less than five (5) and not more than fourteen (14).

Executive Committee: Is comprised of the Officers of the Society as follows:

1. President
2. Vice President
3. Secretary
4. Treasurer
5. Past President (most current)

Board Committees: The Board of Directors may appoint advisory, standing and/or special committees to make recommendations to the Board.

Standing Committees: The Board of Directors establishes these standing committees;

1. Finance Committee
2. Nominating Committee
3. Communications Committee
4. Social Committee
5. Membership Committee
6. Planning & Development Committee
7. Facilities Committee
8. Volunteer Committee

Meetings

The TPCA Board of Directors meets every 2nd Thursday of the Month (excluding July and August) @ 7 pm in our Lower Hall (202 29th Avenue NE), unless otherwise posted.