Page 5 - Debolt Ag Society

d. Makes sure a review engagement statement of the Society is prepared and presented to the
annual general meeting;

e. Is available at the annual meeting at least one hour prior to the meeting to receive membership
fees for the ensuing year;
f. Is a member of the Executive Committee and;
g. Carries out other duties assigned by the Board.

4. Secretary
a. Attends all meetings of the Society, the Board and the Executive Committee;
b. Keeps accurate minutes of these meetings;
c. Carries out other duties assigned by the Board.

XI. Meetings of the Board
1. At the first meeting of the newly elected Board immediately following each annual meeting of the Society,
the Board is to meet and elect officers by secret ballot:

a. A president, and;
b. A vice-president, and;
c. A treasurer
2. Committee Representatives appointed to the board are not eligible to serve as president, vice-president,
or treasurer.
3. At each meeting the Board must appoint a secretary and minutes must be recorded.
4. The secretary may, but need not, be director or a member.
5. The Board must hold an in person meeting not less than once every three (3) months the Board may hold
other meetings on days and at places and times decided on by the Board. Additional meetings may take
place by participation in person, telephone, video conference, or other suitable methods agreed upon by
the board.

6. The secretary shall give each director at least one (1) week notice of all regular meetings of the directors.
7. The president must call an emergency meeting of the Board on the written request of a majority of the
directors or if the president considers it to be necessary.
8. The secretary must give each director one (1) hours’ notice of an emergency meeting,

a. Stating the time and place/method at which it is to be held, and;
b. Stating, in general terms, the nature of the business to be transacted at the meeting.
9. A meeting will be deemed emergency if there is an urgent matter that must be resolved before the next
regular scheduled meeting. (ie. safety issues, human resources, legal, emergency.)

10. Notwithstanding this section, if all the directors are present an official meeting may take place, it is deemed
to have been properly called whether or not the notice of the meeting has been given or properly given.

XII. Proceedings at Board meetings

1. Five (5) directors, constitute a quorum for the transaction of business at a meeting of the Board.
2. The president may vote on any question, but having done so, the president does not have a casting vote
in the event of a tie. All other directors have one vote unless there is a conflict of interest.

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