(Approved at the General Meeting on March 19, 2014)
1. The Executive of the Association
1.1. The Executive shall meet at least four times a year at the call of the President or at the written request of any three members of the Executive.
1.2. At all meetings of the Executive a quorum shall consist of any five members providing that one of the President, Vice-President, Secretary or Treasurer is present.
1.3. The Executive shall exercise the powers of the Association for day -to-day operation of the Association as may be required, including:
1.3.1. Establish committees and appoint Chairs and committee members.
1.3.2 Prepare and implement a program of activities.
1.3.3. Communicate regularly with members of the Association through a newsletter or other means.
2. Responsibilities of Officers and Member-at-Large of the Executive
2.1. The President shall oversee the business of the Association and be responsible for calling meetings of the Executive. He or she shall chair all Executive Meetings and all General Meetings of the Association.
2.2. The Vice-President shall carry out the responsibilities of the President if the President is absent or unable to act.
2.3. The Secretary shall be responsible for the minutes of the Association, and for the maintenance of the archives of the Association.
2.4. The Treasurer shall oversee collection of membership dues; be in charge of, and keep the record of, the finances of the Association; issue an Annual Financial Statement; and provide such other financial statements as may be required.
2.5. Members -at-Large shall have such responsibilities as may be delegated to them by the President or the Executive.
3. Meetings of the Association
3.1. At least four General Meetings of the Association shall be held each year.
3.2. There shall be an Annual General Meeting of the Association at a time and place decided by the Executive.
3.3. An Extraordinary General Meeting of the Association shall be called by the President at the request of a majority of the elected members of the Executive or upon the written request of at least twenty-five members of the Association entitled to vote.
3.4. Notice of General Meetings shall be given in writing to the members of the Association at least fourteen days in advance of such meeting.
3.5. At any General Meeting a quorum shall consist of at least twenty-five voting members of the Association. If, at the call of the meeting, a quorum is not present, the Chair may adjourn the meeting for thirty minutes, at which time those present shall constitute a quorum.
4. Meeting Procedures
4.1. Unless otherwise provided herein, all meetings of the Association, its Executive, or its Committees shall be governed by the parliamentary rules and usage contained in Robert’s Rules of Order (Revised).
5.1. Past records and documents of the Association are to be held in the Association Office or the University Archives.
6. Association dues
6.1. The Executive of the Association shall approve any changes in the annual membership dues.
6.2. Following approval by the Executive, changes in the membership dues must be ratified at a General Meeting of the Association by a majority of the members attending.
7. Amendment of By-Laws
7.1. The Executive of the Association may propose revisions of the By-Laws at any time.
7.2. Proposed revisions must be ratified at a General Meeting of the Association. Notice of motion must be given in the normal announcement of such a meeting. The motion of ratification must be passed by a simple majority of the members present and voting.