ARTICLE I – FEES
SECTION I – Regular Membership Fee
The Annual Membership fees per Regular member shall be proposed by the Executive by way of Notice of Motion to the membership at least one month prior to the Association’s next general meeting. (See in conjunction with Sections II and III).
SECTION II – Honorary Membership Fee
There will be no registration fee for Honorary Members.
SECTION III – Associate Membership Fee
The fee for Associate Members shall be one-half that of Regular Members.
SECTION IV – Corporate Membership Fee
The fee for Corporate Members shall be twice that of Regular Members.
ARTICLE II – MEETINGS
SECTION I – Biennial General Meeting BGH
The Association shall hold a general meeting every two years in conjunction with Interchange. While the Executive Committee shall have power to advance, postpone or cancel a meeting in case of emergency, a duly constituted general meeting must be held within each second calendar year.
SECTION II – Location
The location of general meetings of the Association shall rotate among the Atlantic Provinces Universities and Colleges and be decided upon by the Executive in response to bids to host by member institutions.
SECTION III – Interchange
Interchange with the Atlantic Region School Counsellors shall be held every year.
SECTION IV – Executive Meetings
The Executive Committee shall meet at least twice a year and more frequently as required. Conferences and/or interest-focused workshops may be held either in conjunction with or independent of general meetings with the following exception: A conference and/or workshop will be held biannually in conjunction with a general meeting as an absolute minimum.
ARTICLE III – TERM OF OFFICE AND DUTIES OF OFFICERS
SECTION I – Nominations
Nominations for each election as officers of the Association shall be made at each general meeting, a majority of those present and voting being necessary to elect.
SECTION II – President
The President shall:
a. preside at all meetings of the Association at which she/he is present;
b. act as Chair of the Executive Committee;
c. be in full charge of the operations as well as responsible for the supervision of all assigned and delegated duties.
SECTION III – Vice-President
The First Vice-President shall:
a. be the chief assistant to the President;
b. normally become President following the end of a term as First Vice-President;
c. become President should that office becomes vacant (in that circumstance shall be eligible for full term as President in the period upon succession to Presidency);
d. be responsible for the development of a resource file on workshops, seminars and related activities of a professional nature;
e. arrange for such development activities to be available to the membership;
f. represent the executive on the planning committee for the biennial conference.
SECTION IV – The RAMC representative
The RAMC representative shall:
a. provide liaison between the Association and RAMC
b. represent the Executive on the Interchange planning committee
c. provide reports of the activities of RAMC to the Association
SECTION V – Secretary
The Secretary shall:
a. keep the Minutes of the Association meetings and the minutes of the meetings of the Executive Committee;
b. be responsible for all general membership mailings;
c. be responsible for Association Archives during term of office;
d. be responsible for the promotion of the website
SECTION VI – Treasurer
The Treasurer shall:
a. keep an accurate list of members of the Association;
b. bear sole responsibility for membership records and membership reports;
c. report changes in the membership list to the Executive Committee;
d. secure the approval of the president on all bills before payment;
e. organize and operate such “pooled expense” arrangements as may be authorized by the Executive Committee;
f. prepare a two year budget for presentation at the Biennial General meeting;
g. prepare and present financial statements to the Executive at each of its meetings.
SECTION VI – Past President
The Past President shall:
a. assist in the planning of programs;
b. chair the Nominating Committee for each general meeting;
c. be responsible for receiving applications for new members;
d. make recommendations to the Executive for membership.
SECTION VII – ARUCC Representative
The Atlantic Representative to ARUCC shall:
a. attend the meetings of the ARUCC Executive;
b. represent the interests of the Association to the ARUCC Executive;
c. prepare written reports of the activities of the Association and its members for presentation to the ARUCC Executive with copies to the Secretary;
d. provide reports of the activities of ARUCC to the Association and the membership;
e. provide liason between the Association and ARUCC .
SECTION VIII – Terms of Office
Elected officers shall be elected at the general meeting of the Association for a two year term. They shall hold office from the adjournment of the general meeting at which they are elected until the adjournment of the general meeting at which their successors are elected. Officers are eligible for re-election.
SECTION IX – Executive Vacancy
The Executive Committee shall have authority between general meetings to fill any vacancy not otherwise provided for.
ARTICLE IV – COMMITTEES
SECTION I – Ad Hoc
Ad Hoc committees may be appointed by the President with the approval of the Executive Committee.
SECTION II – Ex-officio
The President or delegate thereof shall be ex-officio, a member of all committees.
SECTION III – Recruitment and Admissions Managers Committee (RAMC)
Each member institution is eligible to appoint one member to the RAMC
The RAMC, consisting of Recruitment and Admissions Managers, shall:
a. take responsibility for coordinating joint recruitment initiatives of member institutions;
b. actively seek new opportunities to promote and advance the greater cause of Atlantic post-secondary education in all markets;
c. serve as a forum for communication amongst Recruitment and Admissions Managers, observing a model similar to AARAO itself;
d. appoint a Maritime Provinces Lead to chair the Maritime Provinces Liaison Committee;
e. appoint a Domestic Lead to coordinate collective recruitment activities in areas of Canada outside the Maritime Provinces.
ARTICLE V – AMENDMENTS
These By-Laws may be amended at any annual meeting by a two-thirds vote of the members present and voting. One month’s notice of motion shall be required except where all of the members present and voting agree to accept the motion from the floor.
ARTICLE VI – EXPENSE GUIDELINES
The executive shall use the following as its guidelines for expenses:
- full expenses of up to two meetings per annum;
- meetings shall be held in locations most appropriate to all resulting in minimum cost to the association;
- travel costs shall be by the most economical route not to exceed cost of regular return airfare and minimum accommodation charge regardless of mode of travel;
- wherever possible, accommodations will be booked at discount/minimum rate for suitable accommodations;
- cost of meals and gratuity may be charged as appropriate. Meal charges would be for food stuffs only;
- Mileage rate ($/km) for AARAO travel shall be set by the Executive on an annual basis or total rental costs, whichever is less;
- Executive members combining institutional travel with AARAO meetings shall charge AARAO for direct costs only and for no more than 50 percent of total travel costs;
- Executive members shall take advantage of airfare seat sales, etc. only when total cost of additional accommodations, meals and seat sale is less than corresponding cost of regular airfare and accompanying accommodation and meals;
- receipts shall be submitted for: air or ground transportation, car rental, accommodations, meals (in lieu of receipts for meals, maximum $40.00 day). Speedometer start and finish shall be submitted for those claiming km rate;
- the Association shall not pay the expenses of the Executive to attend the annual regional conference nor the expenses of the President to attend the national conference.
- The Executive is authorized to make expenditures for the purposes of furthering the objects of
the Association. The Executive shall not expend more than $10,000.00 on any expenditure without the approval of the Members at the Biennial General Meeting, except in emergency situations which will have to be approved by the President.