There is a notice of motion to accept these updated bylaws. A motion to accept as printed below will be presented at the June 21st 2023 meeting.
Hastings County Museum of Agricultural Heritage
Tractor Club Constitution and Bylaws
Article1: Name
1.1: The Club as hereby established is to be known as The Hastings County Museum of Agricultural Tractor Club and most commonly known as the “unless amended in accordance with “Article 6”
1.1.1: Amended March 18, 2009. The name was changed to read: “Quinte Antique Tractor Club” , located at the Hastings County Museum of Agricultural Heritage, unless amended in accordance with “Article 6”
1.1.2 Amended March 18 2009.
All further references to the Tractor Club from article 2 - Article 10, shall now be referred to as the “QUINTE ANTIQUE TRACTOR CLUB”
Article 2: Mission Statement
2.1 The mandate of the Tractor Club is to preserve, display and demonstrate the historical succession of steam, gasoline and diesel technology, as steam traction engines brought the Industrial Revolution to the farms of Ontario.
2.2 The “Tractor Building” provided at no cost by the museum on the Stirling Rawdon Agricultural Fairgrounds property, offers a unique educational showplace for broad range of farm tractors, in static, working, semi restored and fully restored status.
Article 3: Membership
3.1 Full: Membership in the Tractor Club shall be available to any person, sixteen (16) or more years of age, in accordance with Article 10 of this Constitution and Bylaws document.
3.2 ASSOCIATE: (Non-voting) Membership shall be available to any member fourteen (14) to sixteen (16) years of age, when sponsored by a full member of the Tractor Club.
3.3 Honourary: Membership may be bestowed upon any one Full member, at any time and for any reason that is affirmed by a vote of two-thirds (66.6%) of the full members present. Absent full members may vote via “telephone” or “Written Proxy”
Honourary members shall not hold an elected office. This may be for a one year term or a life membership
3.4: Annual, membership dues shall be:
Full Members = $25.00
Associate Members who will receive newsletter via their sponsor = $0.00
Honourary or Life Members = $0.00
3.5: Amended March 18, 2009, Membership Dues shall be payable by the March meeting of each calendar year. If not paid, newsletters, related correspondence and insurance shall be void.
3.6: Life time Membership may be bestowed upon any full member at any time for outstanding achievement. This is to be affirmed by a notice of motion at a general meeting. The motion is to be presented at a future general meeting. This motion is to be passed with a vote of two thirds (66%) of the full members present. Absent full members may vote via “telephone” or “Written Proxy”
A life time member shall not pay dues. A life member may hold any position of an elected official.
Article 4: Officers
4.1 All Officers shall be elected or acclaimed at an annual meeting previously advertised. Their period of service in shall be for one calendar year.
4.2: Elected Club Officers shall consist of Chair, Secretary, Treasurer and one executive at large. See Bylaws article 5 for duties of all officers. The position of Past Chair is not elected and is automatically filled when the first Chair of the organization is replaced during an election. Thus the First Chair shall do the duties expected both the Chair and Past Chair.
4.2.1: Amended by vote November 18, 2015 to read: In the article 4.2, Elected Club Officers shall include Vice Chair.
Article 5: By-Laws
5.1: Duties of Club Officers. (Club Executive)
5.1.1: Past Chair: Duties are mainly ceremonial in nature.
5.1.1.1: Set up the annual election for the following year.
5.1.1.2: Organize the Social Events in concert with the executive.
5.1.2: Chair: The Chief Executive Officer.
5.1.2.1: Preside over all business and meetings of the club.
5.1.2.1: Call special meetings in concert with the majority wishes of the club executive.
5.1.3: Vice Chair
5.1.3.1: Act in the absence of the Chair.
5.1.3.2: Succeed to the position of Chair automatically should the elected Chair not be able to or not wish to continue in office.
5.1.4: Secretary
5.1.4.1: As Secretary, this officer shall keep a total record of all club activities, minutes of all meetings, attendance data and attainment of a quorum, in a separate “Minute Book” to be signed by the Chair at the following meeting after being accepted by a formal motion and vote.
Minutes may be handed out, read at each subsequent meeting or mailed to the membership in the form of a newsletter, following each meeting, provided there is a formal vote of acceptance as stated above.
5.1.5 Treasurer
5.1.5.1 As Treasurer this office shall maintain records and bank accounts as necessary to satisfy all requirements internal, Municipal, Provincial and Federal should the Club ever be subject to an external audit for reasons unknown at time of writing.
5.1.5.2: The treasurer shall have an annual audit completed by the March general meeting to be approved by the membership.
5.1.5.3: Amended by vote October 18, 2006 to read.
The position of Secretary- Treasurer is to be two separate positions: Secretary and Treasurer. Election for these two positions will be held at the Annual Meeting in November 2006. The new officer’s will preside at the first meeting of each year.
5.1.6: Executive Member at large.
5.1.6.1 This officer shall “normally” assist any/all of the other primary officers.
5.1.6.2: If a vacancy occurs during the year this person shall move into an active position to be decided democratically within the executive.
5.1.7: Signing authority.
Chairman, Secretary and Treasurer.
5.1.7.1: Authorized and amended by vote on February 20, 2013 to read:
The chairman, secretary and treasurer will have signing authority on all cheques issued from the general account and from the lottery account for the Quinte Antique Tractor Club.
5.1.7.2: All cheques must be signed by two of the elected officers holding these positions.
5.1.6.3: Any correspondence, including monthly statements between the bank and the Quinte Antique Tractor Club will be sent to the treasurer.
This motion will be filed with our Constitution and By-Laws for reference in the future years.
5.1.7.4: Authorized and Amended by vote on June 1, 2016:
The Treasurer, Chairman or Secretary has the authority to pay the following expenses for the three months of no regular meetings: December, January and August. These expenses are to be reported at the following regular meeting. This list of payments includes: stamps, photocopying, stationary, cards, staples envelopes, labels, media releases, fruit baskets and donations for bereavements.
5.1.7.5: Notice of Motion for Bylaw. June 1, 2016.
5.1.7.5: Amended and Authorized by vote, June 1, 2016.
The Secretary, Chairman or Treasurer has the authority at any time to make a donation to charities for bereavement of $100.00 for any member, his/her wife or his/her companion.
5.1.7.6: Past club members deceased within 3 years of resigning in good faith will have a $100 donation made to a charity of choice.
This was passed at the general meeting dated October 20 2021.
Article 6 Amendments:
6.1: Any position of this Constitution and Bylaws for the Hastings County Museum of Agricultural Heritage Tractor Club May be amended as follows.
6.1.1 A notice of motion shall be presented in writing to the Secretary at any regular meeting of the club by any paid up full member without being seconded. The proposed motion must be read at the meeting at which the vote is to be taken.
6.1.2 An affirmative vote of two/thirds (66.6%) of voting members present at the duly advertised meeting (provided there is a quorum) qualifies the amendment.
Article 7: Meeting Quorum.
7.1 While government committees and businesses usually require a quorum of 50% +1 this is usually impractical for many volunteer and pleasure organizations, due to fluctuations in meeting attendance. Sturgis Standard Code of Parliamentary Procedure states that a practical alternative to establish a fixed number quorum, which can be established based on the normal attendance rather than on the total membership.
7.1.1: The initial meeting quorum shall be ten (10) including executive officers.
Article 8: Rules of order.
8.1 The rules of order for club meetings shall be a combination of Good Common Sense and Experience with challenges to the Chair.
Settled by reference to:
8.1.1: Roberts Rules of Order.
8.1.2: Sturgis Standard Code of Parliamentary Procedure.
Article 9: Special Executive Responsibilities.
9.1: Legal and governmental requirements, re licensing and permits for all/any Tractor Club activities and events shall be the total responsibility of the Elected Officers. (Executive)
Article 10: Normal Tractor Club Year.
10.1 The initial Club Year shall be the calendar year. January 01 to December 31.
10.1.1 The ANNUAL MEETING with election of officers shall be the regular club meeting in November of each year.
10.1.1 The term of the executive will be January 1st until December 31st each year.
10.1.3.1: There shall be regular monthly meetings held usually on the 3rd Wednesday of each month. Normally there will be no meeting in the months of January, August and December. This is at the discretion of the Chair. Reasonable notice will give of any change.
Tractor Club Constitution and Bylaws
Article1: Name
1.1: The Club as hereby established is to be known as The Hastings County Museum of Agricultural Tractor Club and most commonly known as the “unless amended in accordance with “Article 6”
1.1.1: Amended March 18, 2009. The name was changed to read: “Quinte Antique Tractor Club” , located at the Hastings County Museum of Agricultural Heritage, unless amended in accordance with “Article 6”
1.1.2 Amended March 18 2009.
All further references to the Tractor Club from article 2 - Article 10, shall now be referred to as the “QUINTE ANTIQUE TRACTOR CLUB”
Article 2: Mission Statement
2.1 The mandate of the Tractor Club is to preserve, display and demonstrate the historical succession of steam, gasoline and diesel technology, as steam traction engines brought the Industrial Revolution to the farms of Ontario.
2.2 The “Tractor Building” provided at no cost by the museum on the Stirling Rawdon Agricultural Fairgrounds property, offers a unique educational showplace for broad range of farm tractors, in static, working, semi restored and fully restored status.
Article 3: Membership
3.1 Full: Membership in the Tractor Club shall be available to any person, sixteen (16) or more years of age, in accordance with Article 10 of this Constitution and Bylaws document.
3.2 ASSOCIATE: (Non-voting) Membership shall be available to any member fourteen (14) to sixteen (16) years of age, when sponsored by a full member of the Tractor Club.
3.3 Honourary: Membership may be bestowed upon any one Full member, at any time and for any reason that is affirmed by a vote of two-thirds (66.6%) of the full members present. Absent full members may vote via “telephone” or “Written Proxy”
Honourary members shall not hold an elected office. This may be for a one year term or a life membership
3.4: Annual, membership dues shall be:
Full Members = $25.00
Associate Members who will receive newsletter via their sponsor = $0.00
Honourary or Life Members = $0.00
3.5: Amended March 18, 2009, Membership Dues shall be payable by the March meeting of each calendar year. If not paid, newsletters, related correspondence and insurance shall be void.
3.6: Life time Membership may be bestowed upon any full member at any time for outstanding achievement. This is to be affirmed by a notice of motion at a general meeting. The motion is to be presented at a future general meeting. This motion is to be passed with a vote of two thirds (66%) of the full members present. Absent full members may vote via “telephone” or “Written Proxy”
A life time member shall not pay dues. A life member may hold any position of an elected official.
Article 4: Officers
4.1 All Officers shall be elected or acclaimed at an annual meeting previously advertised. Their period of service in shall be for one calendar year.
4.2: Elected Club Officers shall consist of Chair, Secretary, Treasurer and one executive at large. See Bylaws article 5 for duties of all officers. The position of Past Chair is not elected and is automatically filled when the first Chair of the organization is replaced during an election. Thus the First Chair shall do the duties expected both the Chair and Past Chair.
4.2.1: Amended by vote November 18, 2015 to read: In the article 4.2, Elected Club Officers shall include Vice Chair.
Article 5: By-Laws
5.1: Duties of Club Officers. (Club Executive)
5.1.1: Past Chair: Duties are mainly ceremonial in nature.
5.1.1.1: Set up the annual election for the following year.
5.1.1.2: Organize the Social Events in concert with the executive.
5.1.2: Chair: The Chief Executive Officer.
5.1.2.1: Preside over all business and meetings of the club.
5.1.2.1: Call special meetings in concert with the majority wishes of the club executive.
5.1.3: Vice Chair
5.1.3.1: Act in the absence of the Chair.
5.1.3.2: Succeed to the position of Chair automatically should the elected Chair not be able to or not wish to continue in office.
5.1.4: Secretary
5.1.4.1: As Secretary, this officer shall keep a total record of all club activities, minutes of all meetings, attendance data and attainment of a quorum, in a separate “Minute Book” to be signed by the Chair at the following meeting after being accepted by a formal motion and vote.
Minutes may be handed out, read at each subsequent meeting or mailed to the membership in the form of a newsletter, following each meeting, provided there is a formal vote of acceptance as stated above.
5.1.5 Treasurer
5.1.5.1 As Treasurer this office shall maintain records and bank accounts as necessary to satisfy all requirements internal, Municipal, Provincial and Federal should the Club ever be subject to an external audit for reasons unknown at time of writing.
5.1.5.2: The treasurer shall have an annual audit completed by the March general meeting to be approved by the membership.
5.1.5.3: Amended by vote October 18, 2006 to read.
The position of Secretary- Treasurer is to be two separate positions: Secretary and Treasurer. Election for these two positions will be held at the Annual Meeting in November 2006. The new officer’s will preside at the first meeting of each year.
5.1.6: Executive Member at large.
5.1.6.1 This officer shall “normally” assist any/all of the other primary officers.
5.1.6.2: If a vacancy occurs during the year this person shall move into an active position to be decided democratically within the executive.
5.1.7: Signing authority.
Chairman, Secretary and Treasurer.
5.1.7.1: Authorized and amended by vote on February 20, 2013 to read:
The chairman, secretary and treasurer will have signing authority on all cheques issued from the general account and from the lottery account for the Quinte Antique Tractor Club.
5.1.7.2: All cheques must be signed by two of the elected officers holding these positions.
5.1.6.3: Any correspondence, including monthly statements between the bank and the Quinte Antique Tractor Club will be sent to the treasurer.
This motion will be filed with our Constitution and By-Laws for reference in the future years.
5.1.7.4: Authorized and Amended by vote on June 1, 2016:
The Treasurer, Chairman or Secretary has the authority to pay the following expenses for the three months of no regular meetings: December, January and August. These expenses are to be reported at the following regular meeting. This list of payments includes: stamps, photocopying, stationary, cards, staples envelopes, labels, media releases, fruit baskets and donations for bereavements.
5.1.7.5: Notice of Motion for Bylaw. June 1, 2016.
5.1.7.5: Amended and Authorized by vote, June 1, 2016.
The Secretary, Chairman or Treasurer has the authority at any time to make a donation to charities for bereavement of $100.00 for any member, his/her wife or his/her companion.
5.1.7.6: Past club members deceased within 3 years of resigning in good faith will have a $100 donation made to a charity of choice.
This was passed at the general meeting dated October 20 2021.
Article 6 Amendments:
6.1: Any position of this Constitution and Bylaws for the Hastings County Museum of Agricultural Heritage Tractor Club May be amended as follows.
6.1.1 A notice of motion shall be presented in writing to the Secretary at any regular meeting of the club by any paid up full member without being seconded. The proposed motion must be read at the meeting at which the vote is to be taken.
6.1.2 An affirmative vote of two/thirds (66.6%) of voting members present at the duly advertised meeting (provided there is a quorum) qualifies the amendment.
Article 7: Meeting Quorum.
7.1 While government committees and businesses usually require a quorum of 50% +1 this is usually impractical for many volunteer and pleasure organizations, due to fluctuations in meeting attendance. Sturgis Standard Code of Parliamentary Procedure states that a practical alternative to establish a fixed number quorum, which can be established based on the normal attendance rather than on the total membership.
7.1.1: The initial meeting quorum shall be ten (10) including executive officers.
Article 8: Rules of order.
8.1 The rules of order for club meetings shall be a combination of Good Common Sense and Experience with challenges to the Chair.
Settled by reference to:
8.1.1: Roberts Rules of Order.
8.1.2: Sturgis Standard Code of Parliamentary Procedure.
Article 9: Special Executive Responsibilities.
9.1: Legal and governmental requirements, re licensing and permits for all/any Tractor Club activities and events shall be the total responsibility of the Elected Officers. (Executive)
Article 10: Normal Tractor Club Year.
10.1 The initial Club Year shall be the calendar year. January 01 to December 31.
10.1.1 The ANNUAL MEETING with election of officers shall be the regular club meeting in November of each year.
10.1.1 The term of the executive will be January 1st until December 31st each year.
10.1.3.1: There shall be regular monthly meetings held usually on the 3rd Wednesday of each month. Normally there will be no meeting in the months of January, August and December. This is at the discretion of the Chair. Reasonable notice will give of any change.