THE TORONTO BONSAI SOCIETY
CONSTITUTION AND BY-LAWS

CONSTITUTION

Article 1

The name of the organization shall be called “The Toronto Bonsai Society”, hereinafter referred to as the Society. The Society is a not-for-profit organization, all incomes from whatever sources shall be used to further the following objectives.

Article 2 The objectives of the Society shall be:

  • To advance education among its members and the public in the aesthetic, historical, and horticultural aspects of the Art of Bonsai and Bonsai related arts.
  • To promote knowledge, interest, appreciation, and enjoyment of the Art of Bonsai.

Article 3 Membership

Section 3.1

Membership in the Society shall be open to anyone interested in furthering the objectives of the Society and who pays the required dues.

Section 3.2 Categories of Membership

  • Active membership: Any person paying the annual single, family, senior citizen, or student membership dues.
  • Corresponding membership: Any person unable to attend meetings who wishes to receive mailings from the Society and who pays the annual corresponding membership dues.
  • Honorary membership: Any person who, by their understanding and dedication to the Art of Bonsai has notably furthered its appreciation. Honorary members shall be appointed by the Executive Board.

Section 3.3 Privileges of Membership 

Active membership carries with the following privileges:

  • Participation in workshops, lectures, demonstrations, and critiques.
  • Exhibiting Bonsai at the Society sponsored exhibitions. 
  • Free admission to the Society Bonsai exhibits. 
  • Use of the Society’s extensive library.
  • Receiving, free of charge, the monthly Society publication “The Journal”.
  • Participate in Society sponsored sales.
  • Purchase tools and wire at club subsidized prices.

Section 3.4 Responsibilities of Membership

     By taking out membership in the Toronto Bonsai Society, the member agrees:

  • To support and promote the objectives of the Society.
  • To abide by established policies which regulate the Society’s activities.
  • To commit to a standard of (personal) conduct that will not tarnish or otherwise hold the Society in disrepute.

Section 3.5

Voting members shall be made up of active members.

Article 4 Officers

Section 4.1 The elected officers of the Society shall be: 

  • President
  • Vice-President
  • Treasurer
  • Recording Secretary
  • Supply Coordinator
  • New Member Host
  • Membership Secretary
  • Webmaster

Section 4.2

Any vacancies among the officers may be appointed by the Executive Board, if deemed necessary, by a simple majority of the Board.

Section 4.3

The officers of the Society shall be elected at the June general meeting for a two-year term. No officer shall serve more than two consecutive terms in the same office, unless appointed by the Executive.

Section 4.4

No officer or executive member shall be remunerated in the form of wages, salary, goods or services for their labour or duties to the Society.

Article 5 Executive Board

Section 5.1 The Executive Board of the Society shall be: 

  • Elected Officers
  • Appointed Officers
  • Past President
  • Honorary President

Section 5.2

The management of the affairs of the Society shall be vested in the Executive Board, which shall report to the Society at the June general meeting and as may be deemed necessary by the Board and through reports in the Society’s Journal.

Section 5.3

     A quorum shall be 50% of the Executive.

Section 5.4

Only elected or appointed officers have voting rights.

Section 5.5

In the event of a tied vote of the Executive Board the President shall have the tie-braking vote.

Section 5.6

Any Executive Board position can be shared but has only one vote.

Article 6 Meetings

Section 6.1

General meetings shall be held monthly September through June on the second Monday of each month.

  • June shall be designated as the Annual General Meeting (AGM).
  • Election of officers shall be at the AGM every second year.
  • Each elected or promoted officer shall present a report to the AGM every year.

Section 6.2

Questions arising at any meeting of the Society shall be decided by a simple majority vote of those present and entitled to vote.

Section 6.3

Twenty-five percent of the active membership shall constitute a quorum.

Section 6.4

Beginners Session meetings shall be held on a monthly basis, except February, and will be held one hour before the general meeting commences.

Article 7 Fiscal Year

The fiscal year of the Society shall be September 1 to August 31.

Article 8 Amendments

Any amendment of this constitution must be submitted to the Executive Board for submittal to the general membership. Amendments approved by the Board must be publicized in the “Journal” one month prior to a general meeting or extraordinary general meeting called for this purpose. Any amendment has t0 be passed by a two-thirds majority of active members at a general meeting.

Article 9 Journal

Section 9.1
The purpose of the “Journal” is to inform and educate members in all aspects related to Bonsai, including club related activities.

Section 9.2
The “Journal” is also intended to provide the opportunity for members to place advertisements related to Bonsai. The fees for such ads will be established by the Executive.

Section 9.3
The Executive will determine the editorial policy and approve the contents of the “Journal”.

Section 9.4

  • The founding date of the Society (January 1964) should be included on the cover. 
  • The deadline for each month’s articles should be published. 
  • The “Journal” contents should be established and approved prior to publication.

BY-LAWS

Number 1 Membership

Section 1.1

Membership dues shall be reviewed periodically by the Executive Board and approved by the Society at the Annual General Meeting.

Section 1.2

New members joining in May or after shall be considered fully paid members for the following fiscal year.

Section 1.3

Membership ceases at the end of November for any unpaid dues. Membership can be extended until the end of December with the discretion of the Membership Secretary.

Section 1.4

Membership, of any member of the Society, may be revoked by a majority decision (75%) of the Executive Board, upon finding by the Board, that the member is no longer embracing any or all of the responsibilities of membership.

Number 2 Duties of Officers and Appointed Officers

Section 2.1

The President shall preside at all Executive Board meetings and call all general meetings to order.

  • Act as Chair of the Executive Board.
  • Appoint committee chairs with the approval of the Board and perform all other duties pertaining to the chief executive of the Society.
  • Shall be ex-office member with voting power, of all committees with the exception of the nominating committee.
  • In conjunction with the Executive Board will set the monthly program.
  • Will act as a goodwill ambassador for the Society.
  • To arrange rental agreements for functions by the Society.

Section 2.2

The Vice-President shall assume all duties of the President if the latter is unable to preside.

  • To be considered to be a “President-in-Training” and should be willing to be nominated as President at the end of the Presidents term of office.
  • To be in charge of the Beginners Sessions, arrange for presenters and decide on the subjects to be covered.
  • To be responsible for all inquiries addressed to he club concerning membership and Bonsai related items.

Section 2.3 The Treasurer whose duties shall be:

  • To receive all Society funds and deposit them in the Society’s name in a bank designated by the Executive Board.
  • Any expenditure in excess of $200.00 must have the prior approval of a simple majority of the Executive Board.
  • The Treasurer shall keep a record of the receipts and disbursements and make such reports, as the Executive Board shall from time to time deem necessary.
  • All cheques shall be signed by the Treasurer or the President.
  • A financial report must be presented at the September Executive meeting and is to be published in the October “Journal”.
  • To forecast any foreseeable expenses or receipts.
  • To prepare an annual budget.
  • To provide an adequate float for the annual shows, raffle sales, auction and tool and wire sales.

Section 2.4 The Recording Secretary whose duties shall be:

  • To record the minutes of all Executive Board meetings.
  • To distribute minutes to the Board with two weeks of each meeting.
  • Minutes should abide by an established format.

Section 2.5 The Supply Coordinator whose duties shall be:

  • To coordinate the sale of tools and wire.
  • To make sure there is an adequate supply of wire and tools available for club use (wire caddy) and for members to purchase.
  • To generate a tool and wire order, have it approved by the Executive and order from a reliable supplier.

Section 2.6 The New Member Host whose duties shall be:

  • To meet new members.
  • To introduce new members to the Librarian and Supply Coordinator. 
  • To hand out an information package.
  • To explain the Society programs including the Beginners Session.

Section 2.7 The Membership Secretary whose duties shall be:

  • To collect dues and issue membership cards.
  • To prepare and maintain a list of members for the Editor/Publisher, the President, Vice-President and Librarian each month.
  • Treat the membership list as confidential information, which is not to be given or sold to any outside agency.
  • To register members for club sponsored workshops and collect appropriate fees.
  • To contact non-renewing members and find out the reason for discontinuation of membership.
  • To collect the money after the annual silent auction.
  • To collect all mail from the Society mailbox.

Section 2.8 The Past-President whose duties shall be:

  • To maintain show equipment and supplies.
  • To arrange for labeling and displaying trees at shows. 
  • To coordinate show layout.

Section 2.9 The Webmaster whose duties shall be:

  • To maintain the Society website and keep it current.
  • To announce Society events on the web.
  • To solicit paid advertising for the web site.
  • To inform other Bonsai clubs of upcoming events of the Society.

Section 2.10 The Editor/Publisher whose duties shall be:

  • To prepare the monthly “Journal” containing items of interest and information for the club.
  • To solicit articles for the journal from the membership.
  • To have the journal proofread by the Executive Board.
  • To send out the journal by email or regular mail not less than one week prior to any general meeting.

Section 2.11 Support Staff:

  • Support staff may attend and participate in Executive Board meetings, but do not have voting rights.
  • Support staff can be promoted for one term to Appointed Officers by a single majority vote by the Executive Board. 
  • Support staff is:
  • Librarian
  • Social Convener
  • Editor/Publisher 

Section 2.12 The Librarian whose duties shall be:

  • To maintain appropriate records of books lent out. 
  • To purchase new books.
  • To receive subscription magazines.
  • To keep a proper inventory of the lending library. 
  • To follow up on overdue members.
  • To securely store books in the book can.

Section 2.13 The Social Convener whose duties shall be:

  • To obtain a “Special Occasions Permit” from the LCBO.
  • To send a copy of the permit to the venue where the function is held. 
  • To display the permit in a conspicuous place.
  • To buy appropriate amount of wine, beer, pop and diet pop. 
  • To provide snacks to be consumed at the bar.
  • To tend the bar during the function.
  • To store left over wine, beer and pop.
  • To provide glasses, napkins and other items needed for the bar. 
  • To buy non-alcoholic beverages for the annual silent auction.
  • To sell raffle tickets at the general meetings.

Section 2.14 Special Committees:

A special committee may be appointed by the Executive Board to undertake any special work of a temporary nature. Such a committee shall be discharged upon completion of its duties.

Section 2.15 Resigning Officers:

  • Resigning officers must indicate in their resignation if they are resigning only their position or from the board.
  • Officers resigning only their will be considered as members-at large until the next election.

General

Any officer or appointed officer is encouraged, with the approval of the Board, to obtain the services of assistant(s) to ensure the efficient performance of their duties.

Number 3 Executive Board Meetings

  • The Executive Board shall meet monthly, September through June, on the third Monday of’ each month and more often at the discretion of the President of the Society. Meetings shall follow parliamentary order and decorum.
  • Executive members are expected to attend at least 70% of scheduled meetings.
  • Members missing three (3) consecutive meetings without a proper excuse may be deemed to have resigned their position.
  • Only one member of a family shall be eligible as an elected or appointed officer at any one time.

Number 4 Elections

Section 4.1

Elections of officers shall be held at the June general meeting every second year and such officers will take office on the first of September of the same year.

Section 4.2

A nominating committee consisting of three active members shall be appointed by the Executive Board not later than February of every election year.

Section 4.3

The nominating committee shall receive nominations from the membership. The committee shall submit the names of nominees for each office to the membership after ascertaining that these nominees will serve if elected. Nominations must be submitted and seconded in writing from the membership to the nominating committee not later than the first of April.

Section 4.4

A simple majority vote of active members attending the AGM will elect the officers. Names of nominees are to be submitted by the first of May. Nominations close on the first of May in any election year. No nominations will be accepted from the floor.

Section 4.5

In the event of a tied vote for any position, the tie shall be broken by the toss of a coin by the nominating committee chair.

Number 5 Honorary President

The Honorary President of the Society shall be a person who by their understanding and dedication to the art of Bonsai has notably furthered its appreciation. The Honorary President shall be appointed by the Executive Board.