CSCO By-Laws
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BY-LAWS
Catholic School Chaplains of Ontario
As Approved by the Annual General Meeting of CSCO
Thursday, January 23, 2003
ARTICLE 1: BY-LAWS
These are the By-laws of the Catholic School Chaplains of Ontario, hereinafter referred to as either CSCO or the Organization.
The constitution of CSCO shall be supported by such By-laws as may from time to time be enacted, modified or deleted by the Organization.
In these By-laws, the title "Chaplain" or "School Chaplain" refers to a theologically educated and pastorally trained person who is employed to provide a program of pastoral ministry to the students and staff of a Catholic school. Chaplains (School Chaplains) may be lay people, women and men religious, deacons or priests.
ARTICLE 2: MEMBERSHIP
Section 1: Regular Members:
1. The regular members of CSCO shall be individuals who are employed on a regular basis, full or part-time, as Chaplains in Ontario Catholic schools.
2. To be a regular member in good standing requires the payment of the annual membership fee.
3. Regular members are entitled to vote at general meetings and to hold office in the Organization.
Section 2: Associate Members:
1. Associate members of CSCO may be any individuals interested in CSCO who do not meet the criteria for membership.
2. To be an associate member requires the payment of the annual membership fee.
3. Associate members are neither entitled to vote at general meetings nor to hold office in the Organization.
Section 3: Honorary Members:
1. The Executive Committee of CSCO may confer honorary memberships on those who have made an outstanding contribution to the Organization.
2. An honorary member shall neither vote nor hold office in the Organization.
Section 4: Fees
1. The fees for regular and associate membership shall be paid to the Treasurer, with rates set by the membership at the General Meeting.
2. Membership is on an annual basis, from January 1 to December 31. [As amended 1/25/96.]
ARTICLE 3: ORGANIZATION
A. The Organization shall consist of:
1. The Executive Officers (President, Vice-President, Secretary, Treasurer, Immediate Past -President, Communications Coordinator)
2. [Article on Regional Councillors deleted 1/21/99]
3. The Membership.
B. The Executive Committee of CSCO shall consist of:
1) President
2) Vice-President
3) Secretary
4) Treasurer
5) Immediate Past-President
6) Communications Coordinator [As amended January 25, 2007].
C. Elections:
1. The Executive Committee is to be elected at the General Meeting.
2. The order of election shall be President, Vice-President, Secretary, Treasurer, [As amended 1/21/99], Communications Coordinator [As amended January 25, 2007].
3. A member nominated and not elected to an office will be eligible to stand for a subsequent office.
D. Terms of Office:
1. The term of office for members of the Executive shall be for two years, commencing on June 1st following the General Meeting, excepting the President of the first Executive. His/Her first term would be for one year. From then on, his/her term would be as the others, namely, for two years.
2. Officers of the Executive may be elected to the same office for a maximum of two consecutive terms.
3. If an office becomes vacant for any reason, the Executive is empowered to appoint a person (i.e. a regular member in good standing with CSCO), until the next General Meeting.
4. Nominations for election will be accepted by the President from the members of the Organization prior to the General Meeting and from the floor of the General Meeting.
5. The voting procedures for the election of officers will be by secret ballot. The Executive shall appoint two scrutineers, who are not candidates, to tally the ballots and the person receiving the highest number of votes will be declared elected.
E. Duties of the Executive:
1. The Executive shall carry on the business of the Organization between meetings, subject to subsequent ratification by the Organization.
2. Interviews and communication with all other organizations on issues related to the aims and objectives of CSCO shall be through and with the consent of the Executive.
3. Committees to address topical issues or concerns shall be established with consent of the Executive.
4. The Executive must be represented on any existing committee. This will be accomplished as follows:
i. The Executive shall appoint one of its members to serve on each committee as liaison with the Executive;
ii. The President of CSCO shall be ex officio a member of every committee. [As amended 1/21/99.]
5. The Executive shall communicate to the members any business arising between general meetings.
6. The Executive shall appoint an independent third party to review the financial statements prepared by the Treasurer. [Moved from Section 3, I. , 1/23/03]
7. Should there exist irreconcilable irregularities, the third party may recommend and the Executive is empowered to authorize a formal audit by a licensed accountant to establish the financial position of the Organization. [Moved from Section 3, I., 1/23/03]
8. A member of the Executive shall act as advocate on behalf of a chaplain when support is needed.
F. Duties of the President:
1. The President shall call and preside at all meetings of the Organization and the Executive.
2. The President shall see that all orders and resolutions of the Organization and the Executive are carried out.
3. The President shall act as a representative and spokesperson for the Organization in all official matters.
4. The President shall be ex officio a member of every committee of CSCO. [Amended 1/21/99.]
G. Duties of the Vice-President:
1. In the absence of, or at the request of the President, the Vice-President shall perform the duties and exercise the responsibilities of the President.
2. The Vice-President shall perform all other duties as decided by the Executive.
H. Duties of the Secretary:
1. The Secretary shall keep proper minutes of the meetings of the Organization and the Executive.
2. The Secretary will receive, answer, and keep all correspondence.
I. Duties of the Treasurer:
1. The Treasurer shall collect fees.
2. The Treasurer shall keep a register of the membership.
J. [Section on Duties of Regional Councillors deleted 1/21/99.]
K. Duties of the Past-President:
1. The Past-President shall perform duties as directed by the Executive in conference.
L. Duties of the Communications Coordinator
1.The Communications Coordinator shall be responsible for the maintenance of the CSCO website and coordinate communication among the members.
M. Meetings:
1. The Executive shall meet at least four times a year. [As amended 1/21/99.]
2. The General Meeting shall be held at a place and time determined by the Executive.
3. At least ten days notice must be given for all meetings. In the case of General Meetings, this notice must include an announcement of any proposed changes to the By-laws of CSCO or of CSCO elections that are to be held. [As amended 1/21/99.] Thirty days notice must be given for proposed changes to the Constitution of CSCO.
4. The President must call a General Meeting of the Organization upon written request of 51% of the membership.
5. The President must call a special meeting of the Executive at the written request of three officers of the Executive.
6. A quorum of a majority of the members of the Executive is required.
N. Voting:
1. [Deleted 1/16/02.]
2. To pass a resolution, the approval of a simple majority (51%) of the members present at the General Meeting is necessary. Only members in good standing may vote.
3. The Officers of the Executive are voted for at the General Meeting.
4. The agenda of the General Meeting shall be as follows:
a) Opening exercises
b) (Reading) Adoption of the minutes from the previous meeting
c) Business arising from the previous meeting
d) Reports of committees and officers
e) Treasurer's report
f) Auditor's report
g) Correspondence
h) Petitions
i) New Business - motions and notice of motions
j) Nominations and elections
k) Acknowledgment of the new Executive
l) Notice of Adjournment
O. Committees: [As amended 1/21//99.]
1. Special committees to study and report on specific issues or to carry out specific tasks or duties for CSCO shall be formed when the need is determined by the Organization and with the approval of the Executive.
2. The mandate and duties of such committees shall be assigned by the Executive. These committees shall function as sub-committees of the Executive, and shall report to the Executive.
ARTICLE 4: AMENDMENTS TO THE CONSTITUTION OR BY-LAWS:
1. The CSCO Constitution may be amended as follows:
a) Proposed amendments to the CSCO Constitution must be submitted to the CSCO Executive not later than 90 days prior to the annual general meeting. The Executive shall send the proposed amendments to the membership at least 30 days before the annual general meeting.
b) An amendment to the Constitution requires a seventy-five percent majority vote of the voting members present and voting at the annual general meeting and qualified to vote thereat.
2. The By-laws of CSCO may be amended as follows:
a) Proposed amendments to the CSCO By-laws must be submitted to the CSCO Executive not later than 90 days prior to the annual general meeting. The Executive shall send the proposed amendments to the membership at least 30 days before the annual general meeting.
b) An amendment to the By-laws requires a simple majority vote (51%) of the voting members present and voting at the annual general meeting and qualified to vote thereat.