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University of Manitoba Retirees Association

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CONSTITUTION

Article 1 - Name

1.1 The name of the association is the University of Manitoba Retirees Association (UMRA).

Article 2 - Purpose

2.1 The purposes of the Association are:
2.1.1 to act as a liaison between the retirees and The University of Manitoba;
2.1.2 to promote and defend the interests of retirees in the pension and benefit plans of the
University;
2.1.3 to encourage and promote a spirit of fraternity and unity among the members of the
Association, and to provide a means for continuing the associations which members
enjoyed as employees of the University;
2.1.4 to organize and promote recreational, educational, and other events of benefit to members;
2.1.5 to facilitate interaction with other retiree/seniors organizations.

Article 3 - Membership

3.1 Membership is open to all retirees of the University of Manitoba and their spouses/partners.
3.1.1. A retiree is any person retired from employment at the University of Manitoba.

3.2 There shall be two categories of membership status:
3.2.1 Active Members are those who have paid the authorized annual membership fee.
3.2.2 Inactive Members are those who have not paid the authorized annual membership fee.

Article 4 - Executive Committee

4.1 There shall be an Executive Committee composed of:
4.1.1 President
4.1.1.1 The President, normally, shall be the previous Vice-President.
4.1.1.2 The President shall be responsible for the policy coordination and executive
administration of the Association.
4.1.2 Vice-President
4.1.2.1 The Vice-President shall act for the President in the latter's absence and fulfill
any other duties assigned by the President or the Executive Committee.
4.1.3 Immediate Past-President
4.1.3.1 The Immediate Past President shall guide and assist the President, and fulfill
such other duties as may be assigned.
4.1.4 Secretary
4.1.4.1 The Secretary shall keep proper minutes of general meetings of the Members and
meetings of the Executive Committee.
4.1.5 Treasurer
4.1.5.1 The Treasurer shall keep proper record, in a form that can be audited, of all monies
received and paid out.
4.1.5.2 The Treasurer shall report on the Association's finances at the Annual General Meeting.
4.1.6 At least three and no more than five elected Members-at-Large.
4.1.7 The Chairs of Standing Committees as non-voting ex-officio members.

4.2 Elected members of the Executive Committee shall serve for a period of two years, and may be
re-elected with the following provisos:
4.2.1 No elected member of the Executive Committee may hold the same office for more than two
consecutive terms.
4.2.2 The Executive Committee shall have the power to fill vacancies occurring on the Executive
Committee for the unexpired term.

Article 5 - Elections and Voting

5.1 Voting members of the Executive Committee shall be elected at a General Meeting of the
Association.

5.2 Only Active Members shall be eligible to vote in elections.
5.2.1 No member may be represented by a proxy vote.

Article 6 - Committees

6.1 Committees (ad hoc or standing) may be formed on the recommendation of the Executive Committee
or of the general membership.

Article 7 - Meetings

7.1 There shall be an Annual General Meeting of the Association, to be held in Manitoba, within
120 days of the end of the fiscal year, at a time and place decided by the Executive Committee.
7.1.1 Notice of the Annual General Meeting shall be sent to all members not later than four weeks
prior to the given date.
7.1.2 Quorum for the Annual General Meeting shall be 10 Active Members.

7.2 Other General Meetings of the Association may be called by the Executive Committee.
7.2.1 Quorum for a General Meeting shall be 10 Active Members.

7.3 The Executive Committee shall meet at least twice a year at the call of the President or at the
written request of any three members of the Executive Committee.
7.3.1 Quorum for meetings of the Executive Committee shall be five voting members.

Article 8 - Finances and Fees

8.1 An annual membership fee shall be recommended by the Executive Committee and approved at the
Annual General Meeting.

8.2 The fiscal year of the Association shall be from July 1 to June 30.

Article 9 - By-Laws

9.1 The Executive Committee may make by-laws for the administration and government of the
Association.
9.1.1 The Executive Committee may amend or repeal any such by-laws.
9.1.2 The Executive Committee shall report the adoption or change of any by-laws at the next
Annual General Meeting of the Association.

Article 10 - Amendment of the Constitution

10.1 This Constitution may be amended at any Annual General Meeting of the Association.

10.2 Constitutional amendments may be recommended by the Executive Committee or by any
five Active Members of the Association.
10.2.1 Active Members wishing to propose an amendment to the Constitution shall submit
it in writing to the Executive Committee at least 60 days prior to the
Annual General Meeting.
10.2.1.1 The Executive Committee shall present such an amendment to the Annual
General Meeting, indicating whether it supports or does not support the
amendment
10.2.2 Recommended amendments shall be included in the notice of the Annual General Meeting

10.3 A two-thirds majority of Active Members present and voting at the meeting is required for a
constitutional change.

Adopted on October 16, 2004

UNIVERSITY OF MANITOBA RETIREES ASSOCIATION
PRIVACY POLICY
I. PRINCIPLES AND DEFINITIONS:
I.1 The University of Manitoba Retirees Association (UMRA) is committed to protecting personal
information provided by its members.
I.2 UMRA may collect personal information about its members including name, current address,
telephone number(s), and e-mail address.
I.3 The personal information collected by UMRA about any of its members will be used exclusively
for UMRA business.
I.4 If you provide personal information to UMRA for any reason, this information will be protected.
Whether this information be in electronic or paper-based form, UMRA maintains strict security to
safeguard it from unauthorized access, disclosure or misuse. When we no longer need your
personal information, it will be deleted from our records. Normally this information will be
reviewed, and deleted within one year, as monitored by the UMRA Privacy Officer.
I.5 In the event that we transfer your personal information to any third party for processing
(for example mail distribution), we require such party to protect our members' confidentiality
in a manner consistent with our above policies (such as by contract, written agreement or
letter of guarantee), and as required by law.
II. UMRA’s WEB SITE AND PRIVACY:
II.1 UMRA is committed to respecting the privacy of all visitors to our Web site. UMRA's policy is
to collect no personal information about you when you visit our Web site unless you choose to
provide that information to us.
II.2 If during your visit to UMRA’s Web site you only browse through it, read pages, or download
information, our site may automatically collect and store certain information about your visit.
This information does not identify you personally, and it includes only

a. The Internet Protocol (IP) address from which you access UMRA’s Web site,
b. The date and time when you access our site,
c. The Web-pages you visit,
d. The length of time of your visit, and
e. The Web browser you are using.
We may use this information for statistical analysis to help us make the UMRA Web site more useful
to visitors.
II.3 You need not reveal personal information in order to visit our Web site. If you choose to provide us
with information about yourself by means of an e-mail or any other Internet form of message in order
to make a specific request, we will maintain this information while it is needed to respond to your
question, or to fulfill the stated purpose of your communication. When no longer needed, this information
will be deleted, as in I.4 above.
II.4 For security purposes, UMRA’s Web-hosting service supplier may monitor network traffic in order
to identify unauthorized attempts to upload or change information, or to otherwise cause damage.
No effort is made to link the information received by this supplier’s software with the identity or
address of an individual visiting our site, unless an attempt to damage a site has been detected.
II.5 UMRA may decide in future that its Web site should use cookies (files that a Web site can send to
your browser, to help the server recognize you on a future visit). Cookies, if used, will not store any
personal information, and will be deleted at the end of your visit.
III. CONSENT:
III.1 UMRA accepts the following two methods as your consent for existing and future collection,
use and disclosure of your personal information for purposes identified above:
a. Your expressed written consent to UMRA, as obtained through an application process,
(If written consent is not possible, oral consent is possible with a record made attesting to this.)
b. Your implied consent to UMRA, signified by requesting information, assistance, or the delivery of
a product or service.
III.2 The achievement of UMRA’s objectives involves communicating with its membership en masse.
If an individual member does not consent to having his/her personal information used for
such communication, then his/her personal information shall be used by UMRA for purposes of
communicating with that member only, and for identified purposes. It shall not be provided to
anyone else.
IV. QUESTIONS AND COMPLAINTS:
Members who may want to verify their personal information on file, or have a question or complaint
related to this Privacy Policy or to any of its procedures should contact our Privacy Officer.
Contact can be either through our Web site or in writing to Privacy Officer, University of Manitoba
Retirees Association, Box 5 Administration Building, Winnipeg, MB, R3T 2N2.
V. UMRA 'S PROCEDURES FOR POLICY ENFORCEMENT:
The UMRA Executive shall appoint a Privacy Officer for three years who shall carry out
the following functions:
a. To ensure that the Privacy policy is being followed, including the regular deletion of
personal information from the UMRA web-site;
b. To answer questions and deal with complaints;
c. To report annually to the Executive on the carrying out of the above functions; and
d. To refer to the Executive at other times when necessary concerning the above functions.