AIMTAC Bylaws & Meetings
NAME
1. The name of the Association shall be “The Association of Independent Music Teachers at Alberta College” (AIMTAC).
MEMBERSHIP
2. Full membership shall include all music teachers with a signed contract to teach at the Conservatory of Music, MacEwan University, and includes the right to vote at General Meetings and to hold office in the Association. Any music teacher who chooses to withdraw from membership must state their intention in the appropriate area on their teacher contract.
3. Associate Membership is voluntary and may be granted to any person or group by majority vote of the members, and shall include all rights of membership excepting those of voting and holding office in the Association.
4. The Executive may, by a majority, vote to elect Honorary Members, who shall not be entitled to vote or hold office in the Association.
OBJECTIVES
5. The objectives of the Association shall be:
a) To act in an advisory capacity to the Conservatory of Music, representing the membership of the Association in matters concerning contract negotiation and interpretation, as well as other matters affecting working conditions in the Conservatory.
b) To provide a tool that can be used for effective communication between the Conservatory of Music administration and its music faculty.
c) To preserve and enhance the tradition and dignity of the cultural and educational institution known as the Conservatory of Music, MacEwan University, in a manner consistent with its objectives and aims.
d) To promote equitable and diplomatic solutions to issues as they arise in the Conservatory.
e) To facilitate communication among its members.
f) To engage in such other activities and services as are complimentary to, and will promote, the above objectives and are in the best interests of the Association.
FEES
6. There shall be an annual membership fee which is agreed upon by the membership at the Annual General Meeting.
7. The amount and collection of membership fees shall be determined by majority vote of the membership from time to time, and shall be binding on all except Honorary members.
FISCAL YEAR
8. The Fiscal Year of the Association shall be from September 1 of any year to August 31 of the following year.
MEETINGS
9. a) The Annual General Meeting of the Association shall be held no later than October 31 of each year.
b) A special General Meeting of the Association may be called by the President or by the Executive Committee at any time, and shall be called by the Executive if requested in writing by at least 25% of the members of the Association. The request must state the reason for the meeting.
10. Advance notice, by voice and/or in writing, of at least 14 days shall be given for any General Meeting held by the Association.
11. a) Each general meeting shall deal with the following items of business plus all other business deemed necessary:
-Minutes of preceding General Meeting
-Consideration of the reports of Officers.
b) The Annual General Meeting shall include, in addition to the above:
-Consideration of the yearly financial statement
-Election of Officers for the ensuing year
-Appointment of an auditor.
12. No business shall be transacted at any meeting of the Association unless a quorum of members is present. A quorum shall consist of 10 members or half the membership, whichever is less.
I. Board meetings are held in person and remotely.
Ii. At a Special or Regular Board Meeting at which there is urgent business, the Executive committee may instruct the Secretary to put forward a motion via an electronic poll. In such cases, the first 2 respondents will be deemed to have moved and seconded the motion.
Iii. Any vote by the Board via electronic poll will be deemed to have passed or failed once a clear majority has been achieved and it will be recorded as of that date.
Iv. The result of the electronic poll will be entered into the official Minutes of this meeting.
13. A motion or resolution put to a vote at a meeting shall be decided by a simple majority of the members present who are entitled to vote.
14. Associate and Honorary Members shall not have voting privileges.
15. Written proxy will be permitted.
16. A motion or resolution put to vote at a meeting shall be decided by a show of hands, or by secret ballot.
17. a) The President of the Association shall preside as Chairperson at every General Meeting.
b) At any meeting, the President may request the Vice-President to preside.
c) If there is no President, or if at any meeting the President is absent, the Vice-President shall preside.
d) In the absence of both the President and Vice-President, the Secretary or Treasurer shall preside.
18. The Chairperson shall have no vote except in the case of an equality of votes, in which case the Chairperson shall have a casting vote.
19. Any member absent from a meeting must recognize the actions taken by the Association in his or her absence.
20. Every Full member of the Association shall have the right to address any General Meeting and to introduce any motion at the meeting. Associate and Honorary members, as well as non-members, may attend and address any General Meeting, but shall not introduce or vote on any motion.
EXECUTIVE
21. The Executive shall have full control and management of the affairs of the Association.
22. Unless otherwise authorized at any meeting and after notice for same shall have been given, no Officer shall receive any remuneration for his/her services.
23. There shall be no less than five, or more than ten members of the Executive. The President, Vice-President, Secretary and Treasurer shall be members.
24. The Executive may, on resolution of the general membership, include ex-officio (non-voting) members representing relevant outside organizations.
25. Unless elected by acclamation, each Executive member shall be elected from the general membership by secret ballot at the Annual General Meeting.
26. Should any casual vacancy occur among the Executive members, the remaining members may appoint a replacement from the Association membership.
27. Advance notice of every Executive meeting shall be given, by voice mail and/or in writing, to each member by the President.
28. Questions arising at any Executive meeting shall be decided by a majority of votes, and when there is equality of votes, the Chairperson of the meeting shall have the casting vote.
29. The quorum necessary for transaction of business at Executive meetings shall be 50%.
30. A meeting of the Executive at which a quorum is present, shall be competent to conduct any business of the Association, except where the powers of the Executive are limited by the bylaws.
31. The resolution, in writing, signed by all the Executive members shall be as valid as if it had been passed at an Executive meeting.
OFFICERS
32. The Officers of the Association shall be elected from members of the Association and shall be as follows: a President, a Vice-President, a Secretary and a Treasurer. The Executive Committee shall consist of these Officers and elected Members-at-Large.
33. The Officers and Members-at-Large shall be elected at the Annual General Meeting, and shall hold office for a period of two-years. Officers and Members- at-Large may be re-elected for a maximum of two consecutive terms.
34. Should any Officer’s position become vacant, the Executive may appoint a person from the membership to fill the vacancy until the next Annual General Meeting. However, the appointment shall be submitted to the next General Meeting for confirmation.
35. The Officers shall report to the Association at all General Meetings unless excused by the members present.
36. Any Officer, upon a majority vote of all members, may be removed from office for any cause which the Association may deem reasonable.
DUTIES OF OFFICERS
37. Duties of the President:
a) To preside as Chairperson at General and Executive Meetings and act as ex-officio member on any committee established by the Executive, if requested.
38. Duties of the Vice-President:
a) The Vice-President shall assume the duties of the President in his or her absence.
b) The Vice-President shall assist the President in the conduct of the business of the Association.
39. Duties of the Secretary:
a) The Secretary shall preside at meetings where both the President and Vice-President are absent.
b) The Secretary is responsible for taking minutes at all Executive, Annual General and Special General Meetings.
c) The Secretary shall be responsible for keeping the membership informed on Association business and meetings.
d) With the assistance of other members of the Executive, the Secretary shall notify all members of any general or special meeting.
e) The Secretary shall keep the minute book of the Association, and shall be responsible for seeing that it is present at all general or special meetings.
40. Duties of the Treasurer:
a) The Treasurer shall preside at meetings where the President, Vice- President and Secretary are all absent.
b) The Treasurer shall be responsible for collecting monies owing to the Association and paying any debts incurred.
c) The Treasurer shall keep the financial records and books of the Association, and shall enter therein all sums of money received and expended by the Association, and shall record therein all assets, credits and liabilities of the Association.
d) The Treasurer shall be responsible for the safe-keeping of the books and records of the Association and for ensuring they are present for any general or special meeting of the Association.
e) The Treasurer shall prepare a statement showing the financial position of the Association as of the month before every general or special meeting.
COMMITTEES
41. Committees shall be formed as needed with the approval of the Executive or the membership at a general or special meeting.
AUDIT OF ACCOUNTS
42. The books of the Association must be audited annually, and an audited financial statement must be presented to the members every year at the Annual General Meeting. The auditor of the Association shall be appointed annually by the members of the Association, and on failure of the members to appoint an auditor, the Executive may do so.
43. The Treasurer shall make a written report to the members as to the financial position of the Association, and the report shall contain a balance sheet and operating account.
REPEAL AND AMENDMENT OF BYLAWS
44. The Association has the power to repeal or amend these bylaws, or any article therein, by a special resolution of the members passed at any general meeting.
MISCELLANEOUS
45. The books and records of the Association may be inspected by any member at a time and place mutually agreed upon.
46. A bank account in the name of the Association shall be opened, and may be operated by the signature of the Treasurer and one other designated signing Officer.
47. Borrowing on behalf of the Association a sum not exceeding one thousand dollars may be done by unanimous approval of the Executive. Other borrowing powers may be exercised by special resolution of the members.
48. The activities of the Association are to be carried on in the province of Alberta, and the records shall be held in the home of the Secretary and/or Treasurer.
49. The Association is not adopting a seal.
Nothing herein contained shall permit the Association to carry on any trade, industry or business, and the Association shall be carried on without purpose of gain to any of the members, and that any surplus or any accretions of the Association shall be used solely for the purposes of the Association and the promotion of its objectives.
If for any reason the operations of the Association are terminated and there remains at that time, after satisfaction of all its debts and liabilities, any property whatsoever, the same shall be paid to the Conservatory of Music, MacEwan University or, in the event of the Conservatory’s dissolution, to some other charitable organization in Canada having objectives similar to those of the Association.