CHNA governance

The CHNA has been looking at the way it works and is considering making changes to its constitution and other aspects of the association. Take a look at the following proposals and let us know what you think. Also, please contact us if you are interested in running for any of the positions listed below (chna4u@gmail.com). We will post proposed changes to the constitution in the months to come. All proposals go to a vote at the Annual General Meeting. You can view the current constitution at: http://chna4u.blogspot.com/2010/08/about-us_3052.html

GOVERNANCE ISSUES: This document outlines a variety of issues and makes suggestions for clarifying the association’s structure, fine-tuning its decision-making processes and ensuring that the CHNA speaks clearly on issues of concern to the neighbourhood.

I. Composition of the Executive

According to the 1982 constitution, the Executive Committee consists of:

· The Officers of the Association (Includes President, Vice President, Secretary, Treasurer, Past President)

· The District Directors.

· The Chairs of all Association Committees.

· Ad Hoc Members selected by the Executive Committee or general membership.

The Executive currently has five members, all of whom were elected at the last AGM: a Vice President, a Secretary, a Treasurer, and two Ad Hoc or Executive Members at Large (no one ran for President at the last AGM). The Association also has Chairs for two Committees and two Liaisons (see below), but Chairs and Liaisons were not elected at the AGM, a requirement for Executive Committee membership under the CHNA constitution. (The position of District Director has long fallen into disuse.)

Proposal: Delete references to executive positions that no longer exist. Delete Past President’s position on the Executive as this position has no clearly defined role. Establish an executive that consists of four Officers and five Committee Chairpersons. Ensure that Committee Chairpersons are elected at the next Annual General Meeting along with the other Officers. To keep the Executive to a reasonable size, delete the position of Ad Hoc Member.

The Executive Committee would therefore consist of the following four officers:

· President

· Vice President

· Secretary

· Treasurer

and the Chairpersons of the following five Committees:

· Events and Fundraising

· Safety

· Traffic

· Planning and Development

· Communications

II. Liaisons

CHNA currently benefits from having two liaisons whose primary job is to report on the activities of other organizations of interest to the Association. These liaisons attend meetings of the Community Advisory Committee (CAC) of the Ottawa Hospital and the Federation of Citizens’ Associations (FCA) of Ottawa-Carleton,

Proposal: Give liaisons voice but no vote at CHNA Executive meetings. Encourage liaisons to be Committee Chairpersons.

III. Executive decisions

The constitution currently says that the CHNA operates using Roberts’ Rules of Order and that “The Executive Committee shall have the power to act on behalf of the Association following a majority vote of the [executive] members present.” However, the Executive has tended to conduct its business with less formality than the constitution suggests.

Proposal: The Executive should move motions and conduct formal votes more often than in past.

IV. Executive meetings:

Meetings of the current Executive have been held irregularly.

Proposal: Plan to meet the last Wednesday of every month, except for July, August and December. Meetings may be cancelled if there is no urgent business.

V. Agenda for executive meetings:

Proposal: To facilitate proper preparation and informed discussion, the agenda should be issued at least one week prior to an executive meeting. Executive members should send additions to the agenda four days in advance of a meeting, but last minute additions shall be considered in emergency situations.

VI. Membership meetings

Some community associations have regular monthly membership meetings. CHNA does not. This is due, in part, to the fact that the CHNA does not have a community centre where people are able to meet. It is not realistic to expect executive members to hold membership meetings in their homes or rely on the Civic Hospital to provide a space for the organization every month. It is also difficult for our small executive to organize additional meetings, carry out the work of the organization and participate in the paid labour force. The CHNA normally has one to three membership meetings a year.

Proposal: Have two to three membership meetings a year. Give residents advance notice of these meetings. (Monthly meetings might be possible in future if the neighbourhood gets a community centre and if additional volunteers step forward to help organize these meetings.)

VII. Minutes or notes from meetings

Proposal: Produce short minutes and post them on the CHNA blog.

VIII. Constitution

The 1982 constitution needs to be reviewed with a view to updating and clarifying how the CHNA actually operates.

Proposal: Review and revise the constitution. Bring to next Annual General Meeting for discussion and adoption of changes.