ORNAHD
Operating Room Nurses Association of Canada (ORNAC)
Constitution & Bylaws

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Article 1: Name

The name of the organization shall be the OPERATING ROOM NURSES ASSOCIATION OF HAMILTON AND DISTRICT, herein after called ORNAHD.

Article 2: Objectives

  1. To represent the interests of the Operating Room Nurses of Hamilton and District.
  2. To promote and maintain optimum standard care for the patient undergoing surgical intervention by encouraging and supporting continuing education and communication among members.
  3. To provide leadership and representation for perioperative nursing practice at the provincial level and national level.

Article 3: Membership

Membership year shall be from January 1 to December 31.

  1. ACTIVE MEMBER:
    A perioperative Registered Nurse whose primary focus as a direct practitioner, administrator, educator or researcher is the nursing care of the patient undergoing a surgical intervention, during thru immediate preoperative, intraoperative and immediate postoperative phases of the surgical experience.
  2. ASSOCIATE:
    1. Retired Canadian Perioperative Registered Nurses
      Canadian perioperative registered nurses who are no longer practicing and or who no longer hold a valid license as a registered nurse within a Canadian province or territory.
    2. Student Nurses
      Student nurses who are currently enrolled full time in a nursing program such as a diploma or Bachelor of Nursing or LPN/RPN program.
    3. International Associates
      Perioperative registered nurses and other healthcare professionals who are stakeholders in perioperative care, are not Canadian residents, but are licensed/credentialed in their country of residence.
    4. Other Healthcare Professionals
      Health care professionals such as physicians, RPNs/LPNs, MDR certified technicians, physiotherapists, pharmacists and non-perioperative nurses who are stakeholders in perioperative patient care.
    5. Administrative/Government Professionals
      Non-perioperative RN Managers and Directors of perioperative programs; or
      Government Administrators/Policy makers.
    6. Industry
      A company, who develops, manufactures and/or sells products for the perioperative setting, is connected with the field of patient care and wants to have a strong presence in ORNAC. This category allows the company to purchase additional employee memberships. There are two options for companies to join ORNAHD:
      Corporate Premium Associate
      Includes two complimentary representatives
      Receives premium benefits for increased exposure
      Corporate Standard Associate
      Includes one complimentary representative
      Receives standard benefits
      Once a company registers, a code will be provided to allow access for additional Corporate Individual Associates.
  3. Definition of a member in good standing:
    1. Has served on the executive for the current membership year or
    2. Have attended three (3) of the five (5) preceding general meetings.

Article 4: Organization

  1. The executive of the organization shall consist of:
    1. President
    2. President-Elect
    3. Immediate Past President (odd year only)
    4. Secretary/Treasurer
    5. Program Committee members (4)
  2. There will be five (5) General Meetings of which one will be for the purpose of election of the executive. Meetings will be held on the 3rd Tuesday of September, November, February, April and June (exceptions may be made by the executive).
  3. There will be five (5) Executive Meetings of which one will be for the purpose of Changeover to the new executive. Meetings will be held at the discretion of the President and executive.

Article 5: Election of the Executive

  1. The executive shall be elected (see eligibility) from the membership by voting members and voting shall be by ballot.
  2. The terms of office of each executive position shall be for three (3) years.
  3. Office of the President-Elect shall be elected in the odd numbered year. The term consists of two (2) years as President Elect, two (2) years as President, one (1) year as Past President. The even numbered year for the Past President will remain vacant and the President-Elect will assume the duties of the Past President during this year.
  4. The Office of Secretary/Treasurer shall be elected in the odd numbered years. The incoming secretary/treasurer will be elected at the November general meeting. The Secretary/Treasurer shall not hold the same office for more than two (2) consecutive terms, unless there are no candidates.
  5. Two (2) of the four (4) Program committee members shall:
    1. Be elected annually for a term of three (3) years to allow staggering of executive positions.
  6. In the event that the Office of the President becomes vacant, the President - Elect shall assume the Office of President for the remaining portion of the term, after which the acting President (President-Elect) will assume the Presidency. The Office of President-Elect shall remain vacant until the next scheduled election for that office.
  7. In the event that the President-Elect resigns during the term of office, the President shall arrange an emergency election to fill the position.
  8. In the event that any other position on the executive becomes vacant, the executive shall appoint a member to fill the unexpired term.
  9. Eligibility for nomination and election to the Executive shall be as follows:
    1. Must meet criteria as defined by ORNAC's definition of a perioperative nurse.
    2. Must be a member of RNAO/CNA (President-Elect and President only).
    3. Must be an active member of ORNAHD.
    4. Must have served as an active member in good standing for a minimum of two (2) years (President-Elect only).
  10. Should the job status of an Executive member change, so that the person can no longer be described as an active perioperative nurse, the person will be allowed to serve that term of said office, except in the office of President-Elect. That officer is bound to notify the Executive (President) immediately if her/his job status changes.
  11. If a member of the Executive is absent without prior notification to the President or Secretary for three consecutive Executive meetings, her/his resignation may be requested.
  12. If a member of the Executive is absent without prior notification to the President or Secretary for three consecutive General meetings, her/his resignation may be requested.
  13. If a member is not able to fulfil her/his duties as determined by the executive, her/his resignation may be requested.

Article 6: Duties of the Executive:

The Executive by majority vote shall have power to make emergency decisions. The Executive shall ensure that ORNAHD has two (2) votes at the Provincial level.

  1. To control, administer and guide the affairs of ORNAHD including its finances.
  2. To attend executive meetings.

  1. Duties of the President
    1. Call and preside at all Executive and General Meetings of ORNAHD, arrange executive venue.
    2. Be a signing officer of ORNAHD.
    3. Represent ORNAHD at Provincial Meetings.
    4. Represent ORNAHD in all communication with outside agencies, or appoint a delegate to do so.
    5. Ensure submission to appropriate ORNAO representatives, the following:
      1. list of new Executive (noting Board representatives) to ORNAO Treasurer by timelines set by ORNAO each year
    6. Prepare and circulate, in advance, the Agenda for the Executive meetings.
    7. Arrange for the President-Elect to preside at meetings in her/his absence.
    8. Ensure maintenance of the website ensuring annual review of constitution is completed.
  2. Duties of the President-Elect
    1. In the absence of the President performs all duties of the President.
    2. Represent ORNAHD at the Provincial Board meetings.
    3. Act as a resource to members to facilitate application process of the Helen Semple Bursary.
    4. Present submitted applications for the Helen Semple Bursary for the May executive meeting.
    5. Coordinate Bursary presentation at the annual June dinner meeting.
    6. Perform duties of Past President when this position is vacant.
    7. Perform other duties delegated by the President.
  3. Duties of the Secretary/Treasurer
    1. Record and distribute minutes of all Executive and General Meetings. Copies of minutes of Executive and General Meetings are to be posted on the website no longer than 4 weeks from date of event.
    2. In conjunction with the President, be responsible for correspondence pertaining to ORNAHD business.
    3. Maintain a list of Executive and Conference Committee Members.
    4. Arrange for a member of ORNAHD Executive to act as Secretary/Treasurer in her/his absence.
    5. A signing officer for ORNAHD. Arrange all monies and securities at a recognized financial institution approved by the executive. Issue funds upon receipt of expense voucher.
    6. Provide current membership list online for Program Committee Team Attendance/June Dinner in order to maintain current general meeting attendance records.
    7. Prepare a monthly financial statement for each Executive and General meeting. The report must state previous years' account balance, current years' account balance and membership within that month. Post statements online for executive members to review. Use template provided.
    8. An annual report and a list of all educational sponsorship recipients will be distributed at the annual June Dinner meeting. Use template provided.
    9. Arrange for a biannual audit. Using the excel template, maintain a monthly financial statement of all activities from the three active accounts: General, Workshop, and Website. Reimbursement forms and receipts should be separated and attached to monthly bank statement in preparation for Notice to Reader.
    10. Arrange payment of conference fees, travel and accommodation for sponsored delegates. Reimbursement for conference fees is released from the Workshop account.
  4. Duties of the Program Committee

    5. The Program committee will work together, however, for clarity of roles and to ensure continuity the duties will be assigned as Attendance Program/June Dinner and Education Program.

    Attendance Program/June Dinner

    1. Annually update and maintain attendance records for members attending General meetings. Accurate General meeting attendance lists will include current year and past year.
    2. Program's attendance list will be regarded as a non disputed official record of attendance. It is the members' responsibility to ensure they sign in with program for each meeting to record their attendance.
    3. Obtain a list of conference attendees from the Conference registrar. These records will be used to determine member's sponsorship eligibility for all Conferences.
    4. Prepare a list of members eligible for educational sponsorship as required for March executive meeting.
    5. Purchase door prize for each general meeting and sell raffle tickets at the meeting. Submit monies collected to Secretary/Treasurer along with expense form for door prize. Raffle tickets will not be sold at June dinner. Each member will receive one complimentary ticket for the door prize at June dinner.
    6. Maintain inventory of ORNAHD pins and report to Secretary/Treasurer.
    7. Collect $5.00 non-ORNAHD member meeting fees and submit to Secretary/Treasurer.
    8. Maintain a float of a 100.00 dollars and forward surplus to Secretary/Treasurer.
    9. Coordinate June dinner meeting place, price and menu.

    Education Program

    1. Plan and prepare the Educational Program to be presented at General meetings.
    2. Send hosting hospital letter, outlining their responsibilities for the meeting at least one (1) month prior to the meeting date.
    3. Prepare Certificates of Education Hours for each General Meeting.
    4. Present an oral report at Executive and General Meetings.
    5. Prepare and distribute publicity material for meetings at least three (3) weeks prior to meeting date to the president for posting on the website.
  5. Duties of Past President
    1. Act as consultant to the executive.
    2. Conduct the Nomination and Election of Executive.
    3. Maintain Archives of executive (Pictures of Executive and list of major accomplishments)

Article 7: Provincial Representation (ORNAO)

  1. The representatives shall be Board members of ORNAO (Operating Room Nurses Association of Ontario).
  2. These persons shall be:
    1. the current President of ORNAHD
    2. the current President-Elect of ORNAHD
  3. In the absence of either a) or b), another current Executive member may be appointed by the President to attend the Provincial Board meeting. This member must be a RNAO member.

Article 8: Committees

  1. Nomination Committee
    1. The chairman shall be the Past President (on the odd number year the President-Elect) and will preside during election of the Executive.
    2. Members of the nomination committee shall hold office until the conclusion of the annual meeting.
    3. Shall count ballots and indicate the name of the person(s) elected. In the event of a tie, a decision will be made by second ballot.
    4. Shall destroy all ballots at the conclusion of the election.

    Nominations:

    1. Candidates shall be an active ORNAHD member. President-Elect must be a member of RNAO.
    2. Consent shall be secured from each of the nominees at the time of nomination.
    3. Nominations may be accepted from the floor with the consent of the nominee. Nominations for President-Elect will not be accepted from the floor. A nomination form must be received by the President prior to the annual dinner meeting.
    4. Nominees for Secretary/Treasurer should possess computer skills in word processor and spreadsheet programs.

Article 9: Quorum

  1. Executive Meetings
    1. A minimum of five (5) executive members must be present for a quorum to exist.
  2. General Meetings
    1. A quorum shall consist of a minimum of 20% of the total active (voting) members.

Article 10: Voting

  1. All active members of ORNAHD shall have voting privileges.

Article 11: Finances

  1. The fiscal year end shall be December 31 of each year.
  2. The annual membership fee shall be determined by ORNAC.
  3. Fees shall be payable or renewable after January 1st for the forthcoming year. The membership year is to be from January 1st to Dec 31st.
  4. Auditors will be named by permission of the Executive.

Article 12: Amendments

  1. The Executive may recommend that the Constitution and Bylaws be amended as the need arises and/or reviewed every five (5) years.
  2. Confirmation shall be ratified at the following General meeting by two thirds (2/3) of eligible voters present, provided fourteen (14) days of notice of amendment has been received by member.
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