CONSTITUTION AND BYLAWS
of the
COLLINS BAY AND DISTRICT HORTICULTURAL SOCIETY
Revised: Oct 5, 2026 Approved: Penny MacNaughton
The Indigenous Land Acknowledgement Statement
We acknowledge that this traditional territory of the Anishinaabe, Haudenosaunee, Mississauga, Huron-Wendat, and Omámíwinini is home to many indigenous people from across Turtle Island. Long before today, the aboriginal people were the stewards of the land. We are grateful for the opportunity to be here, and we thank all people who have taken care of this land for many generations. To acknowledge this is to recognize the long history and significance of these peoples whose practices and spiritualities were tied to the land.
ARTICLE 1: NAME AND AUTHORITY
1.1 Name: The organization shall be known as the Collins Bay and District Horticultural Society (the “Society”).
1.2 Authority: The Society is organized under the Agricultural and Horticultural Organizations Act of Ontario. This constitution shall be interpreted to conform to said Act.
ARTICLE 2: PURPOSES
The objective of the Society is to encourage interest and improvement in horticulture by:
2.1 holding meetings respecting the theory and practice of horticulture.
2.2 encouraging the planting of trees, shrubs, and flowers on public and private grounds.
2.3 promoting balcony and community gardening, outdoor beautification, and environmental protection.
2.4 arranging field trips, contests, competitions and exhibitions related to horticulture and awarding of prizes.
2.5 distributing and promoting horticultural materials and information to the public and youth.
2.6 promoting the benefits of therapeutic horticulture.
2.7 providing a horticulturally related speaker program, with suggestions from the Society members.
ARTICLE 3: HEAD OFFICE
3.1 Location: The head office shall be located at St. Peter’s Anglican Church, 4333 Bath Road, Kingston, Ontario, or at such other place as the Board may determine.
ARTICLE 4: MEMBERSHIP
4.1 Membership Year: October 31 to November 1
4.2 Eligibility: Membership is conferred, once membership fees are paid, to persons 18 years or older. Persons age 6 to 18 years of age may become Associate members.
4.3 Corporate Members: Firms or companies may become members; however, only one designated representative may exercise membership privileges.
4.4 Fees: Annual fees (for Single or Family – to maximum of 3 persons) are determined by the Board and are payable every November.
4.5 Voting: Only members 18 years or older are entitled to vote at the annual general meeting (AGM) and general meetings. Associate members may participate in discussions but cannot vote or hold office.
4.6 Life Members: The Board may appoint life members at its discretion.
ARTICLE 5: THE BOARD
5.1 Composition: The Board shall consist of 4 to 5 directors plus the president, vice-president, secretary, treasurer, and immediate past president (total: 9–10). Only members 18 years of age or older may hold office.
5.2 Election: The board directors and executive officers shall be nominated and elected at the AGM.
5.3 Vacancies: The Board may appoint any Society member to fill a vacancy until the next AGM. If three or more vacancies occur simultaneously, a special general meeting must be called for elections.
5.4 Committees: The Board shall establish standing and sub-committees (examples: Membership, Flower Shows, Program, Monthly Snacks, Plant Sale) as required. No committee may spend funds without Board approval.
5.5 Attendance: It is the duty of directors to attend meetings and cooperate with the executive to advance the Society’s work.
5.6 Power: Subject to the bylaws and regulations of the Society, the Board has power to act for and on behalf of the Society in all matters.
ARTICLE 6: EXECUTIVE OFFICERS
6.1 Election: The executive officers (president, vice-president, secretary, and treasurer) are elected at the AGM.
6.2 Term Limits: The president may serve a maximum of two (2) consecutive years.
6.3 Security: The treasurer shall present treasurer’s reports at board and monthly meetings.
6.3.1 The Treasurer shall use sound financial practices with consistency to ensure accountability.
6.4 Succession: The president should involve the vice-president wherever possible to prepare him/her for the role of president.
ARTICLE 7: DUTIES OF EXECUTIVE OFFICERS
7.1 General Responsibility: Officers are responsible for the safe custody of Society property, including deeds, title papers, resolutions, bylaws and minutes. Outgoing officer(s) must pass all information, books and records to the next executive officer(s) within 4 weeks of leaving the position.
7.2 President:
7.2.1 Leadership: Chairs all meetings and oversees Society business.
7.2.2 Governance: Acts as an ex-officio member of all committees and ensures compliance with OHA/GardenOntario regulations.
7.2.3 Operations: Sets meeting dates, ensures volunteer hours are recorded, and shares relevant correspondence with membership and/or board.
7.2.4 Reporting: Submits the OHA/GardenOntario Society Annual Information Report online before the OHA/GardenOntario deadline of February 1. Presents a review of the year’s work at the Society’s AGM.
7.2.5 Webpage: Ensures Society information on OHA/GardenOntario website is current and complete.
7.2.6 Attendance: Attends, if possible, and encourages others to attend OHA GardenOntario District 3 meetings and provincial conventions.
7.2.7 Insurance: Requests insurance certificate(s) each fiscal year from GardenOntario website, as needed.
7.3 Vice-President(s):
7.3.1 Performs the duties of the president in their absence and assists with special projects or committees.
7.4 Treasurer:
7.4.1 Records: Maintains financial records and prepares the annual budget. Backs up all records on an external device.
7.4.2 Banking: Manages deposits and ensures there are two authorized signatures on all cheques. Transactions are limited to deposits and cheques.
7.4.3 Compliance: Submits Annual Return form with financial statements and supporting documents to Ontario Ministry of Agriculture, Food and Agribusiness (OMAFA) using Transfer Payment Ontario (TPON) – deadline February 1.
7.4.3 Reports: Presents a treasurer’s report at board and membership meetings, showing the current financial position of the Society.
7.4.4 Review: Facilitates the Society annual financial review and presents a reviewed financial statement for previous year at AGM. Presents a motion to the members at AGM to appoint two qualified individuals to review the financial records. [See Article 9.3]
7.4.5 Retention: Retains financial records for seven (7) years.
7.5 Secretary:
7.5.1 Minutes: Keeps an accurate account of the proceedings of all annual, board and general meetings and provides minutes for the membership.
7.5.2 Records: Maintains current lists of officers, directors, and committee members. Keeps a record of annual statements, financial reports, committee reports, resolutions and bylaw amendments. Backs up all records on an external device.
7.5.3 Custody and Maintenance: Retains official correspondence and files for seven (7) years. Maintains and passes on to the next secretary all Society files including the Society’s bylaws within four (4) weeks of leaving the position.
7.6 Immediate Past President:
7.6.1 Nominations: Along with an elective committee of one or two members of the Society, approaches prospective members of the Society and encourages them to seek office. Makes a report to the Society at the AGM.
7.6.2 Meeting Programs: With suggestions from the membership, endeavors to provide programs for the membership eight (8) times a year.
ARTICLE 8: MEETINGS
8.1 Interpretation: A meeting of the members, the executive and/or board, a committee and the annual general meeting may take place in person and/or by telephonic or electronic means that permits all participants to communicate adequately
with each other during the meeting. An individual participating by such means is deemed to be present at that meeting.
8.2 Annual General Meeting (AGM): Held on the second Monday of December or as determined by the Board. Requires at least two weeks’ notice.
8.3 General Meetings: Held monthly (except January, July, and August).
8.4 Board Meetings: The president shall call a board meeting at least three times per year. (January, April and October).
8.5 Quorums:
8.5.1 AGM & General Meetings: 20% of the membership present.
8.5.2 Board Meetings: 50% of the Board members.
ARTICLE 9: FINANCE
9.1 Fiscal Year: November 1 to October 31.
9.2 Disbursements: All cheques require signatures from two of three designated signing officers.
9.3 Review: Financial records must be reviewed annually by at least two qualified individuals. Volunteer reviewers must not be current members of the executive or board, be related to one another, be related to any member of the executive or board, or be living with/cohabiting with any member of the executive or board.
9.4 Inspection: Financial accounts and other society books shall be made available for inspection by any member’s reasonable request.
9.5 Discretionary Spending: The president may spend up to $100 per instance (maximum $300 per year) without prior approval, to be reported at the next general meeting.
9.6 Spending Limit: The Society shall not spend more than 50% of its total annual receipts (excluding specific grants or donations) on any single objective.
ARTICLE 10: CHANGE IN CONSTITUTION AND BYLAWS
10.1 Process: The bylaws may be made and/or adopted, amended or repealed by the Board, provided it is confirmed by a two-thirds majority of members voting at an AGM or general meeting.
10.2 Notification: At least 2 (two) weeks’ notification to all membership prior to the meeting shall be given.
ARTICLE 11: INDEMNIFICATION
11.1 Every director and officer of the Collins Bay and District Horticultural Society and his or her heirs, executors and administrators respectively shall from time to time, and at all times, be indemnified and saved harmless out of the funds of the Collins Bay and District Horticultural Society only from and against:
- all costs, charges and expenses whatsoever such director or officer sustains or incurs in or about any action, suit or proceeding that is brought, commences or
prosecuted against him or her for or in respect of any deed, act, matter or thing whatsoever made, done or committed by him or her, in or about the execution of the duties of his or her office;
- all other costs, charges and expenses he or she sustains or incurs in or about or in relation to the affairs of the Collins Bay and District Horticultural Society; except such costs, charges and expenses as are occasioned by his or her own negligence or default, or failure to act honestly and in good faith with a view to the best interests of the Collins Bay and District Horticultural Society. The Collins Bay and District Horticultural Society may provide insurance to cover this liability of the Collins Bay and District Horticultural Society.
