A. Any person eligible for membership under the Constitution, once the household has paid the required fee, may become a member. New members, however, shall be entitled to vote on any business before the Association only after one month from payment of dues.

B. Any member in arrears six (6) months for dues shall be dropped from membership. Any member whose dues are in arrears after January 1 of any year shall not be entitled to vote until such dues have been paid.

C. Each new member, upon payment of dues, is entitled to receive from the Secretary, the following:

i. A copy of the Constitution and Bylaws.
ii. A list of officers of the Association, including Chairpersons of standing committees with their addresses and telephone numbers.

A. The annual dues shall be at such rate as the Annual General Meeting so determine, payable on or before the first regular meeting after the Annual General Meeting, and by new members upon admission to membership.
B. Dues paid by new members admitted on or after the sixth month of the Association’s year and before the next Annual General Meeting shall cover a period of one year subsequent to the next annual meeting.
C. In the case of ill health, misfortune, advanced age, retirement or other grounds the Executive Committee shall have discretion to reduce or remit the subscription payable by any member for a period not exceeding one Association year.
D. The payment of subscription entitles the member to all the rights and privileges of the Association as outlined by the constitution.

A. It shall be the duty of the President to preside at all meetings of the Association. He/she shall appoint all committees, unless otherwise directed by the Association, and perform such other duties as usually devolve upon a chief presiding officer or are required of him/her by the Association.
Specifically, the President shall

i. manage the affairs of the association
ii. report on the association’s activities and affairs at the executive, general and annual general meetings
iii. be an ex-officio member of all committees of the association except the committee for nominating officers of the Citizens’ Association.
iv. prepare or cause to be prepared terms of reference for all other officers and committees.
v. the president shall provide for the safe custody of the seal, which shall only be used by the authority of the president or of the executive committee in that behalf and every instrument to which the seal shall be affixed shall be signed by an officer and shall be countersigned by the secretary or by a second officer or some other person appointed by the president for the purpose.
vi. at all times promote the interests of the Citizens’ Association

B. It shall be the duty of the Vice Presidents to assist the President at all times in the performances of his/her duties, and to discharge such other duties as may be delegated to them by the President or the Association. In the absence of the President the senior available Vice President shall perform the duties of the President. Additionally the second Vice President shall have portfolio responsibilities for matters pertinent to youth affairs.

C. The Secretary shall record the proceedings of the Association, and shall perform such other duties as pertain to the office, and shall be the custodian of all official documents of the Association, including an official copy of the Constitution and Bylaws, together with all amendments thereto, and shall at the expiration of the term of office turn over to the successor or other properly authorized person all the records and properties of the Association.
Specifically, the Secretary shall

i. be the administrative officer of the association
ii. give notice to the membership for all meetings.
iii. be responsible for the internal correspondence of the association
iv. Prepare or cause to be prepared a venue for executive, general and annual general meetings.
v. Prepare or cause to be prepared the minutes of all meetings.
vi. Be responsible for the keeping and updating of the register of members.

D. It shall be the duty of the Assistant Secretary to assist the Secretary at all times in the performances of his/her duties, and to discharge such other duties as may be delegated to him/her by the Executive Committee or the Association. In the absence of the Secretary the Assistant Secretary shall perform the duties of the Secretary.

E. The Treasurer shall keep a list of members and collect all moneys due to the Association, giving his/her receipt therefore. He/she shall record the amount of each payment, with the name and address of the person so paying. He/she shall faithfully care for all moneys entrusted to his/her keeping, paying out the same only with the approval of the Association and take a receipt therefore, and at the expiration of this term of office turn over to his/her successor, or other properly authorized person all records, money, or other property of the Association that may be in his/her possession.
Specifically, the Treasurer shall

i. maintain in good order account or accounts in the name of the Association at a legally recognized financial institution to which all monies belonging to the Association must be lodged
ii. be the financial administrator and advisor on financial matters to the association
iii. keep proper records of the association’s accounts
iv. be an ex-officio member of the public relations and fund raising committee
v. prepare or cause to be prepared a balance sheet and financial statement of the association’s accounts at the Annual General Meeting
vi. prepare and present quarterly financial statements of the association’s account
vii. ensure that audited accounts of his/her term of office are presented not later than the first quarter of the year after demitting office

F. It shall be the duty of the Assistant Treasurer to assist the Treasurer at all times in the performances of his/her duties, and to discharge such other duties as may be delegated to him/her by the Executive Committee or the Association. In the absence of the Treasurer the Assistant Treasurer shall perform the duties of the Treasurer.

G. It shall be the duty of the Public Relations Officer (PRO) to build and maintain the public image of the Association both internally and externally, and to carry out such other duties as are required by the Executive Committee or the Association. The Public Relations Officer shall have a direct supervision over all communication activities of the Association and shall be the Chairperson of the Fundraising committee.
Specifically, the Public Relations Officer shall

i. plan, develop and execute a communication programme and strategy for the Association
ii. interface with mass media on issues and activities pertinent to the objectives of the Association
iii. develop and publish a regular newsletter, and other in-house publications where necessary, as part of advancing effective communication between the Association and its membership
iv. Organize the staging of events and activities aimed at raising funds for the Association as well as advancing the social well being of the Association’s membership.

H. It shall be the duty of the Assistant (PRO) to assist the Public Relations Officer at all times in the performances of his/her duties, and to discharge such other duties as may be delegated to him/her by the Executive Committee or the Association. In the absence of the PRO the Assistant PRO shall perform the duties of the PRO.
I. The duties of the Executive Committee shall be to manage and conduct the affairs of the organization between Citizens’ Association meetings, to carry out policies adopted at Citizens’ Association meetings, to initiate action on community welfare and activities, and generally to promote the purposes of the Citizens’ Association and to ensure that the Constitution of the Association is properly executed. The Executive Committee shall meet not less than four times per year.
The Executive Committee shall at the Annual General Meeting present, in writing, a year-end report containing any recommendations or suggestions for the coming year. Additionally, the Executive Committee shall have the authority to audit or cause to be audited the books of the Treasurer one month prior to the next election. Choose bankers, appoint auditors and accountants, and to appoint any member of the Association to fill any casual vacancy that may arise in the Committee for so long only as the term of office.

A. Executive Meetings are to be held once monthly at a time and place agreed by the full membership of the committee and within a period that will allow for the proper preparation of the agenda for the general meeting. Where the need arises a special meeting can be called by the President to deal with matters of emergency.

B. General meetings shall be held on the second Sunday of each month, unless otherwise directed by a majority vote of those present at a general meeting or by the Executive Committee. The chair shall be taken by the president or in his/her absence a Vice-President of the Association, or if these were absent the members shall elect a Chairperson for the occasion.

C. By resolution of the Association or at the request of the President or upon a written requisition of at least ten (10) members of the Association, the Secretary shall convene a Special Meeting stating fully the objects for which it is called. Every such meeting shall be held within fourteen days from the passing of such resolution or the receipt of such requisition.

D. The annual general meeting is the highest decision making body of the Association and shall to be held at a date not sooner than eleven (11) months or later than thirteen (13) months after the last Annual General Meeting to receive the reports and financial statements for the preceding year and to elect its officers and members to the Executive Committee and to transact any other business as is related to the proper functioning of the Association. The official notice and agenda of the meeting are to be distributed at least two weeks prior to the meeting.

A. The Standing Committees shall, in addition to the Executive Committee, be as follows:

i. Public Safety and Services: To follow the progress of public and civic affairs as they affect the welfare of White Water Meadows and to report on same to the Association – especially matters regarding public health, security, transportation, telecommunications, local government, zoning and planning. The committee may make recommendations on possible action by the Citizens’ Association on these matters. Additionally the committee shall deal with matters relating to the practice of sound environmental values within the community.
ii. Sports and Recreation Committee: To coordinate (a) the planning of sports and recreation programmes for the various age groups in the community; and (b) the provision and care of sports and recreation facilities. To work in conjunction with the Committee on Environmental Quality to ensure the upkeep and proper use of the parks and recreational areas.
iii. Development Control: To promote orderly development of the community. Though every individual’s right ought to be respected, the rights of the community for orderly development must be protected. The Committee must therefore at all times be aware of the local government or parish council laws that pertain to the community, particularly as it relates to construction, and make recommendations to the Association on how to deal with such matters as may affect the community.
iv. Public Relations and Fundraising: To develop and support a public relations and fundraising plan for the community which includes the publication of a newsletter, the maintenance of a community bulletin board, interfacing with the mass media, and promoting events that seek to raise funds for the development of the community, and the advancing of the goals and objectives of the Association.

B. Special or Ad hoc committees may be appointed by the President or by the executive committee. All committees shall promptly consider and report upon all matters referred to them by the Association, or by the Executive Committee. No committee report shall be published or given publicity prior to its approval by the Association. After the final report of such a committee has been accepted at a regular or special meeting of the Citizens’ Association, the committee shall be automatically discharged.

A. The business of this Association shall be conducted according to the proper Rules of Order as determined by the Association.

B. Voting shall be restricted to members in good standing with a limit of one (1) vote per household and upon challenge of any ballot, those voting shall be required to furnish proof of same from the official membership roll of the Association.

A. All expenditures of a capital nature exceeding a sum of five thousand dollars ($5000.00) must be approved by the Executive Committee and ratified by the Association.

B. All cheques issued by the Association must be co-signed by the Treasurer and President or one other member of the Executive Committee appointed to so do by the Association. Signing rights shall be limited to five (5) officers only.

C. All withdrawals from any account in the name of the Association must be co-signed by the Treasurer and President or one other member of the Executive Committee appointed to so do by the Association.

These Bylaws or any part of them may be altered or amended by a two-thirds (2/3) vote of all the members present and voting at any regular meeting; provided, that any proposed amendment(s) shall have been read at a previous regular meeting or notice of proposed amendment given no less than twenty-one (21) days before the next general meeting.
A clearly stated and written explanation of said amendment(s) shall have been posted on the bulletin board of the Association and also sent to the homes of the entire membership at least five (5) days prior to the meeting at which action on same is to be taken.
The amendment shall be acted upon at the next meeting of the Citizens’ Association where it may be modified by motion in the usual way, so long as the scope and substance of the proposed amendment as previously published are not radically altered. A quorum to amend the Constitution and Bylaws shall consist of not less than 20 members. If two thirds of the members present and voting at said meeting are in favor of the amendment as finally proposed, the amendment shall be passed and become a part hereof.