Constitution

Heretofore referred to as "The Association."

MISSION: to be a collaborative network of health professionals serving students on university and college campuses.

PURPOSE: to promote the development of best practices in health care and health promotion, research and ethics in university and college health services in Ontario.

Head Office
Membership
The Executive Committee
Divisions
Working Groups
Meetings
Voting at General Meetings
Elections
Annual Conference
Constitutional Ammendments
Finance

1. HEAD OFFICE

The virtual head office of the Association shall be located at the campus of the presiding president.

2. MEMBERSHIP

2.1. Categories of Affiliation

2.1.1. An Institutional Member is a student health service, which belongs to or is affiliated with an Ontario college or university campus and which has paid institutional membership fees. Any individual working within a member service is an Association member.

2.1.2. An Individual Member is a person working in an Ontario college or university student health service which has not paid for institutional membership, and who has paid individual membership fees.

2.1.3. An Associate is a person who, by virtue of their field of work or academic discipline, would benefit from an association with the Association, who does not work at a member health service, and who has paid Associate fees. An associate has all the privileges and rights of membership excluding voting privileges and holding office.

2.1.4. An Honorary Associate may be elected as such by the membership of the Association at the discretion of the Association, with all the privileges and rights of membership excluding voting privileges and holding office. There is no fee for Honorary Associates.

2.2. Rights of Membership

2.2.1. Any member may be elected to the Executive Committee, present motions, move amendments, present nominations, and vote, as stipulated in the voting bylaws, at business meetings of the Association.

2.3. Fees

2.3.1. Fees and late fees will be reviewed, by the Executive Committee, annually.

2.3.2. Any motion for changes to fees will be presented by the Treasurer, to the membership.

2.3.3. Annual fees will be due by September 30th for the current academic year.

2.3.4. The annual fee with a late surcharge will be accepted up until December 31st of the current academic year.

3. THE EXECUTIVE COMMITTEE

3.1. The Association shall be administered by an Executive Committee composed of members of the Association and shall include the:

3.1.1. President

3.1.2. Past President

3.1.3. Vice President

3.1.4. Secretary

3.1.5. Treasurer

3.1.6. Division Chairs

3.2. The Executive Committee shall have the power to act between meetings of the Association membership, and shall present such actions for ratification at the next meeting of the membership.

3.3. The Officers of the Association shall be those elected by the membership; the President, Vice President, Treasurer and Secretary.

3.3.1. An Officer's position shall be declared vacant

3.3.1.1. if an Officer fails to attend two (2) consecutive meetings of the Executive Committee.

3.3.1.2. if an Officer submits a written resignation.

3.3.2. An Officer may be replaced on vote of two-thirds (2/3) of the members present at any meeting of the Executive Committee where quorum is met (6.6.1.)

3.4. The Officers shall be responsible for the government and the management of the affairs of the Association and its assets, funds and property.

3.5. The Officers may make or execute for the Association, in its name, any kind of contract, deed, negotiable instrument, or other instrument or document, which the Association may lawfully enter into, make or execute.

3.6. The President shall:

3.6.1. Be that member of the Association who has just completed a term as Vice President. She/he shall become President by declaration of the Executive Committee at the close of the Annual Meeting of the Association two years after announcement of his/her election as Vice President.

3.6.2. Hold office as President for two years or until a successor is elected or appointed.

3.6.3. Call and act as chair of all meetings of the Association membership. Be charged with the general supervision of the affairs and operations of the Association.

3.6.4. Serve as the principal representative of the Association.

3.6.5. Be entitled to attend divisional meetings and is expected to attend Director's Division meetings if not normally a member of this division.

3.7. The Past President shall:

3.7.1. Be elected to office at the Annual General Meeting.

3.7.2. Hold office for the two years preceding her/his term as President or until a successor is elected or appointed.

3.7.3. Become President at the end of his/her term as Vice President.

3.7.4. Serve in the capacity of the President in the absence of the President.

3.8. The Secretary shall:

3.8.1. Be elected to office at the Annual General Meeting.

3.8.2. Hold office for the two years or until a successor is elected or appointed.

3.8.3. Act as secretary at every meeting of the Association membership and of the Executive Committee and prepare and distribute the minutes of these meetings.

3.8.4. Maintain and have custody of all non-financial records of the Association, which are to be archived to the website and back up electronic record. These records shall be transferred to the incoming Secretary at the beginning of his/her term.

3.8.5. Carry out such other duties as delegated by the Executive Committee.

3.9. The Treasurer shall:

3.9.1. Be elected to office at the Annual General Meeting.

3.9.2. Hold office for a period of two years or until a successor is elected or appointed.

3.9.3. Maintain and have custody of all financial records of the Association, which are to be archived to a backup electronic record These records shall be transferred to the incoming Treasurer at the beginning of his/her term.

3.9.4. Keep full and accurate account of all receipts and disbursements and shall deposit all funds in the name of, and to the credit of, the Association in such bank as the Executive Committee may approve.

3.9.5. Disburse funds solely and exclusively for Association purposes.

3.9.6. Present a financial statement at the Annual General Meeting for the fiscal year immediately preceding the meeting.

3.9.7. Send out membership renewal notices annually.

3.9.8. Carry out such other duties as delegated by the Executive Committee.

3.10. The Division Chairs shall:

3.10.1. Be elected to the Executive Committee by members of the Division and shall hold office for two years or until a successor is elected or appointed by the Division.

3.10.2. Act as liaison between the Executive Committee and members of their respective Division.

3.10.3. Be responsible for supervision of the activities of the Division.

3.10.4. If unable to attend an Executive Committee meeting may be represented by an appointee.

4. DIVISIONS

4.1. Provide the opportunity for the membership to liaise with others who share similar roles within student health services.

4.1.1. Current Divisions include Administrative Assistants, Health Educators, Nurses, Directors/Doctors.

4.2. Each Division shall select a Chair from within its membership.

4.3. A Division may establish its own Executive in addition to the Chair for the purpose of conducting business, recording minutes or other tasks.

4.4. New Divisions, representing new roles or areas of interest, may be established on a probationary basis at the discretion of the Executive Committee.

4.4.1. Such requests must be made to the Executive Committee by ten or more members interested in creating, and participating in, the new Division.

4.4.2. After a period of one year, probationary Divisions may be presented to the membership, by the Executive Committee with a motion for acceptance as an ongoing Division.

5. WORKING GROUPS

5.1. The Executive Committee or membership may appoint such Working Groups as deemed desirable.

5.2. All Working Groups shall report to the Executive Committee.

5.3. The Executive Committee shall specify the powers and limitations of each Working Group.

6. MEETINGS

6.1. Any meeting of the Executive Committee or Divisions or Association membership may be held physically and/or by electronic conferencing.

6.2. The Annual General Meeting (AGM) of the Association shall be held annually, customarily in conjunction with the annual conference, and is for the reporting of the Executive Committee, Divisions, and Working Groups and conducting other business of the Association.

6.3. Other general meetings shall be held at the discretion of the Executive Committee or on the formal request of ten members to the Executive Committee.

6.4. Meetings of the Executive Committee and Divisions will occur twice annually, customarily at the annual conference and general meeting, and during the fall or winter term.

6.5. Other meetings of the Executive Committee shall be held at the call of the President, or at the written request, to the President or the Secretary, of two or more members of the Executive Committee.

6.6. General meetings of the Association membership shall be conducted according to Roberts' Rules of Order "The Basics" (Appendix A).

6.6.1. Quorum for all meetings is 50% +1 (of the Association membership or Executive Committee.)
A quorum will be assumed to be present, unless challenged. Quorum will be based on the number of member institutions present and not individuals present.

7. VOTING AT GENERAL MEETINGS

7.1. At general meetings, each member institution is allowed one vote for each ongoing Division in which that institution participates.

7.2. Persons who have purchased individual memberships have one vote.

7.3. For the AGM only, voting may be done by proxy.

7.4. From time to time it may be necessary to conduct business requiring the approval of the Association between general meetings. If deemed appropriate by the Executive Committee, these votes may be conducted electronically.

7.5. The meeting Chair will not normally cast a vote. In the event of a tied vote, the Chair may cast the deciding vote.

7.6. Voting procedures are contained in Appendix B.

8. ELECTIONS

8.1. The Nominating Committee shall be responsible for seeking nominations for upcoming vacancies among the Officers of the Association.

8.2. The Nominating Committee shall be designated by the Executive Committee and shall be composed of at least three members from at least three different Divisions.

8.3. The Nominating Committee shall be chaired by the Past President of the Association.

8.3.1. If the Past President is unable to assume this task, the Nominating Committee shall appoint a chair from within the Nominating Committee.

8.4. The nominations for Office shall be presented to the membership at the Annual General Meeting for election.

8.5. Nominations for Office shall also be accepted from the floor of the meeting.

8.6. Uncontested nominations shall be voted for acceptance by a show of hands.

8.6.1. In the event that more than one nomination is presented for a position, voting will be conducted by ballot.

8.6.1.1. In the event that vote by ballot is necessary, the members of the Nominating Committee shall act as scrutineers (Refer to Appendix B. "Voting Procedures.")

8.6.1.2. Candidates who receive a majority of votes shall be declared elected to office.

8.7. The terms of office shall begin immediately following the AGM.

8.8. If an Officer position remains vacant at the end of the Annual General Meeting, the Executive Committee is empowered to fill this, by appointment, for the remainder of a one year term.

9. ANNUAL CONFERENCE

9.1. The Association will support an annual conference for professional development, networking, business and socialization. The conference is dedicated to the furtherance of Association goals.

9.2. Campuses will volunteer to organize and host the annual conference.

9.3. The Conference Chair will make regular reports to the Executive Committee during the conference planning period.

10. CONSTITUTIONAL AMMENDMENTS

10.1. Changes to The Constitution shall be made by Notice of Motion, duly seconded and circulated to the membership at least thirty days prior to the next general meeting.

11. FINANCE

11.1. The fiscal year of the Association shall begin on the first day of May and end on the last day of April.

11.2. Expenditures of up to $750 may be authorized by majority vote of the Executive Committee.

11.3. Expenditures between $750 and $5,000 must be approved by majority vote of the Association membership.

11.4. Proposals for expenditures greater than $5,000 shall be made by Notice of Motion, duly seconded and circulated to the membership at least thirty days prior to the next general meeting.

11.5. Expenditures may not be divided in order to decrease their amount to below the established limits.

APPENDIX B — VOTING AT GENERAL MEETINGS

The Scrutineer for the Annual General Meeting (AGM) will be one or both of the Treasurer, who maintains the membership list, and the Vice President. If one of these Officers is not available, another Officer or Executive member may be substituted.

7.1. At general meetings, each member institution is allowed one vote for each ongoing Division in which that institution participates.

Each Division will have a Division meeting prior to the Annual General Meeting. At that meeting, it will be determined that one member from each institution represented in that Division will have voting privilege at the AGM. A record of voting members will be made by registering the name and institution represented. This record will be submitted to the Scrutineer table prior to the AGM. A voting card will be given to only those registered members to take to the AGM.

Members who have not attended the Division meeting but are present for the Annual General Meeting may receive a voting card at the Scrutineer table. This is possible only if there is not already a registered voting member from that Division for their institution.

7.2. Persons who have purchased individual memberships have one vote.

These individuals may obtain a voting card from the Scrutineer table.

7.3. For the AGM only, voting may be done by proxy.

A member not able to attend the AGM may vote by proxy. The member must give expressed written consent for this to occur, naming the individual who will be given their voting privilege. The proxy must be of the same Division or same institution as the absent member. The proxy must present the written consent to the Scrutineer to receive the voting card.

7.4. From time to time it may be necessary to conduct business requiring the approval of the Association between general meetings. If deemed appropriate by the Executive Committee, these votes may be conducted electronically.

When an electronic vote is required, it will be conducted by a survey tool, such as Survey Monkey. Scrutinizing of the voters will not be possible.

a) Members will be held responsible to honour the voting by-law explained in 7.1.
OR
b) All votes will be counted.

7.5. The meeting Chair will not normally cast a vote. In the event of a tied vote, the Chair may cast the deciding vote.

All Officers of the Executive will have voting privilege, regardless of their Division or institution.