Constitutional Amendments

Transcription

1 The Central Service Association of Ontario Constitutional Amendments 1

2 3.1 MEMBERS: Are those who are actively employed and involved in medical device reprocessing in a healthcare setting. 3.1 MEMBERS: Are those who are employees of a healthcare organization and directly involved in medical device reprocessing. 3.1 To provide clarity to the members Submitted By: Michael Lacatus 2

3 Article 4: EXECUTIVE COMMITTEE 4.1 The Executive Committee shall, as a whole, conduct all business pertaining to the Association. 4.2 All Members of the Executive Committee must be Members in good standing. 4.3 The Executive positions shall be as follows: President Vice-President Director of Education Director of Chapter Development Director of Finance Director of Communication Past-President. Vendor Representative Article 4: EXECUTIVE COMMITTEE 4.1 The Executive Committee shall, as a whole, conduct all business pertaining to the Association. 4.2 All Members of the Executive Committee must be Members in good standing. 4.3 The Executive positions shall be as follows: President Vice-President Director of Education Lead Director of Education Director of Chapter Development Lead Director of Chapter Development Director of Communication Lead Director of Communication Past-President. Vendor Representative In preparation for proposed amendment 4.4c there is a requirement for six (6) director positions on the provincial executive committee. The volume of work that must be completed by each portfolio has increased with new initiatives being undertaken by the executive committee. This allows an opportunity to reallocate job tasks between two (2) officers for each portfolio with the Lead director taking on a mentorship role. This will allow continuity for the executive in current and future initiatives. 3

4 Article 4: EXECUTIVE COMMITTEE 4.4 The Vice-President, Director of Education, Director of Chapter Development and Director of Finance shall be elected by ballot at an Annual Meeting held every other year. Article 4: EXECUTIVE COMMITTEE 4.4a The Vice President shall be elected by a provincial Mail-in Ballot prior to the end of an election year. 4.4b Each chapter will elect one (1) representative to sit on the Provincial Executive Committee by Mail-in Ballot prior to the end of an election year. 4.4c At the first (1 st ) meeting of a new Executive Committee, the president, Vice President & Past President will facilitate the selection process to place elected members into Director Portfolios. 4.4a As motioned and passed at the last annual meeting, all members of the executive committee are to be elected by a Mail-in Ballot process. 4.4b Allows for geographic representation on the executive committee for our association. As we move into the future, the credibility of our provincial association will partially be based on our ability to provide equal representation throughout the province. This is a critical amendment to ensure that the association always maintains this representation. 4.4c Allowing the executive committee to select and place elected members into portfolios will allow the best use of executive resources and their talent. Submitted By: Colleens Landers and Bill McInerney 4

5 Proposed Amended 4.7 In the event that a vacancy occurs in any office of the Executive Committee of the Association, the President may appoint a replacement to complete the vacant term. 4.7a In the event of a vacancy of the Vice President s position, the President will call for nominations to all members of the association. The President will follow the provisions of 4.4a 4.7b In the event that a vacancy occurs in any office of the Executive Directors of the Association, the President will call for nominations to the chapter membership of the vacated seat. The Executive Committee will appoint one (1) of the nominees. If no nominations are received the Executive Committee may appoint a replacement to complete the vacant term All documentation including original forms, correspondence, receipts and claim forms will be sent to and maintained in the CSAO office It is important to have a central location for all association records and documents 5

6 Article 5: Executive Committee Members 5.1 The President shall: a) Lead the Association and shall carry out the responsibilities of the office and work toward the objectives of the Association as outlined in the Presidents Position Description b) Call and preside at all Executive Committee meetings and the Annual Meeting. c) Arrange for the Association to have appropriate representation on any regional, provincial or national committee or task force, which the Executive Committee deems relevant to the advancement for the Membership. d) Maintain and further develop National and International contacts to best serve the Association. e) Assume the position of Past President at the end of their term. Article 5: Executive Committee Members 5.1 The President shall: a) Lead the Association and shall carry out the responsibilities of the office and work toward the objectives of the Association as outlined in the Presidents Position Description b) Call and preside at all Executive Committee meetings and the Annual Meeting. c) Arrange for the Association to have appropriate representation on any regional, provincial or national committee or task force, which the Executive Committee deems relevant to the advancement for the Membership. d) Maintain and further develop National and International contacts to best serve the Association. e) Maintain and strengthen partnerships with companies. f) Assume the position of Past President at the end of their term. g) Oversee all regular financial business on behalf of the Association. 5.1 e Allows for better clarification and importance of this task. 5.1 f renumbered clause due to change in 5.1 e 6

7 5.2 The Vice President: a) Must have served for a minimum of two (2) consecutive terms as a Director on the Executive Committee. b) Is the President Elect c) Carries out the responsibilities of the office and work toward the objectives of the Association as outlined in the Vice-Presidents Position Description d) Assumes the position of President in the event this position becomes vacant between elections e) In the absence of the President, performs those duties as required. f) Develop National and International contacts to best serve the Association. g) At the end of the Presidents term shall assume the position of President of the Association. 5.2 The Vice President: a) Must have served for a minimum of one term as a Director on the Executive Committee. b) Carries out the responsibilities of the office and work toward the objectives of the Association as outlined in the Vice- Presidents Position Description c) Assumes the position of President in the event this position becomes vacant between elections d) In the absence of the President, performs those duties as required. e) Develop National and International contacts to best serve the Association. f) Develop partnerships with companies and be responsible to deal with all vendors, g) At the end of the Presidents term shall assume the position of President of the Association. h) Will report on all financial activities and be the second signing officer for the Association. 5.2 f Allows for better clarification and importance of this task. 5.2 g renumbered clause due to change in 5.2 g 5.2 h With the deletion of Article 5.6 Director of Finance, the executive still requires an elected officer to oversee the financial business of the association and be the second signing authority for all financial transactions. 7

8 5.3 The Director of Education shall: a) Carry out the responsibilities of the office and work toward the objectives of the Association as outlined in the Director of Education s Position Description. b) Oversee the administration of the Central Service Techniques Course and review and update the course content to reflect new technologies and changing standards. c) Organize & Chair the Annual Education Meeting. 5.3 The Director of Education shall: a) Carry out the responsibilities of the office and work toward the objectives of the Association as outlined in the Director of Education s Position Description. b) Oversee the administration of the Central Service Techniques Course and review and update the course content to reflect new technologies and changing standards. d) Promote CSAO Education provincially, nationally and internationally. e) Develop partnerships with companies for the education program. f) Organize & Chair the Annual Education Meeting. 5.3 d and e Allows for better clarification and importance of this task. 5.3 f Renumbered clause due to change in 5.3 d and e 8

9 Article: 5.5 The Director of Communications shall: a) Carry out the responsibilities of the office and work toward the objectives of the Association as outlined in the Director of Chapter Developments Position Description. b) Working with the Vice President, the Director of Communications shall ensure that all members receive ample and accurate communication in a timely basis as outlined in the position description Article: 5.5 The Director of Communications shall: a) Carry out the responsibilities of the office and work toward the objectives of the Association as outlined in the Director of Communication Position Description. b) Working with the Vice President, the Director of Communications shall ensure that all members receive ample and accurate communication in a timely basis as outlined in the position description 9

10 5.6 The Director of Finance shall: a) Carry out the responsibilities of the office and work toward the objectives of the Association as outlined in the Director of Finance s Position Description. 5.6 The Director of Finance shall: Delete b) Oversee all regular financial business on behalf of the Association. This position has become redundant due to the other executive changes that have been submitted. 10

11 5.7 The Past President shall: a) Carry out the responsibilities of the office and work toward the objectives of the Association as outlined in the Past-Presidents Position Description. b) Submit Constitutional Amendments as per Article 12 as required. c) Act as the Chair the Nominations Committee. 5.7 The Past President shall: a) Carry out the responsibilities of the office and work toward the objectives of the Association as outlined in the Past- Presidents Position Description. b) Receive and submit Constitutional Amendments as per Article 12 as required. c) Act as the Chair for the Nominations Committee and Constituional changes. d) Review and update executive position descriptions annually. e) Review executive position descriptions with all executive members the first year of their term when assuming a new portfolio. 5.7d It is imperative position descriptions for executive members be reviewed and updated routinely. As the past president is the most experienced member of the executive committee, it is appropriate for her/him to update and finalize these on an annual basis. 5.7e Again for the same rationale as above the past president should also review the position descriptions with all executive members that assume new portfolios. 11

12 Article 6: NOMINATION COMMITTEE Article 6: NOMINATION COMMITTEE 6.1) The Chair of the Nominations Committee shall select three (3) Members in good standing from the Membership (excluding Executive Committee Members) to form the Nomination Committee. 6.2) The Nomination Committee shall: a) Seek candidates by sending nomination forms to Members, 180 days before the Annual Meeting of an election year. b) Accept nominations that are deemed to be in order and received 90 days prior to the date of election submitted by any Member that has been endorsed by another Member. c) Prepare and mail to all Members a slate of candidates and their resumes of all Members seeking election at least 45 days prior to the date of the election. d) Conduct election of the Executive Committee Members at the Annual Meeting of an election year 6.3 There will be no nominations for Executive Positions accepted from the floor. 6.1) The Chair of the Nominations Committee shall select three (3) Members in good standing from the Membership (excluding Executive Committee Members) to form the Nomination Committee. 6.2) The Nomination Committee shall: a) Seek candidates by sending nomination forms to Members, 180 days before the date of the election during an election year. b) Accept nominations that are deemed to be in order and received 90 days prior to the date of election submitted by any Member that has been endorsed by another Member. c) Prepare and mail to all Members a slate of candidates their resumes and an approved ballot listing of all Members seeking election at least 45 days prior to the date of the election. d) Conduct the election of the Executive Committee Members by Mailed-in Ballots. 6.3 Remove 6.3 c & d Language changes to allow for Mail-in processes identified in Article Redundant language based on previous process. 12

13 Article 7: MEETINGS Article 7: MEETINGS 7.1 Executive Committee Meetings a) A minimum of four (4) Executive Committee Meetings shall be held each year to conduct the business of the Association. b) A quorum shall be 50% of the Executive Committee. 7.2 Membership Annual Meeting a) An Annual Meeting shall be held once a year. c) Official call (Notice of Meeting) for the Annual Meeting shall be sent to each Member of the Association at least 45 days in advance of the meeting. c) Notice of the Annual Meeting shall include: i) Date, time, place, and agenda, proposed amendments to the Constitution and/or Chapter By-Laws ii) Nominees for Officers and their resumes in an election year 7.1 Executive Committee Meetings a) A minimum of four (4) Executive Committee Meetings shall be held each year to conduct the business of the Association. b) A quorum shall be 50% of the Executive Committee. 7.2 Membership Annual Meeting a) An Annual Meeting shall be held once a year. b) Official call (Notice of Meeting) for the Annual Meeting shall be sent to each Member of the Association at least 45 days in advance of the meeting. c) Notice of the Annual Meeting shall include: Date, time, place, and agenda d) Quorum for the Annual Meeting shall be the Members present at the Annual Meeting. d) Quorum for the Annual Meeting shall be the Members present at the Annual Meeting. 7.2ci Mail in ballots for election and constitution as this is not done at Annual meeting. 13

14 Article 8: VOTING 8.1 A Member in good standing shall be entitled to a vote on all issues considered by the Association at the Annual Meeting. 8.2 Any business requiring a vote shall be carried by a majority vote of the Members present. 8.3 Voting for Executive Committee positions will occur at the Annual Meeting by secret ballot. 8.4 Ballots are to be initialed by the Nominating Committee Chair before distribution 8.5 Two (2) independent scrutineers will be selected from Members in attendance at Annual Meeting who is not seeking election. 8.6 The scrutineers will distribute and count ballots. 8.7 Any candidate may request a recount of votes within one (1) hour of the announcement of the successful candidate. A recount will immediately take place. The votes shall be recounted in the same manner as they were originally counted. The person found to have the greatest number of votes as a result of the recount shall be deemed to be elected. 8.8 All ballots will be destroyed within sixtyfive 65 minutes of the announcement of the successful candidates if no recount is requested, or immediately following the announcement of the successful candidate following a recount. Article 8: VOTING 8.1 A Member in good standing shall be entitled to a vote on all issues considered by the Association. 8.2 Any business requiring a vote shall be carried by a majority vote of the Members. 8.3 Voting for Executive Committee positions and Constitutional Amendments will be done by Mailed-In Ballots 8.4 All ballots for elections will be signed by the nominating chair and require a signature of the active member when submitting. 8.5 The election date for Executive Committee positions and Constitutional Amendments will be prior to the end of the membership year. 8.6 Any candidate may request a recount of votes within 48 hours of the announcement of the successful candidate. A recount will immediately take place. The votes shall be recounted in the same manner as they were originally counted. The person found to have the greatest number of votes as a result of the recount shall be deemed to be elected. 8.7 All ballots will be destroyed 48 hours following the announcement of the successful candidates if no recount is requested, or immediately following the announcement of the successful candidate following a recount. Language changes to allow for mail-in ballot voting 14

15 Article 10: FINANCES 10.1 The Association is a non-profit organization. It shall be conducted so that no part of its income or earnings will inure to the benefit of any Member or individual All Association business will be conducted with one financial institution, which will have two signing officers, the Director of Finance and the President The Executive Committee must approve all Association expenses The Association will reimburse expenses incurred by Members authorized to do Association work. A completed expense sheet with receipts must be received for payment In the event of dissolution of the Association, all monies and assets shall become the absolute property of Members in good standing An annual review of finances will be sent to an independent auditor within sixty (60) days of the completion of the fiscal year. Article 10: FINANCES 10.1 The Association is a non-profit organization. It shall be conducted so that no part of its income or earnings will inure to the benefit of any Member or individual All Association business will be conducted with one financial institution, which will have two signing officers, the President and Vice President The Executive Committee must approve all Association expenses The Association will reimburse expenses incurred by Members authorized to do Association work. A completed expense sheet with receipts must be received for payment In the event of dissolution of the Association, all monies and assets shall become the absolute property of Members in good standing An annual review of finances will be sent to an independent auditor within sixty (60) days of the completion of the fiscal year Change the second signing authority due to the deletion of the director of Finance as approved in article

16 Article 12: CONSTITUTIONAL AMMENDMENTS 12.1 Notice of any proposed amendment(s), with copies of the amendments, shall be sent with the Notice of Meeting for the Annual Meeting Shall be presented and voted upon at the Annual Meeting opposite an election year Amendments may be proposed by the following: Executive Committee of a Chapter An individual Member in good standing 12.4 The call for amendments will be sent to all Members no latter then January Amendment(s) must be delivered to the Past President ninety (90) days preceding the Annual Meeting The printing of the Constitution will occur after the Annual Meeting where changes have occurred and a copy mailed to all Members When the constitution is printed it is to be dated. Article 12: CONSTITUTIONAL AMMENDMENTS 12.1 Constitutional amendments shall be presented to members and voted upon opposite an election year A call for amendments with a submission form will be sent to all Members no latter then January 1 of the constitutional year Amendments may be proposed by the following: Provincial Executive Executive Committee of a Chapter An individual Member in good standing 12.4 Amendment(s) must be delivered to the Past President ninety (90) days prior to the date of the constitutional vote All proposed constitution amendments with an approved ballet will be mailed to all members eligible to vote at least 45 days prior to the date of the vote The printing of the Constitution will occur after the constitutional vote and a copy will be mailed to all Members 30 days prior to the Annual Meeting When the constitution is printed it is to be dated. Articles 12.1,.2,.5,.6 language changes that will allow all future constitutional amendments to be voted on by mail in ballots as motioned and passed at last year s annual meeting. 16

17 Article 13: CHAPTERS OF THE ASSOCIATION Article 13: CHAPTERS OF THE ASSOCIATION New Clause 13.5 CSAO Members are assigned to chapters by their home address As members may work in one chapter and live in another, their home address will be used as their address for chapter assignment. This clause will clarify this issue. 17

18 Bi-Law II EXECUTIVE COMMITTEE 1) The Chapter Executive Committee shall as a whole conduct all business pertaining to the Chapter. 2) Each Chapter shall elect every two (2) years, one (1) term, a Chapter Executive Committee of no less than three officers as follows; President Vice-President Secretary/Treasurer 3) Chapter Elections must occur the same year as the Association Executive elections. 4) It shall be the duty of each officer of the Chapter Executive Committee upon leaving to turn over to the successor all properties and records of the Chapter Bi-Law II EXECUTIVE COMMITTEE 1) The Chapter Executive Committee shall as a whole conduct all business pertaining to the Chapter. 2) Each Chapter shall elect every two (2) years, one (1) term, a Chapter Executive Committee of no less then three officers as follows; President Vice-President Secretary/Treasurer Educational Director (optional) Past President (optional) 3) Chapter Elections must occur the same year as the Association Executive elections. 4) A list of the successfully elected executive officers will be submitted the Director of Chapter Development prior to the end of the membership year. 5) It shall be the duty of each officer of the Chapter Executive Committee upon leaving to turn over to the successor all properties and records of the Chapter pertinent to the Office. 6) The Chapter President is responsible to submit an anuual report of chapter activity and a chapter financial report prior to May 8 th each year to qualify for chapter rebates Clarifies and documents name 18

19 3) The Chapter Secretary/Treasurer shall: a) Carry out the responsibilities of the office and work toward the objectives of the Chapter and Association as outlined in the Chapter Secretary/Treasurer s Position Description. b) Oversees all regular financial business on behalf of the Chapter. 4) The Chapter Secretary/Treasurer shall: (Note, this position can be divided into two (2) separate position if deemed necessary by the chapter executive committee) a) Carry out the responsibilities of the office and work toward the objectives of the Chapter and Association as outlined in the Chapter Secretary/Treasurer s Position Description. b) Oversees all regular financial business on behalf of the Chapter. 5) Educational Director shall: Oversee all educational business on behalf of the chapter through the Chapter President Adding the Director of Education and allowing the chapters to divide the Secretary/Treasurer into two (2) separate positions assists in building stronger leadership base at our chapter level. This will also distribute the management of chapter administration between more members thereby improving services to members. 19

20 Bi-Law V ELECTIONS Bi-Law V ELECTIONS 1) Elections shall be considered the responsibility of each Chapter. 2) Election must be held at the first Chapter Meeting after Associations Annual Meeting where Association Executive elections occurred. 3) An Association Executive Member, from outside the Chapter will attend the Chapter Meetings where elections are held. 4) Elections are to be conducted following the rules as outlined in Article 8 and Article ) Nomination forms and Notice for the Annual Chapter Meeting must be circulated to all Chapter Members at least 45 days prior to the Annual Chapter Meeting. 1) Elections shall be considered the responsibility of each Chapter. 2) Election must be held by the end of the membership year as stated May 31 st. 3) Elections are to be conducted following the voting rules as outlined in bylaw VI. Ballots need to be mailed to Past President of the Association. 4) Nomination forms and Notice for the Annual Chapter Meeting must be circulated to all Chapter Members at least 45 days prior to the Annual Chapter Meeting. 5) All elections will be done by secret ballot on prepared ballots. 6) All elections will be done by secret ballot on prepared ballots. The election of a chapter executive should be done in-conjunction with the provincial executive prior to the end of our membership year. 20

21 Bi-Law - VI VOTING 1) Members of the Association in good standing shall be entitled to vote on all issues considered by the Chapter to which they belong. 2) Any business voted upon shall be carried by a majority vote of the Members present. Bi-Law - VI VOTING 1) Members of the Association in good standing shall be entitled to vote on all issues considered by the Chapter to which they belong. 2) Any business requiring a vote shall be carried by a majority vote of the Members present. 3) Any candidate may request a recount of votes within one (1) hour of the announcement of the successful candidate. A recount will immediately take place. The votes shall be recounted in the same manner as they were originally counted. The person found to have the greatest number of votes as a result of the recount shall be deemed to be elected. 4) All ballots will be destroyed within sixtyfive (65) minutes of the announcement of the successful candidates if no recount is requested, or immediately following the announcement of the successful candidate following a recount. Bi-Law VI 1-8 clarifies eligibility and voting procedures 21

22 Bi-Law - VII CHAPTER MEETINGS 1) A minimum of one (1) Chapter Meeting must be held each year to conduct business. Bi-Law - VII CHAPTER MEETINGS 1) A minimum of one (1) Chapter Meeting must be held each year to conduct business. 2) New Clause All chapter minutes must be sent to the Director of Chapter Development and the CSAO office 30 days after approval. Ensures proper communication between our chapters and the Provincial Executive 22