Updated: May 31st, 2023

4.1   Any member may have Association privileges suspended by an extraordinary resolution at a general or special meeting.

4.2   In case of suspension of privileges, the member will remain liable for payment of any assessment or other sum payable by them to the Association.

4.3   Any member who has Association privileges suspended will, forthwith, forfeit all right, claim, and interest as described in Article 2.2 of the Bylaws of the Association.

5.1   The Annual General Meeting of the Association will be held in the Fall of each year no later than November 30th, on a day fixed by the Executive. The Executive will, in addition to any other business to be transacted, present the Treasurer's report including the final financial statements for the Association covering the most recent past fiscal year.

5.2   A General Meeting of the Association will be held in the Spring of each year no later than May 30th, on a day fixed by the Executive. The Executive will, in addition to any other business to be transacted, conduct the Association elections and present, for approval by the membership, the proposed Association budget for the up-coming fiscal year.

5.3   A Special General Meeting of the Association will be held whenever a new collective agreement or changes to an existing one it are subject to ratification by the Association and ratification will be decided by vote of the members. Other meetings of the members, whether special or general, may be convened by order of the Executive at any time.

5.4   Notice of all general meetings and the nature of the business to be transacted will be given in writing to all members at least seven days before the holding of the meetings. Notwithstanding the above, Special Meetings may be called by the President at any time and with a minimum of forty- eight (48) hours notice:

5.4.1    upon receipt of a petition signed by ten members in good standing, setting forth reasons for calling such a meeting; or

5.4.2    after approval of the Executive of the Association.

5.5   The quorum for all general or special meetings, including the Annual General Meeting, will be forty (40) members of the Association who are present as defined in these Bylaws. In a case where a duly advertised meeting does not achieve a quorum, the quorum for the next general or special meeting will be the number of members present.

5.6   At any meeting of the Association, each member present is entitled to vote. Voting may be orally or by show of hands. Any member present may call for a secret-ballot vote on a motion, and the vote in question will then be conducted by secure website voting as set out below. Except as provided in Article 13 (Amendments), all votes will be decided as ordinary resolutions.

5.7   Secure website voting will be used to conduct any vote on an extraordinary resolution, any ratification vote for a collective agreement or changes to it, the election of Executive and other elected positions, and may be used to conduct any other vote of the members of the Association as directed by the Executive or as called for in a meeting.

5.7.1    The executive will establish procedures to ensure website security for the purposes of voting.

5.7.2    The Executive will ensure that in all cases members will be provided adequate information on all issues on which they are to vote.

5.7.3    The Executive may establish online forums for the membership to use to discuss any issue that will be voted on electronically.

5.7.4    Electronic ballots will be confidential. The results of any electronic poll will be published on the AUFA website and the members informed by electronic mail.

5.7.5    A vote conducted by secure website voting will not be valid and binding unless at least 40 votes are cast. In this section only, abstentions, if recorded, will be included as votes cast but they will not be counted as votes for or against a resolution.

5.8   Voting by proxy is not permitted.

6.1   The Executive will, subject to any bylaw or directions given to it by a majority vote at any general or special meeting properly called and constituted, have full control and management of the affairs of the Association.

6.2   The voting members of the Executive will include the President, the Treasurer, and all Elected Leads.

6.2.1    Each voting member of the Executive will be subject to the general responsibilities outlined in Article 7.1 of these bylaws of the Association.

6.3   The non-voting members of the Executive will include the permanent members of the Association staff.

6.3.1    The inclusion of these non-voting members of the Executive will not grant any additional authority or responsibility, save that provided for as staff members of the Association.

6.4   Meetings of the Executive

6.4.1    The quorum for any meeting of the Executive will be a majority of the voting members, and votes may be conducted orally or by show of hands.

6.4.2    Meetings of the Executive will be open for all members of the Association to attend as observers upon request, and approved minutes will be made available to all members of the Association. Participation of non-Executive members with voice but no vote will be at the discretion of the meeting chair. The Executive may vote to go in camera at any time, during which only Executive members may participate and no minutes will be kept. The Executive will strive to limit in-camera sessions only to topics that strictly require confidentiality.

7.1  General duties of the voting members of the Executive

7.1.1    All voting members of the Executive will have the following general responsibilities:

a)     Coordinating the work of committees within their portfolio. This includes ensuring that each committee within their portfolio is fully populated, guided by appropriate Terms of Reference, meeting and reporting as appropriate, and connected as appropriate with other committees.

b)     Serving as a liaison between the Executive body and committees within their portfolio. This includes providing a report to each Executive meeting on the activities within their portfolio, and highlighting items that require discussion, direction, or approval from the Executive. This also includes ensuring committees within their portfolio are informed of decisions and deliberations of the Executive that are relevant to the committee’s work.

c)      Participating in Executive meetings. This includes staying informed about the activities within other portfolios, participating in collegial deliberations and decision making, and respecting the results of votes. This also includes following the guiding principles for committees as outlined in Article 10.1.1 of these bylaws.

d)     Reporting to the general membership at the Spring General Meeting and the Annual General Meeting about the activities within their portfolio.

e)     Supporting members at large by sharing information or connecting them with committees or other members of the Executive.

7.1.2    All voting members of the Executive will be subject to the following provisions:

a)     Participation in all activities of the Association should be guided by the principles outlined in the AUFA Equity Statement, these bylaws, and relevant codes of conduct the Association may adopt.

b)     Terms will be for two years. No voting member of the Executive should serve more than two consecutive terms in the same position. Exceptions may be approved by majority vote of the Executive.

7.2  President

7.2.1    The President will be responsible for the following:

a)     Leading the Executive in collegial deliberations

b)     Liaising with the University’s senior administration and guiding AUFA’s

participation in Labour Management Meetings

c)      Serving as the external spokesperson for the Association as required

d)     Supervising the AUFA Executive Director

e)     Working with the Advocacy Lead to represent AUFA with affiliated or external bodies and meetings with other student and staff associations

7.2.2    The President will participate in committees as follows:

a)     Chair of the Personnel Committee

b)     Chair of the Board Relations Committee

c)      Member of the Advocacy Committee

d)     Ex-officio member of the Grievance Committee

e)     Chair or member of other standing or ad hoc committees as appropriate

7.2.3    The President will be elected in even-numbered years.

7.3  Treasurer

7.3.1    The Treasurer will be responsible for the following:

a)     Providing oversight and leadership on matters relating to Association finances

b)     Receiving all monies paid to the Association, reviewing all expenditures regularly, keeping records of membership dues, and keeping a detailed account of receipts

c)      Providing regular financial updates to the Executive Committee (at least quarterly) and preparing a financial statement for the Annual General Meeting.

d)     Liaising with the Association’s financial reviewer and advising the Executive of any issues raised by the reviewer

e)     Serving as a liaison for the UAPP Trustee and UAPP Sponsor Representative

7.3.2    The Treasurer will participate in committees as follows:

a)     Chair of the Finance Committee

b)     Member of the Personnel Committee

c)      Chair or member of additional standing or ad hoc committees related to Association finances, as appropriate

7.3.3    The Treasurer will be elected in odd-numbered years.

7.4  Grievance Elected Lead

7.4.1    The Grievance Elected Lead will be responsible for the following:

a)     Providing oversight and leadership on grievances and other matters relating to

members’ rights under the collective agreement

b)     Ensuring that Grievance Committee members are properly trained and well supported in both labour relations processes and equity-centered frameworks

c)      Liaising with Association staff to ensure the Grievance Committee is well supported with effective administrative systems and relevant legal expertise

d)     Reporting on the status of grievances, disciplines, arbitrations, and related matters to the Executive on a quarterly basis and to the membership annually

7.4.2    The Grievance Elected Lead will participate in committees as follows:

a)        Chair of the Grievance Committee

7.4.3    The Grievance Elected Lead will be elected in odd-numbered years.

7.5  Bargaining Elected Lead

7.5.1    The Bargaining Elected Lead will be responsible for the following:

a)     Providing oversight and leadership on matters relating to collective bargaining

b)     Ensuring efforts to prepare for collective bargaining are inclusive and aligned with a member-driven approach

c)      Preparing the Bargaining Committee for bargaining, including the development of a bargaining mandate that reflects fair representation of all members, and that committee members’ well being is supported

d)     Ensuring robust communication and collaboration about collective bargaining–related developments and strategies with the Executive, the Communications Committee, the Job Action Committee, and other Association bodies as appropriate

e)     Guiding implementation and ongoing monitoring of the provisions of the current collective agreement

7.5.2    The Bargaining Elected Lead will participate in committees as follows:

a)     Chair or member of the Bargaining Committee

7.5.3    The Bargaining Elected Lead will be elected in odd-numbered years.

7.6  Equity Elected Leads

7.6.1    There will be two Equity Elected Leads. Unless circumstances render this impossible, one lead should be an academic member and one lead should be a professional member. Each lead will be a full voting member of the Executive. The two leads will collaborate so as to be jointly responsible for the following:

a)     Providing oversight and leadership on matters pertaining to principles and best practices in building a more diverse, inclusive, and equitable Association

b)     Liaising with other Elected Leads to support equitable practices within all portfolios and ensure awareness of the AUFA Equity Statement

c)      Liaising with other Elected Leads and Association staff to support robust and equitable data and information-gathering efforts

d)     Evaluating and recommending training opportunities for Executive, standing committee members, or membership

e)     Ensuring appropriate Association representation on the Joint Employment Equity Committee

7.6.2    The Equity Elected Leads will participate in committees as follows:

a)     Chair or member of the Equity Committee

b)     Member of or advisor to other standing committees as needed or requested by the Executive

7.6.3    The Equity Elected Leads will be elected in alternating years – one in odd years and one in even.

7.7  Engagement Elected Leads

7.7.1    There will be two Engagement Elected Leads. Unless circumstances render this impossible, one lead should be an academic member and one lead should be a professional member. Each lead will be a full voting member of the Executive. The two leads will collaborate to jointly be responsible for the following:

a)     Providing oversight and leadership on efforts to engage with members on activities within the Association, including both seeking feedback from the membership and encouraging active participation of members

b)     Supporting other elected leads and committees with engagement-related activities, as appropriate

7.7.2    The Engagement Elected Leads will participate in committees as follows:

a)     Chair or member of the Member Engagement Committee

b)     Chair, member of, or liaison to additional standing or ad hoc committees related to organizing, mobilizing, job action, or work stoppage preparedness, as required

7.7.3    The Engagement Elected Leads will be elected in alternating years – one in even and one in odd.

7.8  Governance Elected Lead

7.8.1    The Governance Elected Lead will be responsible for the following:

a)     Providing oversight and leadership on matters relating to Association governance, including bylaws, policies, procedures, and terms of reference

b)     Coordinating meetings of the Executive, which may include planning agendas, compiling and distributing meeting packages, maintaining meeting minutes, and tracking the initiation and completion of action items, with support from Association staff as needed

c)      Ensuring Association representation on professional and academic appeals committees, and supporting Association representatives on these committees in their roles

7.8.2    The Governance Elected Lead will participate in committees as follows:

a)     Chair or member of the Governance Committee

b)     Chair of the Nominating Committee

7.8.3    The Governance Elected Lead will be elected in even-numbered years.

7.9  Communications Elected Lead

7.9.1    The Communications Elected Lead will be responsible for the following:

a)     Providing oversight and leadership on matters relating to Association communication, with an emphasis on internal, member-focused platforms and content

b)     Ensuring that communication platforms used by the Association are well

maintained and meet members’ needs

c)      Supporting other elected leads and committees with member-focused communication, as appropriate

d)     Supporting President and Advocacy Elected Lead in externally focused communication activities, as needed

7.9.2    The Communications Elected Lead will participate in committees as follows:

a)     Chair or member of the Communications Committee

b)     Member of or liaison with the Job Action Committee

7.9.3    The Communications Elected Lead will be elected in odd-numbered years.

7.10 Advocacy Elected Lead

7.10.1    The Advocacy Elected Lead will be responsible for the following:

a)     Providing information and analysis for the Executive on matters of public policy or social justice within post-secondary education

b)     Supporting the President in media relations and external communications, as well as attending meetings of the President with student associations

c)    Coordinating with other faculty associations, primarily but not necessarily in Alberta, on matters relating to advocacy and the pursuit of social and economic justice in the area of post- secondary education

d)    Together with the President, serving as AUFA's co-representative at meetings of external organizations that provide support for and/or advocate on behalf of university staff and faculty associations

7.10.2    The Advocacy Elected Lead will participate in committees as follows:

a)     Chair or member of the Advocacy Committee

b)     Member of the Board Relations Committee

c)      Member of the Personnel Committee

7.10.3    The Advocacy Elected Lead will be elected in even-numbered years.

7.1 Wellness Elected Lead

7.1.1        The Wellness Elected Lead will be responsible for the following:

a)     Providing oversight and leadership on matters related to members’ well-being, mental health, and social connectedness

b)     Ensuring effective Association representation on the Joint Worksite Health and Safety Committee and the Joint Benefits Committee

c)      Supporting other elected leads and committees with wellness-related activities, as appropriate

7.1.2        The Wellness Elected Lead will participate in committees as follows:

c)      Chair or member of the Social and Well-Being Committee

d)     Member of the Personnel Committee

e)     Member of or advisor to other committees as needed or requested by the Executive

7.1.3        The Wellness Elected Lead will be elected in even-numbered years.

8.1   The election of voting members of the Executive and any other elected committee or representative positions from the membership will take place following the spring general meeting of each year.

8.2   A nominating committee of three (3) members, appointed by the Executive, consisting of the Governance Elected Lead, or designate, and two (2) other members of the Association, will encourage and solicit nominations to all open elected positions and circulate nominations received with the agenda for the spring general meeting.

8.3   Further nominations may be made by two (2) or more members with the consent of the nominee, either from the floor of a general meeting; or in writing to the Governance Elected Leadprior to the spring general meeting.

8.4   Voting for elected positions will be as set out in Article 5 of the Bylaws by secure website voting.

8.5   The terms of office for executive members will be for two years, commencing September 1st and ending on August 31st.

8.6   The Nominating Committee will aim to maximize representation among the voting members of the Executive. Both academic and professional members must be represented, as should faculties, major departments, and major locations.

8.7   The membership of the Association will nominate one member to serve on the Board of Governors of Athabasca University.

8.7.1    The term of office will be three years, in accordance with the rules and regulations of the Board of Governors.

9.1   If, at any time, the office of President of the Association will be vacant, the Advocacy Elected Lead will become President of the Association.

9.2   If any office on the Executive, other than President, will become vacant, the Executive may appoint a member of the Association to this office to the remainder of the term of the previous member occupying that position.

9.3   If members of the Executive are absent from three consecutive meetings of the Executive without due cause they may be required to resign by a two thirds majority vote of the rest of the Executive.

10.1  Standing and ad hoc Association committees

10.1.1    All members of standing and ad hoc committees will be expected to adhere to the following guiding principles:

a)     All committee members should be familiar with the AUFA Equity Statement, and all committees should ensure their activities are well aligned with the principles articulated in this statement

b)     Recruitment to committees should aim for broad and diverse representation from both academic and professional members as well as across faculties and departments

c)      All committees should strive for transparency and accountability to the membership, with engagement efforts undertaken as necessary to gather feedback and direction from members

d)     Each year, each committee should develop a plan or set of priorities for the upcoming year and ensure this plan is shared with the membership

e)     Committee members should strive to actively participate in committee meetings and projects, and should aim to provide advance notice to the committee chair should they need to resign or take an extended break

f)        Except where noted in these bylaws, committee chairs should be elected from within current committee membership

g)     Committee chairs should serve a primarily facilitative role, respecting the input of all committee members while ensuring that the committee’s work moves forward

h)     Committee chairs should aim to stay informed about activities within other Executive portfolios and share relevant updates to committee members

i)        While recognizing the decision-making authority of the Executive and membership as outlined in these bylaws, committees should be empowered to make responsible decisions within their scope and expected to raise substantive questions to the attention of the Executive for consultation or direction

10.1.2    Except where noted otherwise in these bylaws or appropriate Association policies, including committee Terms of Reference, the following general expectations will apply to all standing committees:

a)     All committees will develop, adopt, maintain, and adhere to appropriate Terms of Reference that are available to all members

b)     In the first month of a new Executive term, each committee will collectively create a plan for the upcoming year. The plan will be presented at the annual AUFA Executive retreat or a special meeting called for that purpose.

c)      Unless noted otherwise in Association bylaws or policies, including committee Terms of Reference, standing committee members (other than Elected Leads) will be appointed by the Executive for indefinite terms

d)     Minutes, summaries, or notes from all committee meetings will be shared with the appropriate Elected Lead in a timely manner

e)     All committees should meet at least quarterly

f)      Quorum for each committee is one half of the current members

10.1.3    The Executive may at any time appoint ad hoc committees, and provide for their terms of reference, membership, and duration. Ad hoc committees will be automatically dissolved upon completion of their work, or one year after their formation, whichever comes sooner, unless their duration is extended by the Executive.

10.2  Board Relations Committee

10.2.1    Is composed of the President, the Advocacy Elected Lead, and the AUFA nominated member of the Board of Governors of Athabasca University.

a)     The AUFA nominated member of the Board of Governors of Athabasca University is responsible for attending Board meetings and representing the interests of AUFA members, within the fiduciary obligations required as a Board of Governors member.

10.2.2    Is responsible for:

a)     sharing information about Board of Governors deliberations and decisions that are relevant for AUFA members via regular reports to the Executive and membership

b)     ensuring the AUFA nominated member of the Board of Governors of

Athabasca University is well informed about AUFA members’ priorities and challenges

c)      Liaising or collaborating with other committees as appropriate

d)     Informing any decision-making related to the relationship between AUFA and the Board of Governors.

10.2.3    Will normally meet within two weeks of any Board of Governors meeting, with additional meetings called by the Chair or the AUFA nominated member of the Board of Governors of Athabasca University as required.

10.3  Finance Committee

10.3.1    Is composed of the Treasurer and up to two members at large.

10.3.2    Is responsible for:

a)     Preparing a draft budget for submission to the Executive and general membership

b)     Making recommendations to the Executive regarding transfers between funds and to ensure accountability and a balanced budget

c)      Supporting the Treasurer in their responsibilities, as needed

10.3.3    Will normally meet twice per year, once to prepare a draft budget and once to examine the financial reviewer’s report. The Treasurer may call additional meetings as needed.

10.4  Grievance Committee

10.4.1    Is composed of the Grievance Elected Lead, at least one permanent Association staff member, the President (ex-officio), and at least three members at large. Additional committee members may be appointed by the Executive as needed.

10.4.2    Is responsible for:

a)     Supporting members who bring forward potenial grievances or are facing discipline.

b)     Determining the advancement of grievances. Where a grievance has significant scope or would require substantial Association resources to pursue, the Grievance Committee will seek direction from the Executive in consultant with the complaintant.

c)      Supporting members throughout grievance, discipline, arbitration, and other related processes including resolution.

d)     Sharing information with the general membership about overall trends related to grievances or as well as awareness of members’ rights under the collective agreement.

10.4.3   Will meet as needed but will hold at least six meetings each year.

10.5  Bargaining Committee

10.5.1    Is composed of the Bargaining Elected Lead, an Association staff member, and up to four members at large.

10.5.2    Is responsible for:

a)     Drafting ongoing proposals based on direction from the Collective Bargaining Caucus and members’ priorities as identified through engagement efforts and in alignment with AUFA’s Equity Statement

b)     Participating in collective bargaining on behalf of AUFA members, developing and disseminating educational materials about the bargaining process, providing regular updates to the membership on issues and progress at the table, and providing leadership and recommendations to the Executive and membership regarding bargaining strategy

c)      Liaising or collaborating with the Equity, Communications, Member Engagement, Grievance, and other committees as needed to ensure that bargaining-related priorities, strategies, and communications are well aligned with priorities and challenges within other Executive portfolios

d)     Assisting with ongoing efforts to implement changes to the collective agreement, monitor compliance with and effectiveness of specific provisions, and identify issues to address in future collective bargaining efforts

10.5.3    Will meet as needed, with at least four meetings per year when collective bargaining is not active.

10.6  Equity Committee

10.6.1    Is composed of the two Equity Elected Leads and at least three members at large.

10.6.2    Is responsible for:

a)     Advising and assisting the Executive and other committees in matters pertaining to principles and best practices in building a more diverse, inclusive, and equitable Association

b)     Contributing where possible and appropriate to activities and initiatives within other portfolios to better enhance opportunities for equity across all AUFA members

c)      Identifying gaps in policy, support, and services of the Association

d)     Planning and reviewing results of surveys and other data collection efforts

e)     Regularly reviewing and revising the AUFA Equity Statement

f)        Guiding the contributions of AUFA representatives on the Joint Employment Equity Committee

10.6.3    Will meet as needed but will hold at least six meetings each year.

10.7.   Member Engagement Committee

10.7.1    Is composed of both Engagement Elected Leads and up to five members at large. Committee membership may be expanded and subcommittees established as needed.

10.7.2    Is responsible for:

a)     Connecting, informing, and supporting members

b)     Coordinating new member orientations and exit interviews

c)      Facilitating member-directed activities and education or training opportunities

d)     Liaising with and supporting other committees through member surveys, other outreach efforts, and in recruiting volunteers

e)     Overseeing and participating in job action preparedness efforts, including the establishment of ad hoc committees as needed

10.7.3    Will meet as needed but will hold at least six meetings each year.

10.8  Governance Committee

10.8.1    Is composed of the Governance Elected Lead and at least two members at large.

10.8.2    Is responsible for:

a)     Maintaining Executive meeting minutes and tracking the initiation and completion of action items

b)     Supporting other committees in relation to their own roles, responsibilities, and relationships

c)      Assisting with filling vacancies in standing, ad hoc, joint, and appeals committees

d)     Providing oversight and leadership on Association bylaws, policies, and other governance documents as needed, including evaluating bylaws and preparing recommendations for revisions

e)     Sharing information and answering questions about Association governance from committees and members

f)        Supporting AUFA representatives on appeals committees, including position evaluation, professional appeals, and academic appeals

10.8.3    Will meet as needed but will hold at least four meetings per year.

10.9  Communications Committee

10.9.1    Is composed of the Communications Elected Lead and at least two members at large.

10.9.2    Is responsible for:

a)     Making recommendations to the AUFA Executive on communications policy and processes.

b)     Monitoring all AUFA communications in order to ascertain areas for improvement and make recommendations to the AUFA Executive on all communications content and processes (Website, Blog, Listerve, Social Media, and Newsletter).

c)      Reviewing AUFA communications for clarity, coherence, and effectiveness and make editorial suggestions in order to improve communications.

d)     Maintaining the website and other communications vehicles.

e)     Recruiting and maintain committee members with diverse communications skillsets.

f)        Developing and maintain a list of current and relevant topics to be addressed in the Blog and Newsletter.

g)     Working with AUFA staff in producing a bi-annual newsletter.

h)     Writing an annual communication report for the AUFA membership.

i)        Maintaining and develop communications templates for calls for volunteers, events, and other regular AUFA communications that can be used by the President, Executive, and Committees. Communicating the activities of the Executive and committees and any other information likely to be of wide interest to the membership

10.9.3    Will meet as needed but will hold at least six meetings each year.

Advocacy Committee

10.9.4        Is composed of the Advocacy Elected Lead, the President, an Association staff member (non-voting), and at least two members at large.

10.9.5        Is responsible for:

a)     Staying apprised of developments within the political and economic landscape of post- secondary education

b)     Drafting position statements on relevant issues, for approval by the Executive as a whole

c)      Drafting statements in solidarity with other unions or organizations and managing a donations budget

d)     Developing goals, campaigns, and materials for influencing public policy on post- secondary education, social justice issues, and other areas as approved by the Executive

e)     Collaborating with external bodies as appropriate

10.9.6        Will meet as needed but will hold at least six meetings each year

10.10  Social and Well-Being Committee

10.10.1    Is composed of the Wellness Elected Lead and at least two members at large.

10.10.2    Is responsible for:

a)     Organizing in-person and virtual social events

b)     Creating and maintaining spaces of connection for members

c)      Engaging members on processes to counteract workplace harassment and social isolation

d)     Engaging members on existing benefits and providing insights to the Bargaining Committee

10.10.3    Will meet as needed but will hold at least six meetings each year.

10.11  Nominating Committee

10.11.1    Is composed of the Governance Elected Lead and at least two members at large.

10.11.2    Is responsible for:

a)     Tracking term cycles and anticipating vacancies of elected positions

b)     Soliciting and accepting nominations for elected positions, in collaboration with other committees as appropriate and aiming for broad and diverse representation

c)      Assembling and presenting (including biographical statements if applicable) nominations received to the membership

d)     Ensuring that elections are conducted in timely manner and in accordance with Article 8 of these bylaws

10.11.3    Will meet as needed but at least once prior to the Spring General Meeting.

10.12  Personnel Committee

10.12.1    Is composed of the President, Treasurer, Advocacy Elected Lead, and Wellness Elected Lead

10.12.2    Is responsible for:

a)     Reviewing staff position descriptions, salaries, and benefits annually, and recommending any changes to the Executive for approval

b)     Reviewing and revising Association policies related to staff as needed

10.12.3    Will normally meet once per year, following the completion of annual performance assessments for Association staff. Any committee member may call additional meetings as needed.

10.13  Joint Committees

10.13.1    Association representatives on joint committees are responsible for representing the interests of the membership as a whole. This includes

a)     Attending relevant training and seeking support from Elected Leads, relevant committees, or Association staff as needed

b)     Providing timely reports on joint committee activity to the relevant standing committee or Elected Lead

10.13.2    The AUFA Executive will appoint two AUFA members to serve on the Joint Health and Safety Committee and to represent AUFA members in meetings with management and OHS representatives from other unions. All appointments will be for a two-year term.

11.1   The Executive will ensure that all necessary books and records of the Association required by the Bylaws of the Association or by any applicable statute or law are kept in line with generally accepted accounting principles (GAPP).

11.2   All non-current books and records of the Association will, on a regular basis, be deposited in the University Archives under such restrictions as may be determined by the Executive.

11.3   The books, records, and minutes of the Association, of the Executive, and of any committees of the Association may be inspected by any Members, except for those items that the President or the Chair of a standing committee or the senior Staff Officer of the Association will determine that

(i)   such examination would be likely to violate the right to privacy of an individual; or

(ii)   premature examination might put at risk the success of current negotiations or other business of the Association.

Dispute regarding applicability of (i) or (ii) will be resolved by the Executive.

11.4   Such examination may be made in the Association Office during normal office hours during the week immediately prior to the Annual General Meeting, or at any other time and place that may be reasonably arranged following notice to the President.

12.1   Signing officers for the Association will be any two voting members of the Executive, or one voting member of the Executive and a permanent staff member of the Association.

12.2   The Treasurer will report regularly to the Executive and to the members of the Association the current financial status of the Association and at the Fall Annual General Meeting will present the financial statement of the previous fiscal year.

12.3   The fiscal year of the Association will be from April 1 to March 31.

12.4   The books, accounts and records of the Association will be reviewed annually by a qualified, external auditor, as approved by the membership at the Fall Annual General Meeting. A complete, proper, externally prepared statement of the standing of the books for the previous year will be submitted to the subsequent Fall general meeting of the Association.

12.5   As soon as possible after the end of each fiscal year a copy of the externally prepared financial report will be made available to interested members of the Association.

12.6   For the purpose of carrying out its objectives, the Association may borrow, raise or secure the payment of money in such manner as it deems advisable, and in particular, by the issue of debentures, but this power will be exercised only under the authority of the Association, and in no case will debentures be issued without the sanction of an extraordinary resolution of the Association at a general or special meeting called for that purpose.

12.7   Fees will be established by the Executive and ratified at the Spring Annual General Meeting of the Association.

12.8   An expenditure of more than five thousand dollars ($5,000), not previously approved in the budget, must be approved by the membership as a whole.

13.1   These Bylaws may be rescinded, altered, or added to by extraordinary resolution of such members of the Association entitled to vote at a meeting of which written notice specifying the intention to propose the resolution as an extraordinary resolution has been duly given.

13.2   Notice of such extraordinary resolution to alter the Bylaws will be given in writing to the President and communicated to the membership in accordance with Article 13.1 of these Bylaws.

13.3   A general or special meeting of the Association may, by majority vote, enact, amend, or repeal ordinary resolutions for its own governance, provided that such resolutions are not inconsistent with the provisions of these Bylaws.

14.1   The Executive will, subject to any bylaw or directions given to it by a majority vote at any general or special meeting properly called and constituted, have full control and management of the affairs of the Association.

14.2   The Executive may appoint, from the membership, persons to represent the Association on any and all standing or other committees that may be from time to time created, or to fill vacancies between elections.

14.3   The Executive may establish policies or procedures for managing the affairs of the Association including, but not so as to restrict the generality of this power, for the following matters: reimbursement of members of the Executive; and methods for conducting secure website voting. Such policies or procedures will be published to the members when established.

14.4   The Executive members, and their heirs, executors, and administrators, respectively, will be indemnified and saved harmless out of the Association funds only from and against:

(i)   all costs, charges, and expenses whatsoever such member sustains or incurs in or about any action, suit, or proceeding that is brought, commenced, or prosecuted against the member or in respect of any act, deed, matter or thing whatsoever, made, done or permitted in or about the execution of one's official duties;

(ii)   all other costs, charges and expenses the member sustains or incurs in or about or in relation to the affairs of the Association, except such costs, charges and expenses as are occasioned by the member's own negligence or default, or failure to act honestly and in good faith in the management of the Association's affairs.

14.5   Protection and Indemnity of Executive members

14.5.1    Each voting member of the Executive holds office with protection from the Association. The Association indemnifies each voting member of the Executive against all costs or charges that result from any act done in her/his role for the Association. The Association does not protect any voting member of the Executive for acts of fraud, dishonesty, or bad faith.

14.5.2    No voting member of the Executive is liable for the acts of any other voting member of the Executive or employee. No voting member of the Executive is responsible for any loss or damage due to the bankruptcy, insolvency, or wrongful act of any person, firm, or corporation dealing with the Association. No voting member of the Executive is liable for any loss due to an oversight or error in judgment, or by an act in her/his role for the Association, unless the act is fraud, dishonesty, or bad faith.

14.5.3    Voting members of the Executive can rely on the accuracy of any statement or report prepared by the Association's auditor. Voting members of the Executive are not held liable for any loss or damage as a result of acting on that statement or report.

15.1   Documents issued by the Association will be certified with the seal of the Association at the discretion of the Executive. The seal will be in such form as may be determined by the Executive. The Governance Lead will have charge of the seal of the Association. The seal, whenever used, will be authenticated by the signature of the Governance Lead and the President, or, in the case of the death or inability to act of either or both, by the Advocacy Lead and/or Treasurer.

16.1   The Association will be the negotiating agent for its members regarding salaries, benefits, and terms and conditions of employment.

16.2   Each member will be bound by any collective agreement entered into by the Association on behalf of the member.