Constitution and By-Laws of Arts Burlington
1. The Organization
1.1 The name of the organization shall be “Arts Burlington”, a registered charitable organization.
1.2 The location of the organization shall be in the City of Burlington, in the regional municipality of Halton, in the province of Ontario and at such place there in as Arts Burlington may from time to time determine.
1.3 Is a not-for-profit organization run by the council of Arts Burlington
1.4 Shall consist of guilds and associations working together to further
the awareness and appreciation of art and craft in the community.
2. The Council of Arts Burlington
2.1 Shall manage the affairs of Arts Burlington.
2.2 Shall include two representatives appointed for a two year term by and from each participating guild and association in advance of the Arts Burlington Annual General Meeting. Representatives shall assume their duties immediately following the Arts Burlington Annual General Meeting.
2.3 The President of the Arts Burlington council is not to be considered as one of the two guild representatives and therefore is considered a third representative from the guild responsible according to the Arts Burlington Chairmanship Schedule. From these representatives, an executive of president, vice-president, secretary and treasurer shall be named for a two year period at the Arts Burlington Annual General Meeting.
2.4 Shall receive no remuneration for acting as such, but shall be entitled for expenses incurred by them upon proof of such expenses.
2.5 Shall work together with the participating guilds and associations in the scheduling of their individual endeavours, as to minimize conflicts of dates and the use of the facilities and equipment.
2.6 Shall work with the administrator and staff of the Burlington Art Centre in furthering the objectives of Arts Burlington and the objectives of the Burlington Art Centre.
2.7 Shall co-ordinate the joint endeavours of the participating guilds in volunteering to support the Burlington Art Centre.
2.8 Any two of the three signing officers, may sign cheques and/or documents on behalf ofArts Burlington. Two signatures are required. The signing officers shall be the president, vice president and treasurer.
3. The Executive of the Council of Arts Burlington
3.1 The past president will act in an advisory capacity to the council of Arts Burlington and shall fill the position of past president for one year.
3.2 The president of the council of Arts Burlington shall be responsible for the organization and administration of the council of Arts Burlington. This includes the co-ordination of planning, organization and execution of Arts Burlington’s projects and activities.
a. Shall call all full meetings of the council of Arts Burlington, annual, regular or special and preside thereat. In the event of a cancellation, the president shall reschedule the meeting within the month and inform all members of the council of Arts Burlington of the new date.
b. Shall have no vote except in the case of a tie where the president may cast the deciding vote.
c. Shall present a written report at the Annual General Meeting of Arts Burlington and again at the Annual General Meeting of the Burlington Art Centre.
d. Shall call executive meetings in extraordinary circumstances.
3.3 The vice-president shall assume the responsibilities, duties and powers of the president in the latter’s absence. He/She will be expected to assume the presidency on the termination of the remainder of the president’s tenure. He/She will ensure that the Policy and Procedure Manuals are maintained for all special events.
3.4 The secretary shall record minutes of all regular, annual, executive or special meetings of the council of Arts Burlington and shall send to the executive of Arts Burlington and the guild representatives of Arts Burlington a copy of such minutes. The secretary shall maintain the minute book of the council of Arts Burlington and ensure copies are filed monthly in the AB file cabinet. The secretary shall report all Arts Burlington correspondence to the council and retain all copies.
3.5 The treasurer shall be in charge of the funds of Arts Burlington and maintain them in specific accounts opened for the purpose in a Canadian chartered bank or trust company, as designated by the council of Arts Burlington. He/She will keep full and accurate records of all receipts, deposits, disbursements and cheques.
a. Shall have an independent financial review by an independent accountant in time to be presented at the Arts Burlington Annual General Meeting.
b. Shall make recommendations to the council of Arts Burlington for investment of Arts Burlington Funds.
c. Shall present financial reports to the council of Arts Burlington at the regular meetings, the annual general meeting andlor as required by the council of Arts Burlington.
d. The Treasurer, after receiving the accountant’s financial report, shall file an annual report within six months after the end of Arts Burlington’s fiscal year to Canada Revenue Agency, This report consists of one completed Return of Information form (T30 10) together with financial statements for the corresponding Arts Burlington fiscal year.
4. Arts Bur1inton Chairmanship Schedule
4.1 The appointments of all Arts Burlington standing committees and the council of Arts Burlington shall follow the Arts Burlington Chairmanship Schedule as attached. See appendix 1
5.1 The standing committees of Arts Burlington shall be the special events committees. These consist of Kaleidoscope, and Christmas Sale. Chairmanship of these Committees will be for a term of two years.
a. Each special events committee shall consist of the event vice chair and chairperson, selected by the participating guild responsible for the event as required according to the Arts Burlington Chairmanship Schedule and two representatives chosen by each guild for a term of two years. From these representatives shall come the special events treasurer and secretary. The duties of each special events committee shall include the budget, planning, organization and implementation of the details of each Arts Burlington Wcflten reports shall be presented to the council of Arts Burlington by the chairperson of each special event committee immediately following the first meeting of the event, and at the completion of the event.
5.2 Ad Hoc committees may be requested and established by the council of Arts Burlington for specific tasks or projects.
a. Chairpersons of Ad Hoc committees shall be selected from Arts Burlington membership. Participating guilds and associations will be represented on Ad Hoc committees, at the discretion of the guild and association executives. The terms of reference and time lines for Ad Hoc committees shall be determined by the council of Arts Burlington.
b. Each Arts Burlington Ad Hoc committee chairperson shall prepare and submit written summaries at the completion of his/her committee’s work and present it to the council of Arts Burlington.
5.3 Each Arts Burlington committee chairperson shall prepare and submit written summaries of his/her committee’s work for the Arts Burlington Annual General meeting.
6. Fiscal Year
6.1 The fiscal year of Arts Burlington shall be January to December.
7.1 Regular meetings of the council of Arts Burlington shall be held monthly, except in July and August.
7.2 A quorum shall consist of at least half of the participating guilds and associations of Arts Burlington and the quorum must be present at all Arts Burlington meetings. No business of Arts Burlington shall be carried out at any Arts Burlington meetings without a quorum present.
7.3 The Arts Burlington Annual General Meeting will be held within three months of year end. The Arts Burlington Annual General meeting shall be open to all members of participating guilds and associations of Arts Burlington. All participating guilds or associations of Arts Burlington will notify their members of this meeting at least one month in advance.
a. Each Arts Burlington guild or association attending the Arts Burlington Annual General Meeting has one vote on all issues.
b. The Arts Burlington Annual General meeting will be attended by both out-going and in-coming members of the council of Arts Burlington.
c. Business of the Arts Burlington Annual General meeting shall include:
c. 1 Introduction of the in-coming executive of the council of Arts Burlington
c.2 A presentation, by the treasurer of Arts Burlington, of the financial reports of Arts Burlington for the past fiscal year and a proposed budget for the coming fiscal year
c.3 Committee reports and consideration of recommendations made by each committee
c.4 An Arts Burlington president’s report
c. 5 Proposals for future council activities
7.4 An Arts Burlington council meeting shall be called as requested by any of the participating guilds or associations. Such meetings will take place within 30 days of the request.
7.5 Arts Burlington Committee meetings shall be called as required.
7.6 Special meetings of the council of Arts Burlington shall be called by the president of Arts Burlington, as required. An Arts Burlington council representative from each participating guild and association of Arts Burlington must be contacted and attend required special meetings.
8. Membership in Arts Burlington
8.1 Every member of every participating guild and association is a member of Arts Burlington.
8.2 A Burlington based art and/or craft group wishing to become a participating guild or association shall meet the following minimum requirements:
a. Shall be an organization of Burlington and area people who are artists or craftsmen/craftswomen, who are endeavouring to create original art or crafts objects.
b. Shall have at least ten members.
c. Shall have a constitution or other suitable rules of organization, and shall have elected or appointed officers with power to represent the group.
d. Shall have as one of its objectives the promotion of art &/or craft in the community and to organize and participate in periodic exhibitions &/ or sales of members’ works.
e. Shall be financially solvent with the group having a 12-month fiscal period.
f. Shall be required to assist with the annual Arts Burlington fundraising events.
g. Each member of the group shall pay the annual Burlington Art Centre membership dues.
8.3 A group shall signify its intention to become a participating guild in Arts Burlington by submitting to the council of Arts Burlington in writing:
a. Its qualifications for membership.
b. The names of the persons chosen to represent it on the council of Arts Burlington.
c. The names and addresses of its members.
d. Its willingness to support the objectives of Arts Burlington and the Burlington Art Centre.
8.4 The council of Arts Burlington shall notify the group of its acceptance or non-acceptance as a participating guild, after discussion with and acceptance by the Burlington Art Centre Board of Directors.
8.5 A participating guild may resign from Arts Burlington by giving 30 days notice in writing, of its intention to resign, to the council of Arts Burlington.
9.1 A quorum of the council of Arts Burlington must exist for any vote pertaining to Arts Burlington business.
9.2 Each participating guild or association has one vote per
representative on each issue at all Arts Burlington monthly meetings with a maximum of two votes per guild.
10.1 Amendments to the Arts Burlington Constitution and Bylaws shall be by written notice of motion to each participating guild and association of Arts Burlington, at least 30 days in advance of voting on the amendment.
10.2 The notice of motion must be delivered to the president of Arts Burlington, who shall distribute such notice of motion to each member of the council of Arts Burlington not less than 30 days before such motion is to be voted upon by members of the council of Arts Burlington.
10.3 Each member of the council of Arts Burlington, upon receiving the notice of motion, shall bring such notice of motion to the attention of the officers of his/her participating guild or association and shall obtain direction regarding the vote on behalf of each participating guild or association of Arts Burlington.
10.4 Any amendment to the constitution and by-laws of Arts Burlington must have a 2/3 majority of all participating guilds and associations of Arts Burlington. Any amendment to the constitution and by-laws of Arts Burlington passed during regular meetings of the Council of Arts Burlington must be confirmed at the Annual General Meeting or it ceases to be in effect after the Annual General Meeting.
11.1 At no time shall any member of Arts Burlington become entitled to share in the accumulated assets and/or surplus of Arts Burlington.
11.2 In the event that the council finds it necessary to dissolve and wind up its affairs, all of the then accumulated assets and/or surplus of Arts Burlington shall be donated to the Burlington Art Centre or a charitable organization to be used for the support of art and craft activity in the community.