Constitution And By-Laws Of The Ontario Health-Care Housekeepers’ Association Inc.
Board Of Directors, Officers And Executive Committee
The name of the Association shall be Ontario Health-Care Housekeepers’ Association Inc. And hereafter referred to as “the Association”.
The mandate of this Association shall be:
a) To foster and promote harmony and co-operation among its members.
b) To collect and disseminate information and current data on new and improved techniques and equipment for the Health-Care Housekeeping/ environmental service professionals.
c) To encourage, arrange and promote educational programs for and on behalf of Association members for the Housekeeping / environmental service profession in the interest of improved patient/ client care.
a) Executive, Director, Manager, Housekeeping Supervisors or person performing related supervisory functions in health- care, educational and hospitality institutions shall be eligible for membership in the association.
b) Membership in the Association will be granted to those eligible upon payment of annual dues to the Association in an amount to be determined by the Board of directors of the Association.
c) A determined date for the payment of dues may be made resolution of the Board.
d) The fiscal year for the Association shall be October 1st to September 30th.
Member-at-large is granted to a member who resides outside the province but who fulfils all membership requirements.
Associate member is granted to former members in good standing who:
1) Have retired from the profession
2) Are non-active members
Associate membership excludes holding elective office and voting privileges.
Affiliate member is granted to suppliers and manufactures and excludes holding elective office and voting privileges.
BOARD OF DIRECTORS, OFFICERS AND EXECUTIVE COMMITTEE:
a) The Board of Directors of the Association shall comprise the chairs of the region sections established within the five (5) hospital regions as designated by the Ontario Hospital Association, the chair of the Education Committee, the chair of the Membership Committee, the Newsletter Editor and such members of the Executive Committee who may have relinquished the post of regional chairs since election to the Executive Committee.
b) The Board of Directors shall elect annually on a staggered basis from among its members an Executive Committee to include a president, vice-president, secretary and treasurer; such election to take place at the meeting of the Board, which is held in conjunction with the annual convention of the Ontario Hospital Association.
c) An Executive Committee member shall hold office for a term of two (2) years.
d) No member of the Executive Committee maybe elected to the same office for more than two consecutive terms. Re-election to the same office, however, may be permitted after a lapse of one year.
e) The immediate past-president shall be a member of The Executive Committee, with voting privileges.
f) To be eligible to hold office at regional or provincial level, a member must be paid up and a member in good standing. A member may complete his/her term of office after downsizing or restructuring at their facility.
DUTIES OF OFFICERS:
a) The President shall preside at all meeting adhering to simple parliamentary procedure, and shall be an ex-officio member of all committees.
b) The vice-President shall, in the absence of the President, preside over the meetings. In the event of absence of both officers, the members shall appoint a Chair pro-tem.
c) The Secretary shall accurately record the minutes of all meetings. The secretary will also be responsible for all correspondence.
d) The Treasurer shall be responsible for: the preparation and control of the annual budget; the recording of all dues and other funds, receivable and payable; the payment of accounts when authorized by the Board of Directors; the preparation of financial statements of receipts and disbursements; and make reports to the Board as and when required.
e) The Board of Directors shall conduct the business of the Association between sessions. They shall be responsible for increasing membership programming; guiding and carrying out the mandate of the Association.
A) To assist in attaining the mandate of the Association there shall be appointed three standing committees: the Education, the Newsletter and the Membership committee. The President, in the consultation with the Executive Committee, shall further, in consultation with each chair, appoint initially, but with power to add, four persons to serve on each of the three committees referred to in this section.
B) Functions of the Education Chair:
1) To encourage, arrange and promote professional development for and on behalf of Association members for the advancement of the housekeeping/ environmental profession in the interest of improved patient/ client care.
2) To collect and disseminate information and current data on new and improved techniques and equipment in housekeeping/ environmental services.
3) To provide guidelines for regional chairs.
4) Regional educational programs may be conducted under the name of the Association without the formal written approval of the Educational Chair.
C) Functions of the Membership Chair:
1) To review all applications for membership in the Association and to make recommendations accordingly.
2) To conduct an active program of recruitment aimed at increasing membership in the Association.
3) To help facilitate a continuing program of effective communications with all members.
4) To recommend, when considered desirable, candidates for life membership in the Association, such recommendations to be subject to confirmation by the Association Board of Directors, following the criteria established by the Board of Directors.
5) The preparation and mailing of invoices for membership dues and the ultimate transfer of the dues received to the treasurer; and for maintaining an up-to-date membership list.
D) Functions of the Newsletter Editor:
To prepare a minimum of three (3) newsletters annually.
E) The Executive Committee shall have the authority to appoint special committees and/ or to enlist the aid of other Association members for specific duties as and when required.
a) The Board of Directors shall meet a minimum of three (3) times annually – one meeting to be on the day preceding the annual general meeting.
b) The Executive Committee shall meet when business arises which cannot be held over for the regular board meeting or be dealt with satisfactory by telephone or through correspondence.
c) The annual general meeting of the Association shall be held during the annual convention of the Ontario Hospital Association.
d) In the event that a member of the Board of Directors is unable to attend a board meeting, a member of the regional executive will attend in his/her stand.
RULES OF PROCEDURE:
a) A quorum for the purpose of the annual general meeting shall be 25% of paid members.
b) A quorum for the Executive Committee shall be less than three (3) members.
c) A quorum for the Board of Directors shall not be less than 50% of the members.
d) For the purpose of conducting business throughout the year a proxy vote of the general membership can be used.
e) Order of business:
1. Minutes of the previous meetings
2. Report of officers and committees
4. Unfinished business
5. New Business
6. Program or Speaker
a) Each of the nine (9) sections within the five (5) regions, designated by the Ontario Hospital Association will elect a minimum of Chair, Vice-Chair and Secretary/ Treasurer. Other officers can be designated at the discretion of the section.
b) Only members in good standing may hold elected office.
c) Only members in good standing may nominate and vote.
d) Term of office for executive will be two years with a maximum of two full terms.
e) Members in good standing may not be elected to any executive office of the Association while holding any appointed or elected office with other similar provincial or national organizations.
Any amendments to the constitution and by-laws as recommended by the Board of Directors must be forwarded to the membership at least sixty (60) days prior to the annual meeting.