The Constitution & By-Laws of the not-for-profit Corporation known as

The Jordan
The Jordan Historical
Historical Museum Museum
of the Twenty of the
Volunteer Twenty
Association Bylaws
Volunteer Association
Adapted 2006 - Updated 2017

Constitution
ARTICLE A: T HE OBJECTIVES OF THE VOLUNTEER ASSOCIATION ARE TO:
1. increase the awareness of our historical background by supporting the Museum to protect, to preserve and to
display the Jordan Historical Museum's artifact collection.
2. involve the community in Museum programs.
3. involve the community in special events, fundraising activities, including the operation of the Heritage Gift
Shop and other initiatives.
4. assist in those programs by contributing volunteer service, knowledge and skills.
5. assist the dissemination of information relating to the time and area that is involved.
6, improve our own skills and knowledge through participation.
7. work in partnership and collaboration with the Town of Lincoln and its Museum Staff to achieve the objectives
stated above and to advocate for, to advise on and to assist with strategic planning and fundraising efforts.

ARTICLE B: AMENDING FORMULA

The "Constitution & Bylaws" can be amended at any meeting of the general membership where copies of the
proposed amendments and notice of the meeting have been sent out at least 20 days prior to the meeting.
Where there is a quorum for the meeting, amendments to the constitution will be carried by a 2/3 majority of the
members present at the meeting.

ARTICLE C: CONSTITUTION AND BY-LAW AMENDMENTS

The Board of Directors of the Volunteer Association shall have the power to make, alter, or repeal the By-Laws
of the Volunteer Association by a two-thirds (2/3) affirmative vote, present in person, provided that the action is
included in the notice of the meeting.
All By-Laws and amendments to the By-Laws shall be submitted to members of the Volunteer Association at the
next Annual General Membership Meeting or at a special meeting of the membership. All By-Laws and
amendments to the By-Laws may be altered, amended or repealed by a two-thirds (2/3) majority vote of the
members present in person, provided that the proposed action is included in the notice of such a meeting.

ARTICLE D: MEMBERSHIP
Community Membership shall be open to persons who wish to support the objectives of the Volunteer
Association and who pay the required Yearly Membership Fee.
Associate Membership may be granted yearly, in lieu of a Membership Fee, to current, active volunteers
serving on the JHMTVA Board, JHMTVA Committees or other Museum volunteers, upon the recommendation of
the individual Board or Committee Chair as approved by the Board.
All Associate Members and Community Members, in good standing, are entitled to stand for election to the
JHMTVA Board at the JHMTVA Annual General Meeting.

ARTICLE E: BOARD OF DIRECTORS

There shall be a Board of Directors consisting of between 10 and 15 directors, duly elected from the
membership at the Annual General Membership meeting. The Board of Directors shall have full control and
management responsibilities of any real property(s) owned by the Volunteer Association.

RESPONSIBILITY OF THE BOARD OF DIRECTORS:

1. to ensure that the objectives of the Volunteer Association are enacted and to effectively carry out the stated
purpose of the V.A. according to the Constitution and By-Laws in partnership with the Museum.
2. for a duty of diligence in the management of the affairs of the Volunteer Association and the development of a
sound knowledge of all aspects of the corporation.
3. to know, to understand, to identify and to implement all fiduciary responsibilities and requirements of a not-for-
profit charitable corporation.

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 The Jordan Historical Museum of the Twenty Volunteer Association Bylaws
Membership Bylaws
Yearly Membership Fees are established by the
Board of Directors and cover the 12 months
between Annual General Meetings:
a) Individual Membership - single person
b) Family Membership a family unit which may
also include children under 18 years of age
c) Corporate Membership - two tiered
- those having less than 15 employees
- those having 15 or more employees
General, Family, or Corporate Memberships count
as one (1) member for quorum purposes.
Associate Members have all the rights and privi-
leges of Community Members plus entitlement to a
discount on purchases from the Heritage Gift Shop.
The common discount for all Associate Members will
be recommended by the JHMTVA Heritage Gift
Shop Committee and confirmed by the Board.
Membership Meeting Bylaws
GENERAL MEMBERSHIP MEETINGS
1. The Board of Directors shall call a General
Membership Meeting upon receipt of a written
request of at least 15% of the membership. Such a
meeting must be held within 30 days of the
submission of the request.
2. The Board of Directors, at their discretion, may
also request the Chair to call a General Membership
Meeting.
3. Members will be provided with two (2) weeks
advance written notice, including the agenda, of all
General Membership Meetings.
4. There shall be an ANNUAL GENERAL
MEMBERSHIP MEETING of the Volunteer Association,
held at the beginning of each calendar year and not
later than April 30th.
The meeting shall be called by the Chair. A notice
shall normally be placed in the Volunteer
Association's Newsletter and e-mailed to all
members in good standing two weeks (14 days)
prior to the meeting.
The e-mailed notice to the members shall include
a meeting agenda.
Quorums: For General Membership Meetings, the
quorum shall be met with the physical presence of
25% of the current membership.
Voting: Persons with a current membership are
entitled to voting privileges at General Membership
Meetings. (General Membership holders shall be
entitled to one (1) vote. Family Membership holders
shall be entitled to two (2) votes. Corporate
Membership holders shall be entitled to two (2)
votes. No individual may cast more than one vote.
Proxies: Casting of vote(s) by proxy is not
permitted.
Financial Report: An annual independent
financial report of the Volunteer Association Board
and the Heritage Gift Shop shall be presented at the
Annual General Membership Meeting. The Fiscal
Year End shall be December 31st.
Board of Directors Bylaws
Election of Board of Directors: Any member in
good standing who has reached the age of 18 years
and is not an undischarged bankrupt shall be
eligible to become a Director. All Directors shall be
members of the Volunteer Association in good
standing.
Election of Officers: Officers shall be elected at
the first meeting of the Board following the Annual
General Membership Meeting.
The Four Officers shall consist of:
1. T HE CHAIR who shall preside at all meetings of
the Executive Committee and the Board of
Directors. The Chair shall be an ex-officio member
of all committees.
2. T HE VICE CHAIR who shall perform the duties of
the Chair in the absence of the Chair.
3. T HE SECRETARY who shall keep the minutes of
the Annual General Membership Meeting, meetings
of the Board of Directors and meetings of the
Executive Committee.
4. T HE T REASURER who shall have responsibility of
receipt and dispersal of all monies connected with
the Volunteer Association. These responsibilities
shall encompass Special Project{s) and membership
revenues and all grant, loan, committee and
donation monies.
Heritage Gift Shop Committee funds are adminis-
tered by the Heritage Gift Shop Committee Treas-
urer in consultation with the Volunteer Association
Treasurer.
Fiscal Year End shall be December 31st.
Signing Officers: Two members of the Executive
Committee, to be identified by resolution of the
Board following the Annual General Membership
Meeting, and the Treasurer, shall be signing officers
for the Association.
Directors Term of Office: Shall be for a period of
three years from the date of his/her election at the
Annual General Membership Meeting. One-third of
the total Board normally shall rotate election each
year. The Secretary of the Board will maintain a
record of Board member names, their election and
re-election dates.
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 The Jordan Historical Museum of the Twenty Volunteer Association Bylaws
Vacancies: In the case of a vacancy by death or
resignation of a member, or from any other cause
other than expiration of the term for which a
member was elected, the Board may seek to
appoint another eligible person who will serve until
the next Annual General Membership Meeting.
Number of Board Meetings: The Board shall
normally meet once per month but may, at their
discretion, call special meetings, at times and
dates to be determined by the Board. The
Executive Committee of the Board may meet in
place of the full Board during the months of June,
July and August.
Voting: All Board members, including the Chair,
are entitled to vote. In the case of a tie, the motion
will be defeated.
Casting of vote(s) by proxy is prohibited.
Quorum: A majority of the total number of
Directors (50% + 1) shall constitute a quorum to
transact the business of the Volunteer Association.
Open/Closed Meetings: Board meetings shall
be open to the public, however, the Board
reserves the right to go in-camera.
Directors Able to Call Meetings: The Chair of
the Board of Directors shall be required to call a
Board meeting upon receipt of a written request by
at least four Board members.
Indemnity: The Volunteer Association shall
indemnify all members of the Board against any
actions brought against them arising from their
activities as Directors.
Termination of Directors for Cause: A Board
member who misses more than three consecutive
meetings shall be considered to have resigned
unless such absence was due to illness or other
reason(s) acceptable to the Board.
Any Director who engages in activities that are
deemed unethical, immoral or illegal that reflect
poorly on the image of the Museum or Board may
be removed by resolution of the Board.
The Secretary shall be authorised by the
Executive Committee to notify the Board member,
in writing, of his or her termination.
Remuneration of Directors and Conflict of
Interest: There is no remuneration, in kind or
otherwise, for the Directors of the Volunteer
Association. If a Director, their spouse or other
family member can possibly benefit financially
from any decision of the Board. the Director must
first declare a conflict of interest in the matter
under discussion and refrain from voting on the
matter. A Director who does not follow this
procedure may be dismissed and the decision
reconsidered.
Standing Committees Bylaws
Each standing committee shall include two
members of the Board of Directors, one of whom
shall be the Committees Chair. A Secretary shall
be appointed to each standing committee to keep
a record of the business of that committee. Each
committee shall have the privilege of adding to its
number from the general membership of the
Volunteer Association.
Each committee Chair shall give or submit a
report on its activities to the meetings of the Board
of Directors. This format shall not preclude
discussion of issues at a meeting of the Board of
Directors.
The standing committees of the
Board of Directors shall be as follows:
. Executive Committee
. Finance Committee
. Heritage Gift Shop Committee
. Membership, Recruitment, Newsletter and
Nominating Committee
The Executive Committee: Shall comprise the
four Officers of the Board of Directors. At the
request of the Board of Directors, the Executive
Committee may meet to review and make
recommendations for decision by the Board.
The Finance Committee: Shall comprise of
seven (7) members: the Volunteer Association
Board Chair, Board Treasurer, one other Member
of the Board plus the Treasurer of the Heritage
Gift Shop, two other Members of the Heritage Gift
Shop Committee and the Museum Director in an
ex-officio capacity.
The Finance Committee Chair shall normally be
the Treasurer of the Board of Directors.
This Committee, shall make recommendations to
the Board of the Volunteer Association regarding
the Volunteer Associations spending priorities.
The Heritage Gift Shop Committee:
Responsible for all aspects of management and
operation of the Heritage Gift Shop. Distribution of
funds raised by the Heritage Gift Shop shall be
determined by the Volunteer Association Board
upon recommendation of the Finance Committee.
Normally, funds raised by the Heritage Gift Shop
will be applied toward a special project or initiative
of the Museum.
The two positions of Chair and Treasurer of the
Heritage Gift Shop Committee are appointed as
JHMTVA Board of Directors. Upon relinquishing
their committee roles they enter the normal proc-
(Continued on page 4)
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 The Jordan Historical Museum of the Twenty Volunteer Association Bylaws

ess of re-election to the role of Director.
Membership, Recruitment, Newsletter and
Nominating Committee: Shall solicit and recruit
new members and volunteers; bring the Museum
to the notice of the public; assist in the preparation
and distribution of promotional material; assist in
publicising all special events; maintain a file of all
members of the Volunteer Association; ensure that
all voting members are members in good standing
at the Annual General Membership Meeting and
be responsible for the administration of
nominations and elections at the Annual General
Membership Meeting.
Other Committees: The Board of Directors
shall, at its discretion, have the power to appoint
committees, from time to time, to carry on the work
of the Volunteer Association.
2. On April 5, 1995, the Jordan Historical Museum
Board directed staff to explore the possibility of the
Jordan Historical Museum of the Twenty becoming
a department of the Town.
The Jordan Historical Museum of the Twenty
created the umbrella association known as The
Jordan Historical Museum of the Twenty Volunteer
Association, now also referred to as The
Volunteer Association or JHMTVA and held the
inaugural meeting on April 27, 1995.
3. In the event of dissolution of the Volunteer
Association, and after payment of all debts and
liabilities, its remaining property shall be
transferred to the The Jordan Historical Museum.
of the Twenty.

Rules of Order Bylaw

Parliamentary Authority

The procedural rules contained in the current

edition of Bourinots Rules of Order shall be used
by the Volunteer Association except for situations
where specific procedural rules are addressed in
the Volunteer Associations Constitution and
Bylaws.

Notes:
1. T HE JORDAN HISTORICAL MUSEUM OF THE
T WENTY is a not-for-profit Corporation operating
under The Letters Patent issued by the Province
of Ontario, January 16th, 1953.

The Jordan Historical Museum of the Twenty Volunteer Association

3800 Main Street

Jordan, Ontario, Canada L0R 1S0
905-562-5242
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