AFS SUB-GROUP CONSTITUTION AND BY-LAWS
These By-Laws, in general, pertain to matters of Sub-Group organization not covered by the By-Laws and Regulations of The Professional Institute of the Public Service of Canada or of the AFS Group and are made pursuant to those By-Laws and Regulations.
- « Institute » means The Professional Institute of the Public Service of Canada
« Sub-Group » means Laval AFS Sub-Group
membersMembers » means those who meet the requirements of By-Law 3 Membership.
- « AFS » means the Audit, Finance and Scientific Group
- “President” means President of the Sub-Group unless otherwise specified
- Vice-President” means Vice-President of the Sub-Group unless otherwise specified
BY-LAW 1 NAME
The name of this Sub-Group shall be the PIPSC
be AFS Laval AFS Sub-Group of AFS Group hereinafter referred to as the “Sub-Group”.
BY-LAW 2 AIMS
The aim of the Sub-Group shall be to act within the jurisdiction of the Sub-Group to further the professional interests of its members, to protect the status and standards of their profession and to formulate and express the views of the members on matters affecting them. The Sub-Group Executive shall inform the national AFS Group Executive of the concerns of the Sub-Group relative to collective bargaining.
BY-LAW 3 MEMBERSHIP
3.1 Every Regular member of the AFS Group working in Laval shall be a Regular member of the Sub-Group.
3.2 Every affiliate and / or associated member of the AFS Group working in Laval shall be a Regular member of the Sub-Group. 3.3 Every retired member of the AFS Group had been working in Laval shall be a Regular member of the Sub-Group.
BY-LAW 4 RIGHTS OF MEMBERS
4.1 All members shall be eligible to hold office,
vote to elect officers and nominate members as per these By-Laws, propose and nominate members for positions on the Sub-Group Executive, propose amendments to the Constitution and By-Laws of the Sub-Group and vote in Sub-Group affairs.
4.2 All members shall be eligible to attend and speak at General Meetings of the Sub-Group.
BY-LAW 5 FINANCES
5.1 Sub-Group Finances: Sub-Group finances shall be consistent with Institute policies.
5.2 Fiscal Year: The fiscal year of the Sub-Group shall be the calendar year.
5.3 Expenditures: The Sub-Group Executive shall expend such monies as it considers ecessary for the conduct of the business of the Sub-Group.
5.4 Sub-Group Funds:
The Sub-Group executive maintains an account on behalf of the subgroup at a financial institution of its choice and deposits subgroup funds. Sub-Group funds will be maintained in an account assigned by the Institute.
5.5 Signing Officers: Signing officers are elected or appointed by the Constituent Body executive with the decision being recorded in the appropriate minutes. There should be a minimum of three signing officers.
5.6 Signatures: All cheques
financial operation shall have the signatures of two members of executive from de following: President, Vice-President, Secretary and Treasurer officers. A written account shall be kept of all expenditures . A signing officer cannot also be the payee.
5.7 Records: A written account shall be kept of all expenditures.
5.8 Auditing: As required, auditing and verification procedures shall be carried out by members of the
Sub-Group Institute who are not responsible for the administration of funds. of the Sub-Group. 5.6 Additional funds: To obtain additional funds, the subgroup submits a budget to the Executive Committee of the Institute, through the Group Executive, which shall approve or make recommendations to it.
BY-LAW 6 EXECUTIVE
6.1 Role: The Sub-Group Executive shall exercise the authority of and act on behalf of the Sub-Group on all matters subject to this constitution between general meetings of the Sub-Group.
6.2 Composition: The Sub-Group Executive shall be elected by and from the Sub-Group members. The Sub-Group Executive shall be composed of a
maximum of (11) eleven members. The executive officers, namely the President, the Vice-President, the Secretary and the Treasurer shall be elected immediately after AGM.President, a Vice-President, a Secretary, a Treasurer and Members-at-Large up to the maximum permitted by Institute By-Laws.
6.3 Term of Office: The term of office
executive director and others members of executive shall be two (2) years.
6.4 Meetings: The Sub-Group Executive shall meet as frequently as is required, but at least
two times twice a year.
6.5 Quorum: A quorum shall consist of a majority of the members of the
Sub-Group Executive ability to vote Sub-Group Executive.
6.6 Voting: Decisions shall be by majority vote
6.7.1 If the position of President becomes vacant, the Vice-President shall assume the position of the President until the next election.
6.7.2 If a position other than that of the President becomes vacant for any reason, the remaining members of the Executive may select an eligible member of the Sub-Group to fill that vacancy until the next election.
6.7.3 Any member who is absent from two (2) consecutive meetings of the Executive without valid reason shall be deemed to have resigned from the Executive.
BY-LAW Duties 7.1 Executive Duties: The Sub-Group Executive shall manage the affairs of the Sub-Group in a manner that promotes the aims of the Sub-Group as expressed by the majority of its members. The Executive shall inform Sub-Group members of issues of interest and ascertain the members’ point of view. 7.2 President:
6.8.1 President: The President shall call and preside at all meetings of the Sub-Group and of the Sub-Group Executive and shall present to the Annual General Meeting a report on Sub-Group activities.
In his absence, the Vice-President shall assume his duties 7.2.2 The president represents the Sub-Group at the Institute. When the President is unable to sit in this capacity, he may appoint a replacement from among the members of the subgroup. The president or his substitute shall report to the executive of any meeting. This obligation does not in any way infringe the right of any person to communicate with the Institute in his own name.
6.8.2 Vice-president: The Vice-President shall assist the President in the performance of his duties and, in the absence of the President or following his resignation, perform the duties of that position.
6.8.3 Secretary: The Secretary shall be responsible for sending notices of all meetings of the Sub-Group and of the Sub-Group Executive. The Secretary shall record minutes of meetings, including attendance, maintain records and correspondence of the Sub-Group and of the Sub-Group Executive and shall ensure that a copy of the minutes is filed with the Institute. The Secretary shall also be responsible for submitting reports as required by the relevant Institute and Group By-Laws and Constitutions
6.8.4 Treasurer: The Treasurer shall maintain the financial records of the Sub-Group as required by Institute policy, prepare a financial report for each meeting of the Sub-Group Executive and each General Meeting of the Sub-Group, submit a detailed financial statement to the Institute as required, and prepare the request for the annual allowance of the Sub-Group. Copies of the financial report shall be available to all Sub-Group members.
Actif members Members-at-Large: Members-at-Large shall perform such duties as may The other members of the executive assume the functions to which they are be assigned by the Executive.
6.8.6 Committees: The Executive may establish committees as necessary, with terms of reference and membership to be decided by the body that establishes them. Copies of committee reports shall be filed with the Sub-Group Secretary. Committees shall be dissolved by majority vote of the body that established them
BY-LAW 7 ELECTIONS
8.1 Method: An election shall be held when the number of candidates exceeds that specified in section 6.1. Otherwise, candidates are considered elected by acclamation to the position of member of the executive. The executive decides how to vote before the elections. This mode could be by ballot, postal ballot, at an annual meeting or any other method that would be in accordance with the statutes of the institute.
7.1 Elections Committee: The Executive shall appoint an Elections Committee composed
of at least two people to receive nominations for positions on the Sub-Group Executive, and to conduct the elections. Any member of the Committee who becomes a candidate in the elections shall resign from the Committee.
7.2 Procedure for Nominations
7.2.1 A call for nominations for election to the Sub-Group Executive shall be
notified at least three (3) weeks before the Sub-Group Annual General . Sub-Group Annual General Meeting (see 8.1.2)
shall must be submitted in writing and delivered to the Elections Committee. The nomination period will start at least 28 days before the Annual General Meeting and close 14 days after the start of the nomination period.
7.2.4 The Elections Committee shall satisfy itself that the candidates for election are eligible and willing to serve.
7.3 Election Procedure
7.3.1 The Elections Committee shall serve as Returning Officers and shall establish procedures for the efficient conduct of an election, the counting and tabulating of ballots and all matters directly related thereto.
The candidate receiving the highest number of votes for a position shall be declared elected. The election of the Sub-Group shall be at the Sub-Group Annual General Meeting (AGM) Executive will be held in odd years.
7.3.3 The candidate receiving the highest number of votes for a position shall be declared elected.
7.3.4 The results of the election shall be announced at the Sub-Group Annual General Meeting and subsequently distributed.
7.3.5 The newly elected Executive takes office at the close of Sub-Group Annual General Meeting.
7.4 Eligibility to Hold Office
7.4.1 Because all members of the Sub-Group Executive are required to consult with the employer on behalf of the members, then, to be a candidate or remain an Officer, the person must be a member and must be or become a Steward.
BY-LAW 8 GENERAL MEETINGS OF THE SUB-GROUP
8.1 Annual General meetings
of the Sub-Group
8.1.1 The Annual General Meeting of the Sub-Group is its governing body. All members are entitled to attend.
8.1.2 The Sub-Group Executive shall call an Annual General Meeting once each calendar year. The interval between such meetings shall not exceed fifteen (15) months. Members shall be notified of the meeting and of any proposed changes to this constitution at least three (3) weeks prior to the date of the meeting.
The quorum for the annual general meeting shall be (10) members Quorum Fifty percent (50%) of the members in attendance at the beginning of the meeting shall constitute a quorum.
88.1.4 The agenda shall include the following items:
Approval of the Agenda
Adoption of the Minutes of the previous Annual General meeting
Business Arising from the Minutes
Report of the President
Annual Financial Report
Approval of budget
Report of the Elections Committee
New Business, including By-Law Amendments
9.1.4 If the quorum is not met, the executive of the Sub-Group shall postpone the meeting. Notice of the new meeting date shall be sent within two (2) weeks following the date of the first meeting. A quorum is fifty percent (50%) of the full and distinguished members present at the opening of the AGM.
8.1.5 Voting on Motions:
With the exception of the election of the executive of the subgroup, any vote shall be taken by a show of hands. Proxy votes are not allowed. Decisions are taken by majority vote of the members present who are entitled to vote. Voting shall be by secret ballot at the request of a majority of the members present entitled to vote. All members present at the Annual General Meeting are eligible to vote. Voting for positions on the Sub-Group Executive shall be by secret ballot. Otherwise, voting shall normally be by a show of hands. Each member shall have one (1) vote. Decisions shall be by a simple majority vote.
8.1.6 Filling of Documents: Each year, following the Annual General Meeting, the Sub-Group Executive shall submit a copy of the draft minutes, the annual financial report and the elections report to the Office of the Executive Secretary of the Institute prior to end of the calendar year.
8.2 Special General Meeting
8.2.1 A Special General Meeting of the Sub-Group shall be called by the Sub-Group Executive or at the written request of at least 10% of the
Branch Sub-Group members and shall be held within four six (6) weeks of such decision or request
8.2.2 Only the matter(s) for which the Special General Meeting was called shall appear on the agenda.
8.2.3 The same requirements shall apply to the notice, quorum, governance, attendance and voting at Special General Meetings as is prescribed for the Annual General Meeting.
BY-LAW 9 RULES OF PROCEDURE
At any meeting of the Sub-Group, the Sub-Group Executive
annual general meeting or special, or committees thereof, matters of procedure, insofar as they are not specifically provided for, shall be governed by a majority vote of the members present and voting on the matter of procedure. The Chair of such meeting shall first rule on a matter of procedure or order and shall, in the absence of any By-Law to the contrary, rely upon and be governed by the latest edition of the American Institute of Parliamentarians Standard Code of Parliamentary Procedure or “Le code des procedures des assemblées délibérantes” “Sturgis Standard Code of Parliamentary Porcedure” available at the meeting.
BY-LAW 10 CONSTITUTION AND BY-LAWS
Modification: Proposed amendments may be submitted by any member of the Sub-Group. Approval of proposed amendments requires a simple majority of those voting at annual general meeting or special. Theses By-Law may be amended at a General Meeting of the Sub-Group. Approval of proposed amendments requires a simple majority of those voting.
10.2 All proposals for amendments to these By-Laws shall be submitted, in writing, to the Sub-Group Executive, Proposed amendments may be submitted by any member of the Sub-Group. The notice of the Sub-Group meeting at which the amendments will be considered shall include:
- The article to be amended
- The new wording
10.3 New Constitutions and By-Laws, as well as any amendments, shall be submitted to the Institute By-Laws and Policies committee and the AFS Group Executive for review.
Coming into force This Constitution and By-Laws and any amendments thereto shall take effect upon ratification by the Branch Sub-Group membership and approval by the Institute.
BY-LAW 11 REGULATIONS
11.1 The Sub-Group Executive may make such Regulations, and any amendments thereto, not inconsistent with these By-Laws, as it deems necessary or convenient for the operating of the Sub-Group.
11.2 All proposed Regulations and amendments thereto shall be submitted to the Institute for review and approval. They shall take effect on a date determined by the Sub-Group Executive, but not earlier than the date they were approved by the Institute.
12.3 The executive of the subgroup may amend or repeal BY-LAW to Regulation .
They shall take effect on a date determined by the Sub-Group Executive and shall be presented to the next General Meeting of the Sub-Group, and may be rescinded or amended by such meeting. Each such Regulation shall be presented to the next General Meeting of the Sub-Group, and may be rescinded or amended by such meeting. These constitute changes to the Regulations and shall be subject to Article 11.2.
BY-LAW 12 CONTEXT AND GENDER
In this Constitution and By-Laws, expressions in the masculine or feminine gender, in plural or in singular, may be substituted to give effect to the true meaning of the Constitution and By-Laws.
BY-LAW 14 COLLECTIVE NEGOTIATIONS The executive of the subgroup informs the VFS national executive about the subgroup's concerns about collective bargaining.