6. DIRECTORS, OFFICERS AND COMMITTEES

 

1.     DIRECTORS: The affairs of the Association shall be conducted by a Board of six Directors, from whom have been elected by their number, a President and Vice‑President. The Directors shall be elected in each even numbered year previous to the Annual General Meeting of this Association by ballot by the members in good standing in the manner hereinafter mentioned, and all shall hold office until the conclusion of the Annual General Meeting in the year in which their successors are elected. The six Directors shall be elected from the members of the Association resident in each Province or Territory or group of Provinces and Territories as follows:

           1      British Columbia                                       

           2      Alberta, N.W.T. and Yukon                       

           1      Saskatchewan                                          

           1      Manitoba                                                  

           1      Ontario, Québec, N.B., N.S., P.E.I., and Nfld 

 

 

HOW ELECTIONS ARE MADE

 

        On or before the first day of December in every odd numbered year, the Secretary shall send by post prepaid to each member of the Association in good standing at the first day of April in that year, a complete list of members in good standing together with a voting paper addressed to the members last known post office address, as on record at the time on the books of the Association in the following form:

 

 

VOTING PAPER

CANADIAN FJORD HORSE ASSOCIATION

 

        I vote for the following for Directors for the ensuing term.

1 ..................British Columbia

2...................Alberta, N.W.T. and Yukon

1...................Saskatchewan

1....................Manitoba

1....................Ontario, Québec, N.B., N.S., P.E.I. & Nfld    

 

        Each voting paper shall be endorsed on the back thereof by the seal of the Association before being sent out.

 

        A member desiring to vote shall upon receipt of a voting paper, properly fill in the name or names of the member or members resident in each Province or Territory for whom he votes, and return same in an envelope bearing on the outside thereof his signature, to a Notary Public, Commissioner or Qualified Accountant as the case may be, who shall be named by the Executive Committee of this Association. Only those voting papers bearing the seal of the Association as aforesaid and which shall be received by the Notary Public, Commissioner or Qualified Accountant at his post office POSTMARKED on or before the tenth day of January next after the mailing of the same by the Secretary to the members, shall be counted. If through mistake, inadvertence, accident or other cause, the voting papers are not sent by the Secretary on or before the fifteenth day of December in any year, he shall send same as aforesaid as soon as possible thereafter and the time for receiving the same shall be extended so that at least thirty‑one days shall elapse between the day on which they are sent out and the time for receiving same. If a member votes for more than the number of Directors to which he is entitled to vote, this shall not spoil his vote but his vote shall be counted for the one or those first named on the voting paper, as the case may be.

 

        The Notary Public, Commissioner or Qualified Accountant shall forthwith after the last day for receiving voting papers, in the presence of the Secretary of this Association open the same and proceed to count the votes and the Notary Public, Commissioner or Qualified Accountant shall give his certificate authenticated by his signature and official seal declaring the result of the election which shall be final and conclusive.

 

        If two or more members should receive the same number of votes ‑ one ballot shall be cast by the Secretary for each member receiving such equal number of votes and the ballots so cast shall be drawn by the Notary Public, Commissioner or Qualified Accountant and the member or members whose names are drawn shall be declared elected in the order in which their names are drawn.

 

        The Secretary shall forthwith after the receipt by him of the said certificate, notify by post prepaid each member elected to the Board of his election. He shall also at the same time notify those Directors whose term will expire at the conclusion of the next Annual General Meeting.

 

        Default other than willful default by the Secretary of this Association in supplying a voting paper to any member, or the non receipt of such voting paper by any member within the prescribed time, shall not invalidate any elections held in the manner herein provided.

 

        The Board shall have the power to fill any vacancies which may occur among their number, officers or committees, providing, however, that any Director so appointed shall hold office only until the next annual meeting of the Association, but shall be then eligible for re‑election. The Board of Directors may delegate any of their power to the Executive Committee.

 

2.     EXECUTIVE COMMITTEE: The Directors shall at their first meeting after each annual meeting elect by ballot two of their number to act on the Executive Committee who together with the President, vice-president and Secretary shall constitute the Executive Committee, however, the Secretary shall have no voting power. A copy of the minutes of each Executive meeting shall be forwarded to each Director and the Director, Canadian Livestock Records Corporation within ten days after a meeting.

 

        Any member of the Executive Committee failing to attend three meetings without having due notification through the Secretary, shall automatically cease to be a member of the Committee; his successor shall be appointed at the next meeting thereafter. Nor shall any member be recorded as present at any meeting if not in attendance for the full duration of the meeting, unless he is permitted by a two‑thirds vote of the members present thereat and voting, to withdraw.

 

        A copy of the minutes of all Executive and Directors' meetings and of each annual general meeting including the recommendation of the judges and representatives to the various fairs, exhibitions and other organizations to which this Association names representatives, shall be forwarded within twenty days of the date of holding such meetings to the Secretary of each affiliated Provincial Club.

 

3.     SPECIAL COMMITTEES: The Board of Directors may appoint from their number or from the other members of the Association special committees, but must in all cases name one of their number a member who shall be the presiding officer. The action of any special committee is subject to the approval of the Board of Directors.

 

        Any committee except the Executive Committee shall have power to add to its number.

 

4.     HONORARY PRESIDENT: Honorary president and honorary vice‑president may be appointed at any annual general meeting of this Association, but their position shall be purely honorary.

 

5.     PRESIDENT: The president shall be elected annually from among their number by the Directors at their first meeting after the annual meeting. He shall hold office for one year or until his successor is elected. The duties of the President shall be to preside at all meetings of the Association and the Board of Director and of the Executive Committee, to exercise a general supervision over the affairs of the Association and generally to do all matters, acts and things as are usually done by the President of similar organizations. He shall be a member of all committees. He shall vote only in the event of a tie except when a vote is by secret ballot.

 

6.     VICE‑PRESIDENT: A Vice-President shall be elected in the same manner, hold office for a similar term and in case the President is unable to act, on account of illness or absence, shall perform all the duties of the President.

 

7.     SECRETARY‑TREASURER: The Board of Directors shall from time to time as occasion may require, appoint a Secretary and a Treasurer, or a Secretary‑Treasurer who shall act under the control and with the approval of the Board of Directors. The duties of the Secretary shall be to attend all meetings of the Association and the Board of Directors and of the Executive Committee and to keep exact minutes of the proceedings of same, and to do such other things as may be delegated to him by this Constitution, the Board of Directors or the Executive Committee. The Treasurer shall deposit all monies received by him in a chartered bank, to the credit of this Association, and shall pay same out again by cheque only, countersigned by the President or other officer appointed for that purpose by the Board of Directors or forward same to the Accountant, Canadian Livestock Records Corporation as hereinafter provided. He shall deposit all securities owned by this Association in a safety deposit vault as may be approved by the Board of Directors, and shall withdrawn the same only in the presence of the President or other officer named by the Board of Directors. He shall be bonded in such amount as may be required from time to time by the Board of Directors. He shall keep proper books of account containing entries of all such matters or things as are usually entered in books of account, and shall furnish from time to time such statements in detail of the affairs of the Association or such other matters as may be directed by the Board of Directors or the Executive Committee.

 

8.     REGISTRAR: The Canadian Livestock Records Corporation Committee shall assign to this Association a person to act as Registrar. The duties of the Registrar shall be similar to the duties of other Registrars in the employ of the Canadian Livestock Records Corporation.

 

9.     PEDIGREE COMMITTEE: The Secretary, the Registrar and the Director, Canadian Livestock Records Corporation shall be a committee with authority to authorize change of ownership and registration of pedigree where signatures or other information are for any reason unobtainable. The decision of the committee, shall if unanimous, be final. If the committee is not unanimous the matter in question shall be submitted to the Board of Directors for decision. This committee or the Board of Directors shall have no power to authorize the registration of any animal unless the pedigree of breeding submitted complies in all particulars with the rules of eligibility for registration as outlined elsewhere in this Constitution. All decisions of the committee shall be submitted to the Board of Directors and shall be incorporated in the minutes of their next meeting.

 

10.   AUDITOR: The Association at each annual general meeting shall appoint a Chartered Accountant, Certified General Accountant or a Certified Management Accountant as Auditor. His duty shall be to examine all books and records of the head office of the Association, vouchers for all payments and certify the usual statements of receipts and expenditures and assets and liabilities for the year for presentation to the next annual general meeting.

 

11.   REPRESENTATIVES: Representatives to organizations asking that such be appointed shall be appointed at the annual general meeting, but if for any reason any of these are not so appointed, the Board of Directors shall have power to appoint the same. Representatives to the Canadian Livestock Records Corporation Board shall be appointed by the Board of Directors.

 

12.   PROVINCIAL CLUBS: Members of this Association in good standing may organize Provincial Associations under a constitution prepared by this Association. The activities of any such Provincial Association shall be confined solely to its own provincial interests and shall not conflict in any way with the activities of this Association. Not more than one provincial Association in each Province shall be organized under this Constitution. It shall be the duty of each Provincial Club Secretary to submit a completed report of the activities of the Club on or before January 31st, of each year.