Newcastle Village and District Historical Society
20 King Avenue West • Newcastle • Ontario • L1B 1H7
We regret to announce that due to low ticket sales/interest in the events on July 1, we have made the decision to cancel both. We hope to hold similar events in the future, on a date that doesn’t conflict so much with family activities and vacation plans. If you bought tickets for the dance, please contact Myno Van Dyke for a refund.
(As of April 15, 2023)
Due to the enactment of the Ontario Not-for-Profit Corporations Act (2010) in October, 2021, the Society had to review and revise our Constitution and create a set of by-laws in order to be in compliance with the new legislation.
We took the opportunity to review every aspect of our governance and have made a few changes, as follows:
The following is the Newcastle Village and District Historical Society’s Constitution and By-laws. It conforms to the Ontario Not-for-Profit Corporations Act of 2010, which takes precedence on matters of conflict and omission.
The name of the organization is “Newcastle Village and District Historical Society” (NVDHS), hereafter referred to as the “Society.”
The Society is an independent, not-for-profit organization incorporated on September 11, 1982, through affiliation with The Ontario Historical Society under its Special Act approved by the Legislative Assembly of Ontario in 1899. The Society shall maintain membership in The Ontario Historical Society. The Ontario Corporation Number is 528331.
The Society is a registered charity under paragraph 149(1)(f) of the Canadian Income Tax Act, effective November 28, 1983, with the Registered Charity No. 886648591 RR001. The Society shall be subject to the Ontario Charities Accounting Act, R.S.O. 1990.
The head office shall be in the former village of Newcastle, in the Municipality of Clarington, Regional Municipality of Durham, Ontario.
The fiscal year shall be from January 1 to December 31.
The Society shall be subject to the Charities Accounting Act.
No director shall receive remuneration for services provided in their capacity as a director, although they may be paid reasonable expenses incurred by them in the performance of their duties. Unless otherwise prohibited by the Society, a director may be compensated for services other than as a director pursuant to the regulation made under the Charities Accounting Act, or with court approval or an order made under section 13 of the Charities Accounting Act.
Commercial purposes, if any, included in the articles are intended only to advance or support one or more of the non-profit purposes of the Society. No part of a Society ‘s profits or of its property or accretions to the value of the property may be distributed, directly or indirectly, to a member, a director, or an officer of the Society except in furtherance of its activities.
The funds of the Society will be invested pursuant to the Trustee Act.
The Society shall have a Board of Directors of not less than nine (9) and no more than thirteen (13) Directors, including the following officers – President, Vice President, Treasurer and Secretary. The Vice President will act as substitute for the President where necessary as outlined in By-Law 3.04. Each Board Director shall be a member of the Society in good standing and elected by the Membership.
The Directors of the Society may pass by-laws respecting delegates pursuant to the Ontario Corporations Act, Section 130
In this by-law and all other by-laws of the Society, unless the context otherwise requires:
Other than as specified in Section 1.01, all terms contained in this By-law that are defined in the Act shall have the meanings given to such terms in the Act. Words importing the singular include the plural and vice versa, and words importing one gender include all genders.
The invalidity or unenforceability of any provision of this By-law shall not affect the validity or enforceability of the remaining provisions of this By-law. If any of the provisions contained in the By-laws are inconsistent with those contained in the articles or the Act, the provisions contained in the articles or the Act, as the case may be, shall prevail.
Deeds, transfers, assignments, contracts, obligations and other instruments in writing requiring execution by the Society may be signed by any two of its Officers or Directors. In addition, the Board may from time to time direct the manner in which and the person by whom a particular document or type of document shall be executed. Any person authorized to sign any document may affix the corporate seal, if any, to the document. Any Director or Officer may certify a copy of any instrument, resolution, By-law or other document of the Society to be a true copy thereof.
The Directors shall be elected by the Members at the first meeting of Members and at each succeeding annual meeting. The term of office of the Directors (subject to the provisions, if any, of the articles) shall be from the date of the meeting at which they are elected or appointed until the next annual meeting or until their successors are elected or appointed.
The office of a Director shall be vacated immediately:
A vacancy on the Board shall be filled as follows, and the Director appointed or elected to fill the vacancy holds office for the remainder of the unexpired term of the Director’s predecessor:
Committees may be established by the Board as follows:
The Directors shall serve as such without remuneration and no Director shall directly or indirectly receive any profit from occupying the position of Director; subject to the following:
Meetings of the Directors may be called by the President or any two Directors at any time and any place on notice as required by this By-law.
The Board may fix the place and time of regular Board meetings and send a copy of the resolution fixing the place and time of such meetings to each Director, and no other notice shall be required for any such meetings.
Notice of the time and place for the holding of a meeting of the Board shall be given in the manner provided in Section 10 of this By-law to every Director of the Society not less than seven days before the date that the meeting is to be held. Notice of a meeting is not necessary if all of the Directors are present, and none objects to the holding of the meeting, or if those absent have waived notice or have otherwise signified their consent to the holding of such meeting. If a quorum of Directors is present, each newly elected or appointed Board may, without notice, hold its first meeting immediately following the annual meeting of the Society.
The President shall preside at Board meetings. In the absence of the President, the Vice President shall serve as Chair for such meetings. In the absence of both the President and the Vice President, the Directors present shall choose one of their number to act as the Chair.
Each Director has one vote. Questions arising at any Board meeting shall be decided by a majority of votes. In case of an equality of votes, the President or Chair shall not have a second or casting vote, and the resolution shall not pass.
If all of the Directors of the Society consent, a Director may participate in a meeting of the Board or of a committee of Directors by telephonic or electronic means that permits all participants to communicate adequately with each other during the meeting. A Director participating by such means is deemed to be present at that meeting.
The Board shall by resolution from time to time designate the bank in which the money, bonds or other securities of the Society shall be placed for safekeeping.
The financial year of the Society ends on December 31 in each year or on such other date as the Board may from time to time by resolution determine.
The Board shall appoint from among the Directors a Chair, who shall be the president, a vice president, a treasurer and a secretary at its first meeting following the annual meeting of the Society. The office of treasurer and secretary may be held by the same person and may be known as the secretary-treasurer. The Board may appoint such other Officers and agents as it deems necessary, and who shall have such authority and shall perform such duties as the Board may prescribe from time to time.
Any Officer shall cease to hold office upon resolution of the Board. Unless so removed, an Officer shall hold office until the earlier of:
Officers shall be responsible for the duties assigned to them and they may delegate to others the performance of any or all of such duties.
The Chair, who is also the President, shall perform the duties described in sections 3.04 and 9.05, and the duties described in Schedule A and such other duties as may be required by law or as the Board may determine from time to time.
The Vice President shall assist the President and shall conduct the Society’s meetings in the absence of the President. The Vice President shall also complete the term of the President in the event of the President’s resignation, inability to act, or removal from office. The Vice President shall have such other duties and powers as the board may specify.
The treasurer shall perform the duties described in Schedule B and such other duties as may be required by law or as the Board may determine from time to time.
The secretary shall perform the duties described in Schedule C and such other duties as may be required by law or as the Board may determine from time to time.
No Director, Officer or committee member of the Society is liable for the acts, neglects or defaults of any other Director, Officer, committee member or employee of the Society or for joining in any receipt or for any loss, damage or expense happening to the Society through the insufficiency or deficiency of title to any property acquired by resolution of the Board or for or on behalf of the Society or for the insufficiency or deficiency of any security in or upon which any of the money of or belonging to the Society shall be placed out or invested or for any loss or damage arising from the bankruptcy, insolvency or tortious act of any person, firm or Society with whom or which any moneys, securities or effects shall be lodged or deposited or for any other loss, damage or misfortune whatever which may happen in the execution of the duties of his or her respective office or trust provided that they have:
A Director who is a party to a material contract or transaction or proposed material contract or transaction with the Society or is a director or officer of, or has a material interest in, any person who is a party to a material contract or transaction or proposed material contract or transaction with the Society shall make the disclosure required by the Act. Except as provided by the Act, no such Director shall participate in any part of a meeting of Directors during which the contract or transaction is discussed or vote on any resolution to approve any such contract or transaction.
No Director shall, directly or through an associate, receive a financial benefit, through a contract or otherwise, from the Society if it is a charitable corporation unless the provisions of the Act and the law applicable to charitable corporations are complied with.
Membership in the Society shall consist of persons interested in furthering the purposes of the organization, who may become a member on payment of an annual fee, which is determined by the Board of Directors and ratified by the membership.
Membership in the Society shall consist of three classes of Members, namely Individual, Family and Corporate Members. The following conditions of Membership shall apply:
Corporate Members shall be individuals representing a corporation, who have paid for a Corporate membership in the Society. The term of membership for an Corporate Membership is one year from the date of payment, and subject to renewal in accordance with the policies of the Society
As set out in the articles, each Corporate Member is entitled to receive notice of, attend, and vote at all meetings of Members, and each Individual Member shall be entitled to one (1) vote at such meetings
A membership in the Society is not transferable and automatically terminates if the Member resigns or such membership is otherwise terminated in accordance with the Act.
The annual meeting shall be held on a day and at a place within Ontario fixed by the Board. Any Member, upon request, shall be provided not less than five business days, or other number of days that may be further prescribed in regulations before the annual meeting, with a copy of the approved financial statements, auditor’s report or review engagement report and other financial information required by the By-laws or articles.
The business transacted at the annual meeting shall include:
No other item of business shall be included on the agenda for annual meeting unless a Member has given notice to the Society of any matter that the Member proposes to raise at the meeting in accordance with the Act, so that such item of new business can be included in the notice of annual meeting.
The Directors may call a special meeting of the Members. The Board shall call a special meeting on written requisition of the Members who hold at least 5 per cent of votes that may be cast at the meeting sought to be held within 21 days after receiving the requisition unless the Act provides otherwise.
Subject to the Act, not less than 10 and not more than 50 days written notice of any annual or special Members’ meeting shall be given in the manner specified in the Act to each Member, each Director and to the auditor or person appointed to conduct a review engagement. Notice of any meeting where special business will be transacted must contain sufficient information to permit the Members to form a reasoned judgment on the decision to be taken, and state the text of any special resolution to be submitted to the meeting.
A quorum for the transaction of business at any such meeting of the General Membership, seven (7) members in person or by Electronic Means must be present to constitute a quorum for conducting Society business. If a quorum is present at the opening of a meeting of the Members, the Members present may proceed with the business of the meeting, even if a quorum is not present throughout the meeting.
The President shall be the chair of the Members’ meeting. In the absence of the President, the Vice President shall serve as Chair for such meetings. In the absence of both the President and the Vice President, the Members present at any Members’ meeting shall choose another Director as chair and if no Director is present or if all of the Directors present decline to act as chair, the Members present shall choose one of their number to chair the meeting.
Business arising at any Members’ meeting shall be decided by a majority of votes unless otherwise required by the Act or the By-law provided that:
The Chair may, with the majority consent of any Members’ at a meeting, adjourn the same from time to time and no notice of such adjournment need be given to the Members, unless the meeting is adjourned by one or more adjournments for an aggregate of 30 days of more. Any business may be brought before or dealt with at any adjourned meeting which might have been brought before or dealt with at the original meeting in accordance with the notice calling the same.
The only persons entitled to attend a Members’ meeting are the Members, the Directors, the auditor or the person who has been appointed to conduct a review engagement of the Society, if any, and others who are entitled or required under any provision of the Act or the articles or the By-laws of the Society to be present at the meeting. Any other person may be admitted only if invited by the Chair of the meeting, a director, or with the majority consent of the Members present at the meeting.
Any notice required to be sent to any Member or Director or to the auditor or person who has been appointed to conduct a review engagement of the Society shall be delivered personally, or sent by prepaid mail, email or other electronic means to any such Member at the Member’s latest address as shown in the records of the Society; and to such Director at his or her latest address as shown in the records of the Society or in the most recent notice or return filed under the Corporations Information Act, whichever is the more current; and to the auditor or the person who has been appointed to conduct a review engagement at its business address; provided always that notice may be waived or the time for giving the notice may be abridged at any time with the consent in writing of the person entitled thereto.
The accidental omission [O1] to give any notice to any Member, Director, Officer, member of a committee of the Board or auditor or person conducting a review engagement, if any, or the non-receipt of any notice by any such person where the Society has provided notice in accordance with the By-laws or any error in any notice not affecting its substance shall not invalidate any action taken at any meeting to which the notice pertained or otherwise founded on such notice.
The Board may from time to time in accordance with the Act amend or repeal and replace these By-laws and Constitution.
The directors shall submit the constitution or by-law, amendment, or repeal to the members at the next meeting of the members, and the members may confirm, reject or amend the by-law, amendment or repeal by ordinary resolution.
This Constitution and By-Laws shall be effective as of from April 15, 2023.
The president provides leadership to the Board, ensures the integrity of the Board’s process and represents the Board to outside parties. The president co-ordinates Board activities in fulfilling its governance responsibilities and facilitates co-operative relationships among Directors. The president ensures the Board discusses all matters relating to the Board’s mandate.
Agendas. Establish agendas aligned with annual Board goals and preside over Board meetings. Ensure meetings are effective and efficient for the performance of governance work.
Direction. Serve as the Board’s central point of communication of the Society regarding the Board’s expectations and concerns. Develop standards for Board decision-support packages that include formats for reporting to the Board and level of detail to be provided to ensure that strategies and planning and performance information are appropriately presented to the Board.
Performance Appraisal. Lead the Board in monitoring and evaluating the performance of employees, if any, through an annual process.
Work Plan. Ensure that a Board work plan is developed and implemented that includes annual goals for the Board and embraces continuous improvement.
Representation. Serve as the Board’s primary contact with the public.
Reporting. Report regularly to the Board on issues relevant to its governance responsibilities.
Board Conduct. Set a high standard for Board conduct and enforce policies and By-laws concerning Directors’ conduct.
Mentorship. Serve as a mentor to other Directors. Ensure that all Directors contribute fully. Address issues associated with underperformance of individual Directors.
Succession Planning. Ensure succession planning occurs for the Board.
Committee Membership. May serve as member on all Board committees.
The vice president assists in providing leadership to the Board, and assists the president to co-ordinate Board activities in fulfilling its governance responsibilities and facilitate co-operative relationships among Directors.
Board Conduct. Assists the president in setting a high standard for Board conduct and enforcing policies and By-laws concerning Directors’ conduct.
Representation. Serve as the Board’s secondary contact with the public.
Mentorship. Serve as a mentor to other Directors.
The treasurer works collaboratively with the president to support the Board in achieving its fiduciary responsibilities.
Custody of Funds. The treasurer shall have the custody of the funds and securities of the Society and shall keep full and accurate accounts of all assets, liabilities, receipts and disbursements of the Society in the books belonging to the Society and shall deposit all monies, securities and other valuable effects in the name and to the credit of the Society in such chartered bank or trust company, or, in the case of securities, in such registered dealer in securities as may be designated by the Board from time to time. The treasurer shall disburse the funds of the Society as may be directed by proper authority taking proper vouchers for such disbursements, and shall render to the President and directors at the regular meeting of the Board, or whenever they may require it, an accounting of all the transactions and a statement of the financial position, of the Society. The treasurer shall also perform such other duties as may from time to time be directed by the Board.
Board Conduct. Maintain a high standard for Board conduct and uphold policies and By-laws regarding Directors’ conduct, with particular emphasis on fiduciary responsibilities.
Mentorship. Serve as a mentor to other Directors.
Financial Statement. Present to the Members at the annual meeting as part of the annual report, the financial statement of the Society approved by the Board together with the report of the auditor or of the person who has conducted the review engagement, as the case may be.
The secretary works collaboratively with the president to support the Board in fulfilling its fiduciary responsibilities.
Board Conduct. Support the president in maintaining a high standard for Board conduct and uphold policies and the By-laws regarding Directors’ conduct, with particular emphasis on fiduciary responsibilities.
Document Management. Keep a roll of the names and addresses of the Members. Ensure the proper recording and maintenance of minutes of all meetings of the Society, the Board and Board committees. Attend to correspondence on behalf of the Board. Have custody of all minute books, documents, and registers and ensure that they are maintained as required by law. Ensure that all reports are prepared and filed as required by law or requested by the Board.
Meetings. Give such notice as required by the By-Laws of all meetings of the Society, the Board and Board committees. Attend all meetings of the Society, the Board and Board committees.
Printable PDF – Revised Constitution and By-laws
Robert (Bob) Malone, former President of the Newcastle Village & District Historical Society passed away December 21, 2022. Bob was born in Belfast, Ireland on September 28, 1939. His parents, William and Elizabeth Malone, immigrated to Canada after WW2 and settled in Montreal Quebec. Bob had four sisters, Patricia, Maureen, Donna and Theresa.
Bob’s father was a naval war veteran and Bob followed in his footsteps enlisting as a “Trooper” with the Royal Canadian Army 17th DYRC HUSSARS in Montreal. Bob also graduated from Concordia University with a Commerce degree. This education enabled him to work in a variety of jobs in commercial and industrial real estate mostly in the railway industry. He worked for Canadian Pacific, Canadian Nation, Canarail International and the Grand Trunk Railway. In 1967, he married Rosemary Hachey and they had two daughters Laura and Amanda.
Bob and Rosemary moved to Newcastle from Mississauga in 2010 purchasing the old “Billy Anderson” house at King and Edward Streets. Soon Bob’s passion for history, railways and the military led him to the Newcastle Village & District Historical Society. It wasn’t long before Bob was welcomed into the Society as a Board Member and then served as President for several terms.
Bob’s passion for volunteering continued from his previous communities and he soon joined the local Ratepayers Association, Orono Crown Land Trust, Bowmanville Hospital Foundation, Clarington Heritage Committee and Durham Regional Land Division Committee. Bob always played a very active leadership role in any organization he was a part of.
Robert and Rosemary made a number of improvements to not only their Mill Street house but the grounds. A carport was tastefully added to the east side of home. On the carport is a lovely cupola which has a steel “doctor’s horse and buggy” weathervane. The house has one of the few remaining enclosed front door porches and this has also been restored by the Malones. During the spring, summer and fall, the home is surrounded with beautiful plants and flowers and always tastefully decorated for the seasons. The home was featured on the Summer Glory Garden Tour put on by the Bowmanville Horticultural Society. In 2014 the Malones were recipients of the Pat MacDonnell Preservation Award.
Bob was also on the Clarington Heritage Committee. He was very interested in the housing development east of Newcastle which bordered on Wilmot Creek. Bob was adamant that the former Wilmot House and property be retained as a Heritage property. He wanted to be sure that no houses backed onto Wilmot Creek and that this area would always be open and accessible to our community. He fostered a relationship with Chief Dave Mowat of the Alderville Nation to ensure that we respected and shared the Indigenous heritage near the Wilmot Creek.
Bob dressed in a very old traditional way. He always wore a dress shirt and tie no matter what he was doing. I am sure he dressed this way when he worked in their garden beds as well. Always dress shoes and never saw Bob ever wear a hat.
He loved Cadillacs and although there was a brief period when there wasn’t one in the driveway, it was soon traded off for a new Cadillac for Rosemary to drive. The old Caddy went to his daughter Amanda and son-in-law Doug. The car was shipped out to Vancouver Island where Doug was stationed with the Navy. A few years ago Doug picked us up in Victoria and we toured around the Naval Base at Esquimalt in Bob’s old Caddy.
Bob was determined in everything he did. He would fight for the right things and never give up. He was the same with his illness, never quitting. People like Bob Malone don’t come along very often. He will be sorely missed. Rest in peace, Bob. (Photo with Chief Dave Mowat of Alderville)
~ Myno Van Dyke
Come meet the directors and your fellow members and enjoy lots of Christmas treats, mulled cider and Christmas music. We’ll be open from 9:30 a.m. to noon and look forward to seeing you all!
Please note that we will be closed Dec. 24 and 31, reopening on January 3.
A slide show of the 2022 parade held in Newcastle on Sunday, November 20. Thanks to Willie Woo for most of the photos!
One of Newcastle’s longest-running community organizations, the Newcastle Horticultural Society was created and joined the Ontario Horticultural Association in 1914. Adopting the smooth wild rose as their emblem and “Newcastle the Neat” as their slogan, horticultural society members have shared their love of gardening and made a significant contribution to various gardens across Newcastle for over 100 years.
The NHS operates as an all-volunteer, registered charity. The first president was Newcastle doctor Dr. John A. Butler, who also chaired the Building Committee for the new Community Hall (celebrating its 100th birthday this year and next) and served as village Reeve in the 1920s.
The society’s activities have long been intertwined with the Newcastle Community Hall, from early planting efforts to major capital projects. In 2011, the society partnered with the Newcastle Community Hall Board and Clarington to create a Heritage Garden at the hall.
It’s always a shock when we lose someone like Farncomb “Farny” Le Gresley. He was someone who you thought would be there forever. My involvement with the Newcastle Village & District Historical Society started in 1999 and one of the first people I met was Farny. He could speak on any subject, especially history, politics, sailing, electronics and farming. He had a number of interesting jobs, working at the dairy, farming, Bell Canada technician and Science Teacher.
I once had Farny as a guest speaker for a group I co-ordinate, East Clarington Men’s Breakfast. His topic was “Ham Radios”. It was fascinating to say the least and he kept everyone enthralled with a topic that I really wondered about. This was classic Farny, infectious smile and laugh, and a born teacher. He would often phone me and suggest topics for speakers. For years, it was to get someone to speak on “hydrogen power,” which he believed was a much better alternative fuel for vehicles. He was a great proponent of “green” energy.
Over the years, Farny and his wife Nancy donated many items to our Historical Society, but the one that really intrigued me was the computer that he built back in the early 1980s. This was before most people even knew what a home computer really was. Rumour had it that he had actually phoned Bill Gates and asked him for advice when he was putting it all together.
Thank you to NVDHS member Les Harris for videoing the event! A wonderful time was had by all.
The historical society will be at the Orono Fair from Friday, September 8, to Sunday, September 11. Fair grounds are located at 2 Princess St., Orono. Follow signs to gates and parking.
NVDHS hours at Orono Fair:
Come see our display of artifacts and photos on the Massey family and the Newcastle Community Hall.
Get your tickets today and join us in celebration of the 40th anniversary of the Newcastle Village and District Historical Society at an 1890s Garden Party, complete with 1890s prices. Dress up and compete in 1890s attire – or come as you are.
1890s Refreshments
Children’s Games
Costume Contests (men, women, children)
Music by the Orono Town Band
Displays by
the Culinary Historians of Canada, & NVDHS
1890s prices!
Adults: 25¢
Children: 10¢
Beginning on July 1, tickets can be purchased at the Historical Room in the Community Hall on Saturdays, 9:30 a.m. – noon or Monday – Friday 10 a.m. – 5 p.m. Or you can order them online and pay via e-transfer. Please use the contact form for the event and our Treasurer, Sher Leetooze will send the e-transfer email and total. Ticket pickup will be at the Historical Room or at the event.
Please fill out all required fields. Child tickets are for those 12 and under. Our treasurer, Sher Leetooze, will respond with the total and the e-transfer instructions. Tickets will be available for pickup at the Historical Room at the Community Hall, 20 King Ave. W. weekdays 10-5 or on Saturdays from 9:30-noon, OR can be picked up the day of the event.
Municipality of Clarington
A Gift of Art
Clarington Museums and Archives
St. Paul’s United Church
Bowmanville Legion Br. 178
Ontario Power Generation
Robert Malone
Greg St. Amand
Newcastle Griddle
Newcastle Foodland
Buddah Belly Bakery
Culinary Historians of Canada
Newcastle Public Library
St. Francis of Assisi Church
Newcastle Baptist Church
Members of the Board of NVDHS
(If you’re volunteering, don’t forget to contact Sher to let her know what you’ll be making…)
Image credit: See page for author, CC BY 4.0, via Wikimedia Commons
The July 1 celebrations continued into the afternoon, centred around the Newcastle Community Hall and the celebration of the 100th anniversary of the laying of the Hall’s cornerstone in 1922. Events featured special displays by the NVDHS in the Historical Room and in the Centennial Room of the hall, demonstrations by the Soper Valley Model Railroad Association, a BBQ fundraiser by the Newcastle Lions, period music from the Dave Climenhage Band, cake and refreshments, and speeches from event MC Myno van Dyke and Clarington Mayor Adrian Foster.
Special guests included four descendants of Newcastle residents who were involved in the creation of the Community Hall in 1922; Brian Jose, grandson of Harry Jose (village councillor), Don Colwill, grandson of Albert Amos (A.A.) Colwill, (former Reeve of Newcastle), Lynda MacGregor, great granddaughter of George Eilbeck, (furniture maker, Board of Education member, municipal tax collector), and Jean Rickard, daughter of Harvey Bonathan (Newcastle Village Clerk for several decades) who celebrates her own 100th birthday next month.
