Preamble:

Whereas the Alumni of The Atkinson Faculty of Liberal and Professional Studied have formed an Association, and whereas the Alumni are desirous of ensuring the continued functioning of the Association as a recognized Chapter of the York University Alumni Association, this Constitution has been written in the belief that it shall contribute to the needs of the present, and anticipate the demands of the future in providing a forum in which the Atkinson Faculty Alumni Association may meet its objectives and responsibilities to The Atkinson Faculty of Liberal and Professional Studies, its Alumni, and to the community, be it resolved that the following document be adopted as the Constitution of the Atkinson Faculty Alumni Association.

Article I - Name and Interpretation

1.01 Name:

The name of the organization herein constituted shall be the Atkinson Faculty Alumni Association.

1.02 Definitions:

In this Consititution and in the By-Laws of the Atkinson Faculty Alumni Association, unless the context otherwise requires:

(a) "Association" means the Atkinson Faculty Alumni Association;

(b) "By-Law" means any By-Law of the Association from time to time in force and effect in accordance with Article VI of this Constitution;

(c) "Member" means a Regular or Associate member;

(d) "Council" means the Council of the Association in Accordance with Article VI of this Constitution;

(e) "Councillor" means a member of Council;

(f) "Director of Alumni Affairs" means that person appointed by the University to that position;

(g) "Executive Committee" means the Executive Committee of the Council of the Association, comprising the Officers of the Association, in accordance with Article VI of this Constitution;

(h) "Officers of the Atkinson Faculty Alumni Association" means the Officers as defined in Article VI and referred to as the EXECUTIVE COMMITTEE;

(i) "A.F.A.A." means the Atkinson Faculty Alumni Association;

(j) "Y.U.A.A." means the York University Alumni Association;

 

1.03 Extended Interpretation:

The interpretation of the Executive of the Articles of this Constitution and the By-Laws therein shall be conclusive until such time as amendment accepts or rejects such interpretation ( within one year of such Executive interpretations, by the General Meeting of Members).

2.01 Head Office:

The Council may establish an office for the purposes of the Association at such time and in such place as it deems necessary.

3.01 Objectives: The objectives of the Association are:

a) To provide resources, information, and activities for its members in the belief that their educational experience with the University is not confined to their years at the University, but continues throughout their entire lives;
b) To encourage and promote a spirit of fraternity and unity among the members of the Association;
c) To promote the welfare, prestige, and excellence of the Atkinson Faculty of Liberal and Professional Studies;
d) To foster an understanding of the function of the Association among undergraduates of the Atkinson Faculty of Liberal and Professional Studies, and
e) To operate at al times as a charitable, benevolent and philanthropic organzation.

4.01 Members:

Membership in the Association shall consist of Regular Members and voting Associate Members.

4.02 Regular Members:

Any person who has received a degree from the University through the Atkinson Faculty of Liberal and Professional Studies.

4.03 Associate Members:

a) Any person, upon the approval of Council, who attended the Atkinson Faculty of Liberal and Professional Studies for at least twelve (12) courses or equivilant thereof and was registered in a program recognized by the Senate of the University;

b) Upon approval of the Council, any person who has contributed to the welfare of the Association or the Atkinson Faculty of Liberal and Professional Studies.

c) Associate Members shall have limited privileges of membership, including the right to vote, but not to hold office.

5.01 General Meeting:

A general meeting of members shall be held at least annually at such time and place as the Council may determine:

a) Upon resolution of the council; or

b) upon written requisition of fifty 50 regular members of the Association delivered to the secretary of the Association , and such requisition shall set out the business proposed to be transacted at such a General Meeting. Such meeting shall be called within forty-five (45) days after delivery of the said requisition.

5.02 Notice of Meeting:

Public notice of a General Meeting of members shall be given at least 30 days prior to the date on which the meeting is to held.

5.03 Right to Vote:

At any General Meeting, every Regular Member and every Associate Member shall be entitled to one (1) vote on election of Council and changes in the Constitution and By-Laws.

5.04 Quorum:

At any general Meeting of members, fifteen (15) regular and/or Associate Members in attendance shall constitute a quorum for the transaction of business.

5.05 Chairing the General Meeting:

The President, or in the absence of the President, the Vice-President, shall chair all General Meetings. If the President of Vice-President is not present within fifteen (15) minutes after the time fixed for holding the meeting, the members present may choose one of their numbers to chair the meeting.

5.06 Chair's Vote:

The Chair of any General Meeting of members shall not have the right to vote except in the case of a tie vote.

5.07 Voting Procedure:

At any General Meeting of members, every question shall be decided by a simple majority of votes cast on the question, unless otherwise provided for in this Constitution, or in the By-Laws. In the case of a tie vote, the Chair shall cast the deciding vote.

6.01 See 4.01 of the By-Laws.

7.01 This Constitution overrides to the extent of inconsistency any existing provisions for Atkinson Faculty Alumni Association activities.

8.01 This Constitution is in full force and in effect by a two-thirds majority vote of the Members at a General Meeting of the Association for which this Constitution makes provision.

I - Alumni Council

1.01 Duties:

The affairs of the Association shall be managed by its Alumni Council, elected for a period of two (2) years at a General Meeting of Members. Without restricting the generality of the foregoing, the Council shall undertake, organize, supervise and support the objectives of the Association as defined in Article III of the Constitution of the Atkinson Faculty Alumni Association.

1.02 Composition of the Council:

The Council shall consist of:

a) Councillors elected for two (2) year terms at a General Meeting of members of the Association. Not less than ten (10), and not more than fifty (50) Councillors shall be elected.

b) The Executive Committee, elected by the Councillors, for a term of two (2) years.

1.03 Election of Council:

Notice of the Annual General Meeting shall be given in writing to all members of the Association, by the Elections Officer. Such notice shall include the date, time, and place of the Annual General Meeting, as well as a call for nominations for Council Members, to be provided in writing and moved and seconded by two voting members of the Association. Nominations may also be made from the floor at the Annual General Meeting through the Elections Officer. For the period of the election, the Elections Officer shall preside over the meeting.

1.04 Meetings of Council:

The Council shall hold no fewer than four(4)meetings in a year. The dates, times, and places for these meetings shall be determined by the Council at the time of their election at the Annual General Meeting. Additional meetings may be called at the discretion of the President.

1.05 Chair of the Council:

The President, or in the absence of the President, the Vice-President shall chair all Council meetings. If the President or Vice-President are not present within 15 minutes after the time fixed for holding the meeting, the members present may choose one of their number to chair that meeting.

1.06 Elections Officer:

An Elections Officer shall be nominated by the Chair to preside at the next Annual General Meeting at which elections will be held.

1.07 Notice of Meeting:

Notice of dates of Council Meetings will be sent out to all Councillors after each Annual General Meeting.

1.08 Quorum:

At any Council Meeting, two thirds of the elected Councillors shall constitute a quorum.

1.09 Right to Vote:

At any Council Meeting every Councillor shall be entitled to one (1) vote.

1.10 Chair's Vote:

The chair of any Council Meeting shall not have the right to vote, except in the case of a tie vote.

1.11 Voting Procedure:

At any council Meeting every question shall be decided by a simple majority of votes cast on the question unless otherwise provided in the Constitution or in the By-Laws. In the case of a tie vote the Chair shall cast the deciding vote.

1.12 Vacancies:

Vacancies may be filled by vote of the remaining Councillors or by appointment of the President where the former is not possible. Provided their obligations are met, such members will hold office until the next General Meeting. Councillors elected on an interim basis will not take office until attendance at the next Council Meeting.

1.13 Impeachment:

A member of the Council can be removed from office only for just cause. The determination of what constitutes just cause is within the sole discretion of the Council. The removal of any Councillor shall be only with the approval of a two thirds majority vote of the entire Council.

1.14 Attendance:

If a councillor is not in attendance at two (2) consecutive meetings of the Council without proper notification to the Master's Office, or to the President, the position can be declared vacant.

2.01 The Executive Committee:

a) Duties:

The Council shall elect an Executive Committee every second year form its elected Members, to manage the affairs of the Association under the Council's direction.

b) Composition:

The Executive Committee shall have the following composition of Officers

i) President

ii) First Vice-President

iii)Second Vice-President

iv) Secretary

v) Treasurer

vi) Immediate Past President

vii)Moderators of the Committees of Council.

The Executive Committee will appoint the following from its membership;

i) Two (2) Representatives to the York University Alumni Association Council;

ii)One (1) Representative to liase with the Atkinson Student's Association;

iii) Two (2) Representatives to serve on the Master's Advisory Board of the Atkinson Faculty of Liberal and Professional Studies, subject to approval of the Dean of the Atkinson Faculty of Liberal and Professional Studies;

iv) Any other Representative deemed necessary from time to time, with the approval of Council.

2.02 Duties of the Members of the Executive Committee:

The duties of the members of the Executive Committee shall be as follows.

i) The President:

The President shall be the Chief Executive Officer of the Association. He or she shall preside at all meetings of the Executive Committee and at all meetings of the Council. The President shall be responsible for supervising the business and affairs of the Association and the activities of the Officers of the Association, under the direction of Council.

ii) The Vice-President: External Relations:

In the absence of the President, the Vice-President: External Relations shall assume all duties and powers of the President. The Vice-President: External Relations shall be responsible for overseeing those Committees and Officers of the Association whose duties include the external activities of the Association.  (These include, but are not limited to, the Association's liaisons with the Alumni Endowment Fund, the Atkinson Faculty Council, the Atkinson Student's Association,  the Office of the Dean, the Master's Advisory Board, and the York University Alumni Association; and the Association's representation at the Annual Awards Reception/Dinner, the Annual Gradfest, the Annual Homecoming Festival, the Annual Student Orientation Week, and the Bi-Annual Convocation ceremonies.)

iii) The Vice-President: Internal Relations:

In the absence of the Vice-President: External Relations, the Vice-President: Internal Relations will assume all duties of the Vice-President: External Relations. The Vice-President: Internal Relations shall be responsible for overseeing those Committees and Officers of the Association whose duties include the internal activities of the Association.  (These include, but are not limited to, the Association's  membership recruitment activities, the Association's  membership retention activities, the Annual Festive Dinner, the Annual Teaching Award Lecture, The Barry Tenhouse/Atkinson Faculty Association Book Prize Committee, The Constitution and By-Laws Committee, The Merchandise Committee, The Teaching Award Committee, and the Social Committee).

iv) The Vice-President: Communications and Records:

The Vice-President: Communications and Records:  shall attend all General Meetings of the Council and the Executive Committee and shall be responsible for the Minutes of such meetings. The Vice-President: Communications and Records:  shall be responsible for the issuance of all notices required to be sent to the Members of the Association, to Members of the Council and to members of the Executive Committee. This officer shall also be required to perform such duties prescribed by the Council or the Executive Committee from time to time.  (These duties include, but are not limited to, responsibility for the maintenance of the Association's internal Membership and Contact listings, and responsibility for the maintenance of the Association's website.)

v) The Vice-President: Finance:

The Vice-President: Finance shall be responsible for, and control all financial resources of the Association and shall be required to report upon the financial affairs of the Association at every General and Council Meeting.  (These duties include, but are not limited to, preparation and submission to the Council for approval of the Association's Annual Budget which is to be based on the past budgetary needs of the Association and upon the Committee Budgets submitted by the Moderators of the Association's Committees).

vi) The Immediate Past President:

The Immediate Past-President is a member of the Executive and shall carry out those duties which may from time to time be assigned by the Council, including acting in an advisory role.

2.03 Quorum:

Five (5) Members of the Executive Committee shall constitute a quorum for the conduct of business of the Executive Committee.

2.04 Qualification:

Membership on the Executive Committee shall be limited to Regular Members of the Association.

2.05 Signing Officers:

All financial instruments in writing that require a signature on behalf of the Association shall be signed by any two of the following: The President, the First Vice-President, or the Treasurer. All other instruments in writing that require signature on behalf of the Association shall be signed by the President and by the Secretary as the Council may direct, or by such other persons as the Council may by resolution determine.

2.06 Obligations of Members of the Executive Committee

i) The executive committee must hold a minimum of nine (9) meetings in a twelve-month period;

ii) If a member of the Executive Committee misses two (2) consecutive meetings without due notification to the President of the Association or the Master's Office, that position may be declared vacant;

iii) Vacancies on the Executive Committee may be filled by appointment by the President, subject to ratification by the council. The Executive Committee shall also be empowered to appoint representatives to the York University Alumni Association council when such vacancies arise between General Meetings of the Association.

iv) A member of the Executive Committee shall be removed from office only for just cause. The determination of what constitutes "just cause" is within the sole direction discretion of the Executive Committee. Removal of a member shall be done with the approval of a two-thirds majority vote of the entire Executive Committee.

v)Election of the Executive Committee:

With the notice of the Annual General Meeting, the Elections Officer shall include a list of positions, with descriptions, available for the election to the Executive Committee. A Call for Nominations shall accompany this list, all nominations to be signed by two voting members and returned to the Elections Officer. Nominations may also be made from the floor at the Annual General Meeting through the Elections Officer. A separate vote shall be conducted for each position available by secret ballot, and a candidate shall be deemed elected by a simple majority of the total ballots cast.

3.01 In the event of the incapacity of the Executive to carry out its duties, the Director of Alumni Affairs is empowered to appoint an interim executive, which shall hold office only until such time as a formal election can held.

4.01 These By-Laws may be amended by a two thirds majority vote of the Members of the Association at any General Meeting of the Association, provided that the proposed amendments are sent with the Notice calling the Meeting.

4.02 By proper resolution, the Executive Committee, the Council, or any other twenty-five (25) members of the Associaiton may propose an amendment to these By-Laws. All proposed Amendments shall be delivered to the Chairman not later than ninety (90) days prior to any General Meeting or with the requisition for the General Meeting.

4.03 The Consitution and By-Laws Committee shall be appointed by the Council at the Annual General Meeting. The Committee shall consist of five (5) members including the Chairman of Council.

The Student/Alumni endowment fund was created by Andrew Roberts when he was President of the Atkinson Faculty Alumni Association (then called the Atkinson College Alumni Association/ACAA). Andrew was a valued and respected member of the Atkinson Student's Association (then called the Atkinson College Student's Association/ACSA). His premature death from a heart related condition was a great loss to the Association and to the school. One of his legacies is this endowment fund.

It was Andrew's intention that the funds benefit the students of Atkinson. By publishing the text it is our hope that his desires will be fulfilled. The text of the fund's term's of reference are assembled here for reference by staff, alumni, and the students of the college. Included in this page is the present text and the text of amendments representing changes from the original terms.

Please note, where the terms of reference specify an organization by a former name, the current name has been provided in parentheses.

Part One: Text of document.

The Atkinson College (Atkinson Faculty of Liberal and Professional Studies) Students / Alumni Endowment Funds

Terms of Reference

The Atkinson College Students Association (Atkinson Student's Association) and the Atkinson College Alumni Association (Atkinson Faculty Alumni Association) have agreed to jointly establish endowment funds to be known as THE ATKINSON COLLEGE (ATKINSON FACULTY OF LIBERAL AND PROFESSIONAL STUDIES) STUDENTS / ALUMNI ENDOWMENT FUNDS to create income to be used for the benefit of the Atkinson College (Atkinson Faculty of Liberal and Professional Studies) community.

01.

(a) Advisory Board shall mean the body consisting of six persons who shall be the Dean of Atkinson College (Atkinson Faculty of Liberal and Professional Studies), the Master of Atkinson College (Atkinson Faculty of Liberal and Professional Studies), or their representatives, and two representatives from the ACSA (ASA) and two representatives from the ACAA (AFAA). The Advisory Board will also be known as the Income Trustees.

(b) Capital shall mean the sum of money on deposit with the Capital Trustees which has been designated as Capital to serve the purposes of the Endowment Fund to which is added donations to the fund in the year and the income for each year, which has not been used by the Advisory Board in the year immediately following.

(c) Capital Trustees shall mean the Board of Governors of York University or their appointees who shall be responsible for the management and for the investment of the capital and who shall act as trustees for the Capital;

(d) Endowment Funds shall mean all of the endowment funds set up by the Atkinson College Student's Association (Atkinson Student's Association) and the Atkinson College Alumni Association (Atkinson Faculty Alumni Association) and known collectively as THE ATKINSON COLLEGE (ATKINSON FACULTY OF LIBERAL AND PROFESSIONAL STUDIES) STUDENTS / ALUMNI ENDOWMENT FUNDS.

(e) Income shall mean the stream of money generated by the Capital Trustees through the investment and the management of the Capital as well as donations, if any, which are received as income;

(f) Income Trustees shall mean the members of the Advisory Board who shall be responsible for ensuring that the Income is used for the intended purpose of the Endowment Funds.

02. Sponsors

2.1 The sponsors of the Endowment Funds shall be the ACSA(ASA) and the ACAA(AFAA).

03. Funding

3.1 An initial Capital grant of $25,000 shall be made by the Atkinson College Student's Association (Atkinson Student's Association) to "ENDOWMENT FUND NO. 1". Thereafter Capital or Income could come from additional contributions, through fund raising activities, through donations, and through capitalizing annually, the excess, if any, of income and donations of a year, not used by the Advisory Board in the year immediately following.

04. Purpose

4.1 The purpose of the Endowment Funds is to benefit the Atkinson College (Atkinson Faculty of Liberal and Professional Studies) Community by supporting special initiatives, programs and / or events related to adult education.

05. Creation of Endowment Funds

5.1 The sponsors and the Advisory Board shall approve the creation of any additional Endowment Funds and shall be governed by the given TERMS OF REFERENCES.

06. Management

6.1 Capital

(a) the Capital shall be managed by the Capital Trustees;

(b) the Capital may be invested, without restriction, at the discretion of the Capital Trustees;

(c) the Capital Trustees shall provide the Income Trustees with regular financial statements;

(d) should the Advisory Board require any of the Income in order to carry out its duties under the Endowment Funds, the Capital Trustees will make such Income available to the Advisory Board;

(e) should Atkinson College (Atkinson Faculty of Liberal and Professional Studies) cease to exist, or should it no longer have the education of adult part-time under-graduate students as one of its primary missions, the Capital Trustees shall, upon written direction of the ASCA (ASA) and the ACAA (AFAA), distribute the Capital to an institution or institutions, which meets the above criteria and, if at all feasible, which serves the same general student body.

6.2 Advisory Board

(a) The Advisory Board for the ATKINSON COLLEGE (ATKINSON FACULTY OF LIBERAL AND PROFESSIONAL STUDIES) STUDENTS / ALUMNI ENDOWMENT FUNDS shall create a Management Committee to run any approved events, this committee shall be comprised of appointed representatives of the ACSA (ASA) and the ACAA (AFAA).

(b) the ACSA (ASA) and the ACAA (AFAA) shall have the right to change their respective representatives on the Advisory Board, at any time, as they may see fit;

(c) the Advisory Board shall be responsible for targeting fund raising activities on behalf of the Endowment Funds;

(d) the Advisory Board shall be responsible for ensuring that all donations to the Endowment Funds are used in keeping with the wishes of donors;

(f) the Advisory Board shall have the right to appoint a Management Committee or Delegates to manage any Endowment Fund if feels that it is in the best interest of such Endowment Fund to do so. The Advisory Board will ensure that all Management Committees and Delegates carry out their functions in accordance with the Terms of Reference.

(g) the Advisory Board may, from time to time, group or regroup the Income Fund into major programs.

(h) the Advisory Board may split the Income Allocated to a specific Endowment Fund if the monies available for such Endowment Funds are more than is necessary to meet the needs for which they were raised or allocated. Where the grouping or splitting of Income has taken place, the original identity and intent of the endowment must be retained;

(i) the Advisory Board shall have the right to determine what shall be considered major and minor lectures and major or minor programs;

6.3 Management Committees and Delegates

(a) Management Committees or Delegates appointed by the Advisory Board shall carry out their functions and duties under the TERMS OF REFERENCE.

(b) Management Committees and Delegates shall report to the Advisory Board on a regular basis in order to keep the Advisory Board fully informed on the status of the Endowment Fund which they have been appointed to manage and to report on the funds which they have expended.

07. Capital Funds

7.1 Capital Funds will consist of funds specifically designated as capital plus the capitalized excess of income and donations not used by the Advisory Board in the year immediately following.

08. Income

8.1 (a) If the Income from the Endowment Funds is not expended during the year following the year earned, the Capital trustees will add all such monies to the capital of the funds from which the income was earned.

(b) Donations to any Endowment Fund may be added to Income unless it is specified that it be used as Capital;

09. Effect

9.1 The endowment Funds shall take effect once the Governors of York University, or their representatives, the ACSA (ASA) and the ACAA (AFAA) have all signified their agreement to its terms in writing to each other.

10. Amendments

10.1 The TERMS OF REFERENCE may be changed from time to time upon the written approval of the Advisory Board and York University.

As currently structured, all accumulated income and donations, unless specifically designated as capital can be expended at any time. The Endowment Fund (capital) can only grow through additional contributions to capital or through donations specifically identified as donations to capital.

The purpose of the Proposed Amendments is to create growth in the Endowment Fund (capital) by limiting the use of income and donations in any year to not more than was earned in the previous year and to capitalize annually the excess of income plus donations over expenditures.

Addition of one additional representative of ACAA (AFAA) to the Advisory Board to provide the incentive for ACAA (AFAA) to promote contributions to the Endowment Fund in the hope that some day it will be a significant source of financing events beneficial to Atkinson College (Atkinson Faculty of Liberal and Professional Studies).

Amendments:

01.
(a) Advisory Board shall mean the body consisting of six persons who shall be the Dean of Atkinson College (Atkinson Faculty of Liberal and Professional Studies), Master of Atkinson College (Atkinson Faculty of Liberal and Professional Studies) or their representatives, and two representatives each from the Atkinson College Student's Association (Atkinson Student's Association) and the Atkinson College Alumni Association (Atkinson Faculty Alumni Association).

(b) Capital shall mean the sum of money on deposit with the Capital Trustees which has been designated as Capital to serve the purposes of the Endowment Fund, to which is added donations to the fund in the year and the income for each year, which has not been used by the Advisory Board in the year immediately following.

03. FUNDING

3.1 An initial Capital grant of $25,000 shall be made by the Atkinson Student's Association to "Endowment Fund No. 1". Thereafter Capital or Income could come from additional contributions through fund raising activities, through donations, and through capitalizing annually, the excess, if any, of income and donations of a year, not used by the advisory board in the year immediately following.

07. CAPITAL FUNDS

Capital Funds will consist of funds specifically designated as capital plus the capitalized excess of income and donations not used by the Advisory Board in the year immediately following.

08. INCOME

8.1 If the income from the Endowment Funds is not expended during the year following the year earned, the capital Trustees will add such monies to the capital of the funds from which the income was earned.