Constitution of the U of T Mississauga Alumni Association**Unofficial Copy**THE CONSTITUTION OF THE UNIVERSITY OF TORONTO MISSISSAUGA ALUMNI ASSOCIATION
2. Purpose and Objectives 3. Membership4. Governance5. Duties6. AGM7. Nominations
9. Amendments10. Bylaws
For a full, .pdf version, please click here.1. Name
The name of this association shall be the “University of Toronto at Mississauga Alumni Association”, and shall henceforth be referred to as the “UofTMAA or alternatively UofTM Alumni Association”. This name was lawfully changed on May 16, 2000 at the AGM at The Mississauga Civic Center, from its previous name “Erindale College Alumni Association” also known as the “ECAA” 2. Purpose and Objectives
The purpose and objectives of the UofTMAA shall be:
a) To develop and maintain friendly and cooperative relations between the Alumni, Students, Faculty and Staff of the UofTM Campus, University of Toronto***
b) To promote the interests of UofTM within the community at large while at the same time providing social and information programs to Alumni members***
c) To provide support to the UofTM Campus and the University through fundraising **Unofficial Copy**3. Membership
The membership of the UofTMAA shall include:
a) Every graduate of the UofTM Campus
b) Every student of the UofTM Campus who has successfully completed one year of full-time study or five (5) course equivalents and is no longer enrolled at the University.
The UofTMAA shall be governed by a Board of Directors (“Board”) elected by and from its Membership. The voting members of this Board shall include the following Officers: ***
iv) Vice-President, Student Relations;
v) Vice-President, Events;
vi) Vice-President, Communications;
vii) Vice-President, Sponsorship & Promotion; and
viii) Past President of the UofTMAA.
Each voting member shall have one (1) vote on any matter pertaining to the business of the UofTMAA. In addition, the Chairman of each Standing Committee and Chapter of the UofTMAA shall be non-voting members of this board. The Board shall create Standing Committees and appoint chairs of such committees following the passage of a resolution to do so authorizing.
The following members shall hold a non-voting advisory position on the Board:
- The Principal of the UofTMAA Campus or a designate;
- The designate of the Office of Advancement;
- The President of UOFTMAC or a designate;
- The President of ECSU or a designate;
- The President of EPUS@UOFTM or a designate;
- The Chair of the University of Toronto at Mississauga Residence Council or a designate; and,
- The Director of the Career Placement Centre or a designate. ++
The officers of the Board shall have the following duties:
a) The President shall preside over all meetings of the UofTMAA and the Board. This officer shall be responsible to the Membership of the UofTMAA and the Board of Directors. The President shall ensure that the intent and provisions of the constitution, and any subsequent by laws or policies shall be enforced. The President shall be an ex-officio member of all committees and chapters of the UofTMAA. The President shall designate a member from the UofTMAA to position(s) on any and all Committees and/or Boards where representation is required; within or outside the University Community. The President shall prepare a report for presentation at the Annual General Meeting detailing the activities of the UofTMAA since the last Membership meeting.
b) The Vice-Presidents shall assist the President in the execution of the duties of that office and shall jointly represent the UofTMAA in the event that the President is absent or unable to act. In addition, the four (4) Vice-Presidents are designated as V.P. Student Relations, V.P. Events, V.P. Communications and V.P Sponsorship and Promotions. Each V.P. is responsible for the coordination of all programs and activities that relate to his or her respective portfolio. Each V.P. must obtain approval from the Board for budgets, prior to undertaking portfolio activities. The Vice-Presidents shall perform such duties such as may be assigned by the Board. ***
c) The Treasurer shall receive an account for all monies accrued to the UofTMAA and, on approval of the Board of Directors, pay all reasonable expenses incurred by the UofTMAA. This officer shall present a report detailing the financial position of the UofTMAA at the Annual General Meeting for approval by the membership. In addition, this officer shall prepare a preliminary financial budget for the incoming Board of Directors. The Treasurer shall perform such duties as may be assigned by the Board.
d) The Chairs of the Standing Committees of the UofTMAA shall be responsible for the co-ordination of all programs and activities that relate to their respective portfolios. All programs and activities shall be approved by the Board.
e) Knowing well the responsibilities undertaken when agreeing to assume a portfolio, and being in the best interest of the Association, all Officers of the Board shall make a concerted effort to promote and attend recognized UofTMAA events when requested to do so.++
f) The Past President and the President-Elect shall assist the President in the execution of the duties of that office and shall represent the UofTMAA in the event that the President is absent or unable to act. The Past President and the President-Elect shall perform such duties as may be assigned by the Board of Directors. +++ Refer to Appendix A for a list of desired attributes for all Board members. **Unofficial Copy**6. AGM
a) The Annual General Meeting shall be held once a year for the purpose of electing officers, receiving reports, and transacting any other business, which may be determined by the Board of Directors of the Membership. This meeting will be held prior to June 1st each year. ***
b) A quorum of twenty (20) members of the UofTMAA is required to transact any business at the Annual General Meeting.
c) Notice of the Annual General Meeting and an agenda detailing the business to be dealt with at that meeting shall be given to the membership at least twenty (20) business days prior to the meeting and shall include a call for nominations to fill the voting positions on the Board.
d) No error in or omission of notice for either a meeting of the Membership or the Board of Directors shall invalidate the proceedings of that meeting.
e) The Board shall ensure that the minutes of all proceedings at the Annual General Meeting and meetings of the Board shall be entered in the Books of the UofTMAA and kept for that purpose.
f) The financial year of the UofTMAA shall run from June 1st to the following May 31st. *** 7. Nominations
a) The Board shall appoint a Nominating Committee to oversee the recruitment of nominees and the running of elections. The members of the Nominating Committee may not be nominated for any position of the association during this election.
b) All members of the Board shall be elected at the Annual General Meeting by a simple show of hands if a single slate is proposed. If two (2) or more members contest a single position then a secret ballot shall be held for that position. The Nominating Committee shall present the names of those members seeking election to the Board and will accept further nominations of members prior to the elections. All officers shall be eligible for re-election except the President. ***
c) The term of office for all voting positions on the Board shall be as follows:
• Two (2) years for the President and Treasurer
• One (I) year for the four (4) Vice-Presidents
• One (I) year for the Past President during the first year of the President's term (alternates with the President-Elect position)
• One (I) year for the President-Elect during the second year of the President's term (alternates with the Past President position)
Terms of office commence June 15 unless a member is appointed as a Member-at-Large. Members-at-Large or Members elected to fill board vacancies will serve for the balance of that year. +++
d) All candidates seeking election may only run for one (1) position.
e) Should a vacancy occur on the Board, the remaining Board members may appoint a member to fill this position and would include full voting power and duties. This appointee shall remain on the Board for the unexpired term of the position. ***
f) The Board shall endeavour to meet on a monthly basis, but shall meet at least six (6) times during its term of office. Board meetings of the UofTMAA will be open to any UofTMAA member except when the Board votes by majority to go “in camera”. ***
g) Officers of the Board are expected to attend all board meetings; unless notification in writing is served in advance that they are unable to do so. Any board member deemed to have missed three successive meetings without reasonable explanations, can by a simple majority vote of the Board of Directors be removed from their elected position before the expiration of their term of office. The vacancy created will be filled in accordance with the provisions of Clause 7 (e). ++ **Unofficial Copy**8. Chapters
a) The Board may sanction affinity groups within the UofTMAA, called Chapters. A Chapter will represent a group of members having a common academic area of interest. A Chapter may be created upon presentation to the Board for its approval, the following:
i) At least ten signatures of those Alumni who intend to function as the Chapter and;
ii) The objects and goals of the Chapter
b) The Board may revoke the sanction of a Chapter if:
i) Two-thirds of those members in attendance at a Board meeting vote in favour of dissolution of the Chapter and;
ii) Twenty (20) business days notice of such a meeting is given to the Chapter in question. 9. Amendments
a) Amendments to this constitution may be initiated:
i) By presentation to the Board of a written petition, signed by at least twenty (20) UofTMAA members, detailing the proposed change(s); or,
ii) By any voting member of the Board.
b) The Board shall present all such proposed amendments to the membership for their approval at the next Annual General Meeting, pursuant to Section 6 c) of this Constitution.
c) Such amendments shall become effective when approved by a two-thirds majority vote of those in attendance at the Annual General Meeting. 10. Bylaws
a) The Board of Directors shall enact and enforce any such by-laws as may be required to implement the goals of the UofTMAA, so long as they do not conflict with any provisions of this constitution and its by-laws, the constitution of the University of Toronto Alumni Association, and/or any federal or provincial acts or regulations. **Unofficial Copy**
Approved ECAA Board of Directors May 10, 1989.
Dave Hallett, President ECAA.
*** Indicates Clauses revised and approved ECAA General meeting May 28, 1991. Robert Foote, President ECAA modified by Brent Johnston ECAA General meeting April 28, 1999. Also modified at UofTMAA AGM May 24, 2005
++ Indicates Clauses revised and approved ECAA Annual General Meeting, May 12, 1993. Accepted as Revised, and approved by the Board of Directors dated the 7th day of June 1993. Lorraine Tait
+++ Clauses which were revised and approved Brent Johnston ECAA AGM April 28,1999; Article 5 (f), the Article 7 (e) Appendix A to the UofTMAA Constitution
Desired Attributes of Directors
• Respect the mission and values of UofTMAA and the role of the Alumni
• Demonstrate effective communication and interpersonal skills
• Ability to invest the time required to fulfil the goals and the objectives of the UofTMAA
• Willing to manage projects and function on committees with motivation and initiative
• Display good judgment and ethics
• Ability to work with peers to achieve common goals while respecting the diversity of opinions
• Possess knowledge of financial and business management
• Possess a working knowledge of the role of Alumni Associations within the University Community
• Participate in community organizations, whether they be athletic, cultural, political or academic initiatives **Unofficial Copy**