Bylaws

Preamble
Ontario College & University Sustainability Professionals is an organization of individuals
affiliated with Ontario colleges and universities who have a leadership role in or significant
responsibility for sustainability at their institutions.


Article I - Name
1.  The name of this organization shall be:
Ontario College & University Sustainability Professionals, hereinafter referred to as OCUSP.

2.  OCUSP is an unaffiliated body, but all members may be affiliated with any other organizations.

Article II - Purpose
1.  The objectives of OCUSP are fourfold:
a.   Networking;
b.  Sharing of ideas, best practices, benchmarking information, and sustainability performance
metrics;
c.   Recognition as the primary expert group on implementing sustainability at colleges and
universities in Ontario;
d.  Advocacy on behalf of selected campaign titles: collective action, policy position advocacy.

Article III – Membership
1.  Any person can request membership in OCUSP if they meet all of the following criteria:
a.   are directly or indirectly employed at a college or university in the province of Ontario;
b.  have a job description that specifies a leadership role in or significant responsibility for
sustainability.

2.  In order to become a member, membership must be requested by emailing the Director of
Membership.

3.  The Director of Membership will bring all membership requests to the Board for deliberation,
and will communicate the Board’s decision to the applicant via email in a timely fashion.

Article IV – Rights & Privileges
1.  All members of OCUSP in good fiscal standing shall be entitled to:
a.   attend regular and special meetings of OCUSP;
b.  submit agenda items for regular and special meetings;
c.   request and receive copies of any OCUSP publications, including but not limited to meeting
minutes and white papers;
d.  access to OCUSP web resources;
e.   bring motions in accordance with Article V;
f.   participate in the OCUSP listserv;
g.  nominate meeting guests.
h.  hold elected or appointed OCUSP positions;
i.   vote on motions in accordance with Article V.

2. A member’s abuse of these rights and privileges, including a failure to report a conflict of
interest, may lead to their suspension or revocation by the Board of Directors.

Article V – Decision Making
1.  OCUSP is not a governance body, nor does it speak for or recommend cross- board institutional
approaches.

2.  Decisions made by OCUSP are not binding on any institutions.

3.  Approval of all motions will be obtained by consensus, or failing that, a simple majority
agreement of the votes cast during the voting period.

4.  Motions may be brought at meetings or via email.

5.  Motions brought via email will have a voting period of one week.

6.  Quorum is set at one-third of the total number of votes in OCUSP.

7.  The adoption of or amendment to the Constitution of OCUSP shall require a two- thirds of the
total number of votes in OCUSP to pass.

Article VI – Board of Directors
1.  OCUSP has a five member board of directors:
a.   two co-chairs;
b.  director of finance;
c.  director of membership;
d.  director of communications.

2.  The co-chairs serve staggered two year terms from July 1 to June 30 of the corresponding years.
In instances where two co-chairs are selected at the same time, a coin toss will determine who
serves the one year term, unless one co- chair-elect offers to serve the one year term voluntarily.

3.  One co-chair must be from a college, and one co-chair must be from a university.

4.  The directors serve one year terms from July 1 to June 30.

5.  The sitting Director of Membership will issue a call for candidacy no less than six weeks prior
to the annual general meeting.

6.  Members wishing to hold a board position must announce their candidacy by submitting a
completed candidacy form to the Director of Membership no more than three weeks after the call for
candidacy.

7.  The Director of Membership will circulate a list of candidates to the general membership no
more than four weeks after the call for candidacy.

8.  The Director of Membership will circulate an official ballot to the general membership no more
than five weeks after the call for candidacy.

9.  The voting period is one week following the circulation of the official ballot.

10. All voting members have the right to cast one vote (electronically) for each contested
position, which is submitted to the chief returning officer.

11. The chief returning officer is appointed by the Board, and cannot be a candidate for any
positions.

12. The candidate with the most votes for each contested position will be granted that position.

13. Uncontested positions will be acclaimed to the sole candidate.

14. Ties will be broken by a vote by the sitting Board of Directors.

15. In the event that a member of the Board is no longer able to fulfill their responsibilities:
a.   the member in question will notify the Co-Chairs;
b.  the Director of Membership will issue a call for candidacy within a month of notice being
given;
c.   a by-election will be implemented as per the same schedule following a call for candidacy
outlined in sections 6 through 15 above;
d.  the new Board member will fill the position in question until the next regular election cycle
is initiated.

16. Rights & Responsibilities of the Board of Directors
a.   Co-Chairs:
      i.  represent OCUSP externally
      ii.  assist directors with the completion of their tasksb.  Director of Finance
      i.  maintain OCUSP’s financial records
      ii.  document the receipt of dues from members
      iii.  approve financial transactions, e.g. payment for conference services
      iv.  present an annual financial report at the annual general meeting
c.   Director of Membership
      i.  assess and respond to membership requests
      ii.  maintain the OCUSP official membership list
      iii.  collect dues from members and deliver them to the director of finance
      iv.  coordinate with the OCUSP listserv administrator
      v.  channel feedback from members on emerging issues to the Board for deliberation
      vi.  facilitate elections
d.  Director of Communications
      i.  in consultation with the membership, facilitate the creation and implementation of a
          communications strategy designed to develop and advance OCUSP’s identity
      ii.  oversee the production and distribution of internal and external written communication
           materials, including reports, news releases, letters, briefing notes, white papers, agendas,
           minutes, etc.
       iii.  communicate logistical information for events – e.g. the annual general meeting, etc. – to
             members

e.  Collectively:
      i.  select a location for the annual general meeting
      ii.  organize the annual general meeting
      iii.  set an agenda for the annual general meeting
      iv.  review and respond to membership requests
      v.   review and respond to nominations for non-member attendees at OCUSP meetings
      vi.  assign responsibility for the facilitation of new initiatives, services, and programs as they
            are created

Article VII - Meetings
1.  OCUSP shall hold an annual general meeting between May 1 and June 30 of each year.

2.  There will be no fees to attend any OCUSP meetings; meeting costs are covered by dues.

3.  OCUSP will not cover the cost of travel or accommodation incurred by members
to attend meetings.

4.  Members are allowed to bring guests from their institutions to OCUSP meetings, provided their
attendance is relevant to the agenda.

5.  Non-member individuals and organizations may be invited to attend meetings with the approval of
the Board of Directors.

Article VIII – Dues & Finances
1.  Dues – whose main purpose is to finance meeting costs, though may be directed towards other
items – are to be set and approved by the majority of the membership on an annual basis.

2.  Members must be in good financial standing with OCUSP in order to attend OCUSP meetings, hold board positions, or vote on motions, including elections.

3.  Members must pay their dues by September 1 of the fiscal year in order to be in good financial
standing.

4.  Members not in good financial standing may regain good financial standing – and the associated
privileges – at any time by paying their dues in full.

5.  The fiscal year runs from July 1 to June 30.