Page 6 - Debolt Ag Society

3. If there is not a majority in favour of a motion, the motion is lost.
4. At the meeting of the Board held before the annual meeting of the Society, the directors are to adopt a
report covering all the activities of the Society for the preceding year for presentation to the annual
meeting.
5. Minutes must be taken at each meeting and approved as part of the following meeting.

XIII. Vacating a director’s office
1. Where a director fails to attend three (3) consecutive meetings of the Board of which the director has been
duly notified, the director’s office may be declared vacant by the Board if the director’s absence has not
been explained to the satisfaction of the Board.
2. Where a director ceases to be a member of the Society, the office of that director is to be declared vacant
by the board.
3. Where a director’s office is vacated under this section, the Board may forthwith fill the vacancy by
appointing another member of the Society to fill the position until the next AGM. The appointed director is
eligible to run for the position at an open election by the membership to fill the vacant position to the end
of the original director’s term.
4. The Board, at a special meeting of the Board called for that purpose, may suspend a member’s
membership in accordance with Section XXIII.

XIV. Committees
1. Standing or ad-hoc committees may be established or disestablished by the Board.
2. Each committee will have at least one director who will act as the liaison to the Board.
3. Each committee’s members must also be members of the Society.
4. Each committee must not have more than four directors from the Board.
5. The Board shall establish in writing the operational guidelines (Terms of Reference) for each committee.

6. Unless a committee is given written notice of a budget or authority to expend funds, the committee has
no authority to expend Society funds or bind the Society to a financial commitment.
7. Unless a committee is given written authority to the contrary, the committee does not have the authority
to bind the Society to any decision or undertaking. If a committee is authorized to bind the Society, the
authorization must be clear and the committee must operate within the limited authority granted.

XV. Execution of certain documents
All contracts, financial and legal documents must be signed by the officers of the Society or other directors
as authorized to do so by motion of the Board.

XVI. Society Funds
1. The funds of the Society, however derived, shall not be expended for any objects inconsistent with those
of the Society or authorized by the Act.
2. The funds shall be deposited to the credit of the Society in a chartered bank or other institution as directed
by the Board.
3. Investment of Society funds must be in accordance with the Trustee Act.
4. The Society shall not borrow funds to carry out the business or projects of the society.

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