Constitution & Bylaws

 

  1. Membership
  2. Annual Dues
  3. AGMs
  4. Executive at AGM
  5. Nominations
  6. Elections
  7. Finances
  8. Amendments
  9. Conduct
  10. Executive Committee
  11. President
  12. Vice-President
  13. Secretary
  14. Treasurer
  15. Nominations & Election
  16. Dissolution

By-Law 1. Membership There shall be the following categories of membership:

1.1 Members

1.1.1 All retired former members of the University of Lethbridge Faculty Association (ULFA) (i.e. faculty members, academic assistants and librarians) shall be invited to join the association, and shall be registered as members upon payment of the annual fee.

1.1.2 Persons nominated for membership who were not faculty members, but had a close association with the University. Upon approval by the Executive and payment of fees the nominees shall be registered as members.

1.2 Associate Members All retired former members of ULFA who choose not to pay the annual fee shall be invited to become Associate Members.

1.3 Members may resign from the Association by notifying the Treasurer by word of mouth or in writing or by failing to pay the annual membership fees.

1.4 Members may be expelled for conduct, which in the view of a majority of the executive is considered to be detrimental to the purposes or reputation of the Association.

By-Law 2. Dues Annual dues shall be set by the Executive subject to approval by an Annual General Meeting and shall be payable for any current year before 31 August.

By-Law 3. Annual General Meetings and Special General Meetings

3.1 An Annual General Meeting (AGM) of members shall be held normally in the month of September or October.

3.2 The President may call a Special General Meeting (SGM) at any time. A SGM shall also be called if requested in writing by five members of the association.

3.3 Decisions of an AGM or SGM shall be the final authority of the Association.

3.4 The conduct of AGMs and SGMs shall follow the By-Laws in force.

3.5 Only members of the Association may vote at AGMs and SGMs.

3.6 Associate members may attend and speak at AGMs and SGMs, but are not eligible to vote.

By-Law 4. The Executive shall be elected at an Annual General Meeting and shall be able to manage the affairs of the Association.

4.1 The Executive shall consist of the President, the Vice-President, the Secretary, the Treasurer, and two Members-at-large.

4.2 Executive members shall be elected for two-year terms

4.3 Aside from the startup year, when Members-at-large are elected at the same time as other Executive officers, Members-at-large shall be elected on alternate years to the election of other officers. In the startup year, the Members-at-large shall serve for only one year. Members-at-large shall be elected for two-year terms thereafter.

4.4 Officers shall not receive payment.

4.5 Officers shall not borrow money on behalf of the Association.

4.6 Officers may be removed from office by a resolution passed by a majority of members at an AGM or SGM

By-Law 5. Nominations

5.1 In accordance with the By-Laws, the Nominating Committee shall prepare, from the list of paid-up members, nominations for election to the Executive.

By-Law 6. Elections

6.1 Elections of officers shall be held according to procedures established by By-Laws 9.5 and 15.

6.2 Where a member of the Executive or of any committee resigns or is otherwise unable to continue, the President, with the approval of the Executive Committee, shall fill the post with an appointee for the remainder of the term.

By-Law 7. Finances

7.1 The Treasurer shall be the financial officer of the Association and shall exercise signing authority as specified in By-Law 14.2.

7.2 The Executive shall establish one or more bank accounts as necessary.

7.3 When membership dues or any other income are received, receipts shall be issued according to By-Law 14.1.

7.4 An audited financial report shall be presented to the membership at each Annual General Meeting.

7.5 A budget shall be prepared by the Treasurer in consultation with the President, and shall be approved by the Executive before being presented to the AGM for ratification.

7.6 The Association may acquire and dispose of property.

7.7 The financial year shall be September 1 to August 31.

By-Law 8. Amendments to the By-Laws

8.1 The By-Laws of the Association may be amended by a special resolution passed at a general meeting of which not less that 21 days notice specifying the intention to propose the resolution has been given and by a vote of not less than 60% of those members who, if entitled to do so, vote in person or by proxy.

8.2 Amendments to the By-Laws may be initiated by the Executive or by any two members of the Association and shall be submitted in writing to the President. The President shall call a SGM within six weeks for this purpose.

8.3 Motions to amend the By-Laws shall be distributed to the membership by the President at least two weeks prior to the AGM or SGM called for this purpose.

8.4 Changes in the By-Laws shall be effective when registered at Corporate Registry.

By-Law 9. Conduct of General Meetings

9.1 Members shall be notified of an Annual General Meeting at least four weeks prior to the date of the meeting. At least two weeks before the meeting, the President shall distribute copies of the agenda by email, and hard copies made available from the University of Lethbridge Faculty Association (ULFA) office.

9.2 Members shall be notified of a Special General Meeting at least two weeks prior to the date of the meeting. At least one week before the meeting, the President shall distribute copies of the agenda by email, and hard copies made available from the University of Lethbridge Faculty Association (ULFA) office.

9.3 The Vice President shall chair by the President or, in his/her absence, General Meetings.

9.4 The rules of order shall be Roberts Rules of Order.

9.5 Voting usually shall be by a show of hands, or by written ballot when requested. In the latter case, the Secretary shall be responsible for preparing the ballots and selecting two scrutineers to aid the Secretary in the counting. The Secretary shall announce the results to the membership.

9.6 The quorum for any General Meeting shall be 15% of the paid up membership.

9.7 Except for resolutions calling for change in the By-Laws, all resolutions shall be carried or lost by a simple majority. In case of a tie, the President shall cast the deciding vote.

9.8 Subject to approval by the Executive of a different meeting date, the AGM shall take place annually during the September-October period.

By-Law 10. The Executive

10.1 Members of the Executive may serve for no more than two consecutive terms in the same position.

10.2 The Executive Committee quorum shall be four members.

10.3 The President, with approval of the Executive, shall annually assign Chairs of Standing Committees from among the Members. Chairs of Standing Committees shall appoint members of their committees as necessary from among the Members.

10.4 The Standing Committees are:

10.4.1 Membership Committee normally chaired by the Treasurer

10.4.2 Program and Social Committee chaired by a Member-at-large; and

10.4.3 Newsletter and Communications Committee chaired by a Member-at-large.

10.5 A General Meeting shall create ad hoc Committees as necessary by the Executive or.

10.6 The Executive shall arrange for an annual audit of the financial statement of the Association, which shall be conducted by two members of the Association appointed by the Executive.

10.7 The books and records of the Association may be inspected by any member of the Association at the AGM or at any time when giving reasonable notice and arranging a time satisfactory to the officer or officers having charge of the same. Each member of the Executive shall at all times have access to such books and records.

By-Law 11. The President

11.1 The President shall preside at all meetings of the membership, and meetings of the Executive. If unable to attend, the Vice-President shall chair the meeting, or (failing that) the Executive shall choose the chair for that meeting.

11.2 The President shall receive requests for motions to be included in the agenda of an Executive meeting or an Annual General Meeting. The president also shall receive requests for Special General Meetings as provided in Section 3.2 of the By-Laws.

11.3 The President or his/her representative is an ex-officio non-voting member of all committees of the Association.

11.4 All employees of the Association shall be responsible to the President for their duties unless that responsibility is assigned by the President to other Members, or Members of the Executive.

By-Law 12. The Vice President

12.1 The Vice President shall attend Executive and General Meetings, and preside over them in the absence or incapacity of the President.

By-Law 13. The Secretary

13.1 The Secretary shall take and keep minutes of each Annual General, Special General and Executive meeting, and following review by the President, shall present the minutes at the next appropriate meeting.

13.2 All correspondence received by the Secretary shall be acknowledged, and directed to the appropriate Executive Member for response. All communications received by the Association shall be noted at the next meeting of the Executive.

13.3 The Secretary shall be responsible for preserving copies of all Association records, minutes, proceedings and publications for archival purposes, and shall make them available at the request of any member. All members of the Association are encouraged to submit any archival material to the Secretary for this purpose. Archival materials shall be stored in the Archives of the University of Lethbridge.

13.4 The Secretary shall, when necessary, prepare ballots for votes, which require such procedures as described in By-Law 9.5.

13.5 The Secretary shall submit the Annual Report to Corporate Registry.

By-Law 14. The Treasurer

14.1 The Treasurer shall keep an account book of all receipts and disbursements and shall issue receipts as required.

14.2 The Treasurer and one of the President and Secretary shall be signing authorities for all bank accounts or other financial instruments.

14.3 The Treasurer shall have custody of the corporate seal and shall be responsible for its use.

14.4 The Treasurer shall maintain a Register of Members, which shall be held in the registered office.

By-Law 15. Nomination and Election of Executive Members

15.1 The Executive shall annually appoint a Nominating Committee. Normally, this shall be done at least six months prior to the AGM.

15.2 All nominations submitted to or solicited by the Nominating Committee must be made by a Member, and consented to by the nominee.

15.3 The slate of nominations shall be presented to the AGM. Additional nominations shall be accepted from the floor at the AGM with the consent of the persons nominated.

15.4 The Secretary shall be responsible for all voting procedures in accordance with By-Law 9.5.

By-Law 16. Dissolution

16.1 A motion to dissolve the Association must be presented to, or formulated by, the Executive and announced in writing to the membership at least one month in advance of an AGM or SGM called for that purpose. If there is no quorum, the motion shall be presented to the voting membership by mail ballot.

16.2 In case of dissolution, all properties held by the Association shall be liquidated and the proceeds added to the cash holdings. These funds shall then be presented to the University of Lethbridge for use as designated by the Executive.

End of By-Laws for the University of Lethbridge Retired Faculty Association (ULRFA)

Date Updated: October 6, 2008 by Martin Oordt, President, from documents held by himself and other members for confirmation.

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