The CONSTITUTION of The Atlantic Association of Landscape Designers/ L’association des Spécialist (e) s en Aménagement paysager de l’Atlantique
November 1999
Amended February 2011
ARTICLE 1
NAME
The name of this association shall be the “Atlantic Association of Landscape Designers/L’Association Des Specialistes en Amenagmenet Paysager Atlantique,” and shall herein be referred to as The Association.
ARTICLE 2
PURPOSE AND STANDARDS OF PRACTICE
The purpose of The Association shall be to:
1. Stimulate and develop an interest in landscape design among its members and the general public.
2. Encourage and assist members to develop their skills and improve their standards.
3. Provide education to members and the public by means of lectures, workshops and demonstrations.
4. Support members as they work toward and achieve Landscape Industry Certified Designer Certification.
The standards of practice of The Association shall be binding on all members and shall be as follows:
I agree to abide by The Association’s standards of practice as stated below: I WILL:
· Utilize personal knowledge and skills for the greatest good of my clients and the environment.
· Advance landscape design by continuing my professional education and exchanging knowledge with colleagues.
· Be truthful in oral or written statements concerning the services I am qualified to offer.
· Protect the environment and discourage damage to our natural resources.
· Refrain from expressing an uninformed opinion on any issues relating to my profession.
· Be loyal to clients or to the employing organization and faithfully perform assigned tasks.
· Avoid making unfounded statements or criticizing colleagues for personal gain.
· Participate in public service activities to educate the public about good landscape design and sound horticulture practices.
· Conduct all matters relating to landscape design activities, business operation and civic responsibilities in a manner that will further the status of landscape design as a respected profession.
ARTICLE 3
MEMBERSHIP
1. QUALIFICATION FOR MEMBERSHIP
Membership shall be open to any persons or organizations engaged in activities in the landscape industry upon payment of a membership fee in an amount to be determined from time to time at general meetings of The Association.
2. CLASSES OF MEMBERSHIP
The membership of The Association shall consist of five classes, namely:
I. GENERAL MEMBERS such as landscape designers, architects, managers, etc. who shall be the active members of The Association.
II. AFFILIATE MEMBERS who shall consist of other organizations and bodies such as provincial and national landscape associations, educational institutions, retail trade associations, municipal corporations, etc.
III. CORPORATE MEMBERS who shall consist of industry businesses such as landscape firms, industry suppliers, etc.
IV. HONORARY MEMBERS who shall consist of persons associated with the landscape industry who are well known for their interest and activities in the industry, and who have made an outstanding contribution to the same. Honorary Members shall be elected for life by the general membership at a general meeting of The Association and will not be required to pay annual dues.
V. STUDENT MEMBERS who shall consist of students currently enrolled in a course of studies related to the landscape and nursery trades industry, and whose membership fee shall be levied at a reduced rate, with said rate being determined from time to time at general meetings of The Association.
3. VOTING RIGHTS OF MEMBERSHIP
All classes of membership shall enjoy the right to attend functions sponsored by The Association, and are entitled to attend all meetings of The Association, and engage in debate on issues, but voting rights shall reside in the student members and general members only. There shall be one vote per member with valid votes being cast by members present (or via electronic voting if deemed appropriate).
4. VOTING PROCEDURES
Methods of voting shall be by a verbal indication of ‘aye’ or ‘nae;’ a show of hands; or a written ballot. Email ballot may be used if a motion is granted on a particular vote.
ARTICLE 4
OFFICERS
The executive officers of The Association shall be the following: Chair, Vice-Chair, Secretary and Treasurer.
1. ELECTION AND TERMS OF OFFICERS
The term of each executive officer shall be for a period of two years.
The executive officers of The Association shall be elected at annual meetings, with one half the officers elected each year.
2. DUTIES OF THE OFFICERS
The duty of the executive officers shall be as follows:
CHAIR
· Preside at all meetings of The Association and the management committee;
· Supervise the day to day administration of the Association;
· Be an exofficio member of all committees;
· Be the official representative of The Association;
· Perform such other duties as requested.
VICE-CHAIR
· Perform the duties of the chair in his/her absence, or when required to do so;
· Assist in the administration of The Association;
· Perform other duties as requested.
SECRETARY
· Keep a written record of all meetings of The Association and have custody of all books, papers and records of The Association, except as shall be in the custody of the Treasurer or other person authorized to have possession of them by resolution of The Association;
· Assist in the administration of The Association;
· Perform other duties as requested.
TREASURER
· Collect all monies owed to The Association and have supervision over all the monies and securities belonging to The Association, and cause all monies to be deposited in a chartered bank to be designated by the management committee;
· Keep all financial records of The Association;
· Keep an updated list of all members and their standing in The Association;
· Assist in the administration of The Association;
· Perform other duties as requested.
ARTICLE 5
MANAGEMENT COMMITTEE
The executive officers shall serve as the management committee of The Association and may meet from time to time, but must meet or hold a conference call a minimum of twice per year. A majority show of votes is required to carry a motion in meetings of the executive, and in the event of a tie, the Chair shall cast the deciding vote.
ARTICLE 6
FINANCE
1. The financial year of The Association shall be the 31st day of December of each year.
2. Signing officers of The Association shall be appointed from time to time at the annual meeting and will consist of at least one officer the Association together with any other officer or committee member, as appointed at a general meeting of the Association.
a. The treasurer may sign individual cheques to a maximum amount of $200.00.
3. An auditor of the Society may be appointed by the members at the annual general meeting and if the members fail to appoint an auditor, the officers may do so.
4. The officers shall annually present to the members a written report on the financial position of the Association. The report shall be in the form of:
a. a balance sheet showing assets, liabilities and equity and
b. a statement of income & expenditures in the preceding fiscal year
5. A copy of the annual financial report shall be reviewed and signed by the auditor or by two officers.
6. The Association shall not make loans, guarantee loans or advance funds to any officer or director.
7. The Association shall not borrow money.
ARTICLE 7
COMMITTEES
The standing committees of The Association shall be:
1. Public Relations
2. Membership
3. Program
4. Industry Certification
Each committee shall consist of a chairperson and at least two other members, all of whom shall serve for a term of two years.
Other committees may be struck from time to time on an as-needed basis, with their structure to be set out at the time of their creation.
ARTICLE 8
MEETINGS
All annual and general meetings of the Association shall consist of two components: a business meeting and an educational component.
1. NOTICE OF MEETINGS
Notice of annual and general meetings of The Association shall be directed by mail, fax and/or Association newsletter (email and/or website) to each member of record, and not less than 21 days prior to the date of any such meeting, and shall state the place, date, time and purpose thereof.
The non-receipt of notice by any member shall not invalidate the proceedings.
2. QUORUM FOR MEETING
The presence of not less than 15% of the general members in good standing shall be necessary to constitute a quorum at any general meeting of The Association.
3. ANNUAL MEETINGS
The annual meeting of The Association shall be held within three months of the fiscal year end. The business to be transacted at the annual meeting shall be: consideration and adoption of minutes of the immediately preceding annual meeting; consideration of the reports of the executive and committee chairs; the election of officers; and any other business that the management committee decides may properly come before the annual meeting.
4. GENERAL MEETINGS
A general meeting of The Association may be called from time to time as determined by the management committee, or by the general membership, provided the secretary receives a written request to that effect, signed by not less than 20% of the general members in good standing. Said meeting shall be held within 28 days of the receipt of such requisition.
5. VOTING ON QUESTIONS
Unless otherwise provided, questions arising at a meeting shall be decided by a majority vote of those present. When votes are equal, but not otherwise, the chair shall have a vote.
6. TENTATIVE AGENDAS
Agendas for all annual meetings shall have the following tentative order:
Call to order
Opening remarks from the chair
Approval of the agenda
Approval of the minutes of the previous meeting
Treasurer’s report
Committee reports
Amendments to by-laws
Adjournment
Agendas for a general meeting shall have the following tentative order:
Call to order
Opening remarks from the chair
Approval of the Agenda
Approval of the minutes of the previous meeting
Treasurer’s Report, Committee reports
Correspondence
Old Business
New business
Adjournment
ARTICLE 9
VACANT OFFICERS
If any office becomes vacant, the management committee may elect member in good standing to that office for the unexpired term.
ARTICLE 10
BY-LAWS
The Association may devise and give effect to such by-laws, rules or regulations as may be requisite for its governance, provided they are consonant with the principles embodied in this constitution.
ARTICLE 11
AMENDMENTS TO THE CONSTITUTION
The constitution of The Association may be amended at annual meetings, provided that a notice to so amend has been filed with the secretary not less than 21 days prior to such annual meeting. An amendment of the constitution shall be effected only with the support of two thirds of the members voting at the annual meeting.
ARTICLE 12
PARLIAMENTARY REFERENCE
The rules contained in “The New Robert’s Rules of Order” shall govern The Association in all cases to which they are applicable and in which they are not inconsistent with the rules set out in the constitution and by-laws of The Association.
END