1. Name

The name of the organization shall be the Romfield Residents Association (RRA).

2. Purpose

The Romfield Residents Association is a non-profit, non-partisan community organization established to represent and promote the interests of residents of the Romfield neighbourhood.

The Association's purpose is to:

• Represent residents on matters affecting the neighbourhood and quality of life;

• Communicate and engage with the City of Markham, elected representatives and other relevant organizations;

• Keep residents informed about local planning, development, traffic, safety and other community matters;

• Encourage communication, participation and cooperation among neighbours; and

• Support and organize community activities and initiatives.

3. Membership

Membership is open to residents living within the area represented by the Romfield Residents Association.

The Association may establish an annual household membership fee. The amount of the membership fee shall be determined by the Executive Committee and communicated to residents.

Each paid household membership shall be entitled to one vote at general meetings and the Annual General Meeting.

4. Executive Committee

The Executive Committee shall consist of the following officers:

• President

• Vice President

• Secretary

• Treasurer

Additional committee members or volunteers may be appointed by the Executive Committee as needed to assist with community activities or specific matters.

Executive Committee members shall serve until the next Annual General Meeting and may stand for re-election.

5. Duties of Executive Officers

President: Provides general leadership for the Association, chairs meetings and represents the Association when communicating with the City and other organizations.

Vice President: Assists the President and assumes the President's responsibilities when the President is unavailable.

Secretary: Maintains meeting minutes and important Association records and assists with communications.

Treasurer: Maintains the Association's financial records, manages its funds and provides a financial update to members at the AGM.

6. Annual General Meeting

The Association shall aim to hold an Annual General Meeting (AGM) once each calendar year.

The AGM may be held in person, virtually, or in a hybrid format.

The AGM shall include, as applicable:

• An update on Association activities;

• A financial report;

• Discussion of important neighbourhood matters;

• Election of Executive Committee members; and

• Other Association business.

Members should receive reasonable advance notice of the AGM, normally at least 14 days before the meeting.

7. Elections and Voting

Nominations shall be invited for the Executive Committee positions before or during the AGM.

If more than one candidate is nominated for a position, an election shall be held among eligible members.

Each eligible household membership shall have one vote.

A candidate receiving a simple majority of votes cast shall be elected. If only one candidate is nominated for a position, that candidate may be elected by acclamation.

8. Executive Committee Decisions

The Executive Committee may meet or communicate as required throughout the year, including through electronic communication.

Each Executive Committee member shall have one vote. Decisions shall normally be made by a simple majority of Executive Committee members participating in the decision.

9. Finances

All Association funds shall be used solely for purposes that support the Association and the Romfield community.

The Treasurer shall maintain appropriate records of all income and expenditures.

A summary of the Association's financial position shall be presented to members at the AGM.

No profits or financial benefits shall be distributed to individual members or Executive Committee members.

10. Communications and Representation

The Executive Committee may communicate with the City of Markham, elected representatives, government agencies and other organizations on behalf of the Association regarding matters affecting the Romfield neighbourhood.

Where practical, significant positions taken on behalf of the Association should reflect input received from residents and/or the Executive Committee.

11. Amendments

This Constitution may be amended at an AGM or other properly announced general meeting.

Proposed amendments should be communicated to members in advance where practical and shall require approval by a simple majority of eligible members voting.

12. Dissolution

If the Association is dissolved, any funds remaining after payment of outstanding obligations shall not be distributed among individual members.

Any remaining funds shall instead be donated to a local non-profit, charitable or community organization, as determined by the membership.

Adoption

This Constitution was adopted by the members of the Romfield Residents Association at its Annual General Meeting held on October 1, 2026.

President: ______________________________

Vice President: _________________________

Secretary: ______________________________

Treasurer: ______________________________

Date: October 1, 2026