HCAAO Constitution

Charter of the 

Hellenic-Canadian Academic Association of Ontario

(Ratified October  9, 1995 and Amended  March 10, 1997, January 22, 2023 and, February 28, 2023)

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ITEM No. 1 Name: Hellenic-Canadian Academic Association of Ontario

 

ITEM No. 2 Address: None

 

ITEM No. 3 Head Office: None

 

ITEM No. 4: Address of Clubhouse: None

 

ITEM No. 5: Names and Addresses of Applicants: <10 names required>

 

ITEM No. 6: The objectives for which the corporation is incorporated are:

1. To promote cooperation and mutual information exchange among members on scientific, professional, social and cultural issues.

2. To promote the Greek and Canadian Letters, Arts, and Science.

3. To cooperate with other professional, educational, and cultural groups towards the career orientation and cultural awareness of the Hellenic-Canadian youth.

4. To foster interest in the concerns of worldwide Hellenism.

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ITEM No. 7: The special provisions are: The procedures and mode of operation will be established in by-laws.

 

BY-LAW No. 1

 

Requirements for membership:

A prerequisite for membership approval of a candidate is acceptance of the goals and aims of the Association.

 

1. Full membership is open - upon payment of the appropriate dues - to the following: ​​​

   1. Status Only, Sessional Faculty, Tenure Track, Contractually Limited, Teaching Stream or Professorial appointments at the rank of Instructor, Lecturer, Assistant, Associate, or Full Professor.

   2. Professors Emeriti

   3. Doctoral degree holders involved in advanced research activities in university affiliated teaching hospitals or research institutions.

   4. Postdoctoral Fellows

   5. Full members must be affiliated with an accredited University or College in Ontario.

2. Associate membership is open - upon payment of the appropriate dues - to former full members who no longer qualify for full membership status.  

3. Student membership is open to graduate students enrolled in Ph.D. studies at an accredited University in Ontario upon payment of appropriate dues.

4. Dues: The dues for membership shall be determined annually by the meeting of the members, to be denoted as the General Assembly. Such dues shall be payable in January of each year, or annually at such other time as determined by the Board. Various categories of membership may be established, approved and revised by the General Assembly from time to time.

 

 

BY-LAW No. 2 

 

Article I - Officers

 

A. The governing body of the HCAAO shall be the Executive Council. Its members shall consist of the six officers of HCAAO: The President, the Vice-President, the Secretary, the Vice-Secretary, the Treasurer and Graduate Student Representative. 

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B. The duties of the Executive Council include: 

1. Appointing all ad hoc committees and their Chairs as required with the consent of the majority of the members of the Executive Council.  

2. Appointing members to fill elective offices that may become vacant between elections through resignation or ineligibility of an incumbent officer, if less than a year is left until the next elections; otherwise call for new elections for that position.

 

C. The duties of the President include:

1. Organizing and presiding over meetings of the Executive Council and of the HCAAO;

2. Ensuring that the decisions of the Executive Council are implemented;

3. Representing the Association in all its functions;

4. Ensuring the smooth operation of the association in all its functions.

 

D. The duties of the Vice-President include:

1. Those of the President when the latter is absent or unable to chair and a meeting must be convened.

 

E. The joint duties of the Secretary and Vice-Secretary include:

1. Keeping minutes of meetings of the HCAAO Membership and of the Executive Council;

2. Maintaining records and correspondence of the HCAAO;

3. Notifying all members of the Executive Council and the HCAAO Membership of the time, place, and agenda of the Council meetings in prior consultation with the Chair.

4. Responsibility for the files of the corporation;

5. Maintaining an updated membership list of HCAAO;

6. Ensuring the approval of the Executive Council before any public announcement.

 

F. The duties of the Treasurer include:

1. Supervising the financial affairs of the HCAAO;

2. Maintaining and reporting annually the financial records of the HCAAO;

3. Collecting the fees for HCAAO;

4. Co-signing cheques of the Association with the President or Vice President;

5. Issuing the appropriate financial statements and receipts, to, and on behalf of, the Member- ship and the Executive Council as the need may arise.

6. Disbursing funds of the HCAAO (not exceeding $1000) towards projects and/or assignments agreed upon by the Executive Council and outlined in the annual budget. For the disbursement of sums greater than $1000, or for spending on activities not accounted for in the annual budget, the consent of the majority of the Membership (50%+1) is required.

7. Preparing an annual budget approved by the majority of the Membership (50% +1) in a General Meeting.

 

G. The duties of the Graduate Student Representative will include:

1. Contributing to the over-all operations of the organization;

2. Graduate student recruitment;

3. Developing student-focused initiatives;

4. Coordinating mentorship relations between students and faculty.

 

 

Article II - Election of Officers

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A. The President, Vice-President, Secretary, Vice-Secretary, Treasurer and Student Representative shall be elected by the voting members of HCAAO during an annual general meeting. The terms of office shall be two years.

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B. The members of the Executive Council will decide who is going to hold each position on the council.

 

C. Each full member of HCAAO can be a candidate for President, Vice President, Secretary, Vice-Secretary and Treasurer.

 

D. Each graduate student member of HCAAO can be a candidate for the position of Student Representative on the Executive.

 

Article III - Meetings

 

At least one general meeting of the HCAAO Membership will be held every twelve months.  The general meeting is deemed to have quorum if at least 25% of the full members are present.

 

Executive Committee meetings shall be held when deemed necessary and in order to set the agenda of the next meeting of HCAAO.  

 

Article IV - Amendments

 

A. A resolution by a simple majority of the Executive Council or a petition of 20 of the members shall be sufficient to cause a constitutional amendment to be presented for voting to HCAAO members at the next general meeting or by mail at the discretion of the Executive Council.

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B. An amendment can be proposed to the Executive Council by any of  its  own members,  or  by any member of the HCAAO. However, in order to receive further discussion at the Executive Council, the proposed amendment must be seconded.

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C. The amendment shall become effective if it is approved by an absolute majority of all full members.

 

Article V - Dissolution

 

Dissolution shall occur when a new Executive Council fails to be elected within six months after the end of term of the previous Executive Council. In the event of dissolution of the HCAAO, all assets of the Society will be donated to organizations with similar goals, to be decided by the previous Executive Council.

 

Article VI - Termination of Membership

 

A. The Membership of any member of the HCAAO will be terminated if they:

1. Fail to pay dues within 30 days of the date on which they are payable.

2. Resign their Membership in the HCAAO, such resignation being effective after 30 days’ notice to the secretary.