BYLAWS

1. Name

The name of this association shall be “Vintage Iron and Traditions, Eastern Ontario”

2. Authority

This association is incorporated as a “Not for Profit Corporation” under the Companies and Personal Property Security Branch of the Government of Ontario, Ministry of Government and Consumer Services.

3. Interpretation

The acronym “VITEO” refers to Vintage Iron and Traditions, Eastern Ontario.

The terms “association” and “society” refer to the group known as “Vintage Iron and Traditions, Eastern Ontario”.

The term “Board of Directors” refers to the Board of Directors of Vintage Iron and Traditions, Eastern Ontario.

The term “Special Resolution” means a resolution passed by not less than three-fourths of such members entitled to vote as are present in person at a general meeting of which notice specifying the intention to propose the resolution as a special resolution has been duly given.

4. Purpose

The group, “Vintage Iron and traditions, Eastern Ontario”, is a non-advocacy, not-for-profit organization that exists to enhance and enable the work of protecting, conserving, restoring and promoting the preservation of the artefacts and history related to early rural life in Eastern Ontario.

5. Objectives

a. To organize or participate in heritage related activities designed to:

– preserve, protect and restore artefacts related to early rural life in Eastern Ontario.

– preserve, protect and re-enact traditions, customs and practices related to early rural life in Eastern Ontario.

– improve awareness and understanding of artefacts and the contexts in which they were used.

b. To maintain a register of members and their collections as a resource for demonstrations and displays.

c. To maintain and promote the oral history of Eastern Ontario.

d. To establish a permanent collection of artefacts significant to the development of early rural life in Eastern Ontario.

e. To provide opportunities for education and training in the demonstration and interpretation of historical artefacts and practices.

f. To provide information and training in regards to the safe operation and demonstration of historical artefacts, machinery and practices.

g. To inform and involve the general public in the above objects as it is safe and possible to do so.

h. To do all other such things as are incidental or conducive to the attainment of the above objects.

i. Conduct VITEO affairs in a manner which ensures active consultation with its membership and the general public.

j. Operate in a fiscally and environmentally responsible manner.

k. Ensure a safe and supportive work environment for VITEO attended or sponsored events.

6. Membership

Membership in the Society shall consist of those who support the objects of the Society and contribute to its financial support through the payment of predetermined yearly fee.

No formal admission to membership shall be required and the entry in a Register of Members by the Secretary of the name and address of any individual shall constitute admission to membership in the Society.

Organizations may be admitted to membership in the same manner. However, the name of only one person may be entered as the representative or agent of said organization and that person only shall exercise the privileges of membership.

An annual membership fee will be required, set annually in consultation with the membership at the Annual General Meeting.

The Board of Directors may waive the payment of fees and award honorary memberships at its discretion.

Any member may participate in any given association activity or event.

Membership and all membership rights shall cease if a member fails to pay its membership fee within four months of notification, or if the Board finds the member does not support the objects of the association.

Those to whom the association is ultimately accountable shall be the members of the Society. This will include a minimum of five (5) subscribers to the Memorandum of Association incorporating said society.

Every member of the Society shall be entitled to attend any meeting of the Society and to vote at any meeting of the Society and, if of legal age, to hold any office.

Membership in the Society shall not be transferable.

Membership in the Society shall cease upon the death of a member, or if by notice in writing to the Society, he/she resigns his/her membership, or if he/she ceases to qualify for membership in accordance with these by-laws.

7. Board of Directors

The board is responsible for overall policy and direction of the association, and may delegate responsibility for activities and events. The board shall have up to 8 and not fewer than 6 members. No board member shall receive any compensation other than reasonable incurred expenses.

The board shall at least 4 times per year, (Jan, April, July and Oct), at an agreed upon time and place.

Quorum will be attended by at least 60% of the board members before business can be transacted or motions made and passed.

All board members shall serve a term of 3 years and are eligible for re-election. Directors will be elected by a majority vote of the current membership.

8. Officers and Duties

There shall be 4 officers of the board consisting of a Chair, Vice-chair, Secretary and Treasurer and 3 Directors.

The chair shall convene regular meetings and the annual general meeting and shall preside or arrange for other members of the executive committee to preside at each meeting.

The Vice-chair will chair committees on special subjects as designated by the board.

The Secretary shall be responsible for records keeping, recording of minutes, communications between the board and the members and maintaining corporate records.

The Treasurer shall chair the finance committee, make regular reports to the board and make all financial information available to the board members, members and the public.

Vacancies will be filled by a nomination and vote process. The vacancy will be filled only to the end of the original board members term.

A board member shall be dropped for excess absences from the board if he/she has three unexcused absences from board meetings in a year. A board member may be removed for other reasons by a 70% vote of the remaining directors.

9. Meetings

Shall take place at a site agreed upon at the time of the previous meeting, to conduct any business and/or actions consistent with the purpose of the association.

Special meetings may be called by the Chair or Executive committee.

Proper notice for membership meetings shall be emailed no less than two weeks before the meeting;

Each year on the first Sunday of April, one membership meeting shall be designated as the Annual General Meeting at which the following business will be conducted;

i) Election of board members and officers if their terms have expired or other events require that position(s) be filled;

ii) Approval of an annual report, which shall include a financial report and budget.

10. Fiscal Year

The fiscal year of the Society shall be the period from Jan 01, 20XX to Dec 31, 20XX.

11. General Operating Procedures

VITEO is committed to working in a non-sexist, non-racist, non-violent and democratic manner standard, at minimum in accordance with the Ontario Human Rights Code and the Canadian Charter of Rights and Freedom.

At any membership meeting, any member may request that a majority vote be taken. In these cases, each paid-up member shall be entitled to one vote. A simple majority will decide the question except as otherwise stated in these By-laws. Generally voting will be by show of hands, but a secret ballot may be requested by any member.

The Chair may vote at a membership meeting.

“Robert’s Rules of Order” shall govern the association on all matters not covered by these by-laws.

VITEO will remain non-partisan on political issues.

12. Amendments

This structure may be amended at any membership meeting with at least twelve members present and with the support of 2/3 of the members present.

Members must be given six (6) weeks written notice of any proposed amendment.

Approved by AGM May, 2011.