Article III – Executive Committee2018-10-04T03:39:05+00:00

Article III – Executive Committee

The Executive Committee shall consist of the following members:

I. Past President
II. President
III. Vice-President
IV. Secretary
V. Treasurer
VI. Chair of each Standing Committee
VII. Up to two Members-at-Large
VIII. One non-voting member from the COU Secretariat, selected by the Secretariat and accepted by COU
IX. Communications Officer
X. Website Administrator

For the positions of Secretary, Communications Officer, Website Administrator, Vice-President, President, Past President, Treasurer and Member-at-Large, there should be no less than seven separate institutions represented in these positions at any given time for the purpose of ensuring an institutionally representative governance. This requirement can only be superseded by an OURA AGM vote as a result of the existing nominations process.

The following shall be the functions of the Executive Committee and the members
thereof:

a. General Function
i. To act on behalf of OURA; To establish study committees, prepare reports, working papers and recommendations for consideration of OURA;
ii. To establish workshops on business related to OURA;
iii. To report decisions of OURA to the appropriate bodies;
iv. To be responsible for the Annual Meeting;
v. To call a special meeting of OURA if the need arises (See Article IV, Section 3);
vi. To report to the Annual Meeting;
vii. To report, as required, to the Council of Ontario Universities.

b. Committee Member Functions
i. The Past President shall assume the role of President should that Office become vacant. The Past President shall, in the absence of the President, preside and perform the duties of President. The Past President shall serve as Chair of the Nominating Committee; shall direct the activities of developing and maintaining OURA’s Corporate Membership and generally carry out those duties and tasks as assigned by the President or Executive Committee.
ii. The President shall preside as Chair of all meetings of OURA and the Executive Committee and is an ex-officio member of every committee or commission of OURA, save and except the Executive and Nominating Committee. The President is normally considered the official spokesperson for OURA.
iii. The Vice-President shall be responsible for soliciting the membership for nominations for OURA’s awards. In accordance with Article III, Section 2, b), the Vice-President will assume the role of President. The Vice-President is a member of the Nominating Committee. The Vice-President shall also carry out those duties and tasks as assigned by the President or Executive Committee.
iv. The Secretary shall keep a record in minutes of the proceedings of meetings of OURA and the Executive Committee. The Secretary shall circulate, to the Registrar of each participating institution said minutes. The Secretary shall have custody of all records of OURA except those that shall be in the custody of the Treasurer or other persons as directed by resolution of OURA. The Secretary shall also maintain and update OURA’s membership lists and shall cause them to be circulated when appropriate. The Secretary shall ensure that all relevant Constitutional and By-Law deadlines are brought to the attention of the President and the Executive Committee in good time.
v. The Treasurer shall have custody over all monies belonging to, or managed by, OURA and shall cause to have all such monies deposited in a recognized financial institution as designated by the Officers of OURA. The Treasurer shall cause to be kept accurate and auditable financial records and shall annually present a financial statement to the membership.
vi. The Member-at-Large shall assume those duties, tasks and/or responsibilities as assigned by the President or Executive Committee.
vii. The Standing Committee Chairs’ responsibilities shall be in accordance with the relevant By-Laws appended to this document. In general, Chairs of Standing Committees, as members of the Executive Committee, are expected to attend meetings of the Executive Committee, to assist in the development of OURA and to represent the interests of their constituencies. Chairs are responsible for preparing written reports outlining their committee’s activities for Executive committee meetings and for submitting these reports, and copies of their committee minutes, to the Secretary.
viii. The Communications Officer and Website Administrator shall be responsible for overseeing the communication requirements for the annual OURA conference including but not limited to oversight for the web messaging, the print program and any related collateral as well as overseeing the OURA website, the OURA listserv, and any additional communication needs that may arise.

The following shall be the functions of the Executive Committee and the members thereof:

  • To act on behalf of OURA; To establish study committees, prepare reports, working papers and recommendations for consideration of OURA;
  • To establish workshops on business related to OURA;
  • To report decisions of OURA to the appropriate bodies;
  • To be responsible for the Annual Meeting;
  • To call a special meeting of OURA if the need arises (See Article IV, Section 3);
  • To report to the Annual Meeting;
  • To report, as required, to the Council of Ontario Universities.

The Past President shall assume the role of President should that Office become vacant. The Past President shall, in the absence of the President, preside and perform the duties of President. The Past President shall serve as Chair of the Nominating Committee; shall direct the activities of developing and maintaining OURA’s Corporate Membership and generally carry out those duties and tasks as assigned by the President or Executive Committee.
The President shall preside as Chair of all meetings of OURA and the Executive Committee and is an ex-officio member of every committee or commission of OURA, save and except the Executive and Nominating Committee. The President is normally considered the official spokesperson for OURA.
The Vice-President shall be responsible for soliciting the membership for nominations for OURA’s awards. In accordance with Article III, Section 2, b), the Vice-President will assume the role of President. The Vice-President is a member of the Nominating Committee. The Vice-President shall also carry out those duties and tasks as assigned by the President or Executive Committee.
The Secretary shall keep a record in minutes of the proceedings of meetings of OURA and the Executive Committee. The Secretary shall circulate, to the Registrar of each participating institution said minutes. The Secretary shall have custody of all records of OURA except those that shall be in the custody of the Treasurer or other persons as directed by resolution of OURA. The Secretary shall also maintain and update OURA’s membership lists and shall cause them to be circulated when appropriate. The Secretary shall ensure that all relevant Constitutional and By-Law deadlines are brought to the attention of the President and the Executive Committee in good time.
The Treasurer shall have custody over all monies belonging to, or managed by, OURA and shall cause to have all such monies deposited in a recognized financial institution as designated by the Officers of OURA. The Treasurer shall cause to be kept accurate and auditable financial records and shall annually present a financial statement to the membership.
The Member-at-Large shall assume those duties, tasks and/or responsibilities as assigned by the President or Executive Committee.
The Standing Committee Chairs’ responsibilities shall be in accordance with the relevant By-Laws appended to this document. In general, Chairs of Standing Committees, as members of the Executive Committee, are expected to attend meetings of the Executive Committee, to assist in the development of OURA and to represent the interests of their constituencies. Chairs are responsible for preparing written reports outlining their committee’s activities for Executive committee meetings and for submitting these reports, and copies of their committee minutes, to the Secretary.
The Communications Officer shall be responsible for overseeing the communication requirements for the annual OURA conference including but not limited to oversight for the web messaging, the print program and any related collateral as well as overseeing the OURA web site, the OURA listserv, and any additional communication needs that may arise.

In general, meetings of the Executive Committee shall be held at locations deemed financially expedient by the Executive Committee.

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