Our Constitution

Haydon Community Association Constitution  January 8, 2026

 

Article 1: Name

 

The name of the organization shall be Haydon Community Association (“the Association”).

 

Article 2: Purpose

 

The Association is a nonprofit, unincorporated community group dedicated to improving and enriching the lives of Haydon and surrounding area residents. The Association shall operate without financial gain to its members. Any profits or assets shall be used solely for promoting the objectives of the Association.

 Its purposes include:

  1. Fostering community engagement by organizing, hosting, funding and promoting local events and community building.
  2. Supporting and encouraging cultural, educational, recreational, and other initiatives that enrich community life.
  3. Preserving and celebrating Haydon Hall’s historical uniqueness, traditions and role in Haydon’s community identity. 
  4. Advising and advocating responsible stewardship over the hall, including the care of its facilities and contents.
  5. Exercising responsible stewardship over all funds and resources entrusted to the Association.                                                                                                                                                                                                                                                                                                                                                                                                                           

 

 

Article 3: Membership

 

  • Open to all individuals aged 18 or older who reside in Haydon or nearby and support the Association’s purpose.
  • Membership is free unless otherwise determined by a general meeting.
  • Each member is entitled to one vote at general meetings.
  • Membership may be revoked by majority vote of the Coordinating Committee if actions are inconsistent with the purpose of the Association, with the member having the opportunity to respond.

 

Article 4: General Meetings

 

Four meetings will be held per year, including AGM.

 

Annual General Meeting (AGM): Held once per calendar year to receive reports, elect committee members, and set priorities.

 

Special Meetings: May be called by the Coordinating Committee or upon written request of five or more members.

 

Notice: At least 14 days’ written notice shall be provided for all general meetings.

 

Quorum: Five members or 10% of membership (whichever is greater).

 

Decision-making: By simple majority vote of members present, except constitutional amendments which require a two-thirds majority.

 

May form sub committees as needed.

 

Article 5: Coordinating Committee (Executive)

 

Manages the affairs and activities of the Association.

 

Comprised of:

  • Chair
  • Secretary
  • Treasurer
  • Members-at-Large

 

  • Elected every 2 years at the AGM or as needed.
  • Must be members of the Association.
  • May form sub-committees as needed.
  • Quorum for meetings: A majority of current committee members.
  • Decisions made by majority vote.

 

Article 6: Officer Duties

 

Chair

  • Presides over meetings, represents the Association publicly, and ensures constitutional compliance.

 

Secretary

  • Keeps accurate meeting minutes, manages correspondence, maintains records, and distributes notices.

 

Treasurer

  • Oversees financial matters, maintains financial records, presents financial reports at meetings.

 

Article 7: Finances

 

  • The Association may fundraise, accept donations, or apply for grants.
  • All funds are used solely to advance the Association’s purposes.
  • A dedicated bank account will be maintained.
  • Two unrelated committee members are required to authorize expenditures over $1000.  A budget will be approved for events.
  • A financial statement will be presented at each AGM.

 

Article 8: Conflict of Interest

 

Committee members must disclose any potential conflict of interest and abstain from related votes or decisions.

 

Article 9: Amendments to the Constitution

 

  • Proposed amendments require at least 14 days’ notice to the membership.
  • Amendments must be approved by a two-thirds vote of members present at a general meeting.

 

Article 10: Dissolution

 

Upon dissolution, any remaining assets will be transferred to a nonprofit organization serving the Haydon area, as determined by the membership at a general meeting.

 

Article 11: Effective Date

 

This Constitution was adopted on the 8th day of January, 2026 by a vote of the membership.

 

By-Laws

 

By-Law 1: Membership Register

 

A membership register shall be maintained by the Secretary, containing members’ names and contact information, updated annually.

 

By-Law 2: Elections

 

  • Elections for the Coordinating Committee occur every two years at  AGM or as needed.
  • Nominations may be submitted in advance or from the floor.
  • All voting shall be by show of hands unless a secret ballot is requested.
  • A simple majority is sufficient to elect.

 

By-Law 3: Committees and Working Groups/Sub Committees

 

  • The Coordinating Committee may create working groups to address specific tasks or projects.
  • Working groups must report their progress and recommendations to the full Committee or membership.

 

By-Law 4: Communication

  • Meeting notices and official communications may be delivered via email, public postings, or the Association’s website or social media.
  • Members may request printed notices if email is not accessible.

 

By-Law 5: Indemnification

 

No member or committee member shall be personally liable for debts or actions of the Association undertaken in good faith within the scope of their duties.

 

By-Law 6: Record Keeping

 

  • The Secretary shall maintain minutes of all meetings, a record of decisions, and official correspondence.

• The Treasurer shall maintain a complete financial record, to be reviewed