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By-laws

The Aurora Garden and Horticultural Society (AGHS), is a voluntary, not-for-profit association of individuals who have an interest in gardening and horticulture in Aurora , Ontario .

By-law 1 NAME OF SOCIETY

The Aurora Garden and Horticultural Society shall be herein called “The Society”.

By-law 2 AUTHORITY

The Society was organized under the authority of the Agricultural and Horticultural Organizations Act; R.S.O. 1990, Chapter A.9, hereinafter called the Act, under the Ministry of Agriculture and Food herein called “OMAF”, (currently known as Ontario Ministry of Agriculture, Food and Rural Affairs- OMAFRA) and all these By-laws shall read to conform to the above mentioned Act.

By-law 3 MISSION

To beautify our town through public plantings and educating new members and the public about gardening and its positive effects on our environment and physical well-being through:

• Presentations by guest speakers
• Public plantings
• Public and member workshops.

By-law 4 OBJECTIVES

The objectives of The Society are:

• To hold meetings for instruction and discussion on subjects connected with the theory and practice of gardening and horticulture
• To provide and support volunteers in the community to contribute to the beautification of Aurora
• To encourage and provide expertise on the improvement of private and public grounds
• To hold exhibitions and shows for which prizes or premiums are awarded or earned
• To distribute seeds, plants, bulbs and flowers
• To promote the protection of the environment and to support environmental stewardship
• To promote the circulation of horticultural information
• To educate youth and others to appreciate flowers, vegetables and nature, and to develop an interest in the study of horticulture.

By-law 5 MEMBERSHIP

Classes of Membership

There shall be four classes of membership, namely:

• Individual (General and Life)
• Family
• Youth
• Honorary

(a) Individual Members of The Society

All Individual memberships are non-transferable.

There shall be two categories of Individual memberships, namely General and Life:

• A General member is an individual not coming within any of the other categories of membership hereinafter defined, and has paid the annual membership fee for a General member.
• A General membership shall be open to every person of the full age of sixteen years or over
• The Board of Directors may confer a Life membership on any member of The Society who has rendered long and meritorious service to The Society.
• Only one Life Member may be conferred each year.
• A Life Member does not pay an annual membership fee, and is entitled to vote at all meetings of the Members and to hold office on the Board of Directors.

(b) Family Memberships in The Society

• A Family membership is for a group not coming within any of the other categories of membership hereinafter defined, and which has paid the annual membership fee for a Family member.

• A corporation or company shall become a member by the payment of the annual Family membership fee. The company can select two representatives to act as its agent to exercise the privileges of membership in The Society.

(c) Youth Membership

Youth membership shall be granted to all youth under the age of sixteen and the Board of Directors shall set fees.

(d) Honorary Membership

Honorary member status is reserved for individuals (members or non- members of the Society) whose support of, and/or contributions to, the advancement of gardening and horticulture are deserving of special recognition.

Honorary Member status may be conferred on members and non-members who:

a. have had significant involvement in the affairs of the Society

b. have demonstrated outstanding service, which, in the opinion of the Board, brings honour to gardening and horticulture in the Aurora community.

c. holds current office of the Mayor of Aurora

• Honorary Members do not pay an annual membership fee, and are not entitled to vote at all meetings of the Members or to hold office on the Board of Directors.

Admission of Members

• The Board of Directors may admit anyone interested in supporting the objectives of The Society as an Individual or Family member who has applied to the Board of Directors for admission as an Individual or Family member.

• After acceptance of an application for membership in The Society and the payment of the annual membership fee, an Individual or Family member shall be:

• entitled to vote at all meetings of the Members of The Society, and
• eligible to hold office in The Society.

Rights and Privileges of Membership

Any Member in good standing is entitled to:

• attend any meeting of the members of The Society
• speak at any meeting of The Society
• exercise other rights and privileges given to Members in these By-laws;
• enter a flower show held by The Society for which prizes or premiums are awarded or earned
• enter a competition at an external garden or horticultural event representing The Society
• attend any meeting of the Board of Directors of The Society

A Member in Good Standing

A Member is in good standing when:

• the Member has paid the annual membership fees.

Annual Membership Fees

• The annual membership fees for all categories of Members shall be set by the Board of Directors and approved by the Members at a subsequent meeting of the Members of The Society
• Members joining in September or later shall pay a reduced membership fee, as determined by the Board of Directors
• All membership fees are non-transferable and non-refundable .

Lapse of Membership

• Membership in The Society is not transferable and shall lapse or cease to exist upon a Member's death or resignation
• Membership in The Society shall automatically lapse if a Member is in arrears for more than five(5) months in payment of the annual membership fee then in effect.

Membership Year

January 1 st begins the membership year of The Society

Membership fees are due January 1.

Recovery of costs for AGHS members competing and representing AGHS in external garden and horticultural events

• When an AGHS member in good standing receives approval from the Board to represent the Society in a floral exhibit or competition at other Garden Clubs, Horticultural Societies or garden/horticultural events, their expenses shall be reimbursed by the Society up to $150 per show
• One large AGHS floral display per year, requiring 2-4 members of our Society for the installation (entry) shall be reimbursed up to $250 in total for the group (this recognizes that more expense is incurred to execute the display)
• The competitor (s) shall incur any expenses above the limits defined in #1 and #2 above
• Reimbursement for expenses incurred for floral exhibits executed at events outside of our own Society, requires that exhibitors submit receipts to the Treasurer, along with a copy of their entry card
• Any award monies received for exhibits sponsored by the Society is income for the Society and must be submitted to the Treasurer
• Plant materials and/or structures still in good condition after an exhibit may be brought to the next AGHS meeting for auction or raffle to assist in some cost recovery for the Society
• The AGHS does not provide financial support for individuals representing themselves at these events.

By-law 6 FISCAL YEAR

The fiscal year of The Society shall be November 1 st to October 31 st each year.

By-law 7 BOARD OF DIRECTORS

At the Annual General Meeting there shall be elected a Board of Directors composed of a President, Vice-President, Immediate Past President, Secretary, Treasurer and a number of Board members, until the next Annual General Meeting.

The number of Directors serving at any one time shall be determined by the Board.

All members of the Board must have paid their membership fee.

The elected Board of Directors have one vote each at all board meetings.

President

The President shall be elected at the Annual General Meeting and holds office for a term of two years, which may be renewed for one additional year to a maximum of three consecutive years.

Any additional extensions of one year shall be granted if the Board unanimously votes to extend the term.

The President shall have one vote on the Board, which shall be cast as the deciding vote in the case of a tie or deadlock vote.

Immediate Past President

The Immediate Past President is a member of the Board of Directors having one vote.

The Immediate Past President chairs the Nominating Committee

Secretary

The Secretary shall attend all meetings of the Board, record all proceedings of such meetings, and be responsible for the safekeeping of the By-laws, minutes and other pertinent data.

Treasurer

The Treasurer shall deposit all receipts and pay all bills as directed by the Board.

All cheques shall be signed by any two of the three signing directors who shall be the President, Vice-President and Treasurer.

The Treasurer shall be prepared to give a financial statement at each board meeting and a reviewed annual statement at the Annual General Meeting.

Bonding of the Treasurer

The Ontario Horticulture Association requires the Treasurer to furnish such bond as is considered necessary to ensure the faithful performance of his or her duties and the proper administration for all funds belonging to The Society coming into his or her hands.

Election of Board Members

Installation of Board members will be held at the Annual General Meeting and will be performed by the Director of District 5 (York District), or his/her designate.

Following the presentation from the Nominating Committee, nominations will be received from the floor and elections will be held at that time. Any nominee must have given prior consent.

Notice of Board Meeting

A meeting of the Board shall be called upon direction of the President or any three members of Board by sending notice thereof to all members of the Board at least one week before the time fixed for the meeting. A meeting of the Board may be held immediately following any annual, regular or special meeting of the Society without notice.

Powers of the Board

Subject to the By-laws of The Society, the Board has the power to act for and on behalf of The Society in all matters.

Quorum

Fifty percent plus one of the members of the Board constitutes a quorum.

Vacancy

When a vacancy occurs on the Board by reason of death or resignation of any Director, the current members of the Board may appoint any member of the Society to fill the vacancy.

By-law 8 COMMITTEES

Financial Reviewers

At every Annual General Meeting there shall be two financial reviewers appointed until the next Annual General Meeting. Any one of the financial reviewers is required to approve the annual financial report prepared by the Treasurer. A financial reviewer will give a report at the Annual General Meeting.

Nominating Committee

The nominating committee shall consist of the Immediate Past-President and another active member of the Board. Other active Board members may be appointed when required and all nominations must be presented to The Society prior to the Annual General Meeting.

By-law 9 MEETINGS OF MEMBERS

General Meetings

The Board may determine what regular and special meetings of the Society shall be held during the year.

Annual General Meeting

There shall be at least one Annual General Meeting of the Members in each year, which shall be held at such time and place in Aurora as the Directors may determine.

The Annual General Meeting shall be held in the month November. Each member of the Society shall be invited to the Annual General Meeting a minimum of one month in advance of such meeting.

All members in good standing shall be entitled to vote.

The Treasurer will prepare a reviewed financial report for the current year to date for the Society.

All receipts, expenditures and net worth of the Society shall be reviewed and signed by the appointed financial reviewers at the end of the year. A true copy of the financial reviewer’s report shall be presented to each member within 90 days of the fiscal year end. The financial statements and financial reviewer’s report will be presented for approval at the first scheduled general meeting following distribution.

Other General Meetings

The Directors may convene a Special General Meeting of the Members whenever they deem it necessary.

Requisition by Members

On receipt of a written requisition for a meeting of the Members signed by not less than ten percent of the M embers in good standing specifying the general nature of the business to be transacted at such meeting, the Directors shall forthwith thereafter convene a Special General Meeting of the Members for such purpose.

Quorum at Meetings

The quorum for a meeting of the members shall consist of fifty (50%) percent plus one (1) in number of the members of The Society entitled to vote, or twenty-five (25) members of The Society entitled to vote, whichever is the smaller number, in person or represented by proxy.

Voting at Meetings

At any General Meeting unless a poll is demanded, a declaration by the Chair that a Resolution has been carried and an entry to that effect in the Minutes of the meeting shall be sufficient evidence of the fact without proof of the number or the proportion of the votes recorded in favour of or against such Resolution.

If a poll is demanded, it shall be taken in such a manner as the Chair directs and, except as provided elsewhere, a simple majority of those voting shall carry the decision, which shall then be deemed to be the Resolution of The Society in General Meeting.

Order of Business for the Annual General Meeting

The President shall conduct the business of the meeting in the following order, unless otherwise authorized by a majority vote at the meeting:

• Approval of minutes of last Annual General Meeting
• Any proposed amendments to the By-laws of The Society
• Approval of reviewed financial statements
• Nomination and election of Directors
• Appointment of financial reviewers
• Receiving the President’s report
• New business
• Adjournment

In all procedures, involving meetings of the Directors and meetings of the Members, Roberts Rules of Order shall govern.

By-law 10 APPLICATION

Interpretation

In these By-laws and in all other By-laws of The Society hereafter passed, unless otherwise specifically provided or the context otherwise requires, words importing the singular number of the feminine gender shall include the plural number or the masculine gender as the case may be and vice versa and references to persons shall include firms and corporations.

Repeal of Former By-laws or Constitution

All prior By-laws or Constitutions of The Society are repealed effective upon the approval of this By-law by the members of The Society without prejudice to any action previously taken under such prior By-laws.

Last Updated: 2010-07-11