Adopted by the Board of Directors on October 23rd and November 5th, 2012
Ratified by the membership at the General Meeting of November 23rd, 2012.
1. BOARD OF DIRECTORS
1. The Board of Directors shall:
1.1. Take such actions and render such decisions as may be necessary to fully carry out the decisions and instructions of the Membership of the APTPUO, and conduct the day-to-day business of the Association, between annual General Membership Meetings.
1.2. Enforce the Constitution and Bylaws and represent the interests of the APTPUO with respect to agreements with the University of Ottawa
1.3. Be responsible for the handling and processing of all grievances, according to the stipulations of the Collective Agreement, and for monitoring that the terms of the Collective Agreement are respected by the University.
1.4. Establish, in addition to committees mandated in the Constitution, any ad-hoc Committees as are considered appropriate for the needs and purposes of the APTPUO
1.5. Ensure that each Board Member provides a report at each Board meeting.
1.6. Ensure that Board Members attend meetings regularly.
1.6.1. The Board of Directors shall declare vacant the position of any Board Member who fails to attend three consecutive meetings of the Board or to fulfill the duties as set out in the by-laws without a valid reason accepted by a two-third majority of the Board.
1.6.2. The Board shall upon voting two-thirds in favour, immediately suspend that Board member and replace this member with a substitute, as set out in the Constitution.
1.6.3. In the case of multiple absences with a valid reason, the Board and the Board member may agree to forfeit the member’s honorarium for the period that the Board member is absent.
2.1. Each Member of the Board of Directors shall receive an honorarium.
2.2. The Vice-Presidents, Treasurer, Grievance Officers, and Secretary shall receive the equivalent of one appointment and a half (1.5) per year.
2.3. The President shall receive the equivalent of two appointments and a half (2.5) per year.
2.4. An appointment is equal to the basic rate for one three-credit course, including 4% of vacation pay.
2.5. Honoraria are paid at the end of the quarter.
2.6. Each Member of the Board of Directors shall receive compensation for a parking pass at the rate charged by the University of Ottawa.
3. BOARD MEMBER RESPONSIBILITIES
3.1. The President shall:
3.1.1. Be the official spokesperson for the APTPUO, subject to the direction of the Board
3.1.2. Ensure Board Members respect the APTPUO Constitution and Bylaws
3.1.3. Preside at all Board of Directors’ meetings and preserve order
3.1.4. Decide all points of order and procedure (subject to appeal under Robert’s Rules of Order)
3.1.5. Ensure that all Board Members perform their assigned duties
3.1.6. Fill Committee vacancies where elections are not required, subject to affirmation by Board.
3.1.7. Convene the Bargaining Unit meetings to hold votes concerning bargaining proposals, strikes, and ratification
3.1.8. Convene the annual General Membership Meeting and special General Membership Meetings
3.1.9. Be an ex-officio member of all APTPUO Committees
3.1.10. Be responsible for supervising APTPUO staff.
3.2 The Vice-President Internal shall:
3.2.1 Be responsible for the duties of the President in her or his absence
3.2.2 Render assistance to the Board, Committees, or Members, as directed by the Board
3.2.3 Ensure effective communications and mobilization of the Membership, in support of the Board, Committees, or Members, as directed by the Board
3.2.4 Ensure that the website and any other information-communication technologies are current and effective
3.2.5 Assist in organising activities for members such as orientation sessions, socials, and award ceremonies
3.3 The Vice-President External shall:
3.3.1 Liaise, in conjunction with the President, with other unions and groups on campus
3.3.2 Render assistance to the Board, Committees, or Members, as directed by the Board
3.3.3 Attend on behalf of the APTPUO university meetings, committees, and events
3.3.4 Be responsible for assembly and production of all press releases and other external communications
3.3.5 Assist in organising Member engagement activities such as orientation sessions, socials, and award ceremonies
3.4 The Treasurer shall:
3.4.1 Prepare and present, upon approval of the draft documents by the Board of Directors, a budget for the next fiscal year and a report on the financial status of the APTPUO at the annual General Membership Meeting
3.4.2 Receive all revenue, dues, and assessments, and deposit promptly all money with the APTPUO’s bank or credit union. Ensure all salary and honoraria payments, payroll deductions and remittances, and any other payments as authorized by the Membership or Board of Directors
3.4.3 Be responsible for maintaining, organizing, safeguarding, and keeping on file all supporting documents, authorizations, invoices and/or vouchers for every disbursement made, receipts for all money as well as records and supporting documents for all income received
3.4.4 Record all financial transactions in a manner acceptable to the Board and in accordance with good accounting practices
3.4.5 Make a full financial report at meetings of the Board, including circulating a printed list of all cheques/disbursements and investment bank account activity since the last Board meeting
3.4.6 Be one of the three cheque-signing officers appointed by the Board of Directors, and ensure all cheques are signed by two Board Members who have signing authority.
3.4.7 Make all records available for inspection for auditing
3.4.8 Become familiar with the University’s fiscal policy with regard to membership dues so as to be able to advise the Board and membership on issues related to the topic
3.4.9 Have primary responsibility for administering APTPUO grant applications and awards
3.5 The Grievance Officers shall:
3.5.1 Handle and process all grievances and other related actions to enforce the APTPUO Collective Agreement
3.5.2 Document all grievances and queries in a timely manner. This documentation shall be kept on record at the APTPUO office
3.5.3 Respond to member queries in a timely fashion and confidential manner, providing advice about a member’s rights and responsibilities under the APTPUO Collective Agreement
3.5.4 Make presentations about the Collective Agreement at APTPUO orientation sessions, workshops, and other events
3.6 The Secretary shall:
3.6.1 Keep full, accurate, and impartial account of the proceedings of the Annual General Meeting, any Special General Meeting, and Board of Directors meetings, and submit these written reports in a timely manner
3.6.2 Prepare the agenda and related documentation for each Board meeting
3.6.3 Keep a record of all motions passed at all Board meetings, and have it available for consultation during all Board meetings.
3.6.4 Record all alterations in the governing documents
3.6.5 Be responsible for posting a notice announcing a Board Meeting, annual General Membership Meeting or special General Membership Meeting
3.6.6 Arrange with the President to answer correspondence and fulfill other secretarial duties as directed by the Board
3.6.7 File a copy of all letters sent out and keep on file all communications
3.6.8 Perform additional duties to ensure effective communications and mobilization of the membership, in support of the Board, Committees, or Members as directed by the Board
3.6.9 Make necessary preparations with the President and VP Internal for the annual General Membership Meeting and special General Membership Meetings, including elections
3.6.10 Ensure the necessary resources are available for elections
4. NOMINATIONS AND ELECTIONS
4.1. The election of Board of Directors members and Bargaining Committee members shall take place once each year at the annual General Membership Meeting, normally held the last week of November but to be held no later than the first week of December.
4.1.1. Board members shall be elected for a term of two years. Elections will be staggered, so that three Board of Directors’ positions will be open for election one year and the other four positions the following year.
4.1.2. Bargaining Committee members shall be elected for one year.
4.1.3. Substitutes for the Board of Directors and Bargaining Committee shall be the candidates with the highest vote count who were not elected.
4.1.4. In the case that a Board Member resigns, the substitute shall become a Board Member until the next election at the annual General Membership Meeting.
4.2. Nomination for Board of Directors and Bargaining Committee positions shall be opened on the first working day of November and shall continue to be accepted until the time the nomination process is closed by the Moderator at the annual General Membership Meeting.
4.2.1. Nomination forms may be obtained from the APTPUO office and will be available at the annual General Membership Meeting.
4.2.2. Completed forms must contain the name of the nominee and the signature of two other Members in good standing.
4.3. No APTPUO resources shall be used for the purpose of any individual election campaign, or the endorsement of any individual campaign or campaign slate. The Members campaigning for office shall ensure that any statements or claims are honest and accurate.
4.4. The Moderator shall have the authority to make and enforce fair and neutral election guidelines in order to ensure that the election conforms to good electoral practice
4.5. At the annual General Membership Meeting, the Moderator shall advise the members present of the positions to be filled, the members already nominated (if any) for those positions, and shall call for further nominations, after which the Moderator shall then declare nominations closed.
4.6. Each candidate shall be entitled to speak for three minutes. The speaking order will be determined by the moderator drawing candidates’ names
4.7. Voting shall be by secret ballot, only by Members present at the General Membership Meeting at the time of voting.The Moderator shall be responsible for issuing, collecting, and counting ballots. Each candidate may appoint a scrutineer to observe the counting of ballots.
4.8. The Moderator shall announce the names of the members elected and the names of the substitutes
4.9. The ballots will be held by the Moderator and destroyed fourteen days after the election, unless an electoral complaint is made. In the case of an electoral complaint, the ballots will be destroyed as soon as the ad hoc Investigatory Committee renders its decision.
5.1. The Board of Directors shall create terms of reference for all committees, including ad-hoc committees
5.2. The terms of reference for any committee and any other body constituted by the APTPUO shall include, or deemed to include, the following provision:
“The Committee shall be conscious of and sensitive to the issues of conflict of interest and apprehension of bias. A Committee member who perceives an issue of possible conflict of interest or apprehension of bias on their own, or on the part of another member, whether it arises from a personal or other involvement, shall raise it. The matter shall be discussed and then resolved by the remaining members of the Committee who may direct the member to be absent from discussion, impose specific limitation on the member’s involvement, or conclude that no action needs to be taken.”
6.1 All APTPUO funds shall be kept in recognized and insured Canadian institutions. The principal operating account of the APTPUO shall be held at an institution within reasonable distance of the University of Ottawa Campus.
6.2 Disbursements from APTPUO finances shall be made by cheque. Two signatures are required on each cheque.
6.3 The fiscal year for the APTPUO shall be from November 1 of one year to October 31 of the following calendar year.
6.4 The Board of Directors shall decide on three signing officers, one of whom shall be the Treasurer.
6.5 Any expenditures in non-budgeted areas exceeding $500 shall be authorized in advance.
6.6 The Board of Directors shall have an external audit carried out annually.
7. GENERAL MEMBERSHIP MEETINGS
7.1. General Membership Meetings shall be held in accordance with Article VII of the APTPUO Constitution
7.2. Requests for a special General Membership Meeting shall be in writing and signed by at least fifty Members in good standing