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Alberta Educational Facilities Administrators Association Bylaws

TERMS OF ADMISSION OF MEMBERS AND THEIR RIGHTS AND OBLIGATIONS

1. There shall be five grades of membership in the Association, viz.

 a. Members
 b. Life Members
 c. Associate Members
 d. Honorary Members
 e. District Certification Members

2. a. Any person employed by an Alberta School Jurisdiction, an Alberta University, College or Trade School, the Government of Alberta, the  Government of Canada, who is directly responsible for the  development, maintenance and operation of School Facilities and  who is not an employee within the meaning of the Labour Relations Act, may apply for membership to the Association by written  application to the membership Chairman of the Association on a  form approved by the Executive and upon payment of the  current membership fee which shall constitute that year’s annual membership dues.  
 
b. Life membership may be conferred upon any person who has been an active member of the Association for at least ten years and who has, in the opinion of the Executive, rendered distinguished service to the Association.  Such members shall have full privileges as afforded from time to time by the Association.

c. Associate Membership may be applied for by the following by making written application to the Association Office on a form approved by the Executive and upon payment of the current Associate Membership fee which shall constitute that year’s annual Associate Membership Dues:

1. Maintenance Contractors and Suppliers
2. Any person employed by a School Jurisdiction, any University, College or Trade School, Provincial Government or the Government of Canada, who is involved with the development, maintenance or operation of Educational Facilities or any member of an Affiliate Association or Incorporated body having similar aims or objectives.

3. Associate Members shall have no voting rights and not be permitted to hold office.  The membership fee for an Associate Member shall be 100% of the regular members’ current fees.

4. Acceptance of Associate Membership shall be by a favourable vote passed by a majority of the Directors at a regular Executive Meeting.

d. Honorary Membership may be conferred upon any person who has rendered, or is rendering, outstanding service to the Association and such membership shall be conferred at the Annual General Meeting of the Association.

e. District Certification Membership will cover any person employed by any Alberta Education Jurisdiction; Alberta University, College or Trade School; the Government of Alberta; the Government of Canada who works in the field of maintenance and operations in a non-supervisory capacity.  Applicants may apply to their District in order to access the Professional Development web site.  Upon reaching CEFMP Level 2 or CEFOP Level 2, such member must apply for Associate Membership until qualified for Level 3.

3. a. All members, except Life Members and Honorary Members, shall  pay annual dues which are payable annually and in advance prior  to the Annual Meeting.

b. Failure to pay said membership fee on or before June 30 for any  fiscal year shall result in automatic termination of membership.


CONDITIONS OF WITHDRAWAL OF MEMBERS AND MANNER, IF ANY, IN WHICH A MEMBER MAY BE EXPELLED

1. A member whose membership has terminated by reason of non-payment of the annual membership fee shall be entitled, at any time within three months of the date of termination of membership, to be restored to full membership on payment of the annual membership fee in full for the year previous.

2. Current fiscal membership fees of members or associate members shall be paid before registering for any given year’s annual workshop or a surcharge amount equal to the current membership fee will be added to the current registration fee.  This surcharge will not constitute payment of membership fee.

3. Any member wishing to withdraw from membership may do so upon a notice in writing to the Board through its Secretary.  Any member, upon a two-thirds vote of all members of the Association in good standing, may be expelled from membership for any cause which the Association may deem reasonable.


MODE AND TIME OF CALLING GENERAL AND SPECIAL MEETINGS OF THE ASSOCIATION AND NUMBER CONSTITUTING A QUORUM AT ANY SUCH MEETING AND RIGHTS OF VOTING

1. The Annual Meeting of the Association shall be held once each year.

2. The Annual Meeting shall consist of one or more General Sessions and one or more Business Sessions.

3. Sixty days notice of the date, time and place of the Annual Meeting shall be given by e-mail to all members of the Association.

4. Thirty percent of members in good standing shall constitute a quorum at any meeting of the Association.


5. The Executive may call a Special Meeting of the Association when deemed necessary to consider urgent matters which cannot be held over until the Annual General Meeting.  Special Meetings shall be convened in the same manner as required in calling an Annual General Meeting.  The Executive shall call a Special Meeting if requested in writing by not less than 20% of the members of the Association in good standing.

6. Attendance at General Sessions of Annual Meetings is open to all classes of members and guests of the Association.

7. Attendance at Sessions of Annual Meetings shall be restricted to members and life members of the Association.

8. All members of the Association in good standing except associate members and honorary members shall be entitled to vote.


APPOINTMENT AND REMOVAL OF DIRECTORS AND OTHER OFFICERS AND THEIR DUTIES, POWERS AND RENUMERTION


1. The Executive shall consist of:

a. At each Annual General Meeting of the Association there shall be  an election of a Vice-President to hold office until a successor is elected.  Upon election of a successor, the incumbent Vice-President shall become President and the incumbent President shall  become the incumbent Past President and the incumbent Past  President shall cease to hold office as members of the Executive.  Such appointments shall become effective following the closing  ceremonies of the annual conference.

 b. Secretary-Treasurer elected at the Annual General Meeting for a two year term.

 c. Three Directors at Large elected by separate ballot at the Annual General Meeting for a one year term.

2. Any member of the Executive shall automatically cease to hold office upon ceasing to be a member of the Association.  Any vacancies occurring in the Executive between Annual General Meetings may be filled by the Executive at any of its meetings.


3. Any member of the Executive may be removed from office by 75% majority vote of members present at any meeting.

4. Meetings of the Executive shall be called by the President or, in the absence of the President, by the Vice-President.  The Executive shall meet not less than twice each year.

5. A quorum at a meeting of the Executive shall be a simple majority of its Executive members.

6. The President shall preside at all meetings of the Association and of the Executive Committee and exercise such supervision of the Association’s affairs as may best promote its activities and welfare.  The President may name such committees as may deem advisable.

7. The Vice-President shall, in the absence of the President, assume his position and in doing so shall be empowered with the authority vested in the President.

8. The Secretary-Treasurer shall have charge of the books, papers and other property of the Association, record the minutes of meetings, keep a roll of officers and members, receive and give receipts for all monies due the Association, depositing same in a Chartered Bank convenient to him to the credit of the Association.  He shall pay all accounts due by the Association by cheque.

9. The Executive will hire an Executive Director subject to the terms and conditions of a negotiated contract.


EXERCISE OF BORROWING POWERS


1. The Association, by extraordinary resolution, shall grant to the Executive such borrowing power as may be authorized in the resolution.

2. The Association may acquire, purchase, sell, mortgage, lease or otherwise deal with real and personal property.

3. The fiscal year of the Association shall be the twelve consecutive months ending December 31.

 

AUDIT OF ACCOUNTS


1. An Auditor will be appointed by the Secretary-Treasurer to hold office for one year.  The Secretary-Treasurer shall submit his books and accounts to the Auditor as soon as conveniently possible after February 28 and shall present a detailed audited statement of the financial affairs of the Association to the Annual General Meeting.


CUSTODY AND USE OF THE SEAL OF THE ASSOCIATION


1. The Seal of the Association shall be in the custody of the Office of the Association.

2. The Seal of the Association shall be affixed to any documents required to by under seal, in the presence of the President or the Vice-President and the Secretary-Treasurer.


MANNER OF MAKING, ALTERING AND RESCINDING BY-LAWS


1. “Special Resolution” means a resolution passed by a majority of not less than three-fourths of such members entitled to vote as are present in person or, where proxies are allowed, by proxy at a General Meeting of which notice specifying the intention to propose the resolution as a special resolution has been duly given.  (RSA 1970, c.347, a.2)

Notice of special resolution shall be given in writing to the Executive Director of the Association not later than sixty days prior to the Annual Meeting at which such resolutions are to be considered and shall be transmitted by the Secretary-Treasurer to all members not later than twenty-one days before the date of the Annual Meeting.

2. The By-Laws may be amended only by special resolution as defined by the Societies Act.  “The By-Law of an Association shall not be rescinded, altered or added to except by special resolution of the Association”.  (RSA 1980, c.5-18sl; 1981 cb-15 x284 {28})

 

PREPARATION AND CUSTODY OF MINUTES OF PROCEEDINGS OF MEETINGS OF THE ASSOCIATION AND OF THE DIRECTORS AND OTHER BOOKS AND RECORDS OF THE ASSOCIATION


1. The Secretary-Treasurer shall prepare and have custody of the minutes of proceedings of meetings of the Association and of the Executive and all other books and records of the Association.  Copies of minutes of Regular and Executive Meetings shall be available to all members upon request following such meetings.


TIME AND PLACE, IF ANY, AT WHICH THE BOOKS AND RECORDS OF THE ASSOCIATION MAY BE INSPECTED BY MEMBERS


1. The books and accounts of the Association shall be open to inspection by members at such reasonable time and place as the Executive may decide after receipt of notice of request, in writing.


THERE SHALL BE NO REMUNERATION FOR ELECTED DIRECTORS


1. All efforts shall be on a volunteer basis.  Expenses will be paid when acting on the direction of the Executive.


AFFILIATION


1. The Association, by resolution, may affiliate with any Association or incorporated body having similar aims or objectives.