Policy Statement

DEFINITIONS
In this Statement of Policy:
a) OSUM means the Ontario Small Urban Municipalities,
b) AMO means the Association of Municipalities of Ontario.

NAME

The name of this organization shall be: The Ontario Small Urban Municipalities of the Association of Municipalities of Ontario.

PURPOSE

The purpose of the organization is to provide a forum for both elected and appointed municipal officials of small urban municipalities to exchange and receive information, to consider matters of common interest, and to take united action on issues of mutual interest to improve local government service in Ontario.

THE OBJECTS
The objects of this organization are:

To consider matters of general interest to all cities, towns, townships and villages with an urban interest and to procure the enactment of such legislation as may be of advantage to such urban municipalities in the province.
To take united action on all matters where the rights and interests of municipalities may be affected, to advance the standards of municipal government through education and discussion and generally to promote their interests.

MEMBERSHIP
Membership of any small urban municipality in the Association of Municipalities of Ontario shall constitute membership in OSUM.

REPRESENTATION
Representation shall be any elected or appointed municipal official from a member municipality.

VOTING
Voting delegates at a general meeting and the annual conference shall be any registered municipal delegate from a member municipality and both elected and appointed persons shall have the right and be allowed to vote. However, such voting delegates must be from an accredited municipality and be paid up members of AMO.

FEES
Payment of Association of Municipalities of Ontario fees include membership in OSUM.

MEETINGS

There shall be an annual conference of OSUM held during the month of May each year which shall be of two (2) full days duration, and may include workshops, resolution sessions, and other general business matters as determined by the Executive Committee. The date, place and time shall be set by the Executive Committee, but generally is to be held prior to the first weekend of May in each year.
There shall be an Executive Committee meeting of OSUM during the annual meeting (conference) of AMO.
The Administrative Officer shall call a meeting of the Executive Committee whenever requested to do so by the Chair or three (3) members of the Executive Committee. Fifty-one percent (51%) of the Executive Committee members shall constitute a quorum.
If a member of the OSUM Executive Committee is absent for more than three (3) consecutive meetings of the Committee, without a motion approving such absence, the member's position on the Executive Committee is deemed to be vacant.

RESOLUTIONS
All resolutions received by OSUM shall be referred to AMO for consideration during AMO's policy development process. Resolutions on key policy issues grafted by AMO and referred to the OSUM conference shall be presented for consideration by the delegates during the annual conference.

EXECUTIVE COMMITTEE
The Executive Committee shall consist of not more than fifteen (15) persons with up to three (3) persons being municipal employees. Members of the committee shall be either an elected representative or employee representative of a member municipality of AMO in good standing.

Qualified Past Chairs, provided they are associated with a member municipality, and honorary members of OSUM so named by the Executive Committee of OSUM by resolution may participate in the proceedings of the Executive Committee but shall not be entitled to vote.

NOMINATIONS
For each annual conference, the Administrative Officer shall prepare a report for circulation to the membership at least six (6) weeks prior to the annual conference inviting nominations of qualified candidates for the Executive Committee. The Administrative Officer shall prepare a further report for presentation to the delegates during the annual conference naming all those qualified candidates for the Executive Committee whose nominations have been received on or before the prescribed date at least two (2) weeks prior to the annual conference.

ELECTION

If more than twelve (12) nominations for elected representative are received, an election shall be conducted to determine the twelve (12) elected representatives on the Executive Committee.
If more than three (3) nominations for employee representatives are received, an election shall be conducted to determine the three (3) employee representatives on the Executive Committee.
If twelve (12) or fewer elected representatives are nominated and or three (3) or fewer municipal employee representatives are nominated, the nominees will be acclaimed.
The election shall be by secret ballot during the annual conference and under the direction of a person appointed by the host municipality, who is not nominated for office and who shall act as Returning Officer. The Returning Officer shall prescribe the manner of holding elections, including the forms to be used, the method of voting, and such rules and procedures pertaining thereto so as to ensure the fair and proper conduct of the election.
The Chair of the OSUM Executive Committee will (automatically) represent OSUM Executive Committee on the AMO Board of Directors.
Four elected representatives and one employee representative, along with the Chair of OSUM Executive Committee shall form the AMO Small Urban Caucus. The four elected and one employee representatives shall be appointed by the OSUM Executive Committee, however, it is recognized that AMO, pursuant to their constitution, will call for nominations (excluding the position of the OSUM Executive Committee Chair) for four elected and one employee representative representing the Small Urban Caucus on the AMO Board of Directors.
If different elected or employee (administrative) nominees are elected at the AMO Conference, that these representatives shall also be members of the OSUM Executive Committee and that the composition, noted above, shall increase accordingly.
The 12 elected and 3 employees representatives elected during the AMO process shall continue to be members of the OSUM Executive Committee.

TERM

Members of the Executive Committee shall be elected for a two year term at the annual conference of OSUM Executive Committee and shall hold office until their successors are appointed. The Chair of the OSUM Executive Committee shall serve for a two (2) year term.
This change in the policy shall be effective at the election to be held at the Ontario Small Urban Municipalities (OSUM) Conference in 2013.

VACANCY
   A vacancy shall occur in the event of the death or resignation of a member or if the member ceases to hold an elective or appointive municipal office, when such a vacancy occurs, the Executive Committee may appoint an accredited representative to fill the vacancy or may leave the vacancy unfilled until the next annual conference.

OFFICERS
Following an election during the annual conference, members of the Executive Committee shall convene a meeting prior to the Friday banquet for the purpose of electing a Chair and a Vice Chair from amongst their number. Both officers shall be elected representatives. An Administrative Officer and a Financial Officer shall be appointed annually by the Executive Committee. Both officers may be members of the Executive Committee.

COMMITTEES
The Executive may appoint committees either Standing or Special, at any time for purposes of OSUM if, as, and when required. Where no member of a committee appointed by OSUM or the Executive is designated as Chairman, the first name shall be the Chairman.

GENERAL

It is considered to be a requirement of policy that identification, establishment and review of priorities be undertaken in order to direct the Executive on decisions to be made and a formal review of such priorities be made at least twice a year by the Executive or by a Committee.
It is considered to be a requirement of policy that efforts should be made to generate comment and provide input by the Executive on matters referred by AMO to OSUM and also that matters referred by OSUM to AMO and to develop position papers regarding priority policy issues which are to be identified by the Executive. Response to AMO Policy Reports referred to OSUM which might affect the rights and interests of small urban municipalities represented by OSUM are to be reviewed on a regular basis or at least twice a year.
It is considered to be a requirement of policy that once the OSUM Executive identifies an issue, or a committee of the Executive, that the AMO office be asked to provide research, resource material and background information to OSUM Executive or sub¬committee. The Executive or committee with help from office personnel at AMO could prepare a position paper for submission to the full OSUM Executive (if by committee) which could then be considered, reviewed, accepted or amended for submission to AMO for consideration by the parent body. This procedure could be summarized as follows: - policy issue - information required - sub-committee position report prepared -Executive consideration - AMO review.

AMENDMENTS
The Policy Statement of OSUM may be amended at any general meeting of the organization, provided that thirty (30) days before the date of the said meeting a notice and copy of the proposed amendment have been filed with the Secretary who shall forward the proposed amendment to the Executive Committee who shall present the proposal at the next annual meeting.

EFFECTIVE DATE
This Policy Statement of OSUM is in force and takes effect upon receiving approval of the membership of OSUM at a duly constituted general meeting of the organization.

Accepted and approved this third day of May, 1984.
Revised this third day of May, 2013.