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- Mississauga Seniors’ Council
Constitution and By-Laws
Original October, 2012
Revised: October, 2018
ARTICLE 1 – ORGANIZATION
1.1NAME
The name of the organization is Mississauga Seniors’ Council referred to herein as MSC.
1.2LOCATION
The location is the City of Mississauga. MSC meets at various locations in Mississauga as designated by the MSC Executive.
1.3POLICY
• MSC abides by the Human Rights Code dated March 1, 2018.
• MSC shall operate in compliance with applicable laws and other governing bodies.
• MSC shall be non-sectarian, non-political, non-racial and not-for-profit. It shall be operated democratically and in accordance with Robert’s Rules of Order. MSC shall be engaged in fundraising as deemed necessary by the Executive.
1.4PURPOSE AND OBJECTIVE
• To bring awareness of the opportunities and challenges for seniors
• Provide a forum for communicating
• Form partnerships in the community
• MSC provides leadership information to empower Seniors’ Clubs Executives
• MSC assumes advocacy role to City, Provincial and Federal governments through and with United Seniors Citizens of Ontario (USCO)..
1.5MISSION AND VISION
Mission Statement
The Mississauga Seniors’ Council provides leadership toand represents Mississauga Seniors’ Clubs and/or acting with integrity and due diligence when coordinatingresponses and issues.
Vision Statement
To support and contribute towards Mississauga being an Age Friendly Community.
1.6MEMBERSHIP
General Membership
Must be a Seniors/Older Adult club and/or group active in the City of Mississauga
• The club mandate should dictate age
• Provide the city with the location of their residency
• Shall be permitted to attend and participate in MSC general information meetings and forums
• Each club shall be eligible to cast one vote at general information meeting.
Representatives of Non-Member Organizations
The following representatives can participate in MSC meetings but are not members of MSC
Friends of Mississauga Seniors’ Council
• Shall be permitted to attend and participate in MSCgeneral information meetings and forums
• Friends of MSC shall be non-voting members
• Employed or volunteers with a local, (Mississauga) not for profit or for profit organization or business that provides services/goods for seniors/older adult usemay be invited to attend MSC general information meetings and forums.
Guests of Mississauga Seniors’ Council
MSC Executive Committee may invite such guests to join the executive or general information meetings or forumwho can assist with completing the objectives of the Mississauga Seniors’ Council.
• Guests can be local, municipal and regional representatives, or members of federal and provincial government or political organizations
• Attendance shall be by invitation only.
1.7MEMBERSHIP APPLICATION PROCESS
• Interested senior adult cubs and/or groups shall complete a MSC application form and submit completed form to the Membership Officer
• The Membership Officer shall receive applications,scrutinize them and if found correct in all respects shall present applications to the Executive Committee at the executive meeting
• Executive Committee shall review and approve or decline applications
• Membership Officer shall notify applicant of the status of their application and provide applicable information.
1.8MEMBERSHIP DUES
• For the purpose of financing the business of MSC, the membership shall pay a registration fee of ten ($10) per club. The Membership Officer shall collect the registration dues and fees and remit them to the Treasurer
• Members in arrears with their dues are not eligible to vote
• Accurate records of the Membership shall be maintained by the Membership Officer
• Registration dues are to be made by November 1 of each year and annual dues of ten ($10) per club will be made by the AGM.
1.9EXECUTIVE COMMITTEE
The Executive Committee must have a minimum of 5 elected members, and at least 80% of elected membersmust live in Mississauga, including at least one of either the Chair or the Vice Chair.
ARTICLE 2 – DIRECTORS
2.1ELECTION AND TERM
The Directors shall be elected by the Members. The term of office of the Directors shall be elected for a 2 year term at the AGM, from the date of the meeting at which they are elected or appointed until the next annual meeting or until their successors are elected or appointed. Should vacancies not be filled a further 2 year term can be extended. Each officer is eligible for 2 consecutive terms. Each additional term after that period is at the discretion of the executive.
2.2VACANCIES
An Executive Committee member may terminate participation in MSC by submitting a written resignation to the Chair. Upon acceptance of the resignation, and based on the balance of the said term or position of the resigning officer, the Executive Committee shall determine whether to appoint a new officer to fill the vacancy or keep the position vacant for the said term. Should a vacancy in the Chair arise, this position shall be filled automatically by the Vice President until the next Annual General Meeting
The office of a Director shall be vacated immediately:
• If the Director resigns office by written notice to the Chair, which resignation shall be effective at the time it is received by the Chair or at the time specified in the notice, whichever is later;
• If the Director dies or becomes bankrupt;
• If the Director is found to be incapable of managing property by a court or under Ontario law; or
• If, at a meeting of the Members, a resolution is passed by at least a majority of the votes cast by the Members removing the Director before the expiration of the Director’s term of office.
2.3FILLING VACANCIES
A vacancy on the Board shall be filled by a quorum of Directors to fill a vacancy among the Directors;
• If there is not a quorum of Directors or there has been a failure to elect the minimum number of Directors set out in the articles, the Directors in office shall, without delay, call a special meeting of Members to fill the vacancy and, if they fail to call such a meeting, the meeting may be called by any Member;
• If the vacancy occurs as a result of the Members removing a Director, the Members may fill the vacancy by a majority vote and any Director elected to fill the vacancy shall hold office for the remainder of the removed Director’s term; and
• The Board may fill any other vacancy by a majority vote, and the appointee shall hold office for the remainder of the unexpired portion of the term of the vacating Director. After that, the appointee shall be eligible to be elected as a Director.
2.4 REMUNERATION OF DIRECTORS
The Directors shall serve as such without remuneration and no Director shall directly or indirectly receive any profit from occupying the position of Director. Directors may be reimbursed for reasonable expenses they incur in the performance of their Directors’ duties;
ARTICLE 3 – OFFICERS
The Board shall appoint from among the Directors a Chair and may appoint any other person to be president, treasurer and secretary at its first meeting following the annual meeting of the Corporation. The office of treasurer and secretary may be held by the same person and may be known as the secretary-treasurer. The office of Chair and president may also be held by the same person. The Board may appoint such other Officers and agents as it deems necessary, and who shall have such authority and shall perform such duties as the Board may prescribe from time to time.
3.1POSITIONS
The following positions shall constitute the Executive Committee for the purpose of managing the affairs of MSC and referred to herein as the “Executive”.
* Past Chair
* Membership Officer
* Chair
* Fund Raising Officer
* Vice Chair
* Event Coordinator
* Executive Secretary
* Publicity/Web Master
* Treasurer
* Archive Secretary
* Communication Officer
3.2TERM OF OFFICE
The term of office for each of the Executive positions shall be two (2) years. Members serve on the Executive Committee for a maximum of two (2) consecutive terms.Each additional term after that period is at the discretion of the executive.
One person cannot simultaneously hold more than one executive position permanently.
Any Officer shall cease to hold office upon resolution of the Board.
Officers shall be responsible for the duties assigned to them and they may delegate to others the performance of any or all of such duties.
3.3DUTIES OF OFFICERS
All Officers are responsible to:
• Show due diligence
• Demonstrate sound decision making
• Perform duties specific to their role to the best of his/her ability
• Demonstrate leadership to appointed committees
• Keep members informed
• Understand and support the goals of MSC
• Attend meetings with regularity and punctuality
• Bring forward any situations or concerns related to the work of MSC which they have observed or have been brought to their attention by a member
Past Chair
• Advisory role to the Chair
• Chair meetings and assume the responsibilities of the Chair in his/her absence and when the Vice Chair isalso not available
• Act as Chair for the Election Committee, if established
• The Chair automatically becomes the Past Chair upon completion of his/her term
• Shall vote at meetings
Chair
• Preside over all monthly meetings of the MSC or designates the role.
• Prepare content and approve agenda for all MSC meetings
• The Chair is designated as the Code administrator or his/designate on the Executive Committee
• Oversee general management and administration
• Is the key contact for the MSC
• Has signing authority
• Prepares Annual Report
Vice Chair
• Assist Chair in all monthly meetings of the MSC
• Chair meetings and assume responsibilities of the Chair in his/her absence
• Has signing authority
• Arranges logistics for monthly Executive meetings, and other membership meetings, including the AGM
• Ensures MSC follows human rights processes and abides by its Code of Ethics
Executive Secretary
• Shall be the minute taker for all MSC meetings and presents draft minutes for approval
• Management of MSC records and Former Minutes of all MSC meetings
• Ensures decisions are made and meetings follow within the guidelines of Roberts Rules of Order
• Handles all correspondence
• Has signing authority
• Responsible for communication within and related to the MSC
Treasurer
• Responsible for MSC finances by maintaining an accurate ledger of all monies received and expended
• Present monthly financial reports at the Executive meetings
• Prepare an annual financial report and present at the AGM
• Has signing authority
Communication Officer
• Responsible for communication with Govt. Officials and media, including journalists
• Prepare news releases to make important announcements and deal with inquiries from the media
• Advise members of executive on communication tasks
• Use written and verbal skills to create wide range of communication material
• Help build a positive reputation for the company.
Membership Officer
• Annual review of the need for implementing annual dues/fees
• Issue membership cards, if applicable
• Prepare, update and maintain current membership list
• Provide membership statistics to the Chair for the annual report
Fund Raising Officer
• Raise funds to further the objective of MSC
• Utilize Community sponsors for in kind and donations
• Lead the process for grant application, if applicable
• Ensure funds are available for promotional activities
Event Coordinator
• Arrange all social activities and assists with the planning for the bi-annual information forums, special meetings and AGM
• Promote social activities and workshops to members
• Receive and act upon correspondence relating to activities
• Co-ordinate with Fund Raising Officer regarding funds and sponsorship required
Publicity/Web Master
• Promote the MSC in the Community by using the media e.g. website
• Create and distribute a Newsletter, if applicable.
• Generate and revise web pages.
• Examine and analyze site traffic.
• Serve as the server administrator
Archive Secretary
• Maintain accurate archive records.
• To work in collaboration with other secretariesproviding cover as and when required.
