Constitution ~ District 24, Scarborough/East York
Amended, May, 2004

Every 5 years, the Provincial body asks that District Constitutions be reviewed. The Constitution in this booklet reflects the needs of District 24 and adheres to the Provincial guidelines.

It is necessary that this Constitution be voted into effect at our Annual General Meeting.

We would ask that you please bring this 8-page pull-out of the Constitution with you when you come to the AGM on Thursday, October 28, 2004.

The geographical area of District 24 is defined by the boundaries of the former Scarborough and East York Public and Catholic Boards of Education.

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 RTO/ERO at both levels shall pursue the following Objectives:

Objectives

1. To promote the interest of persons receiving pensions under the Teachers' Pension Act;
2. To endeavour to have all retired members and their survivors receive the maximum benefits that are rightfully theirs under the Teachers' Pension Act;
3. To support or seek support for those members who may be in financial or personal need;
4. To encourage Full and Associate members to participate fully in all the other benefits the organization offers - e.g., health and insurance benefits, travel opportunities and retirement planning;
5. To increase membership by actively campaigning at the District level to sign up non-members and to reach potential members among active teachers both by personal contact and designating programs to meet their special needs;
6. To use a variety of media sources to publicize and promote District activities and accomplishments to its members, to retired teachers who are non-members and to active teachers;
7. To develop closer relationships with local teachers' organizations in order to explain the RTO/ERO objective and to offer assistance in educating active teachers to plan ahead for retirement;
8. To provide leadership and guidance to 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 is set out in Article 4 of the Provincial Constitution.]

1.02 Rights and Privileges of Membership are outlined in Article 5 of the Provincial Constitution.

Article 2 - DISTRICT EXECUTIVE

Structure of District Executive:

2.01 The District Executive shall consist of at least six elected Executive members with at least one appointed representative of each standing committee and members at large. The Executive has the power to appoint members at large. Members at large are defined as those members who assist in implementing and fulfilling the responsibilities of the District Executive for a two year period with consideration for extension for a further two years; after which it shall be their duty to assume and participate in an executive role in whatever position is deemed acceptable to that member. All past executive members on the Executive will retain voting privileges. This ruling will be effective as of January 01, 2004.

2.02 The Executive shall meet at the call of the President or at the request of any other two members of the Executive. A quorum shall be a simple majority.

Duties of the District Executive:

2.03 The District shall determine its Constitution with due regard for the Constitution, Bylaws and Policies of RTO/ERO and shall file a copy with the Provincial Office.

2.04 To hold at least two meetings a year, one of which shall be the Annual Meeting for the election of District officers.

2.05 To elect at a meeting of the District or appoint by the District Executive, two Senators who, at provincial organization expense, will represent the District at Senate Meetings that are called by the President of the provincial organization.

2.06 To send District Observers at District expense.

2.07 To establish standing and special committees, to appoint chairs, to ratify their terms of reference, and to require a financial statement from a committee chair whose committee is receiving or spending money on behalf of the District.

2.08 To send to the Provincial Executive Director the Annual District Financial Statement.

2.09 To send to the Provincial Executive Director resolutions which have been passed at a general meeting of the District for Senate consideration.

2.10 To apply to the Provincial Executive for additional grants to promote special District programs that will strengthen or enhance the effectiveness of their District organization.

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

Election of the District Executive:

2.12 The District Executive shall be elected for a period of one year, but an executive member's term of office may be extended for more than one term. If a vacancy occurs on the Executive, it shall be filled by the Executive following recommendation by the Nominating Committee.

2.13 Procedures ~ Nominations:

1. Nominating Committee shall be chaired by the District Past President with at least two other Executive Members as part of the Committee.
2. The Chair of the Nominating Committee shall submit nominations for the elective offices of the District Executive to the Annual District Meeting.
3. Additional nominations for the elective offices may be made from the floor by District members in attendance at the Annual District Meeting.
4. 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.
5. The President or chair of the meeting shall have the District appoint scrutineers to distribute and count the ballots.
6. Election of a candidate shall be by majority vote of those present and qualified to vote who have cast ballots.
7. 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.
8. In the event that 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:
9. (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.
10. 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 winner shall be chosen by a flip of the coin by the Chair of the Nominating Committee.

2.14 Resignation/Leave of Absence/Removal from Office:

1. Any member of the Executive may resign from the office upon giving written resignation, and such resignation becomes effective when received or at a time specified in the resignation, whichever is later.
2. Any member of the Executive, because of sickness or absence, may request a temporary leave of absence.
3. Any member of the Executive may be removed from office by resolution passed by at least two-thirds of the District, providing that notice specifying the intention to pass such a resolution has been given at least thirty days in advance to the District.
4. Should any vacancy in any office occur for any reason, at any time, 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.

Specific Duties of Executive Members:

2.15 Duties of the President:

1. To convene and chair the regular and special meetings of the District Executive.
2. To act as chair for the District Membership Meetings.
3. To be an ex-officio member of all District Standing Committees.
4. To have a general responsibility for all activities of the District organization.
5. To act as liaison with the Provincial Executive.

2.16 Duties of the Past President and Vice-Presidents:

1. (a) The Past President shall chair the Nominating Committee.
2. (b) The duties of the First Vice-President are:
     (i) to perform the duties of the President when the President is unable to carry out such duties;
     (ii) to chair the Resolutions Committee.
3. (c) The duties of the Second Vice-President are:
     (i) to chair the Awards Committee;
4.   (ii) to notify all Executive members by telephone about the date and location of all Executivemeetings;
     (iii) to be familiar with all aspects of the District Constitution.

2.17 Duties of the Secretary and Treasurer:

(a) The duties of the Secretary are:

1. to prepare and present the minutes of the 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.

(b) The duties of the Treasurer are:

1. to maintain in a separate trust account in an accredited financial institution all monies accruing to the District;
2. to receive the annual rebate of monies from the RTO/ERO Provincial Treasury;
3. to prepare a written report of District 24 finances for each Executive member at each regular Executive meeting;
4. to pay all invoices as directed by the Executive;
5. to receive a copy of the provincial membership list of the Full and Associate members from the Membership Chair or District Secretary;
6. to receive a financial statement for the fiscal year from the chair of the standing or special committee that is handling District money;
7. to present an annual District Financial Statement reviewed by at least two District members to the District Executive at least one month before the Annual District Meeting;
8. to send the Annual District Financial Statement to the Provincial Executive Director;
9. to deposit payments from members participating in various RTO - District 24 sponsored activities and to pay all charges.

Article 3 - COMMITTEES: EXECUTIVE and STANDING

3.01 Executive Committees:

(a) Awards Committee:

1. The Awards Committee shall be chaired by a Vice-President who has the power to add two more members from the Executive.
2. The Awards Committee shall present the names of possible recipients of an RTO/ERO Pin to the Executive for consideration and approval. Pin presentations are usually made at the Annual District Meeting.
3. A District Executive may award an RTO/ERO pin:
   - to District Presidents on their retirement from office;
   - to District members who, in the opinion of the District Executive, have given loyal service to the District over a number of years.

(b) Nominating Committee:

1. The Nominating Committee, chaired by the District Past President, shall be composed of at least two other Executive Members.
2. The Chair of the Nominating Committee shall submit nominations for the elective officers of the District Executive to the Annual District Meeting.

(c) Resolutions Committee:

1. The Resolutions Committee, chaired by a Vice-President, shall be composed of the President and the Chair of the Constitution Committee. [If the District Senator is not the President then that person should also be a member.]
2. The Resolutions Committee shall receive resolutions or recommendations from the Executive, and from the Annual District Meeting which should be forwarded to the Provincial Executive Director for consideration by the Provincial Executive, or the Senate.
3. The Resolutions Committee shall present properly worded resolutions to the Executive for discussion and decision before they are forwarded to the Provincial Executive Director.

3.02 Standing Committees:

(a) Goodwill Committees:

(i) Goodwill - Cards

* To communicate with district members who are hospitalized, with those who are bereaved, and those who are celebrating special days;
* May serve as liaison between a district member and the Provincial Member Services Committee when there is a need for financial aid.

(ii) Goodwill - Telephone

* To communicate annually with designated member groups in the district.

(b) Health Services and Insurance Committee:

To assist the Membership of the District with information and advice regarding the RTO/ERO Group Benefits Program;

To study and advise the District Executive of such proposals re health insurance, car insurance, and community housing, etc. as it may affect or be of interest to District members.

(c) Membership/Recruitment Committee:

To receive the membership lists from the Provincial Office;

To investigate and recommend to the Executive ways and means of increasing Provincial and District membership for both those soon-to-retire active teachers, and for those retired teachers who are not members of RTO/ERO.

(d) Communication Committees:

(i) Newsletter:

* To prepare and distribute a newsletter to the district membership at least twice annually.

(ii) Website

* To maintain and communicate information on behalf of District 24 in liaison with the Toronto District webmaster.

(e) Political Action Committee:

To spearhead political action on of behalf of seniors and retired educators in particular in anticipation of Federal and Provincial government initiatives;

To liaise with other organizations which express an interest in pursuing political action at the provincial and federal levels for seniors and retired educators.

(f) Programme Committee:

To plan activities such as golf, tours, trips, bowling, card games, slide and lecture programs and to arrange for members to organize these events

(g) Annual Meeting Committee:

To be responsible for all the arrangements of the Annual Meeting. Arrangements include such details as confirming location, food and beverages.

(h) Pension Committee:

To respond to the concerns of members about all issues related to the Ontario Teachers' Pension Plan.

(i) Archivist Committee:

To retain, store and catalogue past copies of minutes, newsletters, constitutions and other historical data of District 24, and so maintain a complete historical record of the organization.

(j) Service to Others Committee:

To co-ordinate all submissions and present them to the District 24 Executive for a decision as to which application will be forwarded to the Provincial Executive for Service to Others Grant consideration.

Article 4 - BANKING and FINANCE

4.01 The fiscal year shall commence on January 1 and shall terminate on December 31 of each year.

4.02 The President shall deposit or cause to be deposited all funds accruing to the District in an accredited financial institution in the name of the District.

4.03 All accounts payable and other disbursements made by the District shall be by cheque, signed by any two signing officers.

4.04 The signing officers shall be:

• Treasurer
• President
• First Vice-President
• Second Vice-President
• Secretary
• Executive Member

Article 5 - CONSTITUTIONAL SAFEGUARDS

5.01 Amendments to the Constitution

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

5.02 Interpretation

Nothing in this District Constitution shall be interpreted in a manner or in terms inconsistent with the Provincial Constitution, Bylaws and Policies of the Retired Teachers of Ontario; nor in a manner nor in terms prejudicial to the best interests of RTO/ERO.

5.03 Meeting Procedures

The current edition of the Sturgis Standard Code of Parliamentary Procedure shall be the parliamentary authority used in the conduct of all meetings of RTO/ERO and its committees.