CONSTITUTION AND BY-LAWS OF
The name of the Society shall be “THE MOUNTAIN TOWNSHIP AGRICULTURAL SOCIETY,” henceforth known herein as ‘the Society.’
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 said Agricultural
The purpose of the Society shall be in accordance with Article 8, Section 1, Subsections A to H of the Agricultural Societies Act, Which reads as follows:
8-(1) 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) surveying and studying the agricultural and living conditions and by doing such acts as may assist in solving the rural economic and social problems of the district surrounding the headquarters of the society;
8-(2) 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. 1970, c. 15, s.8)
(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 the representative or agent of such Firm or Company and that person only shall exercise the privileges of 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 $2.00 as required by the Agricultural Societies Act.
(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.
(1) The membership shall elect at the Annual Meeting from among themselves 16 directors as authorized under the Agricultural Societies Act.
In addition, four (4) Junior Directors, being between the ages of 14-18, may be elected as members of the Board.
(1) The Directors shall elect from among themselves, at a meeting
to be held immediately following the Annual Meeting, a President, 1st Vice-President, 2nd Vice-President.
(2) The President, 1st Vice-President, 2nd Vice-President and remaining 16 Directors making it 18 Directors shall constitute the Board of Directors.
(3) The Board shall appoint a Secretary and a Treasurer, or a Secretary-Treasurer 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. 9s.16, ss.6). The Secretary shall act as Secretary for both the Board of Directors and for the Society.
(3)-a The Treasurer or Secretary-Treasurer of the Society, before entering upon the duties of his/her office, shall give Bond for the faithful performances of his/her duties and especially for the due accounting for and paying over all monies which many come into his/her hands.
-b 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 the same Treasurer or Secretary-Treasurer for any Society is reappointed from year to year, his/her reappointment shall not be considered as a new term of office, but as a continuation of the former appointment, and any security given to the Society for the faithful performance of his/her duties under such reappointment shall continue valid as against the parties thereto.
-c 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.
GENERAL MEETINGS OF THE MEMBERS
(1) Annual Meeting:
a- The Annual Meeting of the Society shall be held during November.
b- Fifteen members shall constitute a quorum at the Annual Meeting.
c- At least two weeks notice of every annual meeting shall be given by publication of a notice of the meeting in at least one newspaper having a general circulation in any municipality in which headquarters of the society is situate and by mailing notice of the meeting to every member of the society at the address furnished to the secretary.
(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 the revenues and expenditures since the last Annual Meeting and a statement of the assets, liabilities and surplus of the Society, certified by the auditor(s), in the form prescribed by the Minister of Agriculture; and
b- The Directors including the auditor(s), shall be elected and appointed in the manner provided by Article V, and any additional Junior Directors shall be elected and any Honorary Directors shall be appointed.
c- At any such meeting, only those members who were members of the society during the previous year and who have paid the membership fee for the current year are entitled to vote.
(3) Seven members shall constitute a quorum at any general meeting.
SPECIAL GENERAL MEETING
(a) (i) On the petition of fifteen members of the Society, the Secretary, and in his/her absence, the President or 1st Vice-President shall call a special general meeting for the transaction of the business mentioned in the petition and the meeting shall be advertised in the manner prescribed by subsection 3 of section 9 of the Act and the advertisements shall state the nature of the business to be transacted.
(ii) Only those present who are members for the current year and who were members in the previous year are eligible to vote at any general meeting except where property is involved.
(b) (i) A special general meeting will be called to deal with the selling, mortgaging, leasing, or otherwise disposing of property owned by the Society.
(ii) Only those persons who are members for the current year and who were members for the two previous years are entitled to vote at this meeting.
(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 seven days prior to the time fixed for such meeting. A meeting of the Board may be held immediately following any annual, regular, or special meeting of the Society without notice.
Seven members of the Board shall constitute a quorum.
No officer, director or member of a Society, except for the Secretary, Treasurer, Secretary-Treasurer or Manager, shall receive any remuneration for carrying out his/her duties as officer, director or member, but traveling and living expenses may be allowed any 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 shall be payable out of the funds of the Society.
The fiscal year of the Society shall be from October 1st to September 30th.
CHANGE IN CONSTITUTION, BY-LAWS AND REGULATIONS
Changes to the constitution must be made at an Annual Meting, 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 meeting of the Society or at a Special meeting of which notice has been given in the manner provided by subsection 3 of section 9 on the Agricultural Societies Act. Changes can be made by 2/3 vote of the members present.
NOTE: All regulations as set forth in the Agricultural Societies Act or as it may be revised from time to time, shall become a part of this constitution.
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 minutes of proceedings, resolutions and by-laws of the Society
(c) books and records of the society
(2) The signing officer(s) of the Society shall be any of the Secretary-Treasurer, President or 1st Vice-President.
(3) The Secretary-Treasurer of a Society shall:
(a) attend all meetings of the society and keep true minutes thereof
(b) conduct the correspondence of the society; and
(c) keep a record of
-(i) all business transactions of the society;
-(ii) all resolutions passed by the society;
-(iii) all amendments to the by-laws of the society;
-(iv) a list of the members of the society and their addresses
-(v) a list of the names and address of persons to whom prize money is paid and the amounts paid to each person
-(vi) all reports of committees that may from time to time be appointed by the society, and
-(vii) all annual statements and financial and auditor’s reports
-(viii) receive all moneys paid to the society and deposit them to the credit of the society in a chartered bank, as the society may be resolution direct;
-(ix) keep the securities of the society in safe custody;
-(x) keep of cause to be kept proper books of accounts or moke or cause to be made entries of all receipts and expenditures of the society;
-(xi) prepare the annual financial statement of the society; and
-(xii) prepare reports showing the financial position of the society, as the officers from time to time direct.