Relationship with the Rotary Club of Port Elgin

It is agreed that, until so relinquished, the Rotary Club of Port Elgin is the curator/manager of the Saugeen Shores Hall of Fame. The Rotary Club of Port Elgin shall maintain fiscal control of all aspects of the Hall and shall benefit, for the purpose of Club projects, from any Hall profits and surpluses. In the case of surpluses the Committee may request funds be directed to the maintenance of the Hall and/or specific Club projects.

The Rotary Club of Port Elgin recognizes that the Saugeen Shores Hall of Fame Selection Committee shall be the sole organizational body responsible for the procedures, nominations, selections, and all proceedings pertaining to the inductions into the Hall and induction events.

The Saugeen Shores Hall of Fame Selection Committee recognizes that as a body it operates under the auspices of and is responsible to the board of directors of the Rotary Club of Port Elgin. The Club agrees to the autonomy of the Saugeen Shores Hall of Fame Selection Committee in all aspects of the Committees 'normal' duties and agrees it shall be responsible for all monetary payables associated with the 'induction evening and ceremony'.

It is agreed the Committee shall comprise of a maximum of 9 Committee members and a minimum of 5 Committee members. The Committee makeup shall consist of a maximum of 4 Club members and a minimum of 1 Club member. Club Committee members must be a member in good standing of either the Rotary Club of Port Elgin or the Rotary Club of Southampton and 1 Club Committee member shall act as a Rotary liaison. There shall be a maximum of 5 'community' Committee members and a minimum of 2 'community' Committee members. The Selection Committee 'community' members shall be accepted and recognized as residents of Saugeen Shores with a permanent residence within the boundaries of Saugeen Shores. The Saugeen Shores Hall of Fame Selection Committee shall consist of a Chair, a Vice­Chair, Secretary-Treasurer , and Directors at Large. The chair shall preside over meetings, call meetings, oversee and chair the induction selection process, and preside over the Induction ceremony. The Chair position shall be for a 2 year period and shall be the Vice-Chair from the previous term. The Chair may be re-acclaimed if the previous Vice-Chair is unable to ascend to the Chair. The Vice-Chair shall replace the Chair when and where necessary upon the absence or the inability of the Chair to perform his or her duties. The Vice-Chair position shall be decided at the commencing of each two year term by acclimation or a vote within the committee. The Secretary-Treasurer shall be required to take minutes of meetings, correspond with Committee members, collect payable receipts to forward to the Club, and produce financial statements as required by the Club.

Directors at Large may and will be assigned duties as required for normal Committee functions. All Committee members will have full voting entitlements in the selection process except in proclaimed cases of 'conflict of interest'.

Upon completion of each 2 year term each committee member shall express his/her intent of continuing to serve on the committee or resignation. Upon resignation of a Rotary Committee member the appropriate Rotary Club shall be requested to replace the position. Upon resignation of a 'community' Committee member that member may suggest a replacement for the Committee to approve. If there is no replacement brought forward the Committee may approach a person or persons that is agreed upon by the Committee.