Peel Environmental Youth
Alliance
Policy One – Constitution
Article I - Name
1.1
The name of this organization shall be the Peel Environmental Youth
Alliance herein referred to as PEYA.
Article II – Mission Statement
2.1
The Peel Environmental Youth Alliance (PEYA) is a network of
action-oriented students in Peel Region concerned about
environmental issues and determined to make positive change. PEYA
unites students across Peel working to improve the environment in
their schools and neighbourhoods. We provide a forum for students to
learn from one another and form relationships with local
environmental organizations. Based on our strong student expertise,
PEYA provides support to other students and teachers looking to
create environmental projects or clubs in their schools. Lastly,
PEYA organizes fun and effective educational events, engaging
students across the Region.
Article III – Composition
3.1
Members shall be between the ages of 13-24 years old and must be
currently attending an educational institution in the Peel Region
and/or are residents of the Peel Region. Discrepancies in reference
to the age limit may be taken on a case-by-case basis as deemed
appropriate by the executive council. Members will be given a
binding voting at meetings and the unrestricted opportunity to
express viewpoints and opinions. They will also have the opportunity
to participate in committees.
3.2
Community Members will consist of those who express a specific
interest in PEYA regardless of age and place of residence. During
meetings, community members shall have the opportunity to express
their views and opinions, but will not have the opportunity to vote
on PEYA matters.
3.3
The seven positions of the elected members that compose the
Executive Council shall be determined by the new Executive Council.
The council structure will be non-hierarchical, and positions will
be determined by skills and interests of the Executive members.
3.4
The PEYA Coordinator shall also be a member of the Executive
Council.
Article IV - Formation
The Election Chair:
4.1 The Executive Council shall appoint a member of the Executive
who is not seeking re-election, as the Election Chair.
4.2
The Election Chair shall have the duty of ensuring that a fair and
democratic election procedure is followed.
Elections:
4.3
The election of the Executive Council shall take place at the Annual
General Meeting of PEYA that shall occur normally in May or June of
the prior school year.
4.4
Only members who have attended a minimum number of PEYA meetings and
workshops, as deemed appropriate by the out-going Executive Council,
shall be eligible to run for positions on the Executive Council.
4.5
Only members of PEYA shall have the right to vote for their
Executive council.
4.6
The election shall be by secret ballot.
4.7
The elected candidate shall receive more votes than any other
candidate, but not necessarily a majority of the votes, in order to
win the election.
4.8
An eligible vote shall be a ballot where the election officials can
justifiably determine who the vote is for.
4.9
If a position is not filled
on the Executive Council, the newly elected Executive Council shall,
by means of an election or appointment, fill the vacancy. The
position shall be filled before the second regular meeting of the
Executive Council, or by October, whichever may come first.
4.10
The names of the newly
elected Executive Council shall be presented to the outgoing PEYA
President and announced to the general assembly of PEYA on the same
day as elections.
4.11
The term of office for all
members of Executive Council shall be July 1 – June 30.
Nominations:
4.12 The Election Chair shall oversee the nomination process.
4.13 Nominations for office will open a minimum of two weeks before the AGM, and close on Election Day, at the Annual General Meeting of PEYA.
4.14 Only one representative can be nominated per school. This individual must:
· Be an active participant in environmental activities at their school
· Have attended a minimum number of PEYA meetings and workshops, as deemed appropriate by the out-going Executive Council
4.15 Any member wishing to seek a nomination must contact the Election Chair or any member of the Executive Council within the nomination period. Self-nominations are accepted.
4.16 The Election Chair shall close the floor to nominations at the Annual General Meeting. At this time, the nominated candidate shall accept or decline his/her nomination.
Speeches:
4.17
All nominated candidates
shall make a speech up to two (2) minutes in length.
Article V - Meetings
General Meetings of Members
5.1
The Annual General Meeting (AGM) of PEYA shall be held in the month
of May or June, at such time and place as determined by the
Executive Council.
5.2
The Executive Council shall present a report at the AGM to general
members on the past year’s executive action.
5.3
The Executive Council may call a General Meeting of PEYA at any
time.
5.4
The Chair of all General Meetings shall be an appointed member of
the Executive Council.
5.5
All members of the Executive Council are mandated to come to the
General Meetings. Executive council members who miss two consecutive
meetings without valid reasons, as determined by the Executive
Council, shall be removed from their position.
5.6
Members are entitled to one binding vote whereas community members
are prohibited from voting on PEYA matters.
5.7
A member of the Executive Council shall distribute and/or post the
agenda for all General Meetings no less than one week in advance of
such a meeting.
5.8
The Executive Council shall contact all members of PEYA with the
exact time and location of the General Meetings.
5.9
There shall be formal minutes made and maintained by the Executive
Council. Summary of these minutes shall be distributed to all
members of PEYA as soon as practical.
Executive Council
5.10
Meetings shall be held on a
regular basis, at least ten times annually.
5.11
All members of the Executive
Council are mandated attend Executive Council meetings. Executive
Council members who miss three consecutive meetings without valid
reason, as determined by the Executive Council, shall be removed
from their position.
5.12
The Chair of all meetings of
the Executive Council shall be an appointed member of the Executive
Council.
5.13
All executive council
members shall share a report of their activities since the last
meeting at each Executive Council meeting.
5.14
There shall be formal
minutes made and maintained by the Executive Council. A summary of
these minutes shall be distributed to all Executive Council members
as soon as practical.
5.15
At least one meeting between
the incoming Executive Council and the outgoing Executive Council
shall occur following the election.
Article VI - Duties of the Executive Council and their members
Executive Council:
6.1
Shall carry out the objectives of PEYA.
6.2
Shall supervise the ongoing work of PEYA.
6.3
Shall be responsible for all media relations and external
correspondence.
6.4
Shall participate in the fundraising process.
6.5
Shall fill vacancies on the Executive Council between Annual General
Meetings.
6.6
Shall continually report the actions of the Executive Council to all
PEYA members.
Duties
6.7 Specific duties of the Executive Council members will be determined by the new Executive Council, under the advice of the outgoing council.
6.8 These duties will be summarized in a document to be established by September of each year.
PEYA Coordinator
6.9
Shall coordinate, manage and
delegate duties and interests of PEYA as necessary.
6.10
Shall be responsible for all
specific media relations and external correspondence.
6.11
Shall inform existing
environmental organizations of PEYA events/meetings.
6.12
Shall ensure that all correspondence with members of PEYA are
current and updated, including the newsletter, website, e-mail and
phone.
6.13 Shall keep a record of all financial business pertaining to PEYA and make it available upon request..
Article VII – Removal from
PEYA, Executive Office and Filling of Vacancies
7.1
A member or an Executive Council member of PEYA shall be removed if
he/she has ceased to become registered in a Peel Region school
and/or ceased to become a resident of the Peel Region.
7.2
Any member or Executive Council member proven to have engaged in
inappropriate behaviour or have made any racial/sexual/profane
comments at any PEYA meeting will be dismissed from the
organization.
7.3
If an executive position is not filled at the AGM, the Executive
Council shall, by means of an election or appointment, fill the
vacancy.
7.4
Executive Council members may be impeached in accordance with the
impeachment policy.
Article VIII - Amendments to the Constitution
8.1
The Executive Council shall amend the Constitution of PEYA by the
vote of two-thirds (2/3) majority of all present members at a
General Meeting.
8.2
A member of the PEYA Executive shall be appointed by the PEYA
Executive to chair all Constitutional Amendment sessions.
Amended
May 2007
Peel Environmental Youth
Alliance
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Policy Two – Impeachment
Executive Council positions demand a great deal of time and energy. PEYA can only fulfill its objectives as outlined in the constitution if its members work hard and efficiently. Circumstances may arise in which members of the Executive Council become too preoccupied to properly commit themselves to the organization. It is the policy of PEYA to use the following steps in removing a member from their position.
Guidelines
-
If a problem is identified with a member, the concern shall be
brought forward to the rest of the Executive council.
- A selected member of the Executive council shall approach the member and provide a verbal warning along with an explanation of the identified problem.
- If the problem persists or if any further complaints are issued, a selected member of the Executive council shall provide a written warning to the member with a written explanation of the identified problem.
- Grounds to remove a member from his/her position include, but are not limited to, failure to attend meetings (2 consecutive General Meetings or 3 consecutive Executive Council meetings), failure to carry out assigned tasks as defined in the constitution, failure to act in a responsible, appropriate manner.
- If the problem persists, a member of the Executive Council may make a motion to impeach a member from their position. After the motion has been passed, the member will be removed from office, and a replacement will be found in accordance to the constitution.
6. Any member who has been impeached from the Executive Council may
remain as a member of PEYA.
Peel Environmental Youth
Alliance
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Policy Three – Executive Council Contract
All elected/appointed members of the Executive Council are mandated
to complete the following contract. Failure to do so will result in
the removal of his/her position.
Name: ____________________________
I
hereby swear to:
1.
Carry out the objectives of PEYA
2.
Fulfill the duties entailed to my position, as agreed upon by the
Executive Council
3.
Be
present at all meetings and necessary events of PEYA
4.
Represent PEYA in a respectful, responsible manner
I
understand that failure to comply with the guidelines above will
result in the removal of my position on the Executive Council.
_____________________________
_________________________________
Date
Signature
