HALDIMAND HORTICULTURAL
SOCIETY
BY-LAWS
By-Law 1 INTERPRETATION
In the By-Laws and in the Constitution of the
Haldimand Horticultural Society, unless the context otherwise specifies or
requires:
1. “Society” means the Haldimand
Horticultural Society.
2. “Act” means the Agricultural and
Horticultural Organizations Act, R.S.O. 119, Chapter A.9, as amended from time
to time and every statute that may be substituted thereafter.
3. “Financial Reviews” are conducted by
independent, objective and knowledgeable persons at least once a year, in
accordance with generally accepted accounting principles. Note:
To meet the requirements of the Act, a financial review is considered
sufficient for Societies.
4. “Board” and or “Executive” means the Board of Directors of the Society.
5. “Member” shall be any qualifying
individual that has paid their current membership fee as set from time to time
by the membership at an annual meeting.
By-Law 2 MEETINGS
1. The
Society shall hold its General meeting on the fourth Thursday of the month.
2. The
Society shall hold its Board of Directors meeting on the second Thursday of the
month.
3. The
Society shall hold its Annual General meeting during the month of January, at
which time the President shall present a report of the activities and
accomplishments of the Society during the preceding year, and the Treasurer
shall present a written statement for the preceding year, certified by the
auditors on the form prescribed by the Minister of the Ontario Ministry of
Agriculture and Food.
4. Meeting
dates, both General and Board of Directors, may be changed at the discretion of
the Executive; for example, when a meeting conflicts with another major event
in the community.
By-Law 3 MEMBERSHIP
1. Every
person of the full age of sixteen years or over, who has paid the annual fee,
shall be entitled to membership in the Society.
2. The
annual fees shall be $8.00 per year for a single membership. Membership for a
family shall be $12.00 per year.
3. All
adult members in good standing shall be entitled to vote and to hold office.
By-Law 4 BOARD
OF DIRECTORS
At the January Annual General Meeting
there shall be elected:
(a) An
Executive consisting of the following Officers:
President;
1st Vice-President; 2nd Vice-President; Treasurer; Secretary*
(*position
may be shared by Recording and Corresponding Secretaries)
(b) Two
auditors, not members of the Board of Directors, and in accordance with the
Horticultural Societies Act. Note: These Officers to take office before the
close of the Annual General Meeting.
(c) There
shall be ten (10) Directors; five (5) of them to be elected for a two year
term, to serve along with five so elected the previous year.
(d) Each
Director and Officer must be a member in good standing of the Society.
By-Law 5 OFFICERS
AND TERMS
1. The
Society may appoint Honourary Officers, but they shall not have the power to
vote at meetings of the Board.
2. The
Board shall consist of the Past President, the Executive as listed above, and
ten (10) Directors. No person shall hold
the same Executive office for more than two consecutive years, with the
exception of the Secretary and Treasurer, who may hold office up to five years
consecutively.
3. Every
Committee formed for whatever reason will normally have as chairperson a member
of the Board, and that chairperson shall report to the Board on all activities
of the Committee at each Board meeting.
The chairperson shall not hold that office for more than three
consecutive years.
When
the chairperson is not a member of the Board, that chairperson shall be
ex-officio to the Board for as long as serving as chairperson, or to the next
annual election, but shall not have power to vote at any Board meeting.
4. The
Executive shall appoint the Standing Committees each year before the Annual
General Meeting (ie in December of January)
5. Should
any member of the Board miss three consecutive Board meetings without just
cause, as determined by the Board, such position may be declared vacant and
that member notified. The Board may
appoint a person to fill the vacancy for the remainder of the year.
6. The
quorum for a meeting of the Board shall consist of six members.
7. No
person shall be on the Board for more than eight consecutive years.
By-Law 6 INSURANCE
The Society shall have insurance coverage,
satisfactory to the requirements of the Ontario Horticultural Association.
By-Law 7 DUTIES
OF THE OFFICERS
(a) President
It shall be the duty of the President to preside at
all meetings of the Society, decide all questions of order, and to advance the
interests of the Society. He or she
shall be an ex-officio member of all Committees appointed.
In the event that the Secretary or Treasurer must
be replaced, the President and the Board may appoint a replacement.
(b) Vice-President(s)
It shall be the duty of the Vice-President(s) to
aid and assist the President. In the
absence of the President, his or her powers and duties shall devolve upon the
First and Second Vice-President in the order named.
(c) Secretary
It shall be the duty of the Secretary to attend all
meetings of the Society, and to keep correct minutes of the same, and to
conduct all correspondence. The
Secretary or Treasurer shall be responsible for negotiating an annual contract
for the meeting place.
The Secretary shall be responsible for distributing
copies of the Constitution and By-Laws to new Board members at the earliest
opportunity.
(d) Treasurer
The Treasurer shall receive and account annually,
or as often as required by the Board, for all monies belonging to the Society,
which shall be deposited in any chartered bank/credit union approved by the
Board, and shall pay all bills and accounts that have been approved by the
Board.
The Treasurer is empowered to pay, without specific
approval, any account up to a maximum, approved annually, by the Board of
Directors.
(e) All
Officers
It shall be the duty of the Officers to set a
budget for the year, to be presented to the membership for approval no later
than the March meeting each year.
(f) Signing
Authority for banking documents shall be the Treasurer, plus either the
President, 1st Vice-President, or Secretary, dependent upon
convenience.
(g) The
Treasurer is to be bonded through the Ontario Horticultural Association.
By-Law 8 COMMITTEES
The Society may have the following Committees:
(a) Public
Planting
(b) Program
(c) Publicity
(d) Ways
and Means
(e) Social
(f) Nominating
(g) Membership
(h) Constitution/By-Laws/Policy
(i) Newsletter
(j) Show
– (i) Annual; (ii) Monthly
(k) Youth
(l) Memorial
Trees
(m) Archives
(n) Library
(o) Green
Thumb
(p) Bus
Trip/Excursions
(q) Canada
Day Parade
(r) Caledonia
Fair Exhibit
(s) Plant
(t) Award
Committee
By-Law 9 DUTIES
OF COMMITTEES
(a) Public
Planting Committee
Purpose: To promote and co-ordinate the planting
of trees, shrubs and flowers, and to otherwise promote out-of-door art and
public beautification.
Membership: Chairperson and one or more Society members.
Duties:
Ø To co-ordinate public planting with
Ø To recommend the appropriation of funds
for purchase of public plant requirements.
Ø To supervise the public plantings of the
Society.
Ø To document the activities of the
Committee.
(b) Program
Committee
Purpose: The
planning of programs for all monthly meetings.
Membership: Chairperson and one or more Society members,
ex-officio, Ways and Means Chairperson.
Duties:
Ø To secure speakers or other program
material for the monthly meetings from March to February yearly.
Ø To send written confirmations to
speakers outlining time, place, subject heading, and honorarium.
Ø To obtain the speaker’s resume and file
it.
Ø To provide information about the program
to the Newsletter Editor.
Ø To arrange to greet the speaker, for
introduction, for thanks, for hospitality, and for payment of remuneration.
Ø To prepare a list of alternative
subjects in the event of speaker cancellation.
Ø The program chairperson is authorized to
spend an amount as set by that year’s budget for fees and travel expense per
speaker. Additional amounts require
Board approval.
(c) Publicity
Committee
Purpose: To make the Society known through the
public information media, and to be responsible for the publicity for any
Society events and activities.
Membership: Chairperson
and one or more Society members.
Duties:
Ø Send notices of meetings (date, time,
and place) to newspapers, radio and TV as may be appropriate.
Ø Special events, announcements to local
and out-of-town media.
Ø Announcements in other locations
(stores, malls, nurseries, etc.)
Ø To act as a Press Reporter.
(d) Ways
and Means Committee
Purpose: The
raising of funds for the Society.
Membership: Chairperson
(to be one convenor) and:
(i) monthly draw convenor
(ii) bulbs, seeds, and plant sales convenor at
general meetings,
(iii) other members as required for
revenue-producing functions
Duties:
(i) Monthly
Draw Convenor
Ø Obtain prizes (donations or purchase)
Ø Obtain tickets
Ø Attend meeting place half-hour before
commencement of meeting to sell draw tickets.
Ø Maintain records
(ii) Bulb,
Seeds, and Plant Sales Convenor
Ø Recommend to Society, flower and
vegetable selections for sale and/or distribution to members.
Ø Order appropriate seeds, bulbs, and
plants for sale to members at monthly meetings.
Repackage and price seeds as required.
Ø Attend meeting place half-hour before
commencement of meeting to sell products.
Ø Notify Newsletter Editor of items for
sale at each meeting.
Ø Maintain records.
(e) Social
Committee
Purpose: To arrange hospitality for monthly
meetings, potluck supper, and other Society events.
Membership: Chairperson
(to be one convenor) and;
(i) Monthly meeting refreshment convenor
(ii) Potluck supper convenor
(iii) Card convenor
Duties:
(i) Monthly
meeting refreshment convenor
Ø Request Society members to provide baked
goods, etc.
Ø Purchase required supplies.
Ø Attend meeting place half-hour before
commencement of meeting to set up.
Ø Obtain two members to help set up, serve
and clean up.
(ii) Potluck
Supper Convenor
Ø Arrange for set up of dinner area.
Ø Purchase required supplies.
Ø Arrange assistance for setting up
kitchen, staffing, and clean up.
(iii) Card
Convenor
Ø Send cards to members who are ill or
bereaved
Ø Request information for members in order
to do above.
(f) Nominating
Committee
Purpose: To select members for nomination to
Executive and Directors positions, and for Auditors.
Membership: Executive
members of the Board of Directors
Duties:
Ø To meet in September to discuss possible
names for nomination.
Ø To then approach members for permission
to submit their names for nomination for executive positions, as detailed in By-Law
4, and also for Directorships as detailed in By-Law 5.
Ø To obtain auditors for the following
year. Auditors may be any two
responsible people, preferably with financial training or experience.
Ø To present the proposed slate of
Officers and Directors to the November Directors meeting for approval.
Ø To appoint a person not on the proposed
incoming Board of Directors to conduct the election at the January Annual
General Meeting.
Ø To request the District Six Director or
authorized representative to conduct the Annual Installation of Society
Officers at the January Annual General Meeting.
(g) Membership
Committee
Purpose: To renew existing memberships and accept
new members for the coming calendar year.
Fees collected from members from November 1 to December 31 constitute
membership for the following year.
Membership: Chairperson
Duties:
Ø To enlist the aid of Society members in
obtaining new memberships.
Ø To attend meeting place half-hour before
commencement to accept memberships.
Ø To maintain membership records.
Ø To collect annual fees and turn over to
the Treasurer.
Ø To attend other Society functions to
accept memberships (Annual Flower Show, Fair, etc.)
Ø Arrange to greet and welcome members and
visitors at entrance to hall, and encourage them to sign the register.
Ø Supply nametags to visitors and new
members
Ø Obtain supplies.
(h) Constitution,
By-Law and Policy Committee
Purpose: To
annually review the Constitution by October.
Membership: Chairperson
and one or more Society members, President, ex-officio.
Duties:
Ø To bring recommended changes to the
Board of Directors meeting in October, for discussion and approval.
Ø To bring approved changes to the
membership at the November meeting for confirmation
Ø Notwithstanding the above, as stated in
Article VI – Amendments – of the Constitution of the Society, by-laws of the
Society may be made, and/or adopted, amended, or repealed by the Board of
Directors, provided that this action is confirmed at an annual or regular
meeting of the Society.
(i) Newsletter
Committee
Purpose: To
produce a monthly newsletter to keep the members informed.
Membership: Editor
and one or more Society members.
Duties:
Ø To collect for any source information
about coming events, horticultural facts, and Society news for inclusion in the
newsletter for the interest of members.
Ø To be cognizant of copyright laws as
they may affect reproduction of material.
Ø To prepare the newsletter and take to
printer in time for distribution
Ø The newsletter is to be distributed at
general meetings and by mail and by email to a maximum of four mailings in
advance of meetings.
Ø When newsletter is to be mailed out
(hard copy and electronic), to enlist help in addressing and mailing as needed.
(j) Show
Committee
(i) ANNUAL
Purpose: To
plan and organize an annual horticultural show.
Membership: Joint Chairpersons (Past President,
President, 1st Vice President) Two or more Society members (one to
be show Secretary)
Duties:
Ø To establish date and location of show
Ø To establish annual categories and
review rules and point systems
Ø To arrange for: judges; decoration; prizes, including
trophies; publicity; concessions relating to horticulture; refreshments; set up
and clean up
Ø Following the show, to conduct an
assessment at the Board of Directors meeting, to note recommendation, and to
pass along to the next Chairperson.
(ii) REGULAR
MEETINGS
Purpose: To encourage members to participate in
competitions at the regular monthly meetings, and to plan these competitions.
Membership: Chairperson and one or more Society members.
Duties:
Ø To decide on type and frequency of
competitions
Ø To arrange for a judge
Ø To inform Newsletter Editor of upcoming
competitions
Ø To arrange for recognition of prize
winners
Ø Set up and clean up arrangements
Ø To co-ordinate with the Program
Committee.
(k) Youth
Committee
Purpose: To establish a youth group, with the
purpose of encouraging young horticulturalists.
Membership: Convenor, and as many adult Society members
as possible to act as an advisory committee, leaders, judges, etc. as the Youth
Advisory Committee may decide.
Duties:
Ø (to be determined when a Committee is
established and duties to be incorporated into By-laws through meeting
requirements)
(l) Memorial
Tree Committee
Purpose: To plant a tree on public property in
Membership: Chairperson, and other members of the Society
as needed.
Policies:
Ø The Board of Directors will decide if
and where a tree is to be planted, considering the wishes of the family.
Ø The Society will replace a memorial tree
that is under warranty, after which time, the Society will contribute labour
only to replace a tree on request.
(m) Archives
Committee
Purpose: To maintain a collection of documents
and other pertinent information pertaining to the history of the Haldimand
Horticultural Society.
Membership: Chairperson
(n) Library
Purpose: To make an assortment of catalogues and
other horticultural publications available to members.
Membership: Librarian
and assistants as needed.
Duties:
Ø To obtain catalogues and other
horticultural publications
Ø To handle library circulation and
suitable records
(o) Green
Thumb “Dahlia Award” Committee
Purpose: To
establish community garden competitions
Membership: Chairperson
and one or more Committee members
Duties:
Ø To establish date and location of show
Ø To establish annual categories and
review rules and point systems
Ø To arrange for a judge; prizes;
publicity
Ø Following the competition, to provide an
assessment at the Board of Directors meeting, to note recommendation, and to
pass along to the next Chairperson.
(p) Bus
Trip/Excursions Committee
Purpose: To plan and arrange for an annual bus
trip (held in July on the general meeting date – 4th Thursday of the
month) and any excursions that may be decided upon. Note:
Every attendee shall be a paid up member of a Horticultural Society for
insurance purposes.
Membership: Chairperson
and one or more Committee members
Duties:
Ø To establish trip itinerary
Ø To promote trips
Ø To make all arrangements for trip (ie
confirm bus, arrange and confirm locations to visit, arrange for meal)
Ø Handle all monies associated with fees
from attendees; and payment to locations visited and meal providers
Ø Following the trip and excursion, to
provide an assessment at the Board of Directors meeting, to note
recommendation, and to pass along to next Chairperson.
(q)
Purpose: To co-ordinate the entry of a float
representing the Society in the Caledonia Canada Day Parade.
Membership: Chairperson
and one or more Committee members.
Duties:
Ø To confirm entry in Parade
Ø To arrange for flatbed and truck
Ø To acquire decorations for float
Ø To arrange to decorate float with
assistance from others
Ø Following the Parade, to provide an
assessment at the Board of Directors meeting, to note recommendation, and to
pass along to next Chairperson.
(r) Fair
Exhibit Committee
Purpose: To co-ordinate the entry of a booth in
the Horticultural Societies competition at the Caledonia Fair
Membership: Chairperson
and one or more Committee members.
Duties:
Ø To confirm entry with Fair organizers
Ø To confirm Fair theme and to publicize
and encourage members to enter arrangements and provide help in setting up and
dismantling the booth
Ø After the Exhibit, to provide an
assessment at the Board of Directors meeting, to note recommendation, and to
pass along to next Chairperson.
(s) Plant
Purpose: To
co-ordinate the holding of a plant sale.
Membership: Chairperson
and one or more Committee members.
Duties:
Ø To confirm date and location of sale
Ø To advise other Chairpersons of date and
location for publication purposes
Ø To arrange for contributions from
Society members for the sale
Ø To arrange for Society members to assist
on the day of the sale with selling, setting up, dismantling at the end of the
sale
Ø To handle all monies associated with the
sale
Ø After the
(t) Award
Committee
Purpose: To
recognize outstanding contributions by past and present members.
Membership: Chairperson
and one or more Committee members
Duties:
Ø To recommend award recipients to the
Board of Directors for approval
Ø To make all arrangements associated with
presentation and publication of the Award
Amended 2007