DISTRICT 12 NORTHEASTERN ONTARIO HORTICULTURAL
ASSOCIATION POLICY GUIDELINES
Executive ( District Officers )
The Executive shall consist of:
District Director, who will be Chairperson
Two Assistant Directors
Immediate Past district Director
Secretary & Treasurer or Secretary/Treasurer
The Executive shall meet at the call of the chair.
Financial
Annual Meeting
a)Registration, and provision of delegates’ identification.
b)Agenda, minutes of the previous Annual Meeting, and other information for the meeting, to be sent to member Societies, 6 weeks in advance. Copies of the previous Fall Planning meeting should be available at the District Annual Meeting.
c)Guest speakers, forums, workshops or other presentations for the program.
d)Head table arrangements, if any.
e)To provide complimentary registration (including meal) for the Executive, Committee Chairs, Guest Speakers, Mayor or alternate, and OHA Representative.
4. That it shall be the responsibility for the host Society to arrange for:
a) Accommodation for the meeting and to underwrite the cost of the meeting hall, for which the District may reimburse the Society for 50% of the cost up to $ 100.00.
b) Arrange for meals as required, cost to be reimbursed by the District, cost must be pre-approved by the District Director.
c) Cost of coffee breaks is underwritten by the host Society.
5. That all money paid for registration and meals be deposited in District funds, and distributed by District Treasurer.
6. That speakers’ fees and expenses may be defrayed out of District funds.
7. That the date of the Annual Meeting be determined by the availability of accommodations, the host Society and the Executive, preferably the last Saturday in April.
8. That voting be by show of voting delegate cards, except in an election of officers, which shall be by secret ballot.
Fall Planning Meeting
1. That member Societies take turns in hosting the Fall Planning meeting.
2. That it shall be the responsibility of the District Director for the following:
a) Determine the meal and registration fee in conjunction with the host Society.
b) Send registration and agenda to member Societies, Executive, and Past Directors 30 days in advance.
c) Bring to the meeting, copies of minutes of the last Annual Meeting and Fall Planning Meeting, nametags, voting cards, past records eg. themes, speakers, topics, meeting location.
d)Arrange for meals for current executive and committee chairs.
3. That it shall be the responsibility for the host Society to arrange for:
a)Accommodation for the meeting and to underwrite the cost of the meeting hall, for which the District may reimburse the Society for 50% of the cost up to $100.00.
b)Meal as required, cost to be reimbursed by the District, cost must be pre-approved by the District Director.
c) and assume cost of coffee breaks.
4. That all money paid for registration and meals be deposited in District funds and distributed by the District Treasurer.
5. That the date of the Fall Planning Meeting be determined by the availability of accommodations, the host Society and the Executive, preferably the last Saturday in September.
6. That voting be by show of voting delegate cards.
Nominating Chair
1. That the Nominating Chair be appointed at the Annual Meeting.
2. That the Nominating Chair contact those whose names are put forward for District office and include in the proposed slate for election only those who have agreed to stand.
3. That notwithstanding the proposals of the Nominating Chair nominations from the floor will be called for at the election, and those should be made with the consent of the nominee. A nominee not present at the meeting shall signify intent in writing.
4. That the Nominating Chair be prepared for an election, with ballots, flip chart, scrutineers and ballot counters.
5. That in the usual course of events, the Second Assistant agrees to stand for First Assistant and the First Assistant Director agrees to stand for District Director, when the incumbent’s term expires, and that the nominee be advised of this provision at the time of the nomination.
6. That it be desirable that the auditors be geographically close to the Secretary- Treasurer or Treasurer.
7. That the auditors may not be members or relatives of members of the District Executive.
8. That the Secretary and Treasurer or Secretary –Treasurer be appointed by the District Director.
Bursary Committee
1. That the Chairperson of the Bursary Committee be appointed at the Annual Meeting.
2. That the Bursary, having a yearly value of $500 and designated as the Ontario Horticultural Association, District # 12 Centennial Bursary, be awarded annually to a student, within the geographical area of District 12, who is continuing education in the field of Horticulture or Floriculture or Environmental Studies at a recognized College of Agriculture, College of Applied Arts and Technology or a University, leading to a certificate or degree. Scholastic standing and / or need to be the basis of the award. The award to be paid in two installments of half each, one on confirmation of enrolment and attendance during the first semester, the second for the final semester of the term.
3.That, in the event there are no bursary applicants who meet the qualifications, the bursary then may be awarded to a mature student (as defined by the Post Secondary Institution) who is enrolled in a qualifying program at an accredited College or University.
4. That a written report of the Bursary Committee be presented at the Annual Meeting.
Web Site Chair
1. That the Web Site Chair be appointed at the Annual Meeting.
2. That a written report be presented at all Annual and Fall Meetings.
Awards Committee That the Awards Committee be made up of the current Executive. [Constitution Pg. 4 VIII]
Flower Show, Judging, Etc
1. Societies are encouraged to notify other Societies within the District of dates of major events of their year, such as flower shows, through Society/District newsletters.
2. It is suggested that Societies issue cheques to the judges at the time of judging.
3. Judges should be asked by letter, giving date, time and conditions of judging – mileage paid, fees, meals, etc.
Records: Keeping of, Transfer, Disposal
1. It is the responsibility of the retiring District Director to arrange for the transfer of District files and funds to the incoming Director, as soon as possible after the Annual Meeting and not later than the next OHA Annual Convention.
2. That copies of the Minutes of any District Meeting be mailed to each member Society 6 weeks before the next Annual Meeting.
3. The District Director, in consultation with the Executive, may destroy outdated files more than five years old. Minutes of Annual Meetings, Judging Workshop records and historically important material should be kept permanently.
Revision
1. This Policy Guideline is to be reviewed by the Executive after the Annual Meeting.
2. Revisions are to be presented at the next Annual Meeting.
This shall be effective as of May 1, 2016
ASSOCIATION POLICY GUIDELINES
Executive ( District Officers )
The Executive shall consist of:
District Director, who will be Chairperson
Two Assistant Directors
Immediate Past district Director
Secretary & Treasurer or Secretary/Treasurer
The Executive shall meet at the call of the chair.
Financial
- The District Director shall be granted an annual honorarium of Two Hundred Dollars.
- The Assistant Directors shall be granted Fifty Dollars each.
- The Secretary-Treasurer shall be granted Fifty Dollars as Secretary and Fifty Dollars as Treasurer.
- Speakers fees at District Meetings shall normally be $30.00.
- The fiscal year of the District shall be from January 1 to December 31.
- When officers of the District, except the District Director, are asked to visit a Society, that Society should be prepared to defray out-of-pocket-expenses. Expenses of the Director on official business are reimbursed by the OHA.
- Whenever an expense account is submitted for payment, it is to be supported by receipts and any bills to be paid by the Treasurer must be supported by invoice.
- Any financial arrangements, including those for District Meetings must have the specific approval of the District Director and expenditures of funds must be approved by motion at the next meeting.
- The District Director is empowered to spend up to $150.00 per year for incidental expenditures between meetings.
Annual Meeting
- That member Societies take turns in hosting the Annual Meeting.
- That in order to allow time for planning, delegates should come to the Annual Meeting prepared to invite the Association for the next Annual Meeting.
a)Registration, and provision of delegates’ identification.
b)Agenda, minutes of the previous Annual Meeting, and other information for the meeting, to be sent to member Societies, 6 weeks in advance. Copies of the previous Fall Planning meeting should be available at the District Annual Meeting.
c)Guest speakers, forums, workshops or other presentations for the program.
d)Head table arrangements, if any.
e)To provide complimentary registration (including meal) for the Executive, Committee Chairs, Guest Speakers, Mayor or alternate, and OHA Representative.
4. That it shall be the responsibility for the host Society to arrange for:
a) Accommodation for the meeting and to underwrite the cost of the meeting hall, for which the District may reimburse the Society for 50% of the cost up to $ 100.00.
b) Arrange for meals as required, cost to be reimbursed by the District, cost must be pre-approved by the District Director.
c) Cost of coffee breaks is underwritten by the host Society.
5. That all money paid for registration and meals be deposited in District funds, and distributed by District Treasurer.
6. That speakers’ fees and expenses may be defrayed out of District funds.
7. That the date of the Annual Meeting be determined by the availability of accommodations, the host Society and the Executive, preferably the last Saturday in April.
8. That voting be by show of voting delegate cards, except in an election of officers, which shall be by secret ballot.
Fall Planning Meeting
1. That member Societies take turns in hosting the Fall Planning meeting.
2. That it shall be the responsibility of the District Director for the following:
a) Determine the meal and registration fee in conjunction with the host Society.
b) Send registration and agenda to member Societies, Executive, and Past Directors 30 days in advance.
c) Bring to the meeting, copies of minutes of the last Annual Meeting and Fall Planning Meeting, nametags, voting cards, past records eg. themes, speakers, topics, meeting location.
d)Arrange for meals for current executive and committee chairs.
3. That it shall be the responsibility for the host Society to arrange for:
a)Accommodation for the meeting and to underwrite the cost of the meeting hall, for which the District may reimburse the Society for 50% of the cost up to $100.00.
b)Meal as required, cost to be reimbursed by the District, cost must be pre-approved by the District Director.
c) and assume cost of coffee breaks.
4. That all money paid for registration and meals be deposited in District funds and distributed by the District Treasurer.
5. That the date of the Fall Planning Meeting be determined by the availability of accommodations, the host Society and the Executive, preferably the last Saturday in September.
6. That voting be by show of voting delegate cards.
Nominating Chair
1. That the Nominating Chair be appointed at the Annual Meeting.
2. That the Nominating Chair contact those whose names are put forward for District office and include in the proposed slate for election only those who have agreed to stand.
3. That notwithstanding the proposals of the Nominating Chair nominations from the floor will be called for at the election, and those should be made with the consent of the nominee. A nominee not present at the meeting shall signify intent in writing.
4. That the Nominating Chair be prepared for an election, with ballots, flip chart, scrutineers and ballot counters.
5. That in the usual course of events, the Second Assistant agrees to stand for First Assistant and the First Assistant Director agrees to stand for District Director, when the incumbent’s term expires, and that the nominee be advised of this provision at the time of the nomination.
6. That it be desirable that the auditors be geographically close to the Secretary- Treasurer or Treasurer.
7. That the auditors may not be members or relatives of members of the District Executive.
8. That the Secretary and Treasurer or Secretary –Treasurer be appointed by the District Director.
Bursary Committee
1. That the Chairperson of the Bursary Committee be appointed at the Annual Meeting.
2. That the Bursary, having a yearly value of $500 and designated as the Ontario Horticultural Association, District # 12 Centennial Bursary, be awarded annually to a student, within the geographical area of District 12, who is continuing education in the field of Horticulture or Floriculture or Environmental Studies at a recognized College of Agriculture, College of Applied Arts and Technology or a University, leading to a certificate or degree. Scholastic standing and / or need to be the basis of the award. The award to be paid in two installments of half each, one on confirmation of enrolment and attendance during the first semester, the second for the final semester of the term.
3.That, in the event there are no bursary applicants who meet the qualifications, the bursary then may be awarded to a mature student (as defined by the Post Secondary Institution) who is enrolled in a qualifying program at an accredited College or University.
4. That a written report of the Bursary Committee be presented at the Annual Meeting.
Web Site Chair
1. That the Web Site Chair be appointed at the Annual Meeting.
2. That a written report be presented at all Annual and Fall Meetings.
Awards Committee That the Awards Committee be made up of the current Executive. [Constitution Pg. 4 VIII]
Flower Show, Judging, Etc
1. Societies are encouraged to notify other Societies within the District of dates of major events of their year, such as flower shows, through Society/District newsletters.
2. It is suggested that Societies issue cheques to the judges at the time of judging.
3. Judges should be asked by letter, giving date, time and conditions of judging – mileage paid, fees, meals, etc.
Records: Keeping of, Transfer, Disposal
1. It is the responsibility of the retiring District Director to arrange for the transfer of District files and funds to the incoming Director, as soon as possible after the Annual Meeting and not later than the next OHA Annual Convention.
2. That copies of the Minutes of any District Meeting be mailed to each member Society 6 weeks before the next Annual Meeting.
3. The District Director, in consultation with the Executive, may destroy outdated files more than five years old. Minutes of Annual Meetings, Judging Workshop records and historically important material should be kept permanently.
Revision
1. This Policy Guideline is to be reviewed by the Executive after the Annual Meeting.
2. Revisions are to be presented at the next Annual Meeting.
This shall be effective as of May 1, 2016