Constitution

Durand Village Tenant Association (DVTA) Constitution

May 2019 – Amended to comply with Ontario Tenant Association Constitution template

Amendment Date: July 26, 2025

Table of Contents

• Article 1: Name and Location
• Article 2: Date
• Article 3: Nature
• Article 4: Mission Statement
• Article 5: Methods of Carrying Out Our Mission
• Article 6: Anti-discrimination Policies
• Article 7: Non-partisanship
• Article 8: Financial
• Article 9: Group Representatives
• Article 10: Guests
• Article 11: Membership
• Article 12: Board
• Article 13: Executive
• Article 14: Meetings and Quorums
• Article 15: Annual General Meeting (AGM)
• Article 16: Constitution
• Article 17: Dissolving DVTA

Article 1: Name and Location

Durand Village Tenant Association, also known as DVTA

• 93 Bold Street, Hamilton, Ontario
• 75 Bold Street, Hamilton, Ontario
• 90 Duke Street, Hamilton, Ontario

Article 2: Date

Approved by an email proxy vote on this 2nd day of September, 2025

Article 3: Nature

An unincorporated, not-for-profit organization of tenants for tenants

Article 4: Mission Statement

a. To improve conditions in your apartment building or other complex buildings on security concerns, disrepair, and communication with management.

b. To deal with the landlord as a group in situations of general concern such as:

1. Security problems
2. Dispute above guideline rent increase applications (AGI)
3. Landlord or their agents involved in illegal or improper activities
4. Fight for proper repair and maintenance of buildings and units

c. To educate tenants on their rights and obligations as tenants:

1. To have rights in law is not sufficient
2. Tenants must know and be able to defend their rights

d. To organize tenants:

1. One tenant's problem often affects others
2. Organized tenants have moral support, documentation, and shared work
3. More effective in tribunals or court as a group
4. Education and feedback are more efficient collectively

e. Encourage member skill development:

1. Discover and develop skills such as writing and public speaking
2. Skilled tenants should educate others locally and across Ontario

f. Provide information and assistance to tenants based on available resources

g. Lobby governments for policies and laws:

1. Protect and expand tenants’ rights
2. Make decent affordable housing a basic human right
3. Address homelessness and poverty as resources permit

h. Annual introspection at general meetings:

1. Review directions and activities
2. Assess mission effectiveness
3. Improve strategies and form subcommittees

Article 5: Methods of Carrying Out Our Mission

1. Maintain long-term records documenting building history and tenants’ disputes
2. Purchase and keep landlord’s incorporation documents
3. Keep copies of tenants' complaints, repair requests, lack of maintenance letters, document history including pictures
4. File applications or disputes with the Ontario Rental Housing Tribunal when agreed by members
5. Conduct meetings beyond AGM to involve members and cover issues of concern
6. Educate tenants via newsletter/email and meetings
7. Encourage other buildings to form tenant associations and undertake other activities in tenants’ interest

Article 6: Anti-discrimination Policies

Conduct activities inclusively, without discrimination, including:

• Race
• Religious beliefs
• Colour
• Gender, sexual orientation
• Ancestry, place of origin
• Physical or mental disabilities
• Age, marital status
• Physical attributes
• Low/no income or government assistance

Comments contrary to policy at meetings require apology, retraction, or leaving.

Strive for group to represent local tenant community.

Meeting location accessibility prioritizes appropriateness, seating, locality, and accessibility for members with physical infirmities.

Article 7: Non-partisanship

1. DVTA may support or contest policies, programs, actions, laws, or by-laws as appropriate
2. DVTA will never endorse any party, government, or politician
3. Paid-up members may independently support candidates without referencing DVTA
4. DVTA’s goal: improve tenants’ lives and support issues benefiting tenants, the poor, and the homeless

Article 8: Financial

1. No paid-up member receives a salary; volunteer-only organization
2. Paid-up members reimbursed for approved expenses
3. Non-members reimbursed for approved volunteer-related expenses
4. Fiscal year: April 1 – March 31
5. Annual accounting and financial statement at AGM, including membership dues, event revenue, professional fees, and expenses

Article 9: Group Representatives

1. Only those approved by the Board may claim to represent the organization
2. In urgent situations, majority of Executive can approve actions and review at next Board meeting

Article 10: Guests

1. Board discretion on non-members attending meetings
2. Board/steering committee meetings open to paid-up members and invited guests approved by Executive or Board

Article 11: Membership

1. Annual membership fee: $12 per unit; may be waived in financial hardship
2. Annual membership fee may change by majority vote
3. Paid-up members provide address, email, and phone (privacy protected by Federal Privacy Act)
4. Membership eligibility: tenants within Durand Village Complex
5. Paid members have voting rights; non-paid tenants are welcomed guests without voting rights
6. "Ex Officio" members provide support, no voting privileges
7. Non-eligible: owners, managers, employees, agents of multi-unit properties
8. Expulsion for misrepresentation, anti-discrimination violations, violence, disruption, unauthorized representation, or conflicts of interest

Article 12: Board

1. Board and Executive elected by eligible members at AGM every May
2. Board comprised of voting members; maximum 10 people encouraged for regular attendance
3. Monthly Board meetings
4. Paid-up members may attend Board meetings but vote only at general and AGM meetings
5. Board may impose time limits to ensure agenda coverage
6. Board members must resign if running for political office or cease being a lessee
7. Access offloading strategy: revoke access immediately, transfer data to successor, document changes

Article 13: Executive

Executive positions: President, Vice-President, Treasurer, Second Treasurer, Secretary, Second Secretary, Technology Support Specialist, other Executive positions

Duties:

• President: preside over meetings, represent association, ensure policy compliance
• Vice-president: assist President and assume duties in absence
• Treasurer: manage finances, budgeting, reporting
• Second Treasurer: assist Treasurer
• Secretary: maintain records, minutes, correspondence
• Second Secretary: assist Secretary
• Technology Support Specialist: troubleshoot technical issues
• Other Executive positions: Sub-committee chairs report to Executive, Advisory group provides viewpoints without voting rights

Executive elected at AGM; vacancies filled within three months. Monthly meetings. At least three members required for bank account signing; cheques require two signatures.

Article 14: Meetings and Quorums

1. Dates, locations, and speakers decided by Executive Committee
2. In emergencies, majority of Executive can act and review at next Board meeting
3. Quorum for general/AGM: 10 paid-up members including Executive
4. Quorum for Executive meetings: half of Executive members

Article 15: Annual General Meeting (AGM)

1. Open to all paid-up members
2. Held annually in May
3. Date decided by Executive meeting
4. Two-week notice required; reasonable attempts to contact all members
5. Notice posted on approved bulletin boards
6. Only members with voting privileges may vote

Article 16: Constitution

Amendments may be made at general meeting with majority of yes votes. Formal adoption at next AGM ensures transparency and compliance.

Article 17: Dissolving DVTA

1. If no nominations for Executive and current Board cannot continue, dissolution necessary
2. Special general membership meeting called; quorum: minimum 10 members and/or 50 plus 1, including Executive
3. Motion to dissolve must be moved and seconded

Disbursement of funds:

1. Settle all debts
2. Funds distributed to members equally, credited to service charge account, or donated to recognized charitable organization
3. Treasurer writes check with two signing authorities
4. Account officially closed

Constitution and Perpetuity: Copies may be retained by previous members for potential resurrection of Association