Constitution

Reviewed and Revised August 2010

Article I:

THIS ASSOCIATION SHALL BE KNOWN AS THE LONDON AND DISTRICT OCCUPATIONAL HEALTH NURSES ASSOCIATION.

Article II: Objectives

As a professional interest group:

2:01 To provide a Forum to promote and advance Occupational Health Nursing.
2:02 To establish professional accountability as defined by the needs of the Members.
2:03 To provide and inform Members of continuing education opportunities.

Article III: Officers

Past President
President
Vice-President
Recording Secretary
Membership Secretary
Treasurer
Press Reporter/Education Representative

3:01 The President and Vice President will change office annually in February. The Treasurer will change office during the even years in February. The Recording Secretary, Membership Secretary and Education Representative will change office during odd years in February

3:02 In the event of a vacancy occurring in any office, the Executive may appoint any Member to fill that office until the next election.

Article IV: Membership

There will be four categories of membership. Any member who fails to pay the annual dues by December 31 shall cease to be a Member or a monetary penalty will be applied when annual dues are paid. Notice of meetings and membership rosters will be sent to Members only.

4:01 Active Member

Defined as a Registered Nurse who holds a current Certificate of Competence from the College of Nurses of Ontario and who is currently employed in the field of Occupational Health Nursing. Active members only shall have voting privileges.

4:02 Associate Member

Defined as a Registered Nurse who holds a current Certificate of Competence from the College of Nurses of Ontario and is interested in Occupational Health Nursing and has not been employed in Occupational Health Nursing in Ontario in the past 12 months; or

Has been employed in Occupational Health Nursing but is currently employed in another field of Nursing; or

Has been employed in Occupational Health Nursing, but is currently not employed in any field of Nursing.

No person who is eligible for Active Membership shall be accepted as an Associate member. The dues for Associate Membership will be $2.00 less than the current Active Membership. Associate Members will have no voting privileges and cannot hold office.

4:03 Honorary Member

Defined as a Member who has been active in the London and District Occupational Health Nurses Association, is permanently retired from Nursing and who has contributed toward the advancement of Occupational Health Nursing. Honorary Membership will be granted at the discretion of the Executive upon being notified of the Member's Retirement status. Honorary Member will pay no dues. Honorary Members will not hold office and will carry no voting privileges.

4:04 Retired Member

Defined as a Registered Nurse who has been employed in Occupational Health Nursing but is now permanently retired. Retired Members will have no voting privileges, nor can they hold office. Dues for Retired Members will be equal to one-half of current Active Membership dues.

4:05 Dues

The annual Membership dues in the Association shall be reviewed and set annually by the Executive.

Article V:

5:01 There will be five meetings a year – on the second Tuesday of February, April, June, September and November. The Executive committee as necessary may decide on changes or special meetings.

5:02 Every year, at the September meeting, the Past President will be appointed Chairperson of the Nominating Committee. The slate of nominees will be presented at the November meeting and an election by ballot will take place if necessary. The new Executive will assume office at the February meeting.

5:03 Meetings will be run by the Parliamentary Procedures outlined in Robert's Rules of Order.

Article VI: Quorum

A quorum shall consist of 20% of the Active Members.

Article VII: Criteria for Education Funding

Active Member indicates in writing, to the President, their application for education funding
Employer does not reimburse for educational activities
Course or expense is relevant to CNA criteria for OHN's continuing education
Proof of money paid and successful completion of course, workshop, conference or other educational session is included with the application
The successful applicant(s) will present to the membership a brief (less than five minutes), (prescheduled) verbal summary, and a written summary or be the guest speaker for a regular dinner meeting.

Article VIII: Changes to the Constitution

This constitution may be altered or amended at any meeting of the Association, provided a quorum is present and the notice of proposed change or changes has been sent to every Active Member prior to the meeting date.

The Executive will review the Constitution and its By-Laws every two years.

By-Laws

By-Law I: Duties of Officers

1:01 Past President

Act in an advisory capacity to Executive.
Chair Nomination Committee.
Send out notices, asking for Electors
Oversee election, including:
- voting process
- count the votes
- announcement of new officers
Assign duties and responsibilities to another Executive Member when absent from and Executive function.

1:02 President

Chair Association and Executive meetings.
Act as a resource person for all Committees.
Review and sign off all minutes before distribution, including posting on the LDOHNA website
Arrange Executive meetings prior to every Association meeting, and as required.
Delegate duties to members of the Executive.
Co-sign all cheques written for the Association.
Share information with the Executive.
Conduct meetings following parliamentary procedure.
Hold a vote every November to decide which cause LDOHNA should make a donation to, providing funds are available.
Review education applications with Executive Members as needed at an Executive Meeting to determine if the applicant (s) meet the criteria. If the criterion is met, the executive will present the applicants anonymously to the membership at a regular meeting. Active Members to vote a regular meeting. Five hundred dollars per year will be allowed, provided funds are available. Each Active Member is entitled to a maximum of one hundred dollars per year.
Assign duties and responsibilities to another Executive Member when absent from any Executive function.

1:03 Vice-President

Chair meetings in the absence of the President.
Make arrangements for meetings.
Restaurant: book restaurant and arrange menu
Complete the dinner meeting notification form for posting on the web site and mailing to those who do not have email or regular access to the internet
Accept RSVP's to the dinner meeting and communicate the number to the meeting venue contact and the Treasurer.
Speaker:
- determine topic and arrange speaker
- confirm in writing dinner and fee arrangements
- obtain CNA Contact Hours form and have it completed by the speaker or the local President and distribute
- get biographical information for introduction
- arrange for a member to thank the speaker and give honorarium
Notify the Treasurer of those members who confirmed attendance but did not attend the meeting.
Assign duties and responsibilities to another Executive Member when absent from any Executive function.

1:04 Recording Secretary

Forwards the minutes from the General Meeting to the President within one week for approval and posting on the website or for mailing.
Record minutes of all Executive and general meetings: copy to President within one week for approval and posting on the website or mailing.
Maintain file of Association documents including meeting notifications.

1:05 Membership Secretary

Make available:
- renewal forms for current members
- application forms for prospective new members
- receipts for membership dues paid
- Assist Treasurer and Recording Secretary with registration at the November meeting.
Technological responsibilities:
- Post meeting notices, minutes, education opportunities, job opportunities and news items on the website
- Arrange for updates to data on the web pages controlled by the web designer
- Assume responsibility for maintenance and upgrading of the LDOHNA computer systems
- Update membership databases yearly or more often as necessary

1:06 Treasurer

Collect dinner fees and provide receipts, as required.
Responsible for collection of money for advertising on the website and for providing receipts as required.
Responsible for funds of association.
Deposit funds in chartered bank, in the name of the Association.
Pay, by cheque, all debts incurred by the Association.
Co-sign all cheques with the President.
Report financial status at each meeting and provide documentation to Recording Secretary for minutes.
Participate in the annual financial review of the books with the Financial Review Committee.
Assign duties and responsibilities to another Executive Member when absent from any Executive function.

1:07 Educational Representative / Press Reporter

Promote education at local level.
Communicate Occupational Health and other related courses available to Members.
Provide educational information and course applications to the Membership Secretary for posting on the LDOHNA website, at any time.
Encourage local Membership to submit articles for publication in the OOHNA journal.
Submit news of the Association to each issue of the OOHNA Journal and to local publications, as appropriate.
The OOHNA Journal is published three (3) times per year, February, June and November. Send new reports two (2) months prior.
Assign duties and responsibilities to another Executive Member when absent from any Executive function.

By-Law 2: Standing Committees

Membership Committee

Will be appointed annually in February by the President.
Duties will include a review of the current membership and will identify ways to retain and recruit members.
Reports will be provided to the general membership at least once a year, no later than September.

Financial Review Committee

Will be appointed annually in February by the President.
Duties will include:
- Annual review of the books ( with the Treasurer) for accuracy
- Assistance should the Treasurer require it for preparation of an annual proposed budget.