By-Laws of the Fort Saskatchewan Pottery Guild
The name of this organization shall be Fort Saskatchewan
Pottery Guild, herein after called “The Guild”
a) Membership shall be open to any adult (18 yrs of age or older) who shall pay a semi-annual Guild fee, with residents of the city of Fort Saskatchewan taking priority, provided that they have had two sessions of instruction, as a student or are previous members (see 3:g)
b) Any person 12-18 years of age may apply to the executive committee for membership, upon the recommendation of an instructor.
c) A member shall be strongly encouraged to participate in at least one committee &/or serve on the executive of the Guild. They shall also be expected to attend it’s general meetings, to vote there at, to attend classes or workshops sponsored by the Guild and participate in all fundraising activities. Application for membership should be made in writing, to the membership secretary, with record of service given and areas of interest.
d) Residents of the vicinity of the city, may become members if no city residents are available to fill the vacancies.
e) Members and students who are no longer able to carry on with active participation, in the midst of any teaching session because of illness or any other circumstances, may resign, upon written notice to the membership secretary. In such cases, full refunds of semi-annual Guild fees will not be granted, but partial refund may be granted upon application of the resigning person, to the Executive Committee. Any supplies or equipment remaining in the Guild after a three month lapse in payment of fees or in attendance, shall become the property of the Guild.
f) Leaves of absence will not be granted to students or members; nor will assurances of a vacancy be made for a specific date. Spaces will not be held for anyone on a leave of absence when there is a waiting list of prospective students &/or members. Again, this will be at the discretion of the Executive Committee.
g) Former members will be given preference in filling vacancies, provided that they have been in written communication with the membership secretary within the past twelve months.
h) The Executive Committee shall have the power to expel any member who infringes the rules of the Guild, or is guilty of conduct detrimental or injurious to the Guild as a whole. Such member shall have the right to appear before, and be heard by, the Executive Committee before a decision is rendered.
i) Any member/student, in arrears of fees shall be automatically suspended until such time as restitution occurs. At the discretion of the Executive Committee, they have the power to extend the suspension if the position has been filled by another student, due to prolonged procrastination.
j) Any member in good standing, shall be eligible to hold any office in the Guild.
k) Irregular or unusual procedures and techniques which involve Guild materials or equipment, or pose a cost to the Guild, will only be embarked on after being accepted by the Executive Committee and must be performed under the supervision of a qualified and accepted instructor.
3. Student of the Guild– A student of the Guild will:
a) receive instruction only.
b) follow the rules and procedures of the Guild as distributed at registration.
c) not become a member of the Guild until application to do so has been accepted by the Executive Committee.
d) pay a fee assessed to ‘students’ until becoming a member of the Guild.
e) have access to the facility , only when already open i.e. when Gallery is open or during their own scheduled class time.
f) be encouraged to learn about the Guild and becoming a Guild member.
a) A semi-annual Guild fee shall be paid by all students and members upon registration for the session. Said fee shall be set by the Executive Committee at the Executive meeting, two months in advance of registration for the said session to allow for advertising.
b) The Executive Committee may set other fees as necessary to recover the operating costs of the Guild.
c) Refunds of semi-annual fees for members and students, including children, has been addressed in 3(e). No refunds will be given for sessional workshops unless there is a waiting list, in order to prevent the Guild treasury from having to subsidize said workshop. In extenuating circumstances, application can be made to the Executive Committee for partial refund.
a) Two general meetings must be held in any given 12 month period: one for the election of officers, and one for the annual reports.
I. The annual report meeting must be held as soon after the close of the fiscal year as possible. Each committee chairman, the president and the treasurer must file a written report. The treasurer shall present a financial statement of the Guild’s financial affairs, duly audited as provided for in clause 9(a).
ii. The annual election meeting shall be held before the end of the fiscal year and the elected officers shall assume office after the annual report meeting. Elected at this meeting should be: President, Vice President, Secretary and Treasurer. Each of these offices can be held by the same individuals for a maximum of two years. Also elected at this meeting are the Membership Secretary, Librarian and Gallery Co-ordination. These positions have no time limits.
b) A special meeting shall be called by the president or secretary upon receipt by the Executive Committee, of a petition, signed by one third of the Guild members in good standing, setting for the reasons for said meeting.
c) Quorum at General Meetings: Twenty five percent of the Guild membership, or ten members whichever is the lesser, must be personally present at any General Meeting. If there is no quorum present within one half hour of the appointed time for the meeting, said meeting shall be adjourned and rescheduled at the President’s discretion, within a one week period.
d) Regular monthly Executive Committee meetings will be posted. Notice of all General Meetings will be posted and the telephone committee will notify all appropriate members of all meetings within one week preceding said meeting.
Each member, in person, at any general meeting, with the exception of the president, shall have one vote upon any resolution put to the meeting. Such resolutions shall be determined by a majority vote, taken verbally, by show of hands,or by open or secret ballet, at the discretion of the President. Votes must be made in person and not by proxy. In the event of a tied vote, the President shall cast the deciding vote. Voting ‘in abstentia’ in writing, will only be allowed when application to, and approved by, the Executive Committee has been obtained prior to the meeting in question. The President must present the written vote at the time of voting.
7. Executive Committee
a) The Executive Committee shall consist of:
I. A President
ii. The Immediate Past President
iii. A Vice President
iv. A Secretary
v. A Treasurer
vi. A Membership Secretary
vii. A Librarian
viii. A Gallery Co-ordinator
ix. At least one representative from each class group
b) The Executive Committee shall, be subject to the by-laws of the Guild, or directions given it, by a majority vote at any general meeting , properly called and constituted, have full control and management of the business of the Guild.
c) One or more Class Representatives shall be elected from each class in September. They shall serve for one cal lender year, but may stand for reelection.
d) Any vacancy occurring during the year shall be filled at the next meeting, provided it is so stated in the notice calling such a meeting.
e) Meetings of the Executive Committee :
i. The Executive Committee shall hold meetings as often as the business of the Guild shall require, or no less than once a month during the teaching session.
ii. A special meeting shall be called on the instruction of any two members there of, provided that they request the President in writing, to call such a meeting, stating the business to be brought forth at the meeting.
iii. Meetings of the Executive Committee shall be called by eight days posted notice or by three days notice by telephone.
iv. Four members of the Executive Committee present, in person, at it’s meetings, shall constitute quorum. Voting shall be conducted as at a General Meeting.
v. Meetings may be held without notice, if a quorum of the Executive Committee is present, provided however, that any business transactions at such meetings be ratified at the next regularly called meeting of the Executive Committee; otherwise, they shall be null and void.
8. Financial Auditing
a) The books, accounts and records of the Secretary and Treasurer, shall be audited at least once a year by a duly qualified accountant or by two members of the Guild, elected for that purpose at the annual election meeting. A complete and proper statement of the standing of the books for the previous year shall be submitted by such auditors for presentation at the Annual Report Meeting of the Guild.
b) December 31st each year, shall be the end of the fiscal year of the Guild.
c) The books and records of the Guild may be inspected by any member of the Guild at the Annual Report Meeting, or at any time, upon giving reasonable (one week) notice and arranging a time satisfactory to the officers having charge of same. Each member of the Executive Committee shall at all times have access to such books and records.
Unless authorized at a general meeting, and after notice of same, shall have been given, no officer or member of the Guild shall receive renumeration for his or her services.
10. Borrowing Powers
For the purpose of carrying out it’s objectives, the Guild may borrow or raise or secure the payment of money in such a manner as it sees fit, and in particular, by the issue of debentures. This power shall be exercised only under the authority of the Guild, and in no case shall debentures be issued without the sanction of an extraordinary resolution of the Guild.
11. Dissolution of Assets
A duly called General Meeting may have the authority to dissolve the Guild, if such a proposal is passed by a majority if not less than three fourths (3/4) of such membership entitled to vote, as are present in person. Upon the dissolution, all assets of the Guild shall be turned over to the Recreation Department of the city of Fort Saskatchewan, to be used to promote the arts in Fort Saskatchewan.
12. Amendments to By-Laws
The By-laws may be rescinded, altered or added to, by a “Special Resolution” passed by a majority of not less than three fourths (3/4) of such members entitled to vote, as are presenting person, at a General Meeting, of which one month’s written or posted notice, specifying the intention to propose the resolution as a special resolution, has been given. ” Special Resolutions” is defined in the Societies Act.
13. Parliamentary Procedures
All parliamentary procedures not provided for in these By-laws, shall be governed by “Roberts Rules of Order”.
I herby certify that the following special resolution was passed at a meeting of the members of the FORT SASKATCHEWAN POTTERY GUILD on December 09, 1999:
That the bylaws be changed as follows:
#3- was changed substantially to accommodate a new membership structure which would see ‘membership’ as something to be earned, with financial benefits and facility key privileges as rewards for becoming a member. (See attached)
#4- was added to accommodate the new clarification of ‘student of the Guild’ through which, all new students would have to enter. During their time as students, they would not only learn some skills in the art of pottery, but would learn how the Guild works and become familiar with the safety precautions of working with clay and the associated chemicals and equipment. In essence, they would become members by choice. Previously anyone who took lessons became a Guild member, without any prior knowledge of the responsibility or commitment involved. There had been many requests for this change through the years.
*All subsequent bylaws have been re numbered (one higher than previously) to accommodate the new#4.
#5- was revamped to deal with the two tier structure.
#6- reworded, but unchanged, save for the addition of ‘Gallery Co-ordinator’ to the Executive Committee.
#8- Addition of ‘Gallery Co-ordinator’ to the Executive Committee; Revamped for clarity.
#9- #14 unchanged.
Dated: January 28, 2000
Signature: Shirley M. Yakimets. Title: President.