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Citizens’ Council of Hamilton Township
(Ratepayers’ Association)

The Citizen’s Council of Hamilton Township formed as a Ratepayers’ Association on March 12, 2015.

Article I

The name of this Association shall be the Citizens’ Council of Hamilton Township.

Article II

To be a united voice for the ratepayers and business community of Hamilton Township.
To sustain an autonomous, financially stable municipality.
To achieve an open and transparent municipal government.

Article III

Membership to this Association shall be on a personal basis, one person constitutes one membership.  There shall be voting members and non-voting members which are defined as follows:

  1. Voting members: open to persons who:
    1. Are within the boundaries of Hamilton Township.
    2. Have paid the annual membership fee within the last 12 months.
  2. Non-voting members: open to persons who register and pay the membership by completing the CCHT Membership Form but are outside the above boundaries.

The CCHT membership list will be frozen to new members for 30 days prior to the Annual General Meeting.

Article IV
Board of Directors

  1. The Board of Directors shall be elected from and by the Voting Membership at the Annual General Meeting each year.  The Chair of the Annual General Meeting shall appoint a “Chief of Election” to supervise the election process.  The term of office shall be one year.  A Director must be a Voting Member for a minimum of one year prior to being elected.
  2. Within 30 days of their election, the Board of Directors shall meet to elect four Table Officers (i.e. Chair, Vice-Chair, Secretary and Treasurer) for the following year.
  3. In the event that a vacancy arises in one of the Board of Directors position, for any reason, an interim replacement shall be appointed by the Board of Directors from the Membership.  Should the vacancy be one of the Table Officers, the Board shall appoint an interim officer within the Board of Directors.
  4. The Board of Directors shall consist of:
    1. Chair: oversees the management of and represents the Association.
    2. Vice-Chair: assists the Chair in his/her tasks.
    3. Secretary: ensures the proper maintenance of all records and documentation of the Association.
    4. Treasurer: ensures that proper financial records are kept at all times and monitors the financial health of the Association and reports its status to the Membership on a timely basis.
    5. Past Chair (voting)
    6. An additional 2-7 Board members
  5. A minimum of two-thirds (2/3) of Voting Members present at a Membership Meeting must approve a motion to remove a Director.  There shall be a minimum of 14 days’ notice to the Membership of such proposed motion.
  6. The Board of Directors shall meet at the call of the Chair.  If a Board of Directors meeting is called the invitation must be sent to ALL members of the Board of Directors a minimum of 48 hours prior to the meeting.  A minimum of 50% of the Board of Directors must be present to achieve quorum.  Electronic meetings are permitted.
  7. The Board of Directors shall be responsible for the administration of the Association and shall report to the Annual General Meeting on its activities.
  8. The Board of Directors shall represent the Association in the presentation of briefs and in meetings with officials of other groups.
  9. The Board of Directors shall set up such committees as it deems necessary for the effective work of the Association.  Such committees may be drawn from the Membership.

Article V
Indemnification of Directors

Every Director or Table Officer and his or her Heirs, executors and administrations, and estate, respectively, shall from time to time and at all times, be indemnified and saved harmless, out of the funds of the CCHT, from and against all costs, charges and expenses whatsoever which the Director or Table Officer sustains or incurs in or about any action, suit or proceeding which is brought, commenced or prosecuted against him or her for or in respect of any act, deed, matter or thing whatsoever made, done or permitted by him or her in or about the execution of duties of his or her office.

Article VI
Membership Meetings

  1. There shall be an Annual General Meeting each calendar year, to be held no later than October 31.
    In addition, special meetings of the Association may be called by the Chair or a majority of the Officers.  A minimum of 5% of the Voting Members must be present in order to achieve quorum.
  2. Unless otherwise provided for in this constitution, all business and meetings shall be conducted as per the latest version of Robert’s Rules of Order.

Article VII

  1. The membership dues of the Association shall be $10 per person, maximum of $20 per household, $25 per business, or as otherwise set by the Board of Directors.
  2. The Treasurer shall deposit any monies belonging to the Association in a Bank or Trust Company account in the name of the Association.
  3. The Fiscal Year of the Association shall be June 1 to May 31st.
  4. An annual financial report shall be prepared as of August 31th in each year and presented by the Treasurer to the Annual General Meeting.
  5. Expenses over $3,500 must be approved by the Membership.

Article VIII

  1. Proposed amendments to this constitution shall be presented, in writing, to the Membership at least seven (7) days prior to general or special membership meetings and shall be voted on at that meeting.
  2. Amendments to the constitution shall be passed by two third vote of the Membership present.