OVERVIEW OF PROCEDURES: OPERATING PRACTICIES
APPROVED by the Board of Directors: June 21, 2018
TO BE RATIFIED by the Membership: AGM in 2019
I OVERVIEW and LEGAL STATUS
The Masters of Health Administration Alumni Association (MHAAA) is a voluntary organization. While not a legal entity, its structure and accountability reflect those of a formal non-profit corporation, the details of which are outlined in the following Operating Principles. The Masters of Health Administration (MHA) Program and the MHAAA reside in the Telfer School of Management at the University of Ottawa, in Ottawa, Ontario, Canada. The MHAAA’s role and priorities will evolve, and will reflect the focus of both the Program and the School. As a non-legal entity, the MHAAA needs to confirm with Telfer School of Management regarding entering into formal contracts.
II PURPOSE and RESPONSIBILITIES
In general, the MHAAA contributes to building and sustaining a community of alumni of the MHA Program at the Telfer School of Management, and to promoting engagement amongst members and their support for the Program. Specifically, the MHAAA:
- provides networking opportunities, both professional and social
- acknowledges outstanding contributions and accomplishments
- develops and supports professional development opportunities
III MEMBERSHIP: ELIGIBILITY, VOTING, FEES and COMMUNICATION
Membership, including voting privileges and the right to be elected to the Board, is open to all graduates of the MHA Program at the Telfer School of Management. Students, and supporters of the Program are encouraged and welcomed to participate. There is no membership fee. Board meetings are open to members upon approval from the President or their delegate. Any member may raise an issue for Board discussion and consideration by writing to or emailing the President.
IV BOARD of DIRECTORS: ROLES and RESPONSIBILITIES
The Board is structured: a) to facilitate accountability to alumni; b) to engage Directors; and c) to sponsor activities that address MHAAA responsibilities. Committees may be mandated to carry out specific tasks. In addition, Directors have key roles and core responsibilities (outlined below) to which additional tasks may be assigned.
* Corporate Files: The Communications Lead will oversee the Corporate Files, ensuring each Director and Chair updates the on-line files on annual activities.
* Shared Positions: Directors may hold more than one position
Executive Committee (all Directors have voting rights) * Members may allocate responsibilities amongst themselves as needed.
- President: represents/oversees MHAAA, chairs meetings, ex-officio member of all committees,
- Vice-President: replaces the President
- Treasurer: oversees all financial issues and the budget, keeps financial records
- Secretary: ensures agenda is distributed in advance and that minutes are taken (using a standard template for ease and efficiency)
- Communications Director: updates Website; oversees and grants/removes access to on-line Corporate Files by Directors, ensuring annual updates
- Past-President: duties as required
Members at Large (all Directors have Voting Rights)
- Awards and Recognition Co-Directors: oversee MHAAA sponsored Awards
- Director: Representative to Telfer Council of Alumni Associations
- Director: Professional Development Committee /linking to MHA Program
- Director: AGM Committee (facilitates AGM/networking event)
- Directors: to a maximum of 3 to provide input and committee membership
- Director of the Program
- Executive(s) in Residence
- MHA Student Association (up to 2)
- Canadian College of Health Leaders, Eastern Ontario Chapter
- Other organizational representatives as approved by the Board
V BOARD of DIRECTORS
- Meetings: The Board shall have at least 4 meetings a year, in person or via technology. Notice and agenda will be provided in advance by the Secretary.
- Quorum: 4 voting members, 1 of whom is an Executive, constitute a quorum.
- Vacancies: The Board may approve an eligible member to a fill vacancy on the Board, with the new member taking on the term of that position. This new director will be ratified at the next annual or special general meeting.
- Terms: Directors will have an initial term of 2 years, after which renewal is annual. Terms formally begin with each AGM.
- Duties: If a Director is not able or willing to fulfill their duties, the Board may replace them with a 2/3s vote.
- Nominations: A slate of Board members shall be presented to the membership at the Annual General Meeting for ratification. Those wishing to be considered for a role on the Board shall contact the President or their delegate.
- Voting: Unless otherwise noted, decisions are carried by a majority vote with the President casting the deciding vote in a tie.
- Signing Officers: Two of three signatures are required on cheques and related documents. The signing officers are: President; Treasurer; and one other Director.
- Financial Year: The financial year shall terminate on December 31st of each year.
- Remuneration: Members of the Board will discharge their duties without remuneration, but may be reimbursed for expenses justly incurred in the course of their function for the business of the Association.
VI ANNUAL (or SPECIAL) GENERAL MEETINGS
- Purpose: A general meeting of members shall take place within 15 months of the previous meeting, and shall, at a minimum: a) report on the activities of the Association; b) provide a financial statement of revenue and expenses; and c) elect the Board.
- Notice: Notices of annual or special general meetings shall, at a minimum, be posted on the MHAAA Web site and /or through communications from the Telfer School of Management, at least 21 days in advance of the meeting, stating the date, time, location and purpose.
- Quorum: Ten members, including at least 2 Directors of the Board, present at the annual general meeting or at any special general meeting shall constitute a quorum.
- Voting: The President or their delegate shall preside at all meetings. Decisions shall be made by a majority vote of members.