About Us

CONSTITUTION POLICY

Article 1 – Name

The name of this body shall be Ontario Association of Physical Plant Administrators (OAPPA). OAPPA is a Chapter of ERAPPA, the Eastern Region of the Association of Physical Plant Administrators.

Article 2 – Objectives

The objective of the Association is to promote co-operation among Physical Plant Administrators of provincially assisted universities in Ontario, and other relevant groups, on matters relating to staff development, planning, construction, operation and maintenance of facilities.

Article 3 – Membership

1. Those eligible for membership in the Association shall be members of the Physical Plant departments of institutions who have membership or associated membership in the Council of Ontario Universities. Other institutions may become members with the support of a majority of the voting members present at the Annual General Meeting.
2. Each Member Institution shall designate one representative as the Institutional Voting Representative, who will normally be the executive lead of the Physical Plant Department.
3. Each Institutional Voting Representative may designate a qualified proxy voter in their absence.
4. Member Institutions may select additional representatives to take part in the affairs of the Association.
5. Each member institution shall assume a leadership role once every 5 years. Eligible roles may include an Executive/Officer position or service as a chair of a committee.

Article 4 – Voting

1. Each Member Institution is entitled to one vote in conducting the business of OAPPA. That vote will be cast by the Institutional Voting Representative, or in their absence, by a designated proxy.
2. Voting on all general matters shall be decided by a majority of voting members present at a regularly constituted meeting, except as otherwise specified herein.
3. The adoption of or an amendment to the Constitution Policy of the Association shall require a majority vote of the voting members present at a regularly constituted meeting.
4. The election of officers of the Association shall be determined by a majority vote of the voting members present at the Annual General Meeting.
5. The establishment of standing or special Sub-Committees shall require a majority vote of the voting members present at a regularly constituted meeting. The OAPPA Chair is responsible for establishing such committees.
6. Election of members to a standing Sub-Committee shall be determined by a majority vote of the voting members present at the Annual General Meeting.
7. In the case of a tie vote, the Chair of the Association shall cast the deciding vote.

Article 5 – Officers

1. The officers of the Association shall include a Chair, Vice-Chair, Secretary, and Treasurer, all shall be elected from among the members of the Association.
2. The Chair and Vice-Chair shall normally serve for a two year term. The Vice-Chair shall normally advance to the position of Chair at the end of their tenure.
3. The Treasurer shall normally serve for a two year term.
4. The Secretary shall normally serve for a two year term.
5. The Chair, Vice-Chair, Secretary, Treasurer, and Past-Chair shall constitute the Executive Committee of the Association.
6. The Chair and the Treasurer shall be the signing officers of the Association.
7. The Executive Committee, under the direction of the Chair, shall ensure that matters of the Association are handled in an orderly fashion and shall assist the host institution in organizing the Annual General Meeting.
8. The Executive Committee shall also serve as the Nominating Committee for recruiting new officers of the Association and the Chair of each Committee.
9. The Executive Committee shall notify member institutions, in advance of the Annual General Meeting, of those selected to nominate candidates for officer positions. Each identified institution is responsible for submitting the name of its candidate, along with preferred position, no later than two months in advance of that year’s Annual General Meeting. The Executive Committee shall assign candidates to available positions based on stated preferences and the timing of submissions.
10. In the event that an officer is unable to fulfill the responsibilities of their assigned role, the Executive must be notified promptly. A special election shall be held at the next Quarterly Meeting to fill the vacancy. The newly elected officer shall serve for the remainder of the original term.

Article 6 – Committees

1. The Association may establish Committees from its membership to study, investigate, survey or report on any matter pertaining to the objectives of the Association.
2. Each Committee shall identify a candidate to serve as Chair in advance of the Annual General Meeting when the current Chair is scheduled to complete their term. The Chair of the Committee shall communicate the nominated candidate to the Executive.
3. The Chair of each Committee shall be elected by a majority vote of voting members present at the Annual General Meeting.
4. The term for members of standing Committees shall normally be two years, but may be extended by a majority vote of the voting members present at the Annual General Meeting.
5. The Chair of each Committee shall provide regular updates on committee activities at each Quarterly Meeting and present an Annual Report at the Annual General Meeting.
6. Members of special Committees shall serve for the duration of the assigned mandate.

Article 7 – Meetings

1. A general meeting, referred to as the Annual General Meeting, shall be held once a year, normally in the spring. The Chair shall propose a three year location plan for the annual meetings and conference for consideration at the Annual General Meeting.
2. Member Institutions, whose executive leads hold membership or associated membership in the Council of Ontario Universities, are required to host the annual conference as approved in Article 7.1.
3. Quarterly and Special meetings of the Association may be called by the Chair or Vice-Chair with at least one month’s advance notice.
4. Meetings of the Executive or any Committee shall be called by the Chair or Vice-Chair of the Association, or the Chair of the Committee concerned.
5. A majority of the voting members in attendance shall constitute a quorum for meetings of the Association or any Committee.
6. Member Institutions may send representatives to Association meetings, as it deems appropriate for the benefit of or contribution to the business of the Association.

Article 8 – Finances

1. Each Member Institution shall pay an annual membership fee of $300.00 (to be collected by the Treasurer).
2. Each member shall be responsible for their own expenses related to attending meetings or participating in the activities of the Association.
3. The Executive Committee will prepare an annual budget to be approved at a Quarterly meeting ahead of the new fiscal year (May 1).
4. The Executive Committee and/or any Sub-Committee carrying out activities approved by the Association may present a budget for anticipated extraordinary expenses which may arise due to performing such an/or activity(ies). This budget will be approved by a majority vote of the voting members and as a result, each Member Institution shall be invoiced for a proportionate share of the extraordinary expenses incurred. Each Member Institution is expected to pay such invoices promptly.
5. The Executive Committee may authorize expenditures of up to $1,000.00 from the treasury between Association meetings.
6. The Treasurer shall maintain the financial records of the Association and report the current financial status at each meeting of the Association.
7. The Executive Committee shall arrange for audits of accounts as required, and maintain appropriate authorizations with the Association’s financial institution.

Amended May 26, 2026.