Orchard Heights Homeowners’ Association (OHHA) Board of Directors has proposed several updates to the Association’s By-Laws aimed at improving governance, increasing flexibility, and better supporting volunteer involvement.
Key Proposed Changes
1. Additional Voting Method
The by-laws would formally recognize the use of voting cards during Board elections at the Annual General Meeting, in addition to show of hands, electronic voting, and secret ballots.
2. Director Committee Participation Requirement Removed
The current requirement that every Director serve on at least one standing or ad hoc committee would be removed. This change provides greater flexibility for Board members and allows participation to be based on individual interests, availability, and organizational needs.
3. New Committee Structure Added
A new section would formally authorize the Board of Directors to establish committees, working groups, or task forces as needed to support the Association’s objectives.
Under the proposed changes:
- The Board may create, modify, or dissolve committees at its discretion.
- The Board will define each committee’s mandate, authority, membership, and duration.
- Committee members and chairs will be appointed by the Board.
- Committees may include Association members in good standing and other individuals as determined by the Board.
- At least one Board Director must serve on each committee.
- Committees may only exercise authority specifically delegated by the Board.
4. AGM Quorum Wording Clarified
The quorum requirement for conducting business at an Annual General Meeting remains 25 members in good standing. The wording has been clarified to specify that this number is inclusive of Board members.
Why These Changes Are Being Proposed
The proposed amendments are intended to:
- Provide greater flexibility in how volunteers contribute to the Association.
- Create a clear framework for committees and working groups.
- Improve organizational efficiency and governance.
- Clarify existing meeting and voting procedures.
Members will have an opportunity to review and vote on these proposed by-law amendments at the Annual General Meeting.