Constitution
of
The Board of Trustees
of
The Churchville Cemetery
Article I:
Style and Title of the Board
The name of the organization shall be the Churchville Cemetery Board of Trustees, in the Province of Ontario, now existing, henceforth referred to as “the Board”.
Article II:
Seal of the Board
The following is the seal of the Board of Trustees for the Churchville Cemetery as hitherto adopted by the Board.
Article III:
Purpose
The purpose of the Board is the operation, maintenance and improvement of the Churchville Cemetery located at 7935 Churchville Rd, Brampton, ON, Canada, L6Y 0H5.
Article IV:
Composition of the Board
4.1 The Board shall consist of its officers and members-at-large.
4.2 The Board shall consist of 14 Trustees, one half always retiring at the end of one
year and the remaining half at the end of the following year. They may stand for
reappointment at the Annual Meeting.
4.3 Quorum: In order to conduct business at any meeting of the Board, a quorum of
seven Trustees is required.
4.4 In the event of a vacancy occurring on the Board by the death or resignation of any
Trustee, or otherwise, the remaining members of the Board shall have the power to
appoint another to fill such vacancy.
Article V:
Officers of the Board
5.1 At the Annual Meeting the members shall elect from among themselves a President
and Vice President and appoint a Secretary and Treasurer, to be known as the
Officers of the Board.
1.9 The Officers of the Board are as follows.
President
Vice President
Secretary
Treasurer
Article VI:
Duties and Responsibilities of the Officers
6.1 The President shall preside at all meetings of the Board. They shall
have a casting vote when there is a tie. They shall call extraordinary meetings
of the Board and shall on the request of any two trustees of the Board call a meeting
thereof and shall sign the minutes of all meetings of the Board, when adopted by the
Board. They shall initial all accounts ordered to be paid by the Board. They shall be
an ex-officio member of all Committees appointed by the Board and it shall be their
duty to enforce the Constitution and By-laws of the Board and generally to supervise
the affairs of the Board.
6.2 The Vice President shall, in the absence of the President, have all the duties and
responsibilities of the President.
6.3 The Secretary shall take a minute of the business transacted by the Board and of
the proceedings of the several meetings of the Board which shall, from time to time,
be submitted to the Board for adoption. They shall write such letters & carry on such
correspondence as they shall be required by the Board and shall act generally in the
premises as Recording and Corresponding Secretary. They shall also have
possession of all letters, writings, documents, map and plans of the Board except
the books and papers of the Treasurer and shall deliver the same to their successor
in office or to whom the Board shall appoint forthwith as the Board may direct. The
Secretary is empowered to be the agent for the Board to sell lots. In case of their
being unable to fulfill this duty, the Treasurer is empowered to act.
6.4 The Treasurer shall receive and keep the monies of the Board and shall take and
keep a due account of all monies received by them and of monies paid out by them.
They shall give a statement of account to the Board when so required and at the
expiration of the year or their term of office shall make a financial statement of the
money in their hands with the items thereof to the credit of the Board and of the
amount with items paid out by them. They shall, at the expiration of the year or term
of their office, hand over to their successor in office or to whom the Board shall
appoint all accounts, books of account, receipts and writings and all moneys in their
custody or possession belonging to the Board of Trustees and all such money shall
be held by them subject to the call of at any time of the Board of Trustees. The
Treasurer shall give such security to the Board of Trustees or the members thereof
and their successors in office for the due performance of his duties as the Board
may determine if so required. If the Secretary is unable to do so, the Treasurer is
empowered to act as agent for the Board to sell lots.
Article VII:
Meetings of the Board
7.1. Order of business at Board meetings shall be as follows.
Reading and confirming the Minutes of the previous meeting
Business arising out of the minutes
Reading of correspondence
Unfinished business
New Business
7.2. In the absence of both the President and Vice President the Board of Trustees may appoint any member of the Board who is present to act as Chairman of the meeting pro-tem.
Article VIII:
Annual Meeting
8.1 The Annual Meeting will take place each year at a convenient time and location as
determined by the President.
8.2 The meeting will be advertised in advance so that as many Lot Owners as possible
receive notice in order that they may attend.
8.3 The meeting shall begin with the establishment of a Chair and then reports read by
the Secretary. These consist of a Financial Report, prepared by the Treasurer, a
report on the State of the Grounds and the reading of the names of individuals
interred or removed in the past year. Trustees whose time of office is expiring may
then stand for reelection or indicate that they are stepping down and new Trustees
may be elected to fill the empty positions.
8.4 Following the Annual Meeting, the Board of Trustees will meet to elect their Officers
for the upcoming year.
Article IX:
Finances
9.1 The fiscal year of the Board shall be from January 1st to December 31st.
9.2 All expenditures shall require approval by a motion passed at either a General
Meeting or a Board Meeting.
9.3 Remuneration: No Trustee shall receive any pay for carrying out their duties as an
Officer or Trustee, but remuneration may be allowed for any such person while
engaged in duties on behalf of the Board (i.e., traveling expenses, the staking,
digging and filling of graves) and the Board may fix the amount of reimbursement, to
be payable out of the funds of the Board.
9.4 The financial accounts and other records of the Board shall be made available for
inspection upon reasonable request.
9.5 Financial Reviewers: The Board’s accounts shall be reviewed annually and
whenever there is a change in Treasurer. The financial records of the Board shall be
reviewed by at least two qualified individuals who are not members of the Board,not
related to the Treasurer and not related to each other. They shall be elected at the
Annual Meeting and will present a report each year of their findings.
Article X:
Changes in Constitution and By-laws
10.1 This Constitution and the cemetery By-laws may be amended from time to time by
a vote of two-thirds of the entire board of Trustees at a meeting called for that
purpose provided that at least two weeks’ notice of the meeting shall have been
given.
