DISTRICT 12 NORTHEASTERN ONTARIO HORTICULTURAL
ASSOCIATION CONSTITUTION
__________________________________________________________
I. Name
The name of the Association shall be the District 12 Northeastern Ontario Horticultural Association.
II Object
The object of the Association is to encourage interest in, and development of, horticultural societies within the District and the promotion of horticulture as defined under Bill 66 (an Act Respecting Agricultural and Horticultural Organizations).
III Membership
(i) Membership shall be open to all Horticultural Societies within District 12 (as defined by the Ontario Horticultural Association).
(ii) The membership fee, based on the number of members given on the Society Annual Report for the previous year, shall be as determined by the District 12 Board of Directors. Any change in membership fee must be approved by the majority of voting delegates at the Annual Meeting.
For new societies, the rate per member for the current year based on the charter membership shall apply.
Associate Membership
(i) Membership shall be open to all allied organizations which may receive communications, and attend Annual Meetings, without voting rights.
(ii) The membership fee shall be determined by the District 12 Board of Directors, upon the approval of the majority of voting delegates at the Annual Meeting.
IV Officers
(a) The Officers of the District shall be: District Director, Immediate Past District Director, First Assistant District Director, Second Assistant District Director and Secretary and Treasurer, or Secretary-Treasurer.
b) The elected and appointed Officers shall constitute the Executive and of the Executive three shall be a quorum.
(c) The Officers and Financial Reviewers, except the, Secretary and Treasurer or Secretary-Treasurer who shall be appointed by the Director and who shall hold office during pleasure, shall be elected annually. Vacancies in office occurring during the year shall be filled by the Officers. Candidates for District Director and for Assistant(s) shall be elected from the District 12 Societies, and may not be re-elected to more than four additional consecutive terms.
(d) For the purpose of election of Officers and Auditors, a Nominating Chair shall be appointed and shall report at the Annual Meeting.
(e) An election shall be won by the candidate receiving the most votes in a secret ballot.
V Duties of Officers
(a) It shall be the duty of the Director to preside at all meetings of the District, decide all questions of order, and advance the interests of the District, and he/she shall be a member of all committees.
b) It shall be the duty of the Assistant Directors to assist the Director. In the absence of the Director, the powers and duties shall devolve upon the First and Second Assistant Director in the order named.
(c) It shall be the duty of the Secretary or Secretary-Treasurer, as Secretary, to attend all meetings of the District and to keep correct minutes and conduct all correspondence, and he/she shall be a member of all committees.
(d) The Treasurer or Secretary-Treasurer, as Treasurer, shall receive and account annually, or as often as may be required by the Board, for all monies, or other securities belonging to the District, which shall be deposited in any accredited financial institution approved by the Board. All funds received belong to the District. The Treasurer or Secretary-Treasurer shall disburse them for necessary expenditures.
(e) The officers shall have the power to call a special meeting of the District whenever it deems it advisable. Notice of all special meetings, with a statement of the subjects to be discussed, shall be sent to all Societies prior to the said meeting.
VI District Meeting
It is the duty of the Officers to call two meetings annually, one in the Spring, referred to as the "Annual Meeting", and one in the fall, referred to as the "Fall Planning Meeting".
A. Annual Meeting
(a) The Annual Meeting shall be held at such a time and place as the Officers, in co-operation with the Societies, may decide for the purpose of reviewing the work of the year, preparing policy, and transacting such other business as may be deemed necessary. Each member society shall receive notice of the Annual Meeting, and the agenda at least 6 weeks in advance.
(b) Each Society shall be entitled to two voting delegates, but a Society having membership exceeding one hundred, shall be entitled to an additional delegate for each fifty members or fraction thereof, up to a maximum of five delegates, according to the membership report of the previous year.
(c) Past District Directors, up to a maximum of five, shall have voting privileges at the Annual Meeting or any special meeting of the District.
(d) Before voting delegate credentials are validated, the Society affiliation fee and Annual Meeting registration must be paid.
(e) The Officers shall prepare a programme and order of business prior to calling the meeting, and copy of such programme shall be sent to each society with notice of such meeting.
(f) At the Annual Meeting, representation from at least half of the member Societies shall constitute a quorum for the transaction of business.
(g) i) All receipts, expenditures and net worth statement of the District shall be audited as of January 31. A true copy of the financial reviewers' report shall be presented at each Annual Meeting.
ii) The fiscal year of the District shall be from January 1 to December 31.
(h) Between meetings of the District, the Officers shall manage their affairs and report their transactions to the Annual Meeting.
B. Fall Planning Meeting
(a) The Fall Planning Meeting shall be held in the fall, at such time and place as determined by the Officers and the Host Society.
(b) Each Society shall be entitled to send two delegates to this meeting.
(c) Past District Directors, up to a maximum of five, shall have voting privileges at the Fall Planning Meeting.
(d) Before voting delegate credentials are validated, the Society affiliation fee and Fall Planning Meeting registration fee must be paid.
(e) The Officers shall prepare a programme and order of business prior to calling the Fall Planning Meeting and copy of such programme shall be sent to each Society with notice of such meeting.
(f) At the Fall Planning Meeting, representation from at least half of the member societies shall constitute a quorum for the transaction of business.
VII Committees/Chairs
Standing Committees or Chairs shall be:
Bursary
Nominating
Website
or such committees as deemed necessary by the Officers.
VIII District Awards
The Officers may select District award winners for outstanding work in the advancement of horticulture in pursuance of the aims of the District. Such awards should be made in accordance with the Ontario Horticultural Association Awards Booklet.
Recommendations for such awards should be made to the Executive through the Secretary of the District.
IX Rules of Order
Roberts Rules of Order shall govern the District on all matters not covered by this Constitution.
X Changes in Constitution
The Constitution may be amended, revised or revoked by a majority of the delegates present at any Annual Meeting, or special meeting of the members, provided that:
(a) a notice of motion, in writing, of such proposed amendment, revision or revocation has been given at the previous Annual Meeting or,
(b) District Officers or a Society give notice to the Secretary, who, in turn, notifies each Society at least 6 weeks before the next Annual Meeting.
Adopted by District #12 Saturday, April 30, 2016 Anne Jamieson
District Director
Bonnie Warner
Secretary
ASSOCIATION CONSTITUTION
__________________________________________________________
I. Name
The name of the Association shall be the District 12 Northeastern Ontario Horticultural Association.
II Object
The object of the Association is to encourage interest in, and development of, horticultural societies within the District and the promotion of horticulture as defined under Bill 66 (an Act Respecting Agricultural and Horticultural Organizations).
III Membership
(i) Membership shall be open to all Horticultural Societies within District 12 (as defined by the Ontario Horticultural Association).
(ii) The membership fee, based on the number of members given on the Society Annual Report for the previous year, shall be as determined by the District 12 Board of Directors. Any change in membership fee must be approved by the majority of voting delegates at the Annual Meeting.
For new societies, the rate per member for the current year based on the charter membership shall apply.
Associate Membership
(i) Membership shall be open to all allied organizations which may receive communications, and attend Annual Meetings, without voting rights.
(ii) The membership fee shall be determined by the District 12 Board of Directors, upon the approval of the majority of voting delegates at the Annual Meeting.
IV Officers
(a) The Officers of the District shall be: District Director, Immediate Past District Director, First Assistant District Director, Second Assistant District Director and Secretary and Treasurer, or Secretary-Treasurer.
b) The elected and appointed Officers shall constitute the Executive and of the Executive three shall be a quorum.
(c) The Officers and Financial Reviewers, except the, Secretary and Treasurer or Secretary-Treasurer who shall be appointed by the Director and who shall hold office during pleasure, shall be elected annually. Vacancies in office occurring during the year shall be filled by the Officers. Candidates for District Director and for Assistant(s) shall be elected from the District 12 Societies, and may not be re-elected to more than four additional consecutive terms.
(d) For the purpose of election of Officers and Auditors, a Nominating Chair shall be appointed and shall report at the Annual Meeting.
(e) An election shall be won by the candidate receiving the most votes in a secret ballot.
V Duties of Officers
(a) It shall be the duty of the Director to preside at all meetings of the District, decide all questions of order, and advance the interests of the District, and he/she shall be a member of all committees.
b) It shall be the duty of the Assistant Directors to assist the Director. In the absence of the Director, the powers and duties shall devolve upon the First and Second Assistant Director in the order named.
(c) It shall be the duty of the Secretary or Secretary-Treasurer, as Secretary, to attend all meetings of the District and to keep correct minutes and conduct all correspondence, and he/she shall be a member of all committees.
(d) The Treasurer or Secretary-Treasurer, as Treasurer, shall receive and account annually, or as often as may be required by the Board, for all monies, or other securities belonging to the District, which shall be deposited in any accredited financial institution approved by the Board. All funds received belong to the District. The Treasurer or Secretary-Treasurer shall disburse them for necessary expenditures.
(e) The officers shall have the power to call a special meeting of the District whenever it deems it advisable. Notice of all special meetings, with a statement of the subjects to be discussed, shall be sent to all Societies prior to the said meeting.
VI District Meeting
It is the duty of the Officers to call two meetings annually, one in the Spring, referred to as the "Annual Meeting", and one in the fall, referred to as the "Fall Planning Meeting".
A. Annual Meeting
(a) The Annual Meeting shall be held at such a time and place as the Officers, in co-operation with the Societies, may decide for the purpose of reviewing the work of the year, preparing policy, and transacting such other business as may be deemed necessary. Each member society shall receive notice of the Annual Meeting, and the agenda at least 6 weeks in advance.
(b) Each Society shall be entitled to two voting delegates, but a Society having membership exceeding one hundred, shall be entitled to an additional delegate for each fifty members or fraction thereof, up to a maximum of five delegates, according to the membership report of the previous year.
(c) Past District Directors, up to a maximum of five, shall have voting privileges at the Annual Meeting or any special meeting of the District.
(d) Before voting delegate credentials are validated, the Society affiliation fee and Annual Meeting registration must be paid.
(e) The Officers shall prepare a programme and order of business prior to calling the meeting, and copy of such programme shall be sent to each society with notice of such meeting.
(f) At the Annual Meeting, representation from at least half of the member Societies shall constitute a quorum for the transaction of business.
(g) i) All receipts, expenditures and net worth statement of the District shall be audited as of January 31. A true copy of the financial reviewers' report shall be presented at each Annual Meeting.
ii) The fiscal year of the District shall be from January 1 to December 31.
(h) Between meetings of the District, the Officers shall manage their affairs and report their transactions to the Annual Meeting.
B. Fall Planning Meeting
(a) The Fall Planning Meeting shall be held in the fall, at such time and place as determined by the Officers and the Host Society.
(b) Each Society shall be entitled to send two delegates to this meeting.
(c) Past District Directors, up to a maximum of five, shall have voting privileges at the Fall Planning Meeting.
(d) Before voting delegate credentials are validated, the Society affiliation fee and Fall Planning Meeting registration fee must be paid.
(e) The Officers shall prepare a programme and order of business prior to calling the Fall Planning Meeting and copy of such programme shall be sent to each Society with notice of such meeting.
(f) At the Fall Planning Meeting, representation from at least half of the member societies shall constitute a quorum for the transaction of business.
VII Committees/Chairs
Standing Committees or Chairs shall be:
Bursary
Nominating
Website
or such committees as deemed necessary by the Officers.
VIII District Awards
The Officers may select District award winners for outstanding work in the advancement of horticulture in pursuance of the aims of the District. Such awards should be made in accordance with the Ontario Horticultural Association Awards Booklet.
Recommendations for such awards should be made to the Executive through the Secretary of the District.
IX Rules of Order
Roberts Rules of Order shall govern the District on all matters not covered by this Constitution.
X Changes in Constitution
The Constitution may be amended, revised or revoked by a majority of the delegates present at any Annual Meeting, or special meeting of the members, provided that:
(a) a notice of motion, in writing, of such proposed amendment, revision or revocation has been given at the previous Annual Meeting or,
(b) District Officers or a Society give notice to the Secretary, who, in turn, notifies each Society at least 6 weeks before the next Annual Meeting.
Adopted by District #12 Saturday, April 30, 2016 Anne Jamieson
District Director
Bonnie Warner
Secretary