Constitution

Revised January 2006

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

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 newsletters, the website and the annual meeting
• encourages continued commitment to Nursing Education through bursaries
• contributes to many charitable organizations within the St. Joseph’s Healthcare System and the Sisters of St. Joseph Hamilton.

Membership Definition

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.

There are 3 categories of Alumnae membership.

1. Active Member
A graduate of St. Joseph’s School of Nursing, and/or St. Joseph's Campus of Mohawk College, Hamilton, Ontario who has paid the Alumnae membership fee for the current fiscal year. 

2. Honorary Member
A member who has maintained an active membership for 25 consecutive years and continues to pay the Alumnae membership fee for the current fiscal year. 

3. Associate Member
A graduate nurse who has been or is currently employed at St. Joseph’s Hospital, Hamilton, Ontario and has paid the membership fee for the current fiscal year. The Executive holds the responsibility of awarding the Associate Membership.

Dues

• The annual fee is $10.00 (ten dollars) and is due at the beginning of the fiscal year which is June 1st to May 31st (constitutional change May 2006).
• Members whose renewals are due will receive a membership renewal form in the second Newsletter of the calendar year (constitutional change May 2006).
• The Membership Secretary maintains a database of due payments and membership lists.
• Dues are non refundable.
• The Executive holds the right to revise the dues.

Meetings

Annual General Meeting
The Annual General meeting is held yearly in conjunction with the Annual Reunion Dinner. Written notice is given in the Spring Newsletter
A yearly report is provided at the Annual Reunion Dinner and includes the President’s report, handover of Executive positions, Treasurer’s financial report and Membership Secretary’s report.
The Annual General Meeting is chaired by the Vice President.

Executive Committee Meetings
The Executive meetings are open to Alumnae members.
Meetings are held at the discretion of the Executive Committee, a minimum of six times a year.

Meeting Agenda and Minute Format
• date
• attendance
• review of minutes of previous meeting
• approval of minutes
• additions to the agenda
• reports: President, Treasurer, Membership Secretary, Newsletter Editor
• new business  
• correspondence
• next meeting date
• 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.

Composition

 

1. President
2. Vice President
3. Past President
4. Treasurer
5. Recording Secretaries
6. Membership Secretary
7. Newsletter Editor
8. Web Maintenance
9. Co-ordinator of History Archives
10. Dinner Conveners
11. Mass Conveners
12. Members at Large

Executive Roles

All executive members must be graduates of St. Joseph's School of Nursing and/or St. Joseph's Campus of Mohawk College, Hamilton, Ontario

President
The President is the Head of the Association and is charged with the responsibility of administering the Association according to the Constitution

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

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

Recording Secretary
The Recording Secretary takes minutes, distributes minutes at all Executive meetings and maintains all minutes.

Membership Secretary
The Membership Secretary maintains the membership database and renewal notices and mails out newsletters in a timely and accurate manner.

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.

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

Member At Large
The Member at Large completes all designated tasks as assigned by the President.

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.  an 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 June1 to May 31.

The monies of the SJSNAA account are utilized to carry out the vision of the SJSNAA and are utilized as follows:
 
1. Contributions to many charitable organizations within the St. Joseph’s Healthcare System and the Sisters of St. Joseph Hamilton.

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

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.

Communication

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