The London Orchid Society
London, Ontario - Canada

Constitution (2001)

||  Origins of The LOS  ||  Name  ||  Head Office  ||  Objectives  ||  Election of Directors  ||  Removal of Directors  ||  Power of Directors  ||
Duties of Directors  ||  Financial Year  ||  Auditors  ||  Signing Officer  ||  Membership  ||  Honorary Life Members  ||
Expulsion of Members  ||  Fees  ||  Quorum  ||  Special Meetings  ||  General Meetings  ||  Voting  ||  Amendments  ||  Home Page  ||

1. PREFACE
ORIGINS OF THE LONDON ORCHID SOCIETY

On May 16,1976, a number of people interested in formation of an Orchid Society, met at the house of Mr. & Mrs. D.G. Vandeveer on Hwy. #7, Lucan, Ontario

Mr. D.G. Vandeveer, of Redwood orchids located in the Lucan Area was interested in helping - feeling that amateurs especially needed an organization to aid them in growing these fabulous flowers. He and others at this meeting furnished names of some growers and orchid enthusiasts in the London area. This then was the origination of The Greater London and Area Orchid Society.

In October 1981 the name was changed to The London Orchid Society

The following were present at the initial meeting: Mr. D.G. Vandeveer (the Society's first President), Rev. D.G. Stewart, Mrs. E.G. Kalb, Mrs. M.I. Blanchard (elected as the Society's first Vice-President, Secretary and Treasurer in that order). Attending also were Miss M.E. Abbott, Mr. J.A. Beatty, Miss M.E. Dolan, Mr. R. Erickson, Dr. C.M. Finlay, Mr. E.D. Freedy, Mr. & Mrs. W. Gamble, Mrs. L. Greenwood, Mrs. W.K. Janes, Mr. & Mrs. W.J. Lowrey, Mr. W. McLachlan, Mrs. F.M. Phillips, Mr. R. Rose, Rev. and Mrs. C.J. Scott, Mrs. J. Tietz and Mr. G. Ward.

1. The Organization shall be called "The London Orchid Society"

2. The Head Office of the organization shall be in the City of London, at such place therein as the Directors may from time to time determine.
   
   

3. The objectives of The London Orchid Society are
   • to exist as a horticultural organization, for non-profit purposes,
   • to promote, carry on and aid in every way the development, improvement and preservation of orchids of all kinds, including, but not by way of limitation, the importation and improvement by cultivation and hybridization of exotic orchids and the preservation and perpetuation of native orchids;
   • to conduct or cause to be conducted researches for improvement, development or preservation of orchids and for the promotion of a higher degree of efficiency in the growing thereof;
   • to collect information relating to the growing and development of orchids;
   • to disseminate information concerning the culture, hybridization or development of orchids by means of exhibitions, lectures, publications, or otherwise;
   • to assist those engaged in the growing of orchids by such researches and dissemination;
   • to make awards in the form of certificates, medals or otherwise for excellence in the development or culture of orchids;
   • and generally to extend the knowledge, production, use, and appreciation of orchids of any kind and in any manner.

4. The Directors shall be elected by the Members of the Organization in the manner hereinafter described, namely:
   1. At the November General Meeting and every second year thereafter, the members shall vote for a:
      1. President,
      2. Vice-President,
      3. Secretary,
      4. Treasurer,
      5. Membership Convenor
      At the same meeting, the following positions shall be filled by appointment for a period of two calendar years:
      1. A.O.S./C.O.C. Representative,
      2. Bulletin Editor,
      3. Chairperson of the Annual Show Committee,
      4. Librarian,
      5. Sales Table Co-Ordinator,
      6. Show Table Co-Ordinator,
      7. LOS Display Co-Ordinator,
      8. Program Convenor,
      9. Public Relations Co-Ordinator
      
      Those persons elected and appointed along with the immediate Past President, shall constitute the Board of Directors, whose duties begin January 1.
   2. Nominations for Directors to be elected and appointed shall be held at the General Meeting preceding the election.
   3. No person shall be qualified to act as a Director unless he/she is a member of the Organization and in good standing.
   4. All members of the Board of Directors shall have one vote in Board meetings.
   5. A simple majority of Directors shall constitute a quorum.
   6. Any vacancy occurring in the Board of Directors during mid term shall be filled at the discretion of the remaining directors by:
      1. Appointment by the Board of Directors to complete the term.
      2. Election to complete the term in accordance with election procedures.
   7. Any Board Member who is absent for 3 consecutive Board meetings without just cause may be removed from office.

5. The members, at any General Meeting, may request the removal of any Director before the expiration of his/her term of office and elect another person in his/her place for the balance of the term. The Director, proposed to be removed, shall be given one month's notice of such General Meeting and its purpose

6. The affairs of the Organization shall be managed by the Directors who may exercise all the powers of the organization subject to the Constitution and any further regulation which may be passed in General Meetings.

7. 1. The "President" shall act as Chairman at all meetings and generally supervise the affairs of the organization
   2. The "Vice-President" shall perform the President's duties during the President's absence.
   3. The "Secretary" shall give notice of all meetings and conduct all correspondence and have custody of all books and records, excepting those pertaining to the office of Treasurer and Membership Convenor.
   4. The "Membership Convenor" shall record and keep the lists of members of the organization, be in charge of membership application forms, membership cards, etc.,and shall receive and record all membership dues.
   5. The "Treasurer" shall receive all monies of the organization and shall keep all financial records of same and shall submit financial statements to the Board of Directors at its regular executive meetings and shall submit an auditor's report and Balance Sheet annually.
   6. The "Program Convenor" shall be responsible for the program of every regular meeting; every year,as early as possible, shall present to the Board of Directors for approval a schedule of the programs for the period: January to December. Upon approval, the Program Convenor shall be responsible for the implementation of this schedule.
   7. The "Public Relations Co-Ordinator" shall be responsible for advancing the interests of the London Orchid Society through various media contacts and shall be responsible for liaison with other societies and interested groups (except the A.O.S. and the C.O.C.).
   8. The "Librarian" shall have in place an inventory of all books held in the Library of the London Orchid Society and ensure that this list is published in the Bulletin periodically. Shall maintain a loan control system for the Library and shall submit recommendations for acquisition of new material to the Board of Directors, as the need arises.
   9. The "Show Table Co-Ordinator" shall be responsible for ensuring that all plants have been entered in the proper category, enumerating ballots cast and the distribution of awards. Shall notify the Editor of the Bulletin the names of winners, entrants and names of their plants.
   10. The "Sales Table Co-Ordinator" shall receive and display for sale members' plants from a space in the Meeting Room and shall dispense the proceeds from the sales as directed by the Board of Directors.
   11. "A.O.S./C.O.C. Representative" shall act as a liaison between the A.O.S./C.O.C., A.O.S. members within the London Orchid Society and the London Orchid Society by corresponding with the A.O.S./C.O.C. and reporting the information of interest to the London Orchid Society. Shall liaise with the Program convenor when A.O.S./C.O.C. material is required and shall encourage Members of the London Orchid Society to join the A.O.S. so as to maintain our affiliation.
   12. The "Editor of the Bulletin" shall prepare and distribute a monthly Bulletin so that every member may be made aware of upcoming meetings and events of interest in the Orchid World. Shall solicit input from all sources
   13. "Chairperson of Annual Show Committee" shall present progress reports to the Board of Directors at every executive meeting.

8. The Financial Year of the organization shall end on the 31st day of December of every year.

9. Auditors shall be appointed by the Board of Directors and shall audit the Financial Records of the Society and submit a report to the Board of Directors, at least annually, when called to do so.

10. Cheques shall be signed by the President or the Treasurer.

11. A candidate for membership must be actively interested in the objectives of the Organization

12. Any member who is recognized as providing notable or meritorious service to the society may be nominated as an honorary life member.
    Nominations may be made by any member in good standing and are to be forwarded to the secretary in writing for submission to the board.
    The nomination letter must outline the reasons for proposing the member for this honor.
    Some suggested criteria could include but are not limited to:
    1. Length of membership (minimum 10 years)
    2. Multiple terms as a member of the executive
    3. Multiple terms as a director of the society
    The nominated member shall be elected as an honorary life member only upon a majority vote of the Board of Directors.

13. The membership may expel any member from the organization, who, in their opinion, is guilty of conduct that is detrimental to the character or interest of the organization. No member shall be expelled as aforesaid, except upon a two-thirds vote of the members present at a General Meeting and one month's notice of intent to be given to the member concerned.

14. The annual fee which the members shall pay to the Organization shall be as the Directors may from time to time determine.

15. 1. The quorum for transaction of business such as elections, expulsions and financial matters shall be a minimum of one-quarter of the membership.
    2. If a quorum is not present at the time appointed for the meeting referred to in sub-section (a), the meeting shall be dissolved and the issues pending shall be presented at the following General Meeting

16. A special meeting may be called at any time for any special purpose subject to the conditions in subsection (e) of section (17).

1. 1. General Meetings of the Organization shall be held at such time and place as the Directors may prescribe.
   2. The Directors shall upon a requisition made in writing by any fifteen or more members, convene a General Meeting.
   3. The requisition shall express the object of the General Meeting proposed to be called, and shall be placed in the hands of one of the Directors of the Organization.
   4. Upon receipt of such a requisition the Directors shall convene a General Meeting.
   5. At least seven days' notice of any special or General Meeting, specifying the place, the day and the hour of the meeting, and in the case of special business, the general nature of such business shall be given to the members by mail, but the non-receipt of such notice by any member shall not invalidate the proceedings of any meeting.
   6. If the President or Vice-President is not present, the members shall choose one of their members to be Chairman of the meeting.
   7. The President may, with the consent of the meeting, adjourn it from time to time, and from place to place, but no business shall be transacted at any adjourned meeting other than the business left unfinished at the meeting from which the adjournment took place unless fresh notice is given to all members specifying the new business.

18. 1. Every member shall have one vote
    2. Votes shall be cast by members in person, and no proxy voting shall be allowed.
    3. Members must be in good standing to vote.
    4. Questions arising at any meeting shall be decided by a majority of votes, except where otherwise provided.
    5. The chairman shall have no vote except in the case of a tie. His/her vote will be the deciding factor.

19. 1. All amendments to the Constitution shall be by way of Notice of Motion and approved by at least a two-thirds majority at any General Meeting
    2. The Notice of Motion shall be given with the notice of such a meeting to the general membership.