By-Law I. Officers Constituting the Executive Committee
In this document, Officer or Chair may refer to single person or two people acting as co-officers. The Officers of COED who shall each serve a three-year term (non-renewable) as they rotate through specific positions shall be:
- A Chair, who shall arrange meetings, consult with members in the preparation of agendas, distribute agendas at least ten days in advance of meetings and liaise with OCAV and other relevant organizations.
- An immediate Past-Chair (in the first two years of the existence of COED, this role shall be taken up by a member of the task force charged with the creation of the COED, to be selected by the other COED Members), who shall chair the Nominating Committee and oversee elections.
- A Chair-Elect who shall perform Secretarial and Communications duties internally, namely maintain a current list of members, maintain minutes of meetings, and organize communications with the Officers and the membership, and who shall fulfill the Chair’s duties should the Chair be unable to or absent.
Additionally, the following positions shall be created as needed:
- A Treasurer (ex officio), who shall be responsible for all finances associated with COED business. Since no money currently is involved in the business of COED, this seat can remain vacant until such time as it becomes necessary to fill it.
- A number of positions (ex officio) appointed or elected for specific tasks or projects, who shall lead working groups or committees as needed and report on.
By-Law II. Meetings
Meetings shall be called by the Chair or the Executive Committee in the Fall term of each year, if feasible, at any national events, or at other times as required, or upon the written request of six members. The purpose of the meeting shall be stated in the call. The Fall meeting shall be the annual meeting.
Meetings of the Executive shall be monthly by teleconference or other means, and any meetings of Committees and/or Task Forces shall be set as needed.
By-Law III. Attendance
A member of COED who is unable to attend a meeting may delegate another member of COED to attend and vote at the meeting as proxy (but not to act as an officer).
By-Law IV. Quorum
Members present and delegated proxies constitute quorum for regular business of COED at any meeting. A simple majority of members present and proxies shall be sufficient to carry out normal business of the group.
By-Law V. Elections
The election of officers shall take place by secure and accessible electronic means during the two months prior to the annual meeting as per By-Law 2. A Nominating Committee, consisting of the Immediate Past-Chair, as chair, and two other members selected at the previous annual meeting of the COED, shall present a slate of nominees reflecting the various regions and sizes of institutions. If there is more than one nomination for an office, the meeting shall agree on election rules before voting. No one shall be nominated without his/her consent.
By-Law VI. Replacements
An officer, including one of two co-officers, who finds it necessary to relinquish office, shall be replaced by a successor elected within two months of the vacated role for the unexpired term of the current role. Should one of a pair of co-officers agree to continue as a sole officer, no election is necessary.
By-Law VII. Voting
Each individual member of the COED shall be entitled to one vote. The (Co)Chair(s) may vote. Voting on all matters may occur by secure, accessible electronic means. A simple majority of votes cast shall be binding for regular business, including By-Law changes and elections.
By-Law VIII. Rules
The functions of COED and the conduct of its members shall be governed by the regulations:
- Contained in the Terms of Reference, Constitution, and By-Laws of the COED
- Contained in Sturgis, Standard Code of Parliamentary Procedure, latest edition