Constitution

 

 

 

St. Joseph’s School of Nursing Alumnae Association SJSNAA

Constitution

Revised 2003 & 2004, Revised May, & October 2006,

Revised February 2007, February 2015 and February 2016

Revised February 2017

The name of the Organization is the St. Joseph’s School of Nursing Alumnae Association. Hamilton, Ontario, Canada, a.k.a. sjsnaa SJSNAA.

The Constitution is the agreed upon plan of action that provides the Executive and Alumnae members with important principles that give stability and continuity to the ongoing operations of the Association.

The Constitution may be revised by the Executive when deemed necessary.

Mission

The Saint Joseph’s School of Nursing Alumnae Association promotes the collegiality of its members

through:

(1) the newsletters,

(2) the website,

(3) the Annual Reunion Day Mass,

(4) the Annual Reunion Day Luncheon/Annual Meeting.

Membership Definition

Membership is defined as a graduate nurse belonging to the St. Joseph’s School of Nursing Alumnae Association.

Membership in the Alumnae is contingent on payment of the annual membership fee.

1. Active Member:

Is a graduate of St. Joseph’s School of Nursing, or St. Joseph’s Campus of Mohawk College, Hamilton, Ontario, Classes of up to the class of 1978 (Amendment Jan 20, 2015) who has paid the Alumnae membership fee $20.00 for the current fiscal year.

2. Honorary Member:

Is a member who has maintained an active membership for 25 consecutive years and has paid the membership fee of $20.00 for the current fiscal year.

3. Associate Member

(1) The Executive holds the responsibility of awarding the Associate Membership.

(2) Is a graduate nurse who has had an affiliation with St. Joseph’s Hamilton and has paid the membership fee for the current fiscal year.

(3) The annual fee is $20.00 (twenty dollars) (Amendment 2014) and is due at the beginning of the fiscal year which is from June 1st to May 31st. (amended January 20, 2015)

(4) Members whose renewals are due will receive a membership renewal form in the second Newsletter of the calendar year.

(5) The Membership Secretary maintains a database of due payments and membership lists.

(6) Dues are non-refundable.

(7) The Executive holds the right to revise the dues.

Meetings

Annual General Meeting

1. The Annual General meeting is held yearly in conjunction with the Annual Reunion Luncheon. Written notice is given in the Spring/April Newsletter.

2. A yearly report is provided at the Annual Reunion Luncheon and includes the President’s report, Treasurer’s financial report and Membership Secretary’s report.

3. The Annual General Meeting is chaired by one or two of the Members of the Executive.

Executive Committee Meetings

1. The Executive meetings are open to Alumnae members and follow Roberts Rule of Order.

2. Meetings are held at the discretion of the Executive Committee, usually 4-6 times a year.

Meeting Agenda and Minute Format

1. Date

2. Attendance

3. Review of minutes of previous meeting

4. Approval of minutes

5. Date

6. Reports from:Treasurer, President, Memberhip Secretary, Newsletter Editor, Luncheon Coordinator, Raffle and Door Prize Coordinator, Mass Coordinators, Archival Coordinators & Website Coordinator

7. Correspondence

8. Next meeting date

9. Adjournment

Executive

Purpose

The Executive formulates policy, develops procedure, administers operations and manages the financial operations of the Alumnae according to the Constitution.

Executive Position Criteria

Executive members must be graduates of St. Joseph’s School of Nursing and/or St. Joseph’s Campus of Mohawk College, Hamilton, Ontario as identified in the Membership Criteria.

Composition Including Voting Privileges

1. Past President

2. President

3. Vice-President

4. Recording Secretary

5. Membership Secretary

6. Treasurer

7. Newsletter Editor

8. Newsletter Dispatcher

9. Archives Co-coordinators

10. Annual Reunion Day Lunch Coordinators

11.Annual Reunion Day Raffle and Door Prize Coordinator

11. Annual Reunion Day Mass Coordinator

1. a. Annual Reunion Day Luncheon Photographer (s)
2. b. Annual Reunion Day Class Photos Organizer (s)

12. Website Coordinator

Executive Roles

Past President

The Past President is an advisor to the Executive and facilitates transitional activities during Executive turnovers.

President

The President is the Head of the Association and is charged with the responsibility of administering the Association according to the Constitution. She is also responsible for writing the agenda for all of the meetings and distributing them to the executive, and for typing out updated amendments to the agenda, and to the constitution and distributing them to the Executive.

Vice President

The Vice President discharges the duties of the President in the absence of the President.

Recording Secretary

The Recording Secretary takes minutes, distributes minutes before the next Executive meeting and maintains all minutes.

Treasurer

The Treasurer administers the financial functions of the Alumnae Association according to the Constitution and will develop policies and procedures in collaboration with the Executive.

Membership Secretary

The Membership Secretary maintains the membership data base, processes renewals, determines dates for awarding of Honorary Membership status, generates mailing labels for newsletters and emails online newsletters.

The Newsletter Editor

The Newsletter Editor writes, edits and prepares the newsletter for publishing three times a year in October, January and April.(Fall, Winter, Spring)

Newsletter Dispatcher

The Newsletter Dispatcher packages and mails out newsletters 3 times per year in a timely manner.

The Archives Coordinators

The Archives Coordinators maintain the archival library and updates the Alumnae showcase in the foyer of the St. Joseph’s Healthcare.

Annual Reunion Day Luncheon Coordinator

The Annual Reunion Day Luncheon (Amendment 2014 changed "Dinner" to "Luncheon") Coordinator (s) plan and carry out all aspects at the Reunion Day Luncheon in consultation with the Executive.

Annual Reunion Day Raffle and Door Prize Coordinator

The Raffle and Door Prize Coordinator is responsible for purchasing and receiving prizes to be raffled at the Luncheon.

Annual Reunion Day Mass Coordinators

The Annual Reunion Day Mass Coordinators design and promote the liturgy for all the blessings to be bestowed on the St. Joseph’s School of Nursing Alumnae Association, past and present. They do this in consultation with the Executive.

Website Coordinator

The Website Coordinator will ensure that sjsnaa.com website is updated with the Alumnae events. She will act as a liaison with the website developer "Roar Solutions" and the executive.

Term of Office

1. Any Executive member may serve for a period of up to 2 (years) consecutive years in one position. The Executive may modify the term of office under extenuating circumstances.

2. Any Executive member will be asked to resign if she/he has been absent for 3 (three) consecutive meetings or displays inappropriate behaviour. The Executive may modify the ruling under extenuating circumstances.

Selection of Executive

Future members of the Executive are recruited and approved by the current Executive.

Finance

The fiscal year term is from June 1 – May 31.

The monies of the SJSNAA account are utilized to carry out the vision of the SJSNAA and are utilized as follows:

1. Financial Procedures

The Treasurer shall be guided by the role description approved by the SJSNAA Executive.

2. Investment Procedure

Reports the status of each investment at an Executive meeting upon receipt of Bank semi-annual statements and arranges for renewals or new investments at the direction of the Executive. Motions for acceptance.

Tax Receipts

SJSNAA is not a registered charitable organization and does not provide tax receipts.

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Communication

The Communications procedure determines the SJSNAA privacy and confidentiality statement, how SJSNAA uses the media, print, and email and who will represent the SJSNAA in the media. All communications are the responsibility of the SJSNAA Executive.

Privacy Statement

Although SJSNAA cannot publish addresses and contact numbers for Alumnae members, graduation photos and names on the SJSNAA Website can be published. The graduation photos are considered historical documents as they were published publicly in the Hamilton Spectator and will remain in their

archives. As of 2013, photo release forms are used for photos on web. Personnel information will not be issued without specific permission of graduate.

Print

All printed material to be distributed outside of the Executive e.g. media releases, newsletters, must be approved by the Executive or designate prior to distribution.

Media

The President shall be the main spokesperson for the SJSNAA and does so as directed by the Executive.

SJSNAA members shall be notified of any public stance taken by the Executive.

Email

Confidential information is transmitted by sources other than email.

SJSNAA is not liable for any damage caused by any virus transmitted by email.

Emails sent en masse will be sent using the SJSNAA distribution list.

Master Email distribution lists will not be used for solicitation.

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