Constitution

CONSTITUTION - ASSOCIATION FOR MUNICIPAL EMPLOYMENT SERVICES
Revised April 2007

The Constitution of the Association for Municipal Employment Services (AMES) is as follows, being comprised of the Statement of Purpose and By-laws of the organization. Municipalities shall constitute the following: Counties, Regions, Native Bands, and District Social Services Administration Boards

STATEMENT OF PURPOSE

To promote the enhancement of the quality of employment related services for social assistance recipients in Ontario by:

1. Representing and responding to the needs of the program staff through

1.1 the provision of training

1.2 the publication of a newsletter

1.3 networking and developing intra-provincial linkages

2. Advocating for appropriate policy and procedures related to employment programming by:

2.1 representation through OMSSA

2.2 representation on various related committees

2.3 pro-active responses to new employment related initiatives through OMSSA.

3. Promoting the interests of social assistance participants by:

3.1 encouraging choice within employment related services

3.2 recognizing that all persons have a right to meaningful participation in the labour market according to individual needs and abilities

3.3 recognizing the individual employment needs of participants as a first priority

3.4 recognizing that participants must be active partners in determining their individual employment plans

BY-LAWS

Being by-laws with respect to the structure of AMES, its membership and its executive BE IT ENACTED as by-laws of AMES as follows:

1. MEMBERSHIP

1.1 Full (voting) membership is open to any employee of a service or program whose role is employment related and receives a portion of its core funding from both a municipality and any other government body.

1.2 Associate (non-voting) membership is open to any person who subscribes to the objectives of the organization. Associate members may not vote nor hold office.

1.3 In the event that an elected officer changes employment during their term and no longer meets Membership requirements (Article1.1) they will:

1.3 a). Resign their position and the remaining Officers of the Association may appoint, from the AMES Membership, a replacement for the remainder of the term.
or

1.3 b). Elect to complete their term in office so long as they remain a member in good standing, and have no conflict of interest with the Board. Note: These members will not be compensated for expenses incurred while on the Board.

1.4 New categories of membership may be established by the officers of the association.

1.5 Annual membership fees shall be established by the Officers and ratified by the membership.

1.6 Membership is conditional upon payment of the established annual fee.

1.7 Notwithstanding the above, the authority to determine eligibility for membership rests with the Executive.

2. EXECUTIVE

2.1 The affairs of AMES shall be managed by the Officers of the Association comprised of the Immediate Past President and nine AMES members. The Immediate Past President shall serve a one year term to cover the transition in leadership of the Board.

2.2 The Officers shall be elected by the membership at the annual meeting and shall, at the next scheduled meeting, convene for the purpose of selecting portfolios. The Officers should try to ensure the various geographical regions are adequately represented.

2.3 Officers of AMES shall be elected for two year terms. Every effort should be made to keep an even balance between new and incumbent board members. Hence each year half of the board may consist of new members.

2.4 The Officers of the Association shall be:
i) President
ii) Vice-president
iii) Immediate Past President
iv) Secretary
v) Treasurer
vi) Conference Co-coordinator
vii) Newsletter Editor
viii) Membership Co-coordinator
ix) Promotions Co-coordinator
x) Special Projects

2.4a Any officer may appoint a designate in his/her absence who shall be a voting AMES member and have voting privilege as an officer.

2.4b The executive officers of the Association shall be the President, Vice President, Secretary and Treasurer

2.5 A quorum of the Officers of AMES shall be a minimum of six (6) Officers who must be present at any meeting or available via conference call in order for the business of AMES to be transacted.

2.6 If an Officer of the Association misses three (3) consecutive meetings without due cause or without having sent a designate who is an AMES member, then he/she shall forfeit the right to hold office and the remaining Officers of the Association shall have the authority to appoint a replacement from the (AMES) membership who is a voting member and who will have voting privilege as an Officer.

2.7 When an Officer no longer meets membership requirements, an office shall be deemed vacant. Please see Article 1-1.3

2.8 Officers of the Association may with a 2/3 majority vote, remove any Officer from office during the course of his/her term, provided that two weeks notice is given to the membership and the Officer affected.

2.9 If an Officer of the Association resigns or is removed from the office during the course of his/her term, then the remaining Officers of the Association shall have the authority to appoint, from the AMES membership, a replacement who will then have full authority and voting rights of the other Officers for the remainder of the term. Vacancies must be filled in order to maintain a quorum of six (6).

2.10 Meetings of the Officers may be held by any means wherein a quorum of Officers is in direct conversation. The resolutions or decisions arising from such a meeting shall be deemed proper and valid, providing that minutes of this meeting be recorded in the normal manner, that all votes be taken in the manner prescribed by the by-laws, and that each Officer receive advance notice of this meeting in the manner prescribed in these by-laws.

2.11 The Executive shall not meet or conference call less than four times per year.

2.12 The President shall call all meetings of the Officers. Officers may request a meeting be called. In the event of absence or unwillingness of the President, to call a meeting the Vice-president or Immediate past President shall have authority to perform this function.

2.13 2 weeks notice of a meeting shall be given to permit attendance of all Officers.

2.14 Questions arising at meetings of the Officers shall be decided by a majority vote. At all meetings of the Officers each Officer shall have one vote, and upon a tie, the President shall have a second or deciding vote.

2.15 All actions taken by persons acting as Officers shall be taken as valid, notwithstanding that it may afterwards be discovered that there was some defect in the election, appointment, or qualification of such an Officer.

2.16 Any officer shall be entitled to remuneration for special services (but not for the ordinary duties of an Officer) as the Executive may from time to time determine and shall be entitled to payment in respect to out-of-pocket expenses incurred in attending meetings or performing other functions as authorized.

3. DUTIES OF OFFICERS

3.1 Subject to such limitations as the Officers may from time to time impose, an Officer shall have all the powers and authority and shall perform the duties usually associated with the office he/she holds, and shall perform such other duties as may from time to time be required by the by-laws of AMES.

3.2 Except to the extent from time to time otherwise determined by the Officers, the President shall be the Chief Executive Officer of the organization, and shall have general supervision of all Officers and their duties.

3.3 If appointed to do so by the President or in the absence of the President or in the event that the President's office is vacant, the Vice-president shall perform all duties and functions of the President.

3.4 Either the President or the Vice-president shall chair all meetings of the Officers. In the absence of a President and Vice President or if such offices are vacant, the Immediate Past President shall perform the duties and functions of the president. If the office of Past President is vacant, the remaining officers shall appoint a chairperson.

3.5 The Immediate Past President shall, in the event of the concurrent vacancy in both the President and the Vice-president offices, perform the duties and functions of the President.

3.6 The Secretary shall keep full and accurate accounts of all meetings, to be available at any time. He/she shall be responsible for notifying the Executive and/or membership of any meetings according to the provisions contained in these by-laws.

3.7 The Treasurer shall keep full and accurate accounts of all receipts and disbursements of the organization in proper books of accounts, and shall deposit all monies or other valuables in the name of and to the credit of AMES in such banks or other financial institutions as the Officers may from time to time designate. He/she shall disburse the funds of AMES under the discretion of the Officers at the regular meetings. Whenever requested to do so, he/she should render an account of all his/her transactions as Treasurer and the financial position of AMES. The Treasurer shall have the signing authority for financial transactions of AMES.

3.7 a) The financial records of AMES are to be audited annually by an accredited accounting firm and a financial statement produced.

3.8 The Conference Coordinator is responsible for all organizational aspects of the annual conference. This portfolio is a one year term and the officer shall fill another portfolio for the second year of their term.

3.9 The Newsletter Editor is responsible for receiving and coordinating newsletter materials, copy layout and distribution to AMES membership.

3.10 The Membership Coordinator is responsible for coordinating all information concerning membership and providing an updated version of the membership directory on an ongoing basis

3.11 The Promotions Coordinator is responsible for coordinating the promotion of the Association in order to increase our membership.

4. COMMITTEES

4.1 The Officers may establish special or standing committees.

4.2 The chairperson of any sub-committee must be a member of the Officers of the Association.

4.3 A majority of the Committee members must be members of AMES.

4.4 Committees are not authorized to publicly represent the organization. Any and all information generated by the committee is subject to the Executive ratification.

5. MEETINGS

5.1 The annual meeting of the members shall be held at such place within Ontario and at such time in the year as the Executive shall determine. At every annual meeting, in addition to any other business that may be transacted, the financial statement for AMES shall be presented for the current year. Every member at the annual meeting shall be entitled to receive a complete copy of the financial statement, prior to the formal presentation.

5.2 The Officers shall report on their activities to the annual meeting of the membership, and provide a written summary report of these activities as a permanent record. Delete- Every member present at the annual meeting shall be entitled to receive a complete written copy of the Summary Activities Report, prior to the formal presentation.

5.3 Other meetings of members may be convened at any time and place within the Province of Ontario, or by the order of the Executive.

5.4 Notification of general meetings of the membership shall be given to members in writing at least two weeks prior to the proposed meeting.

5.5 The accidental omission to give notice of any meeting or non receipt of any notice by an officer or any member shall not invalidate the meeting, provided a quorum is present.

5.6 Any meetings duly constituted, and adjourned to a later date and place specified there at, shall continue to be duly constituted without further notice of the Officers or members.

5.7 At any meetings a quorum shall not be less than 25 members or 25% of the voting membership. Questions shall be decided by a simple majority vote.

5.8 At any meeting, questions shall be decided by a show of hands, except for the election of Officers, which shall be a secret ballot. The President may direct a written vote be taken for any question and must do so if majority of members present so direct. The Officers shall appoint scrutineers as necessary.

6. DOCUMENTS

All written correspondence and documents prepared by or for AMES shall be signed by such person or persons as shall have been appointed by the Officers. All use of the organizations name and/or titles requires approval.

7. FINANCIAL LIABILITY

Financial obligations undertaken as a result of a formal decision of the Officers shall be the responsibility of the membership of the organization as a whole, rather than the responsibility of any individual Officer, except such as cost, charges or expenses as are occasioned by willful neglect or misconduct.

8. FISCAL YEAR

The fiscal year of AMES shall be the calendar year, January 1 to December 31.

9. AMENDMENTS TO THE CONSTITUTION

Amendments to this Constitution may be proposed by any voting member or members of the Association.
Ratification of such proposal(s) may be affected only under the following conditions:

(1) The proposed amendment(s) is/are submitted in writing to the Officers, who must present the proposal to the members via mail out or by electronic notification at least 30 days prior to the annual general meeting.

(2) If a majority of members at the Annual General Meeting approve the amendments they shall be considered accepted. There will be an availability for members to vote by proxy if unable
to attend the AGM.