WALLACETOWN AGRICULTURAL SOCIETY CONSTITUTION – 2015 REVISION
ARTICLE I – NAME:
The name of the Society shall be “The Wallacetown Agricutural Society,” henceforth known as “the Society.”
ARTICLE II – AUTHORITY:
The Society is organized under the authority of The Agricultural Societies Act of the Province of Ontario and all Articles of this Constitution shall be read to conform with the Agricultural Societies Act.
ARTILE III – PURPOSES:
The purpose of the Society shall be in accordance with the Agricultural Societies Act
The objects of a society are to encourage interest, promote improvements in, and advance the standards of agriculture, domestic industry and rural life by,
(a) Supporting and providing facilities to encourage activities intended to enrich rural life
(b) Organizing and holding agricultural exhibitions and awarding premiums and exhibiting displays of farm products, equipment displays and agricultural issues
(c) Organizing fundraising events to provide financial support to ensure the financial stability of all the purposes of the Society
(d) Encouraging young people to become interested in and adopt better agricultural and domestic practices and for such purposes to hold competitions
(e) Drawing together both rural and urban citizens for their mutual benefit
(f) Promoting agricultural awareness through the use of educational displays and activities
(g) Supporting and providing facilities to encourage 4-H and other youth activities
(a) The Society shall not expend any of its funds in any manner inconsistent with the objects set out above. In doing so, the Society may forfeit all claims to participate in any legislative grant (R.S.O. 1990, c.a.9, S.28.)
(b) Upon dissolution of the Wallacetown Agricultural Society and after the payment of all debts and liabilities, any unused “advance funding program/lottery” or “collateral purchased with same” shall be distributed or disposed of to charitable organizations which carry on their activities in the Province of Ontario.
(c) That the Wallacetown Agricultural Society shall be carried on without the purpose of gain for its members, and any profit or other accreditation to the Society shall be used in promoting its objectives.
ARTICLE IV – MEMBERSHIP:
(1) Every person shall be entitled to be a member of the Society
(2) A Firm or an Incorporated Company may become a member by payment of the regular fee, but the name of one person only in any one year may be entered as representative or agent of such Firm or Company and that person only shall exercise the privileges of the membership in the Society.
(3) There shall be an annual membership fee as determined by the Board of Directors from time to time, but in no event to be less than $5.00 as required by the Agricultural Societies Act and this fee shall cover the individual’s membership to the Society for a period of one (1) year (from annual general meeting to annual general meeting).
(4) Privileges of Membership: A member shall be entitled to participate in the activities of the Society as shall be defined by the Board of Directors each year, but in any event, every member who was a member of the Society during the previous year and who has paid membership fee for the current year and who has attained the age of 18 years, shall be entitled to vote at the Annual Meeting.
(5) To be eligible to vote at the Annual Meeting and to sign a Special General Meeting Petition, a membership must be paid for the current year and membership must also have been paid in full by February 1st of the previous year.
ARTICLE V – DIRECTORS:
(1) The membership shall elect at the Annual Meeting from among themselves 10 – 15 Directors as authorized under the Agricultural Societies Act.
(2) Term of Office: Beginning for 2014, 10 – 15 directors shall be elected, their term shall be drawn by lot 5 for 3 years, 5 for 2 years and 5 for 1 year. In subsequent years the membership shall elect 5 Directors for a 3-year term.
(3) In the event of a vacancy occurring on the Board by death or resignation of any officer or director or otherwise, the remaining members of the Board shall have power to appoint any member of the Society to fill such vacancy provided that when three or more vacancies occur at the same time, a special general meeting of the Society shall be called and directors elected to fill the vacancies.
(4) The Board of Directors shall have power to act for and on behalf of the Society in all matters, subject to the by-laws and regulations of the Society.
(5) A director may not miss three consecutive meetings or their position may be declared vacant at the discretion of the Board of Directors.
(6) A director and associates and the general membership may enter competitions sponsored by the Society.
(7) No member shall hold office or be entitled to a vote at a meeting or to give notice to amend this constitution and by-laws if at the time in arrears of membership or other fees or dues.
(8) Two-thirds (2/3) of Society members, in attendance, at a Special Meeting, with notification given two weeks prior in a local newspaper, shall have the power to suspend or expel any member(s) who fails to observe any rule or regulation set forth in the constitution and by-laws or whose conduct is, in the opinion of the board, prejudicial to the interests of the Society. The suspended or expelled member(s) shall have the right to apply for re-instatement after a period of one (1) year, but reinstatement shall only be by a vote of two-thirds (2/3) of the members present there at voting.
(9) Any person expelled from any other Agricultural Society shall not be eligible for membership in this Society and if he/she is a member at the time of expulsion, his/her membership shall thereupon forthwith terminate automatically.
ARTICLE VI – OFFICERS:
(1) The Directors shall elect from among themselves at a meeting to be held immediately following the Annual Meeting, a President, 1st Vice-President and 2nd Vice-President
(2) The Directors and President, 1st Vice-President and 2nd Vice-President shall constitute the Board of Directors
(3) The Board from among themselves or otherwise, shall appoint a Secretary, a Treasurer, or a Secretary-Treasurer and Barn Manager who shall remain in office during pleasure and the Secretary or Secretary-Treasurer shall be a member of every committee which may be appointed by the Board and may be appointed managing director, acting under the control and with the approval of the Board. The Secretary shall act as Secretary for both the Board of Directors and for the Society.
(4) The Treasurer or Secretary-Treasurer of the Society, before entering upon the duties of his office, shall give Bond for the faithful performance of his duties and especially for the due accounting for and paying over all monies which may come into his/her hands.
(5) It shall be the duty of the Board in each and every year to inquire into the sufficiency of the security given by such Treasurer or Secretary-Treasurer and to report thereon to the Society, and where the same Treasurer or Secretary-Treasurer is reappointed from year to year, his/her appointment shall not be considered a new term of office, but as a continuation of the former appointment, and any security given to the Society for faithful performance of his/her duties under such reappointment shall continue valid as against the parties thereto.
(6) If the Board neglects to procure and maintain proper and sufficient security, each member thereof shall be personally responsible for all funds of the Society that may have been received
by the Treasurer.
ARTICLE VII – ASSOCIATE
(1) All Associates must be a paid member of the society in good standing
(2) Associate: The Board of Directors has the authorization to appoint an Associate to the Society. An Associate will work as directed by the Board of Directors
(3) An Associate must be 16 years of age.
(4) The term of an Associate will be for a 2 year term. The Board of Directors will deem reappointment for consecutive terms.
(5) An Associate is an individual that provides support to the Board of Directors and the Society year round. This may involve fundraising activities, monthly meetings and participate in discussions at meetings as a non-voting member.
ARTICLE VIII – GENERAL MEETINGS OF THE MEMBERS:
(1) ANNUAL MEETING:
(a) The Annual Meeting of the Society shall be held in the month of JanuarY.
(b) Ten members shall constitute a quorum at the Annual Meeting or any general meeting
(c) At least two weeks’ notice of annual meeting shall be given by publication of a notice of the meeting in at least one newspaper having a general circulation in the municipality in which the headquarters of the Society is situated.
(2) AT THE ANNUAL MEETING:
(a) The Board shall present a report of the activities and accomplishments of the Society since the last Annual Meeting and a detailed statement of receipts and expenditures since the last Annual Meeting and a statement of assets and liabilities of the Society, certified by the auditors, in the form prescribed by the Minister of Agriculture; and
(b) The Directors shall be elected by ballot and appointed by the manner provided in Article V.
(c) The auditor will be appointed at the annual meeting.
ARTICLE IX – SPECIAL GENERAL MEETING:
(a) On the petition of thirty members of the Society, the Secretary, and in his/her absence, the President or 1st Vice-President, shall call a special meeting for the transaction of business mentioned in the petition and the meeting shall be advertised with at least two weeks’ notice of said special meeting. Publication of a notice of the meeting shall be given in at least one newspaper having a general circulation in the municipality in which the headquarters of the Society is situated.
(b) To be eligible to vote at the Special General Meeting , membership must also have been paid in full by February 1st of the previous year. These members meeting this criteria are eligible to vote at any general meeting except where property is involved.
(a) A special general meeting will be called to deal with the selling, mortgaging, leasing or otherwise disposing of property owned by the Society.
(b) Only those persons who have paid for the current year and their membership must also have been paid in full by February 1st of the previous two years are entitled to vote at this meeting.
ARTICLE X – DIRECTORS MEETINGS:
(1) A meeting of the Board shall be called by the Secretary upon the direction of the President, or in his/her absence, the 1st Vice-President, or by any three members of the Board, by notifying all members of the Board at least 7 days prior to the time fixed for such meeting provided that a meeting of the Board may be held immediately following any Annual Meeting, regular or special meeting of the Society without notice.
(2) Quorum: 50 % + 1 members of the Board shall constitute a quorum
(3) Voting: At a Board meeting, only the elected Directors are eligible to vote.
ARTICLE XI – REMUNERATION:
No officer, director or member of a Society except the Secretary, Treasurer, Secretary-Treasurer or Bingo Chair, shall receive any remuneration for carrying out his/her duties as officer, director or member while engaged in duties on behalf of the Society and the Board may fix such remuneration and traveling and living expenses which shall be payable out of funds of the Society.
ARTICLE XII – FISCAL YEAR:
he fiscal year of the Society shall be January 1 of one year to December 31 of the same year.
ARTICLE XIII – CHANGE IN CONSTITUTION, BY-LAWS & REGULATIONS:
By-laws and/or regulations of the Constitution of the Society may be made and/or adopted, amended or repealed at any annual or regular or special meeting of the Society with at least two weeks’ notice of this meeting . Notice of the meeting shall be given by publication in at least one newspaper having a general circulation in the municipality in which the headquarters of the Society is situated. Members will be advised in the notice where they can obtain a copy of the constitution and the proposed changes.
ARTICLE XIV – DUTIES OF OFFICERS:
(1) Officers of a Society are responsible for the safe custody of:
(a) Deeds, title papers and other documents relating to the Society’s property;
(b) At least one copy of the minutes of proceedings, resolutions and by-laws of the Society;
(c) Books and records of the Society
(2) The signing officer of the Society may be two of the following; the Treasurer, Secretary, President or the Past President.
(3) The Secretary and Treasurer shall perform duties as outlined in the Agricultural Societies Act.
(1) Roberts Rules of Order shall govern the Society on all matters not governed by the By-laws.