Executive Committee

Committee Composition

The Executive shall consist of a President, a Vice-President Volunteer & Stakeholder Relations, an Executive Coordinator, a Financial Officer, a Vice-President Strategy & Communication and the Past-President.

All executive positions shall be for 2 years, with alternating terms (President and Vice-President Volunteer and Stakeholder Relations in one year, Executive Coordinator, a Financial Officer, a Vice-President Strategy and Communication in alternate year); a position may be held for a maximum of two consecutive terms.

Executive elected members:

President
Mario Verrilli
Service Excellence Program, Office of the Provost
Email: mariov@yorku.ca

Vice-President Volunteer and Stakeholder Relations
Vicki Yang
Organizational Learning & People Excellence
Email: yangv@yorku.ca

Vice-President Strategy and Communication
Eda Sofroni
Bookstore
Email: esofroni@yorku.ca

Financial Officer
Iris An
Office of Institutional Planning & Analysis
Email: irisan@yorku.ca

Executive Coordinator
Barb Bauer
Office of the Vice-Provost Students
Email: bbauer@yorku.ca

 

Terms of Reference

The Executive shall:

  • Be responsible for directing the activities of the CPMEA subject to the provisions of the Constitution and Bylaws and following policies agreed to by the membership;
  • Report to the CPMEA regularly, and as circumstances warrant;
  • Have the powers of the CPMEA between meetings, including interim committee appointments;
  • Hold in confidence any information relating to employee performance, salaries, complaints, and any other such matters deemed relevant by the executive, and shall discuss these matters only in closed sessions with the minutes available only to executive members. The minutes of closed sessions shall identify the substance of the points raised, without naming the speakers;
  • Appoint new executive member(s) from amongst the membership if a vacancy should arise between Annual General Meetings;
  • Be available to rule on any questions of conflict of interest and to possibly determine the best means to manage any conflict of interest; and
  • Hold regular meetings to discuss matters with the chairs of the standing committees in attendance.

Any member of the Executive who ceases to be eligible for membership in the CPMEA will automatically lose the right to hold office.

The duties of the Executive shall be as follows:

The President shall:

  • Call and preside at all meetings of the CPMEA and of the Executive;
  • Facilitate communication between the University senior administration and the CPMEA;
  • Co-chair joint meetings with University senior administration; and
  • Be a steward of the Constitution, Bylaws and all documents pertaining to the
    CPMEA, ensuring that the Constitution and Bylaws are kept current through regular review every 5th year (years ending in "0" or "5").
  • Maintain oversight of the CPMEA Budget
  • Representing the CPMEA Executive at new staff orientation sessions
  • Fill and support vacant executive positions as required
  • Onboard new executive members as required
  • Act as the CPMEA liaison with other institutional employee groups, external organizations and other post-secondary institutional employee groups
  • Contact members of the CPMEA who may be willing to serve as members of the Executive or Standing Committees, or as CPMEA representatives on University committees, and secure their agreement to run
  • Time Commitment – Monthly: 7 hours in addition to attending CPMEA Executive meetings (additional time is required during key times throughout the year e.g. AGM)

The Vice-President Volunteer & Stakeholder Relations shall:

  • Have the powers and perform the duties of the President in the absence or incapacity of the President, or in the event of vacancy in the office of the President;
  • Act as a liaison with and report to the Executive concerning the standing committees and serve as ex-officio member of the Employment Policy Advisory Committee;
  • Meet twice annually with institutional committee volunteers (June and February)and report findings and progress back to the Executive
  • Representing the CPMEA Executive at new staff orientation sessions;
  • Onboard new committee volunteers (institutional)
  • Time Commitment – Monthly: 5 hours in addition to attending CPMEA Executive meetings (additional time is required during key times throughout the year e.g. AGM)

The Vice-President Strategy and Communication shall:

  • Technical and operational management of the CPMEA website;
  • Managing yu link sites for two standing committees (Member Relations & Programming, Employment Policy Advisory);
  • Developing, implementing and executing the overall CPMEA communication and content strategy;
  • Managing the central CPMEA email account and mach form;
  • Developing and implementing key messaging for presentations, onboarding sessions and the AGM;
  • Developing and maintaining CPMEA Communication Standard Operating Procedures;
  • Analytics and metrics reporting;
  • Disseminating information on policies, benefits, etc. relating to the CPMEA;
  • Supporting the initiatives of the other CPMEA committees as required;
  • Performing such duties as may be assigned from time to time by the President or Executive;
  • Time Commitment – Monthly: 5hours in addition to attending CPMEA Executive Meetings (additional time is required during key times throughout the year e.g. AGM)

The Executive Coordinator shall:

  • Information and records management for CPMEA Executive and standing committees;
  • Issuing, or cause to be issued, notices required by this bylaw;
  • Portfolio research at the request of the Executive;
  • Chair the Member Relations & Programming Standing Committee
  • Representing the CPMEA Executive at new staff orientation sessions;
  • Minute preparation at all CPMEA Executive meetings, or as directed by the Executive;
  • Administrator support for Committee Sites;
  • Performing such duties as may be assigned from time to time by the President or Executive;
  • Time commitment – Monthly: 1 hour in addition to attending CPMEA Executive meetings (additional time is required during key times throughout the year e.g. AGM)

The Financial Officer shall:

  • Managing and administering the CPMEA Budget;
  • Developing Financial Standard Operating Procedures;
  • Keep, or cause to be kept; a proper record of the financial operations of the CPMEA (monthly cost centre reconciliation);
  • After the close of each fiscal year, but prior to the Annual General Meeting, prepare and present to the Executive year end financial statements and a budget for the current fiscal year;
  • Presenting the statements and budget, as approved by the Executive for acceptance or rejection at the Annual General Meeting;
  • Developing long range financial models, financial planning and forecasting;
  • Representing the CPMEA Executive a new staff orientation sessions;
  • Performing such duties as may be assigned from time to time by the President or Executive; and
  • Time Commitment – Monthly: 1 hour in addition to attending CPMEA Executive meetings (additional time is required during key times throughout the year e.g. AGM)

The Past-President shall:

  • Provide advice and guidance to newly-elected members of the Executive.

The following provisions shall govern the operations of the Executive:

  • The Executive shall meet regularly but no less than quarterly;
  • A meeting of the Executive may be held at any time at the call of the President or upon the request of any two members of the Executive, made in writing to the Executive Coordinator;
  • Three members of the Executive constitute a meeting quorum;
  • Each member of the Executive, except the President, has one vote;
  • If the votes of the Executive are equally divided, the President has the deciding vote;
  • A decision or resolution of the majority of the Executive present and constituting a quorum is a decision or resolution of the Executive, except where otherwise provided;
  • Signing officers shall be any two of the President, Vice-President Volunteer and Stakeholder Relations or Financial Officer.

A member of the Executive may be removed from office by Special Resolution and another member may be elected or, by Ordinary Resolution, appointed to serve during the balance of the term.

Meetings shall be held throughout the year, including the Annual General Meeting in May of each year, and no less than one general meeting of the members. A Special meeting may be called by the Executive by giving 14 calendar days notice or by any member provided that it is supported by a petition to the President including the signatures of no less than 10% of the CPMEA membership.

The Executive and the Chair of the Employment Policy Advisory Committee shall meet with two members of the Senior Administration (one of whom shall be the Vice-President, Finance and Administration) a minimum of once annually. Additional meetings, if required, can be requested by the Executive and by the Senior Administration. Meetings with the Senior Administration are for the purposes of:

  • Discussing issues within the University which may affect members of the CPMEA;
  • Discussing terms and conditions of employment of CPMEA members; and
  • Presenting committee findings and proposals.