Creemore Horticultural Society By-Laws
Amendments to the By-Laws of the Creemore
Horticultural Society (CHS) shall be made by the Board of Directors.
Article 1
Membership fees shall be proposed by the
Board of Directors and ratified by the members.
Article 2
The fiscal year shall be 1 December to 30
November.
Article 3
Regular meetings of the CHS shall be set by
the Board of Directors.
Article 4 Duties of Officers
President
Chairs general and board meetings of the
CHS as well as the Annual General Meeting. If the President is not available
to act as Chair, he/she will ask another Board member to chair the meeting,
normally the Vice-President.
1. Prepares
an agenda in consultation with the Secretary.
2. Is
conversant with the CHS`s Constitution, CHS By-Laws, the Agricultural and
Horticultural Organisations Act, RSO 1990, Chapter A-9, as amended from
time to time and the structure of the Ontario Horticultural Association.
3. Is
an ex-officio member of CHS committees.
4.
Involves the Vice-President wherever possible to prepare them for the role of President.
5. Ensures that individuals that
have a role at meetings are aware of their duties and have prepared in advance.
6. Ensures that all correspondence
and newsletters are shared with the membership.
7. Ensures that required forms and
reports are completed and submitted before the deadline.
8. Presents a review of the year`s
work at the CHS`s Annual Meeting.
9. Attends and encourages others to
attend OHA District Meetings and Provincial Conventions.
10. The President shall pass on all
information, books and records to the next President once the term of office is
completed.
Vice-President
The Vice-President’s position is a training
period for the position of President. The Vice-President assumes all the
powers of the President in the absence or in the case of disability of the
President.
Prepares to become President by:
1. Chairing
some committees to acquire a thorough understanding of Society activities.
2. Attending
OHA District Meetings and Provincial Conventions, if possible.
3. Must
pass all records to the next Vice-President once the term of office is
complete.
Immediate Past President
The Immediate Past President is an executive
officer and can contribute knowledge gained from experience with past events
within the Society.
The Immediate
Past President:
1.
Is an ex-officio member of the Board of
Directors,
2.
Continues to attend meetings and events, being
available for consultation, offering encouragement and constructive advice when
appropriate.
Secretary
1. Records
the minutes of all general and board meetings and keeps these as permanent
complete records of the CHS.
2. Prepares the minutes to be sent
out via email to those paid CHS members with an email address on file and will
also provide printed copies at the general meetings.
3. Co-signs
the minutes with the Chairperson upon their acceptance.
4. Keeps the
Board informed of all correspondence and newsletters, notifies the President,
Committee Chairs or other appropriate individuals of relevant correspondence
without delay and acts upon those as directed.
5. Keeps an
up-to-date list of members, committee personnel and a record of attendance at
board meetings.
6. Notifies
Board members of CHS meetings.
7. Keeps a
copy of CHS correspondence.
8. Keeps
official correspondence and records for seven (7) years.
9. Maintains
and passes on to the next secretary all CHS files including copies of the CHS
Constitution and By-laws, certificate of insurance, Treasurer bond (where
applicable), guidelines for horticultural Societies and horticultural society
newsletters.
10. In conjunction with
the President, prepares an agenda before each meeting.
11. Receives and compiles
committee reports of the CHS`s activities for presentation at the Annual CHS
and District Meetings.
12. Attends OHA District
Meetings and Provincial Conventions, if possible.
Treasurer
1. Maintains
accurate records, keeping records of all transactions of income and expenses.
2. Ensures
the distribution of all funds, a motion for expenditure having been proposed,
seconded and approved by the membership at regular meetings.
3. Deposits
all monies received in the CHS bank account. This account must have at least
three designated signing officers, each of whom must be board members. These
would normally be the President, Treasurer and the Secretary and two signatures
are necessary to sign a cheque.
4. Submits an
up-to-date financial statement at any meeting, with one copy for inclusion in
the Secretary`s records.
5. At the end
of the fiscal year, prepares books of account for auditing, contacts two
non-Board members of the Society to review the financial statement.
6. Presents
an audited, detailed financial statement for the previous year at the Annual
General Meeting (AGM).
7. Submits
the audited financial statements to OMAFRA by the required date in order to
maintain the CHS` status as a society incorporated by the Agricultural and
Horticultural Organisations Act, and to qualify for the Legislative grant
administered by OMAFRA.
8. Must
maintain all records for at least seven years (7) or as required by law.
Prepares a yearly budget for Board
approval, estimating receipts and expenses as a guide for the year`s activities.
9. Attends
District Meetings and District Conventions (if possible).
10. Must pass all
records, including records for the past seven (7) years, to the incoming
Treasurer, as soon as possible, when the term of office is completed.
Board of Directors
Directors are elected at the Annual General
Meeting in accordance with the Constitution of the CHS. The Board of Directors
of the CHS is responsible to the members for the operation of the CHS in
accordance with the Constitution and By-laws of the CHS.
The Board establishes committees in order
to conduct its business more effectively; all committees are accountable to the
Board, which shall define the responsibilities of each committee.
The Board in recognition of longstanding
membership and or service may appoint Honourary Directors. Said Honourary
Directors shall hold no executive responsibilities.
Policy on Convention Expenditures
The expenses of the President and one other
Board member, or two (2) other voting delegates if the President and or a Board
Member cannot attend District Meetings and OHA Conventions will be paid by the
CHS by the following method:
District Meetings
Payment of registration fee, lunch and
mileage @.25 cents per kilometre.
OHA Conventions:
Payment of registration fee
1/2 the cost of meals
1/2 the cost of accommodation
Up to a limit of $350 each.
In the event that additional members wish
to attend District Meetings and or OHA Conventions, their costs may be
subsidized at the Board`s discretion.
Approval of Expenditures
Prior approval from the Board or at least
two of the Executive officers must be obtained for all expenditures made on
behalf of the CHS, unless already approved in the annual budget.
AMENDMENT No. 1 to the Creemore Horticultural
Society By-Law, Section E
In exceptional circumstances, the Board of
Directors of the Creemore Horticultural Society may devolve the duties of any
officer(s) to the Creemore Horticulture Society membership itself.
Passed by the Board of Directors on January
5th, 2006.
