Stouffville Community Policing Centre Constitution and By-Laws
(Revised July 2009)
Mission
To strengthen the standards of safety, well-being and quality of life in the community of Whitchurch-Stouffville.
Implementation
To partner with the Town of Whitchurch-Stouffville, the York Regional Police (YRP) and the community to help develop and run programs that meet the community safety needs through education, activities and events. The Centre can assist in raising funds as a non-profit organization through local citizens, businesses and available grants/donations.
Article 1 - Organizational Structure – Board of Directors
1.1 The Stouffville Community Policing Centre (SCPC) shall be governed by a Board of Directors to consist of at least eight (8) individuals to a maximum of 11, as may be amended from time to time in accordance with these By-Laws. These individuals shall hold the positions of:
- Chair – Executive position
- Co-chair– Executive position
- Secretary– Executive position
- Treasurer– Executive position
- Town Councillor – Executive position
- York Regional Police Representative (YRP) – Executive position
- 2 additional residents of Whitchurch-Stouffville – Director at Large positions
1.2 A Director may hold more than one position.
1.3 A Director shall serve for a term of two (2) years or until their successor is elected or appointed. For Town Councillor the term shall be co-terminus with Whitchurch-Stouffville Town Council.
1.4 Following Article 4.3 of these By-laws, the executive positions of Chair and Treasurer shall be elected in even numbered years while the positions of Co-chair and Secretary shall be elected in odd numbered years.
Article 2 - Duties of Directors
2.1 Chair - Presides at all SCPC membership monthly meetings and Board meetings. The Chair shall coordinate all duties of the Board and shall be the spokesperson for the organisation.
2.2 Co-Chair- Shall act in the absence of the Chair and shall have other powers as assigned by the Board.
2.3 Treasurer- Shall ensure that full and accurate records are kept of the accounts of SCPC; shall report to the Board at least once per quarter; and shall submit an Annual Report to the AGM.
2.4 Secretary- Shall maintain a record of all minutes of the organisation; notify officers and Members of their election or appointment; furnish committees with those documents required to perform their duties; maintain record books in which bylaws and minutes are entered, and have the current record books available at each meeting; send to the Membership a notice of each general meeting; send to the Board notices of each meeting; conduct the general correspondence of the organisation that is not the proper function of another office or committee; prepare, prior to each meeting in consultation with the presiding officer, an order of business;
- in the absence of the Chair and Co-chair, the Secretary shall preside until the immediate election or appointment of a new presiding officer.
2.5 Other Director Positions - The duties of other Director positions shall be determined by the Board such as Senior’s Liaison officer, Ident Kits or Bicycle Leads.
Article 3 - Governance
3.1 The Board shall meet to discuss issues relating to constitution/by-laws, policy, events to be held for the year and/or treasury matters.
3.2. Minutes of each Board Meeting are to be made available to all members of the SCPC
3.3 The Board shall hold an Annual General Meeting (AGM) in November with fifteen (15) days public notice.
3.4 The Board will meet minimum of once annually, excluding AGM. Additional meeting times will be determined for the year based on Board issues arising.
3.5 The SCPC general membership shall meet monthly, may exclude summer months, with dates to be selected at first meeting.
3.6 A simply majority (51%) of the members of the Board shall constitute a quorum for the transaction of business.
3.7 The Board has the authority to rule on all motions and resolutions that are presented.
3.8 A simple majority (51%) of the members present shall decide motions and resolutions at Board meetings, providing that the Board has a quorum.
3.9 In case of a tie vote, the Chair shall be entitled to the deciding vote.
3.10 No Electoral voting will be allowed by proxy.
3.11 Non-Electoral voting will be by a show of hand or a recorded vote may be taken on any matter by a motion of any two (2) eligible voters and successfully carried.
3.12 The financial year is from November 1st to October 31st.
3.13 All cheques must be signed by two (2) of the three (3) designated members of the Board.
Article 4 – Nomination and Election of Board
4.1 Nominations for positions on the Board of Directors (Board) may be made by any Member at the AGM or at a monthly membership meeting prior to the AGM as determined by SCPC.
4.2 Election shall be by secret ballot, but in the event only one (1) candidate is nominated, no vote is required and the nominated candidate shall be declared elected by acclamation.
4.3 After the AGM, the newly elected Board will immediately elect individuals to the positions of Chair, Co-chair, Treasurer and Secretary as per Article 1.4 of these By-laws. If there is an extra position it shall be included in the annual election process.
4.4 In the event there is a vacancy on the Board, it is in their power to appoint a member to the Board until the next AGM.
Article 5 - Removal of Directors
5.1 A Board Director may vacate his/her office by submitting a resignation in writing to the Board and such resignation shall be effective the earlier of the date of resignation specified in the letter or the next meeting of the Board.
5.2 A Board Director shall at the discretion of the Board cease to hold such office when she/he fails to attend three (3) consecutive meetings of the Board.
5.3 The Board at any meeting by a motion may remove any Director provided that such motion is passed by a vote of not less than three-quarters (3/4) of the Board members at the said meeting (Per Article 5.4)
5.4 The Director who is subject to the proposed removal shall be given an opportunity to be heard
at the meeting before the motion (Per Article 5.3) is put to a vote.
Article 6– Annual General Meeting (AGM):
6.1 SCPC shall hold its AGM not later than November 30th of the following year. The agenda of the Annual General Meeting shall include:
1. Roll Call
2. Minutes of Previous Annual General Meeting
3. Chair's Address
4. Treasurer's Report
5. Auditor’s Report (if required)
6. Other Reports
7. Amendments to the By-Laws
8. Second Roll Call
9. Election of Board of Directors
10. Any other business
11. Swearing in of New Volunteers
12. Adjournment
Article 7 – Modifications to By-Laws – (in effect as of September 1, 2009)
7.1 By-Law amendments may be proposed by the Board of Directors, or submitted by any SCPC Member at least 30 days prior to the AGM.
7.2 All proposed amendments are to be presented by the Board at the AGM for voting by SCPC members.
7.3 An amendment will be considered adopted when approved by a majority vote of the Board of Directors and by a 2/3s vote of the SCPC membership in attendance at the AGM.
Article 8 – New SCPC Volunteers
8.1 Each new SCPC volunteer must submit to a background check. The process is as follows:
a) Candidate completes an approved SCPC Volunteer Form which is then given to the Chairperson.
b) Chairperson forwards application to the YRP Liaison Officer who performs an initial background check to confirm their eligibility to volunteer with SCPC
o if the initial SCPC background check indicates candidate is not suitable, the Chair is informed and then contacts the ineligible SCPC candidate.
o if the initial SCPC background check is approved, the SCPC Chair is informed who then contacts the approved SCPC volunteer and provides them a YRP volunteer application form if volunteer desires to extend volunteer services to YRP. The completed YRP form is given back to Chairperson who gives it to the YRP Liaison Officer.
c) The YRP Liaison Officer forwards the completed YRP Volunteer Application Form to the YRP Volunteer Coordinator for further background checking to identify if candidate is approved for additional YRP volunteer activities.
8.2 Every volunteer is subject to an annual check performed by the YRP Volunteer Coordinator.
Article 9 - Code of Ethics
9.1 All members of the Board and other Committees shall recognise and adhere to the following ethical conduct guidelines:
a) Puts public interests above individual group or special interest and considers their position as an opportunity to serve society.
b) Recognises that service is a public trust that imposes responsibility to conserve public resources, funds and materials.
c) Never offers, gives, nor accepts gifts, favours, or service that might tend to influence the discharge of duties
d) Never discloses confidential information gained by reason of position, or uses such information for personal gain.
e) Never makes a recommendation, while volunteering, on any matter that involves business in which there is a personal direct or indirect financial interest.
f) Never engages in supplemental employment, business or professional activity, which impairs the efficiency of service, or while volunteering, becomes involved in work, which would come before the Town, The SCPC or York Regional Police for inspection.
Article 10 - Insurance
10.1 Indemnification and protection of the Directors.
10.2 All members of the Board and other committees shall be covered under the York Regional Police Service insurance plan.
Article 11 - Dissolution
11.1 The SCPC shall cease to exist if at any general meeting a special motion for the closing up of the Centre is passed by a majority vote of the Board of Directors and by a 3/4s vote of the SCPC members present, provided that a month's public notice is given of the special motion. No member of the SCPC shall be liable for any debts or other liabilities of the centre on its closure.
