The OPERA Constitution

Ottawa Public Education Retirees' Association

I Aims and Objectives

The Association exists:

a) to promote and maintain contact with the Ottawa-Carleton District School Board, b) to promote its members' life-long learning,
c) to provide camaraderie through social, recreation and educational activities,
d) to provide and maintain communication system(s) for members.

II Membership

a) Full Membership - Retired employees of the OBE, CBE and the OCDSB may be voting members of the Retirees' Association on payment of the annual fee.
b) Associate Membership - Associate members are non-voting participants in OPERA. They are:

i) the partner of members, and
ii) retired employees of another school district who have applied for membership and paid the annual fee.

c) Associate Member Limitations

i) except for participation in Association committees, as described in clauses iii) and iv) below, Associate members are non-voting members of the Association,
ii) Associate members may not be members of the Executive,
iii) Associate members may be voting members of Association committees,
iv) the number of Associate members on any Association committee shall not constitute a majority of the committee.

III Annual General Meeting

The AGM shall occur each year on or before the first Thursday of June. Annual reports shall be presented by the President. Treasurer, Secretary, Social Committee Co-chairpersons, and the Nomination Committee Chair. Reports from other members of the Executive may be presented. The election of officers for the ensuing year shall take place.

IV Business Year

a) The Association's 'Activity Year' and 'Financial Year' shall be from July 1 to June 30 in the following year.
b) An annual financial report shall be presented to the membership at the Annual General Meeting and shall cover the period between AGMs.
c) The OPERA Executive shall hold office from July 1 to June 30 in the following year.

V The Executive

The executive shall consist of:

The President
The Vice President
The Secretary
The Treasurer
The Registrar
The House Convenor
The Chair of OPERA Online
Two Social Committee Co-chairpersons
The Communications Manager
The Past President

VI Decisions of the Executive

a) A quorum of the executive shall be fifty percent of those members elected to executive office at the AGM.
b) A simple majority of executive members present shall carry a motion.
c) The president shall not vote, but in the event of a tie, shall cast a deciding vote.
d) A motion may be tabled for reconsideration at the following executive meeting.
e) Expenses over-budget must be approved by the Executive.
f) A question of procedure at an executive meeting or a general meeting shall be resolved in accordance with Robert's Rules of Order.

VII Duties of the Executive

The Executive shall:

a) meet at least five times a year,
b) hold their meetings in August, October, December, February and April,
c) meet at the call of the President, or by the agreement of fifty percent of the elected members of executive,
d) supervise and be responsible for the management of the Association,
e) be responsible for the finances of the Association,
f) propose the annual membership fee,
g) establish ad hoc committees as necessary,
h) report to the membership in a timely manner:

i)  events which have been Association sponsored,
ii) upcoming events/activities,

i) appoint a member to finish the term of an executive member who is unable to complete his/her term of office.

VIII The Duties of the President

The President shall:

a) preside over the meeting of the executive, and at all general meetings of the association,
b) be a signing officer of the association,
c) serve as an ex-officio member of all committees,
d) represent the association at functions as required,
e) be principal contact between OPERA and any other organization,
f) be responsible for booking the facilities used by OPERA.

IX The Duties of the Vice-President

The Vice-president shall:

a) attend the meetings of the executive,
b) be a signing officer of the association,
c) perform such duties as assigned by the President,
d) perform the duties of the President in his/her absence.

X The Duties of the Secretary

The Secretary shall:

a) attend the meetings of the executive,
b) record the minutes of all general meetings and meetings of the executive, and keep an accurate file of the year's minutes,
c) distribute the executive minutes to the executive two weeks before the next meeting,
d) circulate a report of the AGM to all members with the August newsletter,
e) present the minutes of the previous Annual General Meeting at the next year's AGM,
f) file the minutes of each executive and general meeting in the association's filing cabinet,
g) perform, other duties as determined by the executive and the President.

XI The Duties of the Treasurer

The Treasurer shall:

a) attend the meetings of the executive,
b) be a signing officer of the association,
c) prepare a draft budget for the August executive meeting for revision and acceptance,
d) receive all moneys due, and deposit them into the association's bank account,
e) pay all bills and disbursements by cheque,
f) keep an accurate and timely record of the association's financial status,
g) present a financial report to each executive meeting,
h) prepare and present a Statement of Receipts and Expenditures for the year to the AGM,
i) with the House Convenor, maintain an up-to-date inventory of OPERA property.

XII - The Duties of the Registrar

The Registrar shall:

a) maintain an accurate, up-to-date record of all memberships and membership fees collected for OPERA and OPERA online,
b) provide members of the executive with membership information on a timely basis,
c) organize and administer the process of membership renewal,
d) in co-operation with the Treasurer, ensure the safe and timely deposit of membership fees,
e) provide membership information and data as needed to the editor of the Newsletter and to the OPERA online and membership committees,
f) create comprehensive electronic records that can be used to generate needed files and records (i.e. mailing lists and/or labels).

Xlli The Duties of the Social Committee Co-Chairpersons

The Social Committee Co-chairpersons shall:

a) attend the meetings of the executive,
b) establish a committee of at least four members,
c) prepare and present to the August executive meeting a draft programme of activities for the coming year,
d) ensure that each activity has a convenor whose role is to organize and operate it,
e) support the convenors in any way necessary,
f) prepare and present an annual report to the AGM.

XIV The Duties of The Communications Manager

The Communications Manager shall:

a) attend the meetings of the Executive
b) ensure the production of electronic, written or telephone communication for OPERA members, which will inform them of planned activities and other Association news in a timely manner.
c) ensure the distribution of all communications to current members of OPERA as necessary.

XV The Duties of the Chairperson of OPERA Online:

The Chairperson of OPERA Online shall:

a) attend meetings of the executive
b) establish a committee of at least four members, including the chairperson, to ensure the proper and efficient functioning of OPERA Online
c) call meetings of the committee from time-to-time during the year and when requested by two or more members of the committee
d) prepare and present an annual budget to the Treasurer of OPERA to assist the Treasurer in the development of OPERA's annual budget
e) prepare and present a report an annual report to the AGM

XVI The Duties of the House Convenor

The House Convenor shall:

a) attend the meetings of the executive,
b) co-ordinate the housekeeping of the retirees' room,
c) maintain a roster of hosts for the scheduled drop-in,
d) maintain a supply of consumable goods as needed,
e) ensure that the property of the Association is in good repair,
f) with the Treasurer, maintain an up-to-date inventory of OPERA property,
g) report to the executive any deficiencies in the inventory.

XVII The Duties of the Past-president

The Past President shall:

a) attend the meetings of the executive,
b) provide support and guidance to the incumbent President,
c) chair the Nominating Committee and

i) present its report to the executive three weeks before the AGM
ii) present the slate to the membership at the AGM,

d) appoint scrutineers and conduct he election of officers.

XVIII Amendments to the Constitution

An amendment shall be proposed and seconded by at least two voting members. The amendment shall be presented in writing to the executive by the end of January. It shall be presented to the membership with the April Newsletter. The amendment shall pass by a simple majority of voting members in attendance at the AGM.