Executive Summary
After the 2009 Biennial Conference, the National Council undertook to revise and update the Rules of Government of The National AOTS. This work culminated in a substantial revision of both the Constitution and Bylaws documents. The National Council endorsed the proposed new documents with concurrence in April 2010 as the first step towards final approval. The process for change requires that the membership and clubs be advised of the changes at least 4 months in advance of the Biennial Conference scheduled for April 2011. To meet this requirement, the proposed new documents will be circulated with the Winter 2010/2011 Handshake and be available on the AOTS website. They will be presented to the membership for debate and approval at the 2011 Biennial Conference. All members are encouraged to review and discuss the proposed changes in the months leading up to the Convention.
Rationale for Change
The original Rules of Government of The National AOTS was a four-part document including the Constitution, the Bylaws, the Rules of Order, and the Standing Rules. The Constitution was amended several times and the 1988 revision was published as a booklet that is widely available amongst the membership. The Bylaws were revised in 1999; but were not widely communicated. The Rules of Order and Standing Rules were never adopted as operating documents.
There are a few key reasons for proceeding with change at this time. Over the years, the number of active clubs and members has diminished substantially. The National Council agrees that it is time to restructure The National AOTS to provide effective administrative structures and processes that are commensurate with the size and nature of the organization. In addition to the administrative structure, the current Rules of Government provide for a National Office and Staff that are no longer needed. Another concern is that over time, some of the rules became obsolete and there is a need to update the Rules to reflect the current mode of operation.
The National Council recognizes that implementing change is not always easy; but we look forward to respectful discussion and debate that will lead to the final product. We also want to say that the proposed changes are not intended to imply any disrespect to the original documents, those who created them, or the National AOTS. In fact, the existing Rules of Government have served the AOTS very well and we appreciate the good work that was done to create and amend the Rules of Government over the years.
Summary Of The New Documents
The major elements of the revised Constitution can be summarized as follows:
1. The AIMS of The National AOTS remain the same.
2. Membership remains open to both Clubs and Individual Members.
3. A new Executive replaces the National Council as the AOTS administrative body. The Executive consists of 8 Officers elected at a National Convention and 3 members-at-large appointed by the Executive. The Executive is responsible for transacting all AOTS business that arises between National Conventions.
4. The National Council serves as a consultative group to the Executive. The National Council consists of the Execu-tive, Regional Council Representatives and Committee Chairs. It meets at least once per year.
5. The Executive is empowered to establish Committees as necessary to carry out assigned tasks. The current Standing Committees will be transitioned into the new committee structure.
6. The President-Elect chairs a Visioning Team to prepare recommendations on the future direction of The National AOTS.
7. The relationship between The National AOTS and the United Church of Canada (especially the Men‘s Ministry Network) is clearly stated.
8. Regional Councils replace Conference and Presbytery Councils.
9. The Rules of Order for all business meetings of the National AOTS will be as published in the United Church Manual.
10. National Staff positions are retired.
The major elements of the revised Bylaws can be summarized as follows:
1. Conditions of membership are largely unchanged.
2. New sections describe the rights and privileges of Clubs and Membership.
3. National Convention procedures are updated and simplified.
4. Officer responsibilities are updated and simplified.
5. Regional Conference Representative responsibilities are updated and simplified.
6. The National Secretary role is retired and the responsibilities moved to the appropriate Officer or Committee.
7. The Sub-Executive body is retired.
8. Guidelines are provided for establishing, operating and dissolving Committees. Committee terms-of-reference documents must be approved by the Executive, reviewed annually, and posted to the AOTS website.
9. Financial Guidelines and Miscellaneous Procedures are updated.
10. Bylaws regarding the AOTS, Logo, Pins and Flag are largely unchanged.
The new Constitution and Bylaws are intended to provide more operating flexibility and effective decision-making in support of the AOTS aims. We believe this will be achieved through:
1. The administrative body will be reduced in size by about 50%.
2. Committees will be focused on the priorities and needs as established by the National Convention and the Execu-tive.
3. Regional Councils provide flexibility in how Councils are formed and operated, and will reflect the needs and interests of the Clubs and Members in the region.
4. A strong relationship with the Men‘s Ministries Network will allow leveraging common resources while focusing on the aims of AOTS.
Next Steps
The National Council is serving notice that the proposed changes will be presented to the National Biennial Convention in April 2011.
The proposed changes are now circulating to the membership in advance of the National Convention through publica-tion in the Handshake and on the AOTS website.
A series of motions to accept the proposed changes will be presented at a business meeting of the National Convention. The membership will be asked to debate, amend as necessary, and approve the proposed changes.
We realize these proposals are extensive and will likely raise many questions, comments and concerns. You can re-spond in the following ways:
1. Direct questions to John Cooke by email, mail or telephone using the addresses listed below.
2. All questions/answers will be published on the web site (and possibly in the Handshake) before the Biennial Con-vention.
3. We are tentatively planning to host an information session prior to the business meeting at the Biennial Convention.
4. Discuss the proposals with fellow members and your club.
5. Discuss the proposals with one of the National Council members. Contact information is available on the AOTS website.
Contact information for John Cooke
Telephone 519-869-2908
Address 1945 Huron Ave, Sarnia, ON N7T 7H4
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