Constitution and Bylaws

CONSTITUTION

ARTICLE I NAME

The organization shall be called the Alberta Student Awards Personnel Association (ASAPA), hereinafter referred to as the Association.

ARTICLE II PURPOSE

The purpose of the Association is to create and sustain a supportive environment in which our members can communicate, learn, and advocate for improvements to student financial assistance programs for learners in Alberta’s public and not-for-profit post-secondary institutions, hereinafter referred to as learners.

ARTICLE III OBJECTIVES

The objectives of the Association shall be:

  1. To promote and engage our members in professional and educational development opportunities.
  2. To foster communication among our members with respect to the delivery of institutional award and student financial assistance programs.
  3. To liaise with appropriate Government of Alberta ministries and respective departmental staff, student loan service providers, agencies, councils, and other organizations engaged in the delivery of student financial assistance and support programs for learners.
  4. To take an organized and thoughtful approach to advocacy for improving government policies and programs with respect to student financial assistance, as they affect the wellbeing of learners.

BY-LAWS

ARTICLE IV MEMBERSHIP

  1. Membership in the Association shall be limited to those interested in furthering the objectives of the Association and shall consist of those whose applications for membership have received approval from the Treasurer, acting on delegated authority from the Executive Committee.
  2. Any member can withdraw from the Association by submitting a written withdrawal request to the Treasurer.
  3. Full Membership is transferable within the post-secondary institution. Other categories of membership are not transferable.
  4. Membership categories include:

a) Full Member

i. The Full Member category shall be open to individuals from public or private not for-profit post-secondary institutions in the area of student financial aid and awards.
ii. Each post-secondary institution may send any number of members to duly constituted meetings of the Association; however, only one member per institution may vote at these meetings.

b) Associate Member

i. The Associate Member category shall be open to:

  • individuals from public or private not-for-profit post-secondary institutions not directly involved in student financial aid and awards;
  • individuals from organizations or associations who, by virtue of their functions or interest, share the aims of the Association; or
  • individuals from private for-profit post-secondary institutions who are directly involved in student financial aid and awards.

ii. Associates may attend duly constituted meetings of the Association, participate in debate and serve on Association committees, but may not vote, nominate or hold office.

c) Corporate/Government Member

i. The Corporate/Government Member category shall be open to:

  • individuals from government who, by virtue of their functions or interest, share the aims of the Association; or
  • corporations and for-profit organizations who provide products and/or services in the area of student financial aid and awards and who share the aims of the Association.

ii. Corporate/Government members may attend duly constituted meetings of the Association but may not participate in debate, vote, nominate or hold office.

d) Life Member

iii. Members who have retired from their positions at Alberta post-secondary institutions in financial aid and awards may be granted life membership. Such membership shall be granted to an individual by approval of the Executive Committee.
iv. Life members may attend duly constituted meetings of the Association and may participate in debate, but may not vote, nominate or hold office.

e) Student Member

i. The Student Member category shall be open to students enrolled at a post-secondary institution,  who by virtue of their function or interest, share the aims of the Association; 

ii. Student members may attend duly constituted meetings of the Association, participate in debate and serve on Association committees, but may not vote, nominate or hold office.

ARTICLE V OFFICERS AND TERMS OF OFFICE

  • Officers of the Association shall include:
    • A president
    • A vice president, executive
    • A vice-president, foundational learning programs
    • A secretary
    • A treasurer
    • A past president
    • A member-at–large
  • Election of Officers will be held at the Annual Meeting with newly elected officers assuming office on January 1st of the succeeding calendar year.
  • Terms of Office shall be one year in duration, unless otherwise specified. Officers are eligible to serve six (6) consecutive terms on the Executive Committee.
  • Officers shall be subject to removal by resolution the Association at any time. The resolution shall be affirmed by two-thirds (2/3) of the ‘voting’ members present.
  • There shall be no remuneration for Officers.
  • Signing authority rests with two of the President, Treasurer and an Association Officer as decided by the Executive Committee immediately following the changeover in office.

ARTICLE VI EXECUTIVE COMMITTEE

  • The Executive Committee of the Association shall consist of the President, the Vice- President, Executive, the Vice-President, Foundational Learning Programs, the Secretary, the Treasurer, the Past President and the Member-at-Large.
  • The Executive Committee shall have the authority to manage the business and financial affairs of the Association.

ARTICLE VII COMMITTEES

  • A Nominating Committee shall be appointed by the Executive Committee, chaired by the Past President, and consisting of two other members of the Association who are not currently members of the Executive Committee. The Nominating Committee shall present a slate of officers for election at the Association’s Annual Meeting.
  • Standing committees may be established by the Association at any duly constituted meeting.
  • Ad-hoc committees may be established from time to time by the Executive Committee at any duly constituted meeting. Ad-hoc committees must have a clearly stated Terms of Reference, including the committee’s membership, expected outcome, term of the committee, and budget, if necessary.

ARTICLE VIII DUTIES OF OFFICERS

PRESIDENT

a) Coordinate the activities of the Association.
b) Preside at all meetings of the Association.
c) Act as the official spokesperson for the Association, except as otherwise determined.
d) Prepare agendas for Executive Committee meetings.
e) Prepare agendas for Association meetings in consultation with Officers and Chairpersons of committees, as appropriate.

VICE- PRESIDENT, EXE​CUTIVE

a) Assume the responsibilities of the president, in the president’s absence.
b) With the approval of the President, represent the Association on external organizations, committees, task forces, and the like.
c) Assume overall responsibility for internal communications.
d) Fulfill duties as assigned by the Executive Committee.

VICE-PRESIDENT, FOUNDATIONAL LEARNING PROGRAMS

a) Act as the official liaison between the Association and Student Aid Alberta, Foundational Learning Supports departmental staff.
b) Manage the communication with members.
c) Arrange for presenters and speakers related to Foundational Learning programs and services for the ASSC in consultation with the Member-at-Large.
d) With the approval of the Executive Committee, represent the Association on external organizations, committees, task forces, and the like.
e) Fulfill duties as assigned by the Executive Committee.

SECRETARY

a) Circulate agendas for Association and Executive Committee meetings
b) Circulate official notices and communications as prescribed herein.
c) Record minutes of Association and Executive Committee meetings and distribute as soon as possible after each meeting, but no later than thirty (30) days.
d) Be responsible for the maintenance of the Association’s official books of record. The Secretary shall also be charged with their safekeeping. The books of record shall
include minutes and resolutions/motions of all Association and Executive Committee meetings, the official copy of the Association’s Constitution and By-Laws and
historical copies of Association briefs and presentations, official membership lists, and financial records.
e) With the approval of the Executive Committee, represent the Association on external organizations, committees, task forces, and the like.
f) Fulfill duties as assigned by the Executive Committee.

TREASURER

a) Be responsible for all financial transactions and maintenance of the Association’s financial records, including annual budgets and yearly financial statements.
b) Prepare the Association’s annual budget for the Executive Committee.
c) Maintain the Association’s membership records.
d) Manage the Association’s electronic list-serves and website.
e) With the approval of the Executive Committee, represent the Association on external organizations, committees, task forces, and the like.
f) Fulfill duties as assigned by the Executive Committee.

MEMBER-AT-LARGE

a) Act as the official liaison between the Association and the Provincial Planning Committee of the Alberta Student Services Conference (ASSC).
b) Coordinate the ASAPA program, including the logistics and arranging for presenters and speakers, except as otherwise stated herein.
c) With the approval of the Executive Committee, represent the Association on external organizations, committees, task forces, and the like.
d) Fulfill duties as assigned by the Executive Committee.

PAST-PRESIDENT

a) Chair the Nominating Committee
b) With the approval of the Executive Committee, represent the Association on external organizations, committees, task forces, and the like.
c) Fulfill duties as assigned by the Executive Committee.

ARTICLE IX MEETINGS

ANNUAL MEETINGS

  • An Annual Meeting shall be held normally before November 30th of each year and, if possible, in conjunction with government-sponsored training or other professional development opportunities, at which time:
    • i. Officers shall be elected.
    • ii. The previous Annual Meeting minutes shall be approved.
    • iii. The previous fiscal year’s financial statements shall be reviewed and received.
    • iv. The annual budget shall be considered and approved.
    • v. The President’s and committee reports shall be considered.
  • An Annual Meeting shall be duly constituted if due notice of the meeting has been sent to all members and quorum has been established. For the purpose of Annual Meetings, quorum is defined as representation of one-third of the Association’s eligible ‘voting’ members, as outlined in Article IV, Section 4.a.ii.
  • The mailing of a Notice of Meeting by the Secretary in sufficient time to reach members thirty (30) days before the date of the meeting shall constitute due notice.
  • Mailing can be by surface or electronic mail. The Notice of Meeting will include a proposed agenda and appropriate supporting documentation.

SPECIAL MEETINGS

  • Special meetings of the Association shall be held:
    • i. upon resolution of the Executive Committee; or
    • ii. upon receipt of a formal written request for such a meeting, signed by at least five eligible ‘voting’ members (as outline in Article IV, Section 4.a.ii) of the
    • Association. Formal requests should be directed to the President.
  • A Special Meeting shall be duly constituted if due notice of the meeting has been sent to all members and quorum has been established. For the purpose of Special
  • Meetings, quorum is defined as representation of one-third of the Association’s eligible ‘voting’ members, as outlined in Article IV, Section 4.a.ii.
  • The mailing of a Notice of Meeting by the Secretary in sufficient time to reach members thirty (30) days before the date of special meetings shall constitute due
  • notice. Mailing can be by surface or electronic mail. The Notice of Meeting shall include a proposed agenda and appropriate supporting documentation.

EXECUTIVE MEETINGS

  • Meetings of the Executive Committee shall be called by the President as often as required, but no less frequently than four (4) times each fiscal year. Meetings should
  • be held in conjunction with the Annual Meeting and the ASSC.
  • A meeting shall be called if a formal written request, signed by at least two Officers, is received by the President.
  • An Executive Committee meeting shall be duly constituted if due notice of the meeting has been sent to all members and quorum has been established. For the
  • purpose of Executive Committee meetings, quorum is defined as simple majority of the Association’s Officers.
  • Notice of Meetings, including time, place and proposed agenda, are to be mailed to Officers at least seven (7) days prior to the meeting. Mailing can be by surface or
  • electronic mail.
  • The Executive Committee may convene a meeting by teleconference provided that either a majority of the Officers consents to meeting by teleconference or meetings by teleconference have been approved by resolution passed by the Executive Committee at a duly constituted meeting of the Officers.
  • The Executive Committee may convene meetings by other electronic means that permits each Officer to communicate adequately with each other, provided that:
    • i. the Executive Committee has passed a resolution addressing the mechanics of holding such a meeting and dealing specifically with how security issues should be handled, the procedure for establishing quorum and recording votes;
    • ii. each Officer has equal access to the specific means of communication to be used;
    • iii. each Officer has consented in advance to meeting by electronic means using the specific means of communication proposed for the meeting.

CONDUCT OF MEETINGS

The conduct of meetings, unless decided otherwise by a majority of the members of a duly-constituted meeting, shall follow the procedures outlined following:
The procedures for all meetings shall be according to Robert’s Rule of Order.
Attendance of non-members at meetings shall be by invitation or by approval of the Executive Committee or members present. Non-members shall excuse themselves if the meeting moves in-camera by a two-thirds (2/3) majority vote of the members presents.

ARTICLE X VACANCIES

Should the position of President become vacant, the Vice-President, Executive shall assume the duties of the President for the balance of the term.

Should the position of any Officer, excluding the President, become vacant, the Executive Committee of the Association shall select another ‘eligible’ member of the Association to fill the vacant position within thirty (30) days of the occurrence of the vacancy. The President shall advise the membership of the name of this person within seven (7) days of the selection. In the case of the Past-President, the Executive Committee shall give preference to a member who has previously served in the role of President.

ARTICLE XI MEMBERSHIP FEES

Annual membership fees, as approved annually by a simple majority of the ‘voting’ members at a duly constituted meeting of the Association, shall be assessed to meet the cost of operating the Association.

ARTICLE XII AUDITOR

The members shall, at each Annual Meeting, appoint an auditor to audit the financial statements and accounts of the Association and report their findings to the members at the next Annual Meeting, at which time the appointment expires. The Executive Committee is authorized to fill any vacancy that may occur in the office of the auditor. The auditor’s remuneration shall be fixed by the Executive Committee. The auditor may not be a director, officer, or employee of the Association, or an affiliated Association, without the consent of all members.

ARTICLE XIII ADMENDMENTS TO THE CONSTITUTION AND BY-LAWS

The Association may, at a duly constituted meeting, by affirmative vote of two-thirds (2/3) of the ‘voting’ members (as outlined in Article IV, Section 4.a.ii) present, repeal or amend the constitution and by-laws, as is deemed necessary provided that a Notice of Motion is given to the membership at least thirty (30) days before the meeting of the Association at which the amendment is proposed.

Constitution Adopted: November 23, 2006; Constitution Revised: November 18, 2008; Constitution Revised:  October 5, 2016.