ocfma terms of reference

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1.0  REPORTING RELATIONSHIP
The Ontario College Facilities Management Association operates within a framework provided by the Association of Colleges of Applied Arts and Technology of Ontario (ACAATO).

It reports to the Administrative Services Coordinating Committee (ASCC),

2.0  MANDATE
The Ontario College Facilities Management Association is responsible for advancing facilities management of Ontario Colleges and  fostering excellence and professionalism through:

3.0  ASSOCIATION MEMBERSHIP
The Ontario College Facilities Management Association will consist of at least one member from each College of Applied Arts and Technology. Generally this person will be the Director of Facilities at the College.

The Ontario College Facilities Management Association will meet once a year at a General Meeting (AGM), which is usually held in conjunction with the Fall Annual Conference.

In those cases where a resolution will involve the commitment of funds and actions by Colleges they must be approved by a vote of the general membership. This exception may be waived with the approval of the ASCC. Each college will have one vote and a resolution will be passed by a simple majority.

4.0  THE EXECUTIVE COMMITTEE

4.1  Membership
The Executive Committee is a body established by members of the Ontario College Facilities Management Association . It is made up of the following officials who are elected at the AGM and are voting members of the Executive Committee.

Chairperson 2 Year Term
Vice Chairperson 2 Year Term
Past Chairperson 2 Year Term
Four Regional Representatives 2 Year Term
Two Members At Large 2 Year Terms

The Secretary/Treasurer (or alternatively the Secretary and the Treasurer) shall be appointed by the Executive Committee from among the Regional Representatives, Members At Large and/or general membership. No additional voting privilege shall be extended to the Secretary/Treasurer position(s).

The Ministry of Training, Colleges and Universities (MTCU) and ASCC may each appoint one ex officio member to the Executive Committee.

Should a voting member of the Executive Committee be unable to complete their term of service, the resulting vacancy will be filled by the Executive Committee on an interim basis until the next election of officers is held.

4.2  Nominations Procedures
Nominations to the Executive Committee will be received by the Secretary/Treasurer 60 days in advance of the AGM.

When more than one person is nominated for a position, all names will be offered to the membership at the AGM, who will then make the selection through a secret ballot.

4.3  Meetings
The Executive Committee will meet at least four times a year. 

4.4  Resolutions
Each member of the Executive Committee will have one vote and a resolution will be passed by a simple majority. A quorum must exist in order to pass a resolution. A quorum will consist of a minimum of five members of the Executive Committee.

4.5  Sub Committees
It is expected that the Executive Committee will establish sub committees to advise it on specific aspects of Facilities Management.  Every subcommittee formed shall be sponsored by a member of the Executive Committee and chaired by a person from the general membership appointed by the Executive Committee. As a minimum, the chair of the Sub Committee will liaise with the Executive Committee sponsor and will be invited as a nonvoting participant to attend and contribute at meetings of the Executive Committee.

4.6  Liaison With the ASCC
The Chairperson, or a designate from the Executive Committee, may attend meetings of the ASCC Executive Committee to report on the activities of the Ontario College Facilities Management  Association.

4.7  Liaison With ERAPPA
The Chairperson, or a delegate, may attend the annual meeting of the Eastern Region of the Association of Higher Education Facilities Officers (ERAPPA) to report on the activities of the Ontario College Facilities Management Association.