BY-LAWS No. II (amended 16 May, 2012 by Executive, FFA, Family and Children’s Services of Guelph and WellingtonCounty).
Definition of names:
a) The full and correct name of the Association shall be the Foster Family Association of the Children’s Aid Society of Guelph and WellingtonCounty.
b) The name “Foster Family Association” or the initials FFA shall be recognized as the shortened forms of the full and correct name.
1. To establish, maintain and promote among the members of the association and other individuals and organizations, best practices, community, encouragement, co-operation and education in developing fostering skills and services which are in the best interest of children.
2. To promote best practices and a productive working relationship with the F&CS, its staff, Board of Directors, and the Foster Parent Society of Ontario, and to carry out activities consistent with the Constitution and By-laws of the Family and Children’s Services of Guelph and Wellington County and the Child and Family Services Act.
3. The FFA of Wellington County shall maintain a paid up membership of the Foster Parent Society of Ontario. The President of the FFA shall liaise with the FPSO Regional Director.
4. The FFA of Wellington County shall maintain a paid up membership of the Legal Defence Fund.
These shall be the rules which are set out in Robert’s Rules of Parliamentary Procedure.
Voting Rights and Quorum:
1. a) The Chairperson of an Executive meeting shall not take sides as to a final decision and will not have the right to vote, unless there has been a tie, at which time, the Chairperson has the option of voting. If the Chairperson does not vote in favour of the motion, the motion is defeated.
b) All other members of the Executive will have the right to vote.
c) A quorum shall consist of a majority of the members of the Executive.
2. All Foster parents who are approved by Family and Children’s Services shall have the right to vote at the general meeting.
3. A majority of the members voting on any motion at an Executive or a general meeting must approve the same to carry the motion.
Membership and Termination of Membership:
1. Any persons approved as a foster family by Family and Children’s Services of Guelph and WellingtonCounty are automatically members.
2. If F&CS withdraws approval of any foster home, membership in the FFA will not be terminated until all appeals are exhausted.
3. Upon F&CS accepting the resignation of any foster parent, membership in the FFA is automatically terminated.
4. The Executive Director and President of the Board of Family and Children’s Services of Guelph and WellingtonCounty shall be ex officio members of the Association, but shall not be able to vote.
Responsibilities of Membership:
1. No member of the Foster Family Association shall publish or cause to be published policies or statements that are said to reflect Foster Family Association policies without the consent of the Foster Family Association Executive and/or the F&CS Staff Liaison person.
2. All members shall maintain in strictest confidence all personal information which is shared among members.
Fiscal year and meetings:
1. The fiscal year shall begin April 1st and end March 31st of each year and shall coincide with that of the F&CS of Guelph and Wellington County.
2. The Annual Meeting of the Foster Family Association shall be held during the month of May.
3. Minutes must be kept of all meetings. Minutes will contain all business, titles of discussion and decisions.
4. General membership shall receive adequate notice, prior to general meetings. Emergency general membership meetings may be called at any time when deemed necessary by a majority of the Executive.
5. Notification of the Annual Meeting shall be given to the members of the Foster Family Association one month prior to the meeting.
6. The Executive committee will meet at least 6 times per year.
Election of Officers:
Elections shall be held at the Annual Meeting. The newly elected officers shall officially take office on the adjournment of the meeting at which they are elected.
- Officers shall be elected to serve a three-year term.
- Any member of the Executive who wishes to resign must give written notice as far in advance as possible.
- Upon any office being vacated, a willing and capable member may be appointed to the vacant office at an Executive meeting, to complete the remainder of that term.
- No officer shall serve in the same capacity for more than three terms unless he/she was appointed to fill the remainder of a previous outgoing officers term.
- An outgoing officer may be elected to an office other than the one last held.
- The immediate past President shall continue as a voting member of the Executive for one year to advise on matters of policy.
Nomination for Executive Office:
1. Not less than sixty (60) days prior to the Annual Meeting of this Association, the Nominating Committee of this Association will meet.
2. The Chairperson of the Nominating Committee will be the Chairperson of elections at the Annual Meeting.
3. The Nominating Committee shall present at the Annual Meeting, the names of members of the Association standing for each vacancy on the slate of officers.
4. The Chairperson of elections shall then call for nominations from the floor.
5. The slate of officers presented by the nominating committee may contain the names of any members of the nominating committee for office.
6. Elections shall be by secret ballot.
7. Scrutineers shall be members of the assembly whose names do not appear on the ballot.
Duties of the Officers:
1. President – The President shall preside over meetings; shall be an ex officio member of committees and may attend as observer or resource person; shall co-ordinate the work of the FFA; shall plan agenda of meetings, with the help of the Secretary; shall speak on behalf of members on appropriate occasions; shall be responsible for conveying any foster parent concern to the Staff Liaison person in a discreet and confidential manner, and shall report in general terms to Executive meetings; shall act as one of the co-signers of any bank account opened by the FFA.
2. 1st Vice-President: – The 1st Vice-President shall assume all responsibilities of the President in the absence of the President; in the event of the resignation of the President, the 1st Vice-President will automatically become the President for the remainder of the President’s term, to be ratified at the next general meeting; shall assist the President in fulfilling Presidential responsibilities and may head as chairperson any committee or task force.
3. 2nd Vice-President – The 2nd Vice-President shall assist the President and 1st Vice-President, and may head as chairperson any committee or task force.
4. Secretary – The Secretary shall prepare and report all minutes of Executive and General Meetings; handle all correspondence and maintain files on correspondence, committee reports, the Constitution and Bylaws, minutes of Executive and General Meetings and keep a record of all unfinished business; shall help the President or Vice-President plan the agenda for business meetings.
5. Treasurer – The Treasurer shall have charge of the banking records of any account opened by the FFA and be co-signer of any such accounts; shall advise the Executive on budgeting; shall monitor spending of the FFA, and report any information from the Finance Manager pertaining to FFA.
1. Staff Liaison Person – The Staff Liaison person shall be an ex officio member of the FFA; should attend all Executive Meetings and shall be there to guide and assist the executive with regard to matters concerning the CAS and FFA; he/she shall have no vote.
2. Board of Directors Representative The Board Rep will be appointed by the FFA Executive for a one year term. The rep will represent the FFA at all Board Meetings, and be the communication between the Board and the FFA. It is the responsibility of the Rep to report back to the FFA.
3. Any Foster Parent presently belonging to a F&CS Board Committee shall report regularly to the FFA Executive.
4. Any Foster Parent who serves on agency committees shall report regularly to the FFA Executive.
5. Appointments shall be made by the FFA Executive to the following committees: Advocacy, Social and Communications. The FFA Executive may create other committees as needed and appoint members as decided by canvassing the members of the FFA.
6. A Regional Director may be chosen to represent Wellington County and Halton Region on the FPSO, according to FPSO guidelines.
7. FFA Executive will appoint a Director to represent Wellington County on the United Foster Parents of Canada Corporation/Legal Defence Fund, according to LDF guidelines.
This constitution may be amended at any Annual General Meeting provided that:
a) notice of proposed amendments has been sent to members thirty (30) days before the Annual General Meeting;
b) two thirds (2/3) of the members present vote for the amendments.