The Constitution and By-Laws of the Society of Ontario Nut Growers (SONG)
Name: This Association shall be known as The Society of Ontario Nut Growers SONG.
Objectives: The objectives of this association shall be:
Membership: Membership in this society shall be open to all persons who are interested in supporting its objectives regardless of place of residence. Application for membership shall be presented to the Treasurer in writing accompanied by the required dues.
Regional Chapter formation is encouraged by SONG to aid in the exchange of information and material. SONG's Constitution is to be a guide to regional chapter functioning except where specific compliance is required. A regional chapter will consist of a minimum of five members of which a minimum of three are SONG members. A regional chapter will propose its name and main area of geographic interest. The chapter, its name and area will be confirmed at the subsequent Annual SONG Meeting. In future years the SONG Treasurer will indicate the existence of each regional chapter.
Officers and Board of Directors: The elected officers shall consist of a President, a Vice-President, a Secretary, a Treasurer or Secretary-Treasurer, and the Editor. These (4) or (5) officers together with the two (2) immediate Past Presidents not presently holding an elective office, plus two (2) additional members appointed at the discretion of the President, shall constitute the Board of Directors of the organization. Upon confirmation of a regional chapter of SONG, the Chairperson of the regional chapter will automatically become a member of the Board of SONG. The president elect will reduce his appointments to the board by one if one regional chapter exists or by both if more than one regional chapter exists.
Amendments: This Constitution and its By-Laws may be amended by a two-thirds (2/3) vote of the members voting at any regularly called meeting; notice and copy of such amendment having been mailed by any member to each member thirty (30) days before the date of said meeting.
Duties of Officers and Board of Directors
The President: The President shall preside at all meetings of the organization and shall be chairman of the Board of Directors. He shall be responsible for all business transactions of the organization, which must conform to the Constitution and By-Laws. He shall appoint standing committees and other special committees that the organization may authorize, except the Nominating Committee. It shall be the responsibility of the President to arrange for the place, time, and program of all regular meetings. Such meetings to be held in various locales in consideration of the residence of the current membership.
The Vice-President: The Vice-President shall serve as President-Elect, and in the absence of the President shall perform the duties of that office.
The Secretary: The Secretary shall keep permanent records of all meetings of the organization and the Board of Directors. He shall handle all correspondence, notices of meetings and special events. He shall present the Secretary's Report at all meetings.
The Treasurer: The Treasurer shall collect dues, pay authorized bills, maintain a record of membership and distribute membership cards and membership lists annually. He shall notify members when their dues are about to expire and, if necessary, that their dues have expired. He shall present the Treasurer's report at all meetings. e, with the assistance of the President, shall prepare the annual budget and shall obtain approval of this budget by the Board of Directors in advance of the annual meeting, He shall provide the Secretary with a current membership list.
The Editor: The Editor shall publish and distribute "The SONG News" at least twice each year.
The Board of Directors: The Board of Directors shall manage the affairs of the organization between meetings. It shall pass on the annual budget. A quorum of the Board of Directors shall consist of four (4) members including at least two (2) current officers. The President shall call a meeting of the Board of Directors prior to each regularly scheduled meeting of SONG. Any member of the Board of Directors may call a meeting of the Board by notifying all members in writing at least one week prior to the meeting.
The officers shall be elected at the annual meeting and shall hold office for one year, beginning immediately following the close of the annual meeting.
In addition to presentation of a slate of officers by the Nominating Committee, nominations may be made from the floor at the annual meeting.
All members whose dues are paid are eligible to vote.
The annual dues shall be ($15.00) per member. The year through which a member is paid up will appear on the mailing address label. A lapsed date will indicate dues are due. By paying for two years dues, members can receive a basic guide to growing the different nut species under Ontario conditions.
The fiscal year shall be the same as the calendar year. Annual membership shall begin January 1st and end December 31st.
New members paying dues after October 1st would not be required to make any additional payment at the succeeding annual dues date of January 1st.
Solvency: Money spent shall not exceed the amount in the SONG Treasury. Debt obligation exceeding the SONG Treasury will be meet be persons of first hand involvement. Regional Chapters shall not obligate SONG to debts. Regional Chapters will be self-funding except that for each members, who is also a member of SONG, 10% of the current paid-up dues can be funded to the regional chapter, which is the first choice of that member. Upon membership list submission, partial payment may be made from the SONG Treasury at the discretion of the Treasurer. Full payment will lag until the completion of the current SONG fiscal year.
Grace Period: Members whose dues have not been paid within six months after the dues date of January 1st will be dropped from the roll.
There shall be a minimum of one (l) meeting a year with such other special meetings as may be decided by the membership or the Board of Directors. The annual meeting shall be held on the last Saturday of July.
A quorum at a regularly called meeting shall consist of seven (7) eligible voting members and must include at least two (2) members of the Board of Directors. Absent members may vote by proxy for any changes in the Constitution and By-Laws. Proxy vote must be received by the Secretary or Secretary/Treasurer at least three (3) days prior to the meeting.
The order of business at all regularly scheduled meetings shall be as follows:
The order of business as stated above may be set aside by a 2/3 vote of the members present at any regular meeting.
SECTION V Standing Committees
As soon as possible after the annual meeting, the President shall appoint the following committee:
1. Membership and Publicity Committee.
The organization shall publish a bulletin containing news items, reports of meetings and other information pertaining to nut-tree culture. The bulletin shall be published at least bi-annually. A Copy of the Constitution shall be sent to all new members and a copy of the membership list shall be sent to all members annually. The bulletins shall be distributed to all members and a complimentary copy sent to the Secretary of the Northern Nut Growers Association.
Other organizations interested in nut tree culture can, upon request, receive a free copy of the bulletin.
Preparation of the news bulletin and other literature authorized by the Board of Directors shall be the responsibility of the Editor unless delegated otherwise by the Association or its Board of Directors.
The Nominating Committee shall consist of the immediate Past President, who shall serve as Chairman, and two members elected by the attending membership at the annual meeting. It shall be the duty of the Nominating Committee to hold a meeting prior to the next Annual meeting and to present a slate of nominees for the elective offices at the Annual meeting.
One (1) auditor shall be elected at the Annual Meeting for the forthcoming year. It shall be the duty of the auditor to audit the Treasurer's Books and present his report at the Annual Meeting.
October 14, 1972 as amended July 29, 1978
The Constitution and By-Law No. 1 of the Society of Ontario Nut Growers - Eastern Chapter18 March 2000.
The Ottawa Area Chapter is constituted a Regional Chapter of the Society of Ontario Nut Growers (SONG) in accordance with the Constitution of SONG.
The Ottawa Area Chapter adopts the following By-Laws to govern its functioning as a Regional Chapter in accordance with Article IV of the Constitution of SONG.
By-Law No. 1