Constitution and Policies of District 21

 

Constitution and Policies

District 21

Renfrew County

   Revised – June 2003

Approved October 15, 2003

At the

Annual General Meeting

 

 Table of Contents

 

Page          Content

A- Constitution

 

3            Name

 

3            Location

 

3            Preamble

 

3            Objectives

 

4            District membership

 

4            District Executive/Executive Board

 

9            Committees, Executive, Standing and District
Representatives

 

12          Constitutional Safeguards

 

B- Policies

 

      13          Mileage

 

     13          Reports

 

     13          Expenses

 

     14          Appointment of Senate Delegates

 

      14          Representation on the Executive Board

 

      14          Other Policies

 

14           Policy from RTO/ERO Provincial Constitution – Confidentiality of RTO/ERO records.

  

     15           Appendix A - Membership
RETIRED TEACHERS OF ONTARIO

 

CONSTITUTION OF DISTRICT 21

 

The geographical area of District 21 is defined by the boundaries of Renfrew County, i.e. from Deux Rivières on the north to Matawatchan Township on the south and from Arnprior on the east to Whitney on the west.

 

District 21 shall be divided into two units as follows:

 

-      RTO/ERO North Renfrew Unit (211) extending from Deux Rivières to Westmeath and from Eganville to Whitney.

-      RTO/ERO South Renfrew Unit (212) extending from Cobden to Arnprior and area, and also including Douglas, Dacre, Griffith, and Matawatchan and surrounding areas.

 

PREAMBLE

 

Whereas it is the mandate and the objective of both the Provincial and District Organizations to represent the interests of Retired Teachers of Ontario, members of our organization at both these levels shall pursue the following Goal and Objectives:

 

OBJECTIVES

 

1.      To promote the interests of persons receiving pensions under the Ontario Teachers’ Pension Act. To encourage good will, unity and a warm and lasting fellowship through active participation in discussions, in decision-making and in all activities which strengthen RTO/ERO.

 

2.      To endeavour to have all members and their survivors receive the maximum benefits that are rightfully theirs under the terms of the Ontario Teachers’ Pension Act;

 

3.      To support or seek support for members who may be in financial or personal need;

 

4.      To encourage members to participate fully in all the other benefits our organization offers – health and insurance benefits, travel opportunities and retirement planning;

 

5.      To increase our membership by actively campaigning at the district level to sign up non-members and to reach potential members among active teachers by both personal contact and by planning programs to meet their special needs;

 

6.      To use a variety of media resources to publicize and promote district activities and accomplishments of our members to retired teachers who are non-members and to active teachers;

 

7.      To develop closer relationships with local organizations of active teachers in order to explain our objectives and to demonstrate how we can assist them to educate their members to plan for retirement;

 

8.      To provide leadership and guidance to our provincial representatives who attend the Senate Meetings of RTO/ERO

 

Article 1 -  DISTRICT MEMBERSHIP

 

1.01         All persons who are members of the Provincial organization are automatically affiliated to the local RTO/ERO District of their choice. Provincial membership criteria are set out in Article 4 of the Provincial Constitution (amended October 2002).

 

1.02         Rights and Privileges of Membership are outlined in Article 5 of the Provincial Constitution (amended October 2002).

 

1.03         Honorary Membership

 

An Honorary member of the Executive and Executive Board is a regular or associate member who has served RTO/ERO District 21 for a period of at least 8 years with distinction and has made an outstanding contribution to RTO/ERO. This is a non-voting position.

 

 

Article 2.  DISTRICT EXECUTIVE/EXECUTIVE BOARD

 

A.    Structure

 

2.01                 The District Executive shall consist of at least seven voting members: a Past President, President, 1st Vice-President, 2nd Vice-President, Secretary-Treasurer or Secretary and Treasurer, President of North Renfrew Unit, President of South Renfrew Unit.

 

2.02                 A quorum shall be a simple majority.

 

2.03                 The Executive Board shall include:

 

(1)     The District 21 Executive – (see 2.01)

 

(2)     Chairs of District & Standing Executive Committees  (committees shall be chaired by one person only – see 3.01) The vice chair of the standing committee will be a member of a different unit. If the chair and vice chair are present, only the chair votes.

 

    (3)   Members, who hold a Provincial Office or are on a provincial  

             standing committee.

-    The privileges of making motions and voting shall be

                  allowed, only to executive members, those holding a

                  Provincial Office, and chairs of Standing and Executive      

                Committees.

            -     A quorum is a simple majority.

 

      (4)   Honorary Member(s)

-         This person is entitled to receive communications, participate in meetings, and act as resource person but has no voting  privileges at the Executive and Executive Board level. This person is entitled to the normal traveling allowance.

 

2.04                The Executive Board shall meet at least 3 times a year or at the call of the President or at the request of any two Executive members.

 

B. Duties of the District Executive

 

2.05                It shall be responsible for Executive Committees, which include:

1.      Nominating Committee

2.      Resolutions Committee

3.      Awards Committee. Reports shall be submitted within a time frame specified by the President.

4.      Budget Committee. (comprised of the Executive and will meet in November/December to prepare a tentative budget for the coming year.

5.      Constitution Committee (to be chaired by the Past President)

 

2.06                It shall be responsible for the Standing Committees, which includes:

1.      Membership Services Committee

2.      Health Service and Insurance Committee

3.      Membership and Recruitment Services Committee

4.      Communications (Website and Newsletter) Committee

5.      Political Action and Public Relations Committee

6.      Annual Meeting Committee

7.      Others: such as tours, archivist, recreation, etc… (Additional Standing Committees may be created by the Executive as need arises)

2.07                To hold at least one (1) District General meeting per year.

 

2.08                To appoint Senators and alternates from the Executive, as required

                        by the provincial bylaws.

 

A Senator shall not be a member of the Provincial Executive or the chair of a Provincial Standing Committee.

 

2.09                            May send to Senate Meetings

     -           a District Observer whose expenses are shared by the District

                and the appropriate Unit, when finances permit;

 

2.10                To provide each Unit with an annual grant, on a per capita basis, and

                        to appoint district auditors at the annual meeting to audit District 21

                        books;

 

2.11                To establish standing, executive and special committees, to appoint

                        their chair, to ratify their terms of reference for spending money on

                        behalf of the District;

 

2.12                To send the Annual District Report and Annual District Financial

                        Statement to the provincial Executive Director;

 

2.13                 To send to the provincial Executive Director resolutions which have been passed at a general meeting of the District for Senate consideration;

 

2.14                 To apply to the Provincial Executive for an additional grant to promote a special district program that will strengthen or enhance the effectiveness of their district organization;

 

2.15                 To review the names of district candidates presented by the Awards Committee for consideration as recipients of RTO/ERO pins.

 

2.16                 To include the Executive Board in receiving submissions of names from the membership through their units for the office of Honorary Member. The Executive and Executive Board shall make the final choice.

 

C. Election of the District Executive

 

2.17                 These officers shall be elected at an Annual Meeting for a period of two years. They must be regular or associate members of RTO/ERO.

 

2.18                 Election Procedure

 

(a)   The Nominating Committee shall be chaired by a District Past President with at least two other Executive Board Members as part of the committee.

(b)   The Chair of the Nominating Committee shall submit nominations for the elective offices of the District Executive to the District Annual Meeting.

(c)   Additional nominations for the elective offices may be made from the floor by district members in attendance at the District Annual Meeting.

 

(d)   If more than one candidate is nominated for any of the district elective offices then a vote by secret ballot shall be held. The conducting of the election shall be the responsibility of the President, or the Chair of the meeting who shall appoint scrutinizers from the members at large to distribute and count the ballots.

(e)   The newly elected Executive shall take office by January 1.

The term of office of each Unit Executive shall coincide with the term of office of the District.

(f)    In the case of more than two candidates for any one of the elected offices, and failing a majority vote for any one candidate on the first ballot, the candidate with the lowest number of votes shall be dropped from the succeeding ballots until a majority is reached.

(g) In the event there are more than two candidates for an elected position and a tie vote results in there being two or more candidates dropped from the ballot at the same time, the following shall occur:

     (i) the vote results for all candidates except those

            in the tie vote shall stand and be held in

            abeyance;

     (ii)  the members shall then vote to break the tie;

     (iii) the result of this vote shall establish the roster

            for the next vote;

     (iv) the members will then resume the voting

            process on the roster including the winner of

            the vote to break the tie that had been held in

            abeyance.

 

(h)  In the event of a tie vote when there are only two candidates, there shall be a further ballot and if the tie persists, there shall be a further ballot, and if the vote is still tied, the candidate with the greatest seniority of membership in the District shall be deemed to have won the vote.

 

2.19                 Removal from Office

 

(1)       Resignation - Any member of the District Executive or District Executive Board may resign from office upon giving a written resignation to the District Executive and such resignation becomes effective when received by the District Executive or at a time specified in the resignation, whichever is later.

 

(2a)     Removal - Any member of the District Executive may be removed from office by resolution passed by a 2/3 majority at a District meeting, provided that notice specifying the intention to pass such a resolution has been given at least thirty days in advance to the District

.

(2b)     Removal - Any appointed member of the District Executive Board may be removed from office by resolution passed by at least three-quarters of voting members of the Executive Board, provided that notice specifying the intention to pass such a resolution has been given at least thirty days in advance of any meeting at which such motion is presented.

 

 

(3)       Leave of absence - Any member of the District Executive or District Executive Board, because of sickness or absence, may request a temporary leave of absence.

 

(4)       Vacancy - Should any vacancy in any office occur for any reason, at any time, in consultation with the nominating committee, such vacancy shall be filled forthwith by resolution of the Executive, by appointment of a substitute, for such period of time as may be appropriate under the circumstances.

 

D. Specific Duties of Executive Members

 

2.20                 Duties of the President

1. To convene and chair the regular and special meetings of the District Executive and/or Executive Board.

2. To act as chair for District Membership Meetings.

3. To be an ex-officio member of all district standing committees and executive committee meetings.

4. To have a general responsibility for all activities of  district organization.

 

2.21                 Duties of the Past President

1.      To act as resource person to the President;

2.      To chair the Nominating Committee.

3.      To chair the Constitution Committee

 

 

2.22                 Duties of the First Vice-President

1.         To perform the duties of the President when the President is unable to carry out such duties;

2.         To chair the Resolutions Committee (3.05 (2))

3.         To serve as the official district liaison person to the provincial Pension Concerns Committee and to keep  the District Executive informed as to current Pension Concerns issues.

 

2.23                Duties of the Second Vice president

 

If a district has a 2nd vice president, he/she may chair the Awards Committee.

 

2.24                 Duties of the Secretary

 

           The duties as Secretary are:

 

1.    To prepare and present the minutes of District Executive and Membership Meetings, and of any special meetings called by the President;

2.    To carry on the correspondence that is required to conduct the business of the District Executive and its membership; District 21 Annual Report to Provincial Executive Director;

3.    To send notices of Executive, Membership and special meetings at the direction of the President and District Executive.

4.    To receive a copy of the provincial membership list of the

             regular, associate members and non-participatory members

     from the Membership Chairperson or District Secretary;

           

 

2.25                 Duties of the Treasurer

 

1.        To maintain in a separate trust account in an accredited financial institution all monies accruing to the District; to arrange for District 21 cheques issued to be signed by at least two of three Executive Members registered with the bank - the President,  Treasurer, one other designated Executive Member;

 

2.        To receive the annual rebate of monies from the Provincial Treasurer of RTO/ERO;

 

4.           To receive, collect and deposit in the District bank account

proceeds from the Annual District Meeting and charges levied by the District for specific District activities.

 

5.           To pay all invoices as directed by the Executive;

 

6.           To receive a copy of the provincial membership list of the

            regular, associate members and non-participatory members

            from the Membership Chairperson or District Secretary;

 

7.          To receive from the chairperson of a standing or special

            committee that is handling district money a financial

            statement for the fiscal year;

 

8.          To present an audited report to the District Executive Board at 

            Its 1st meeting of the new fiscal year.

 

9.          To prepare District 21 Financial Report for fiscal year Jan. 1

            to Dec. 31 to be sent to Provincial Executive Director.

 

10.      To present to the District Executive Board a current

            financial statement at each of its meetings.

 2.26                Duties of the Senators

                         1.         To represent the interests of their District at Senate

                                    meetings;

 

                        2.         To review and discuss Senate agenda items with the District

                                    Executive prior to Senate meetings;

 

                        3.         To serve as a member of the District Executive;

 

                        4.         To report to the District Executive and the membership on

                                    the business of Senate following each Senate meeting.

 

2.27                Duties of the Unit Executive

 

                        It shall be the duty of the Unit Executive:

 

1.      To hold at least one meeting a year, which shall be the Annual Meeting, at which the officers shall be elected, and as many additional meetings as desired by the members.

 

2.      To send an annual Unit Financial Statement, reviewed by at least two Unit members, to the District Treasurer at the end of the fiscal year.

 

3.      To promote the interests of the members of RTO/ERO.

                               

 

Article 3. COMMITTEES, EXECUTIVE, STANDING  AND DISTRICT

                              REPRESENTATIVES

 

3.01            Executive Committee

 

(a)                    Nominating Committee - chaired by the Past President

                                                         see section 2.18 (a) to (d)

 

(b)         Resolutions Committee - chaired by the First Vice-President; the other members should be the President or designate and the chair of the Constitution Committee. (If the District Senator is not the President then he/she should also be a member).

 

Duties    -        to receive resolutions or recommendations from the Executive, and from the District Annual Meeting that should be forwarded to the Executive Director for consideration of the Provincial Executive, or the Senate;

 

-        to present properly worded resolutions to the Executive for discussion and decision before they are forwarded to the Provincial Executive Director.

 

(c)         Awards Committee - to be chaired by the second Vice-President and include the Presidents of North and South Renfrew Units.

                   Terms of Reference for Awards

 

 

A   District Executive may award an RTO/ERO pin:

 

            1. To District Presidents on their retirement from office; and,

                                                2. To district members who, in the opinion of the

                                                     District  Executive, have given loyal service to the

                                                     District over a number of years.

 

 

            B  Terms of Reference for awarding Honorary memberships  

     (1.03)

 

Names are presented to the Executive for consideration and decision. Pin presentations are usually made at the District Annual Meeting.

 

                                    C   Other special awards

 

(d)                              Budget Committee: (chaired by the Treasurer)

                                to review budget requests from all committees

                                                and units for current fiscal year and to allocate funds.

 

 

               (e)                 Constitution Committee: (chaired by the Past President)

-         To make recommendations to the District Executive for changes in the district constitution;

-         To become familiar with the Provincial Constitution and Bylaws, so that the chairperson can be a resource to the District Executive in the interpretation of this document, and be able to make suggestions for changes that the District might want to make in either the Bylaws, the objectives, or policies and procedures. Chairperson is also a member of the Resolutions Committee.

 3.02                 Standing Committees

 

The Chairperson of all committees that handle district money shall submit a complete financial statement to the District Treasurer one month prior to the end of the fiscal year.

 

The following Standing Committees may be instituted or continued with the following terms of reference:

 1.         Member Services Committee (Goodwill)

 

-    To communicate with District members who are ill, hospitalized, bereaved, celebrating special days or have any special need and recognize appropriately.

 

-    To bring concerns of Unit Directors and Telephone Committees to the Executive Board.

 

-           May serve as liaison between a District member

      and the Provincial Good Will Committee when 

      there is a need for financial aid.

 

                        2.         Health Services and Insurance Committee

 

-           To assist the members and prospective members of the District with information and advice regarding health services, particularly the activities of the insurance carrier;

-           To study and advise the Executive of the District of such proposals as Health Insurance, Car Insurance, and community housing as it may affect or be of interest to our membership.

 

                                                3.         Membership Services

 

-           To receive the membership lists from the Provincial Office and try to verify them with the district membership lists; to provide information in return.

 

-           The membership chair shall serve as Membership Secretary and act as liaison between the District and the Provincial Office.

-            

-           To inform those members who make use of membership lists of changes as they occur.

 

                        4.         Recruitment Services

 

-           To investigate and recommend to the Executive ways and means of increasing provincial and district membership for both teachers planning retirement and for retired teachers who are non-members of RTO/ERO.

 

-           To provide information to create an interest in joining RTO/ERO among active teachers considering retirement and among retired teachers who are non-members.

 

                        5.         Communications Committee

 

-           To prepare and distribute a newsletter to the district membership whenever the Executive deems it necessary.

 

-           To prepare and maintain our Website.

 

                        6.         Political action and Public Relations

-           To use a variety of media resources to publicize and promote District and Unit activities and the accomplishments of members;

-            

-           To serve as the official district liaison person to the provincial Political action Committee and to keep the District Executive informed as to current political action initiatives.

 

 

                        7.         Annual Meeting Committee

                                   

-       The coordinator shall be responsible for all arrangements for the Annual District Meeting in the Fall;

 

             Arrangements include such details as confirming location, number of persons attending, food and refreshments, physical setup for meeting, meal and PA system.

 

                  8.         Travel Committee

 

                                         - To make members aware of places of interest;

                                         - To plan short trips and excursions.

 

                      9.        Others

 

Article 4 CONSTITUTIONAL SAFEGUARDS

 

4.01                Amendments to the Constitution

 

-    This constitution shall be amended by the consent of two-thirds of the eligible district members voting at the Annual General Meeting provided that a Notice of Motion has been sent to the members prior to the meeting; OR, 90% of the eligible district members voting at the Annual General Meeting, previous notice not having been given.

 

4.02                 Interpretation

 

-    Nothing in this District Constitution shall be interpreted in a manner or in terms inconsistent with the Constitutional By-Laws and Policies of the RTO/ERO; nor in terms prejudicial to the best interests of RTO/ERO.

 

4.03                 Meeting Procedures

 

-    With respect to procedures to be adopted in the conduct of district meetings that are not covered in this Constitution, the Sturgis Standard Code of Parliamentary Procedure shall govern.

 POLICIES

 

1.         Travel Allowance

 

The District Treasurer shall pay $0.35 per km from home to the place of meeting and return, to any District Executive Board or Committee Member who travels to a meeting on District business. This does not include Unit Executive traveling on Unit business.

                        i- That if any member of the Executive or Executive Board lives beyond

                the boundaries of the County of Renfrew, traveling expenses to      

    executive /executive board meetings shall be paid from the

    boundary to the meeting place and return to the boundary.

 

2.         WRITTEN REPORTS FOR THE DISTRICT ANNUAL MEETING: shall be submitted in typed form before the end of August. All Executive and Standing Committee Chairs, Treasurer and President shall submit a written report.

 

The Budget shall be approved by the 1st Executive meeting of the fiscal year.

 

The District President shall ensure that sufficient copies are made for all members who attend the District Annual Meeting.

 

3.         SUBMITTING EXPENSES TO THE DISTRICT TREASURER:

 

(1)    Goodwill:

 

                         Those members, authorized to spend for goodwill, shall submit

                         their claims, along with receipts, to the District Treasurer as

needed. The District Treasurer shall submit any of these that qualify to the Provincial RTO/ERO for reimbursement.

 

 

               (2)     New Retirees’ Receptions:

 

Reception expenses shall be the responsibility of the Units.

 

   (3)     Other Projects:

 

On-going projects expenses shall be submitted, with receipts, to the District Treasurer as required. The District Treasurer shall submit any of these that qualify to the Provincial RTO/ERO for reimbursement.

 

   (4)    Newsletter:

 

The editor shall keep a detailed record of expenses and submit it to the District Treasurer as soon as the newsletter is published. Upon receipt of the record, the District Treasurer shall pay the balance of expenses to the editor.

 

 

 (5)       All other expenses (e.g. telephone, supplies, etc.) shall be presented to the District Treasurer, at the next District Executive Board

 

4.          APPOINTMENT OF SENATE DELEGATES

 

             The President and 1st Vice-president of the District shall be from different units. The 1st and 2nd Vice-presidents shall be from different units. The Senate delegates shall be the President and 1st Vice-president.

             Should the President not be able to attend, the 1st and 2nd Vice-presidents will attend. Should the 1st Vice-president not be able to attend, the President of his/her unit will replace the 1st Vice-president.

 

             This procedure is intended to reflect the intent of the District to have both units represented at the Senate.

 

5.         REPRESENTATION ON THE DISTRICT EXECUTIVE BOARD

           (a)       It is the intent of the District that the Chair and Vice Chair of the following District Standing Committees (Member Services – Goodwill, Health Services and Insurance Committee, Membership Services, Recruitment Services, Political Action) shall be from different units and shall be appointed for a two year term. The Chair will report to the District and is a member of the Executive Board. The Vice Chair will replace the Chair at the Executive Board meeting in the absence of the Chair.

           (b)       The Standing Committee Vice-chairs are encouraged to attend the District Executive Board meetings; they will not be paid a travel allowance unless their attendance has been requested by the Executive or the Chairperson is not able to attend.

 

6.       OTHER POLICIES

 

          (1)        All bank signing and executive changes, voted on at the annual meeting, shall take effect on January 1 of the new fiscal year.

 

(2)      Where possible there shall be no dual positions on the District Executive and  Executive Board.

 

(3)      The units shall not put in place practices, which contravene the District Constitution, Bylaws and Policies.

 

POLICY FROM RTO/ERO PROVINCIAL CONSTITUTION

CONFIDENTIALITY OF RTO/ERO RECORDS

 

It is the policy of RTO/ERO that all personal information supplied to RTO/ERO by its members shall remain the exclusive property of RTO/ERO and shall not be knowingly given to any outside agency or association.

Appendix A

 

Membership

 

Full Member –

Upon application on the prescribed form, Full membership shall be granted to:

 

Cost $1.25 per $1000, or major fraction thereof, of gross annual pension

 

i.          a retired teacher who is receiving a pension from the Ontario Teachers’ Pension Fund;

ii.         a retired teacher who is receiving a pension from a teachers’ pension fund in a Canadian jurisdiction outside of Ontario.

 

Associate Member –

 

Upon application on the prescribed form, Associate membership shall be granted to:

 

Cost: $48 for:

 

i.          a retired teacher who is receiving a pension in his/her own right from the Ontario Teachers’ Pension Fund, and whose spouse is a Full member;

 

ii.         a retired teacher who opted for the commuted value of his/her contributions to the Ontario Teachers’ Pension Fund;

 

iii.        a retired teacher who is not eligible to receive a pension from the Ontario Teachers’ Pension Fund;

 

iv.        the spouse of a Full or Associate member who, in his/her own right is not eligible to receive a teacher’s pension;

 

Cost $1.00 per $1000, or major fraction thereof, of gross annual pension for:

 

v.         the surviving spouse of a Full or Associate member who, in his/her own right, in not eligible to receive a teacher’s pension;

 

Cost: $48 for:

 

vi.        a retired educator who is receiving a pension from the Ontario Public Service or the equivalent from a Canadian jurisdiction outside Ontario;

 

vii.       a retired educator who is receiving a pension from a University or College in Canada;

 

Cost: $25 for:

 

viii.      a person who holds a teaching certificate and, upon retirement, will be eligible to receive a pension from the Ontario Teachers’ Pension Fund, and is a member of the RTO/ERO Long Term Care Plan;

 

ix.        a person who holds a teaching certificate, who is not retired, is contributing to the Ontario Public Service Pension Fund or equivalent in a Canadian Jurisdiction outside of Ontario, and is a member of the RTO/ERO Long Term Care Plan;

 

x.         a person who holds a teaching certificate, who is not retired, is contributing to an Ontario University or College Pension Fund or equivalent in a Canadian jurisdiction outside of Ontario, and is a member of the RTO/ERO Long Term Care Plan;

 

Cost: $48 for:

 

xi.        a retired teacher whose qualifications are from a country other than Canada;

 

xii.       the holder of a teacher’s certificate who is employed under a form of contract that is not a Standard Form of Contract, and is a member of the Ontario Teachers’ Pension Plan;

xiii.      a non-educator employee spouse of a Full or Associate member;

 

xiv.       a retired non-educator employee on an Ontario School Board, who is in receipt of a pension;

 

xv.        a retired non-educator employee of an Ontario educational organization who is in receipt of a pension.