AFS Penticton SubGroup ByLaws

Current

Proposed

Rational

Comments

PREAMBLE

PREAMBLE

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.

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.

no change required

DEFINITIONS

DEFINITIONS

"Institute or PIPSC" means The Professional Institute of the Public Service of Canada.

"Institute and/or PIPSC" means The Professional Institute of the Public Service of Canada.

Change to proposed - to include "and/or"

"Members" means those who meet the requirements of By-Law 3 Membership.

"Members" means those who meet the requirements of By-Law 3 Membership.

no change required

“AFS” means the name of the Audit, Financial & Scientific Group.

“AFS” means the Audit, Financial and Scientific Group.

Change to proposed wording

“President” means President of the Sub-Group unless otherwise specified.

“President” means President of the Sub-Group unless otherwise specified.

no change required

“Vice-President” means Vice-President of the Sub-Group unless otherwise specified.

“Vice-President” means Vice-President of the Sub-Group unless otherwise specified.

no change required

BY-LAW 1 NAME

BY-LAW 1 NAME

The name of this Sub-Group shall be the PIPSC AFS Penticton Sub-Group, hereinafter referred to as the "Sub-Group".

The name of this Sub-Group shall be the PIPSC AFS Penticton Sub-Group, hereinafter referred to as the "Sub-Group".

no change required

BY-LAW 2 AIMS

BY-LAW 2 SUB-GROUP AIM

Change to proposed wording

The aims of the Sub-Group are 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.

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.

Change to proposed wording "aim vs aims"

BY-LAW 3 MEMBERSHIP

BY-LAW 3 MEMBERSHIP

3.1 Every Regular member of the AFS Group working in Penticton shall be a Regular member of the Sub-Group.

3.1 Every Regular member of the AFS Group working in Penticton shall be a member of the Sub-Group.

Change to proposed wording - remove one word "Regular in last line"

3.2 Every regular member of this Sub-Group who becomes a retired member of the Institute and remains in Penticton shall be a retired member of this Sub-Group.

Needs to be deleted to be in compliance with AFS Group ByLaws

Delete as suggested

BY-LAW 4 RIGHTS OF MEMBERS

BY-LAW 4  RIGHTS OF MEMBERS

4.1 All members shall be eligible to hold office, 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.

4.1 All members shall be eligible to hold office, 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.

no change required

4.2 All members shall be eligible to attend and speak at General Meetings of the Sub-Group.

Needs to be added to be in compliance with PIPSC ByLaws giving all members the right to attend and speak 

change to proposed wording

BY-LAW 5 FINANCES

BY-LAW 5 FINANCES

5.1 Sub-Group Finances: Sub-Group finances shall be consistent with Institute policies.

Needs to be added to be in compliance with PIPSC policy

change to proposed wording

5.1 Fiscal Year The fiscal year of the Sub-Group shall be the calendar year.

5.2 Fiscal Year The fiscal year of the Sub-Group shall be the calendar year.

number change required "5.2"

5.2 Expenditures The Sub-Group Executive shall expend such monies as it considers necessary for the conduct of the business of the Sub-Group.

5.3 Expenditures The Sub-Group Executive shall expend such monies as it considers necessary for the conduct of the business of the Sub-Group.

number change required "5.3"

5.3 Sub-Group Funds Sub-Group funds will be maintained in an account assigned by the Institute. (BOD - July 2007)

5.4 Sub-Group Funds Sub-Group funds will be maintained in an account assigned by the Institute.

number change required "5.4" & removal of "(BOD - July 2007)

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.

Needs to be added to be in compliance with PIPSC policy

add bylaw as proposed

5.4 Signatures Financial transactions shall require the signature of any two (2) of the President, Vice-President, Secretary and Treasurer of the Sub-Group. A written account shall be kept of all expenditures.

5.6 Signatures: All cheques shall have the signatures of two signing officers. A signing officer cannot also be the payee.

addressed in 5.5 and adds governance about the payee.

change to add proposed bylaw

5.7 Records A written account shall be kept of all expenditures.

Needs to be added to be in compliance with PIPSC policy

add bylaw as proposed

5.5 Auditing As required, auditing and verification procedures shall be carried out by members of the Sub-Group who are not responsible for the administration of Sub-Group funds.

5.8 Auditing As required, auditing and verification procedures shall be carried out by members of the Institute who are not responsible for the administration of Sub-Group funds.

number change required "5.8"

BY-LAW 6 SUB-GROUP EXECUTIVE

BY-LAW 6 SUB-GROUP 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. 

Give the executive the right to govern matters pertaining to the SubGroup

add bylaw as proposed

6.1 Composition The Sub-Group Executive shall be composed of a President, a Vice-President, a Secretary, a Treasurer and Members-at-Large to the maximum permitted by Institute By-Laws, elected by and from the Sub-Group members at the Sub-Group Annual General Meeting.

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 President, a Vice-President, a Secretary, a Treasurer and Members-at-Large up to the maximum permitted by Institute By-Laws.

Change in format

change to proposed wording and number "6.2"

6.2 Term of Office The term of office shall be two (2) years with the exception of the first election when half the members shall be elected for a two (2) year term and the remainder for a one (1) year term.

6.3 Term of Office The term of office shall be two (2) years with the exception of the first election when half the members shall be elected for a two (2) year term and the remainder for a one (1) year term.

number change required "6.3"

6.3 Meetings The Sub-Group Executive shall meet as frequently as is required, but at least twice a year.

6.4 Meetings The Sub-Group Executive shall meet as frequently as is required, but at least twice a year.

- sz reviewed

6.4 Quorum A quorum shall consist of a majority of the voting members of the Sub-Group Executive.

6.5 Quorum A quorum shall consist of a majority of the members of the Sub-Group Executive.

number change required "6.5"

6.5 Voting Decisions shall be by majority vote.

6.6 Voting Decisions shall be by majority vote.

number change required "6.6"

6.6 Vacancies

6.7 Vacancies

number change required "6.7"

6.6.1 If the position of President becomes vacant, the Vice-President shall assume the position of the President until the next election.

6.7.1 If the position of President becomes vacant, the Vice-President shall assume the position of the President until the next election.

number change required "6.7.1"

6.6.2 If a vacancy should occur in any position other than that of the President, the remaining members of the Executive may select an eligible member of the Sub-Group to fill that vacancy until the next election.

6.7.2 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.

change to proposed wording and number "6.7.2"

6.6.3 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.

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.

number change required "6.7.3"

6.7 Duties The Sub-Group Executive shall manage the affairs of the Sub-Group in such a manner as to promote the aims of the Sub-Group as expressed by the majority of the members. The Executive shall be responsible for informing members of current concerns and for ascertaining the viewpoint of the membership.

6.8 Duties

not required as partially covered in the New 6.1

Change to proposed

6.7.1 The President shall call and preside at all meetings of the Sub-Group and of the Sub-Group Executive.

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.

Adds to what was not address in new 6.1 for the old 6.7

change to proposed

6.7.2 Vice-President The Vice-President shall assist the President in the performance of his duties and, in the absence of the President, perform the duties of that position.

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, perform the duties of that position.

number change required "6.8.2"

6.7.3 Secretary The Secretary shall be responsible for sending notices of and keeping records of all meetings of the Sub-Group and the Sub-Group Executive for the period required by Institute policy, and shall ensure that a copy of 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 Constitution.

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.

Adds duties to the role

change to proposed

6.7.4 Treasurer The Treasurer shall maintain the financial records of the Sub-Group as required by Institute policy; present a budget to the first Sub-Group meeting of the calendar year; submit a financial statement to the Institute as required, and prepare the annual request for the annual allowance of the Sub-Group. Copies of the financial report shall be available to all Sub-Group members.

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.

Adds duties to the role

change as proposed

6.7.5 Members-at-Large Members-at-Large shall perform such duties as may be assigned by the Executive.

6.8.5 Members-at-Large Members-at-Large shall perform such duties as may be assigned by the Executive.

number change required "6.8.5" - sz reviewed

6.7.6 Committees The Sub-Group or Sub-Group 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.

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.

number change required "6.8.6"

BY-LAW 7 ELECTIONS

BY-LAW 7 ELECTIONS

7.1 Elections Committee The Executive shall appoint an Elections Committee to receive nominations for positions on the Sub-Group Executive, and to conduct the elections. Any member of the Elections Committee who becomes a candidate in the election shall resign from the Elections Committee.

7.1 Elections Committee The Executive shall appoint an Elections Committee to receive nominations for positions on the Sub-Group Executive, and to conduct the elections. Any member of the Elections Committee who becomes a candidate in the election shall resign from the Elections Committee.

Slight wording changes

no change required (looks like identical wording to me)

7.2 Procedure for Nominations

7.2 Procedure for Nominations

7.2.1 A notice calling for nominations for election to the Sub-Group Executive shall be distributed three (3) weeks in advance of the Sub-Group Annual General Meeting.

7.2.1 A call for nominations for election to the Sub-Group Executive shall be included with the notice of the Sub-Group Annual General Meeting. (See 8.1.2)

Slight wording changes

change to proposed

7.2.2 Nominations may be submitted in writing or may be made from the floor of the Sub-Group AGM.

7.2.2 Nominations may be submitted in writing or may be made from the floor of the Sub-Group AGM.

no change required

7.2.3 Reserved

7.2.3 The Elections Committee shall satisfy itself that the candidates for election are eligible and willing to serve.

7.2.4 The Elections Committee shall satisfy itself that the candidates for election are eligible and willing to serve.

no change required

7.3 Election Procedure

7.3 Election Procedure

7.3.1 The election shall be at the Sub-Group Annual General Meeting (AGM).

needs to be add to be in compliance with PIPSC Policy

change to proposed

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.

7.3.2 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.

number change and change to proposed wording

7.3.3 Reserved

7.3.4 The candidate receiving the highest number of votes for a position shall be declared elected.

removed from old 7.3.1 and added here

change to proposed

7.3.2 The results of the election shall be announced at the Sub-Group Annual General Meeting and subsequently distributed. The newly elected Sub-Group Executive shall take office at the close of the Sub-Group Annual General Meeting.

7.3.5 The results of the election shall be announced at the Sub-Group Annual General Meeting and subsequently distributed.

number change and change to proposed wording

7.3.6 The newly elected Sub-Group Executive shall take office at the close of the Sub-Group Annual General Meeting.

removed from old 7.3.2 and added here

change to proposed

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.

Needs to be added to be in compliance with AFS Group ByLaws

change to proposed

BY-LAW 8 GENERAL MEETINGS OF THE SUB-GROUP

BY-LAW 8 GENERAL MEETINGS OF THE SUB-GROUP

8.1 Annual General Meetings

8.1 Annual General Meetings

8.1.1 The Annual General Meeting of the Sub-Group is its governing body. All members are entitled to attend.

needs to be added

change to proposed

8.1.1 The Sub-Group Executive shall call an Annual General Meeting once each calendar year. The interval between Annual General Meetings shall not exceed fifteen (15) months. Members shall be notified at least three (3) weeks prior to the date of the meeting.

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.

adds notification of bylaws changes

change to proposed

8.1.2 Quorum A quorum at Annual General Meetings shall constitute fifty percent (50%) of the members in attendance at the beginning of the meeting.

8.1.3 Quorum Fifty percent (50%) of the members in attendance at the beginning of the meeting shall constitute a quorum.

change to proposed

8.1.3 Agenda The agenda shall include the following items:

8.1.4 Agenda The agenda shall include the following items:

Roll Call (members of the Sub-Group Executive)

not required

delete as not required

Approval of the Agenda

Approval of the Agenda

Adoption of the Minutes of the previous Annual General meeting

Adoption of the Minutes of the previous Annual General meeting

Business Arising from the Minutes

Business Arising from the Minutes

Report of the President

Report of the President

Annual Financial Report

Annual Financial Report

Approval of Budget

Needs to be added to be compliant with PIPSC's policy

change to proposed

Report of the Elections Committee

Report of the Elections Committee

New Business, Including By-Law Amendments

New Business, including By-Law Amendments

8.1.4 Voting 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.

8.1.5 Voting on Motions 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.

slight wording change & numbering

8.1.5 Filing of Documents Each year, following the Annual General Meeting, the Sub-Group Executive shall submit a copy of the draft AGM 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. (BOD - July 2007)

8.1.6 Filing 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.

slight wording change & numbering

8.2 Special General Meeting

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 voting Sub-Group members and shall be held within six (6) weeks of such decision or request.

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 Sub-Group members and shall be held within six (6) weeks of such decision or request.

8.2.2 Only the matter for which the Special General Meeting was called shall appear on the agenda.

8.2.2 Only the matter(s) for which the Special General Meeting was called shall appear on the agenda.

slight wording change "matter(s)"

8.2.3 The same provisions shall apply to the notice, quorum and voting at Special General Meetings as is prescribed for the Annual General Meeting.

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.

wording change - change to model

BY-LAW 9 RULES OF PROCEDURE

BY-LAW 9 RULES OF PROCEDURE

At any meeting of the Sub-Group Executive, Annual or Special General Meetings, matters of procedure, insofar as they are not specifically provided for, shall be governed by a majority vote of the members present and voting. The Chair of such meeting shall first rule on a matter of procedure or order and shall, in his rulings, in the absence of any By-Law to the contrary, rely upon and be governed by the latest version of Sturgis' Standard Code of Parliamentary Procedure available at the meeting.

At any meeting of the Sub-Group, Sub-Group Executive 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 procédures des assemblées délibérantes” available at the meeting.

update parliamentary procedures

change to proposed

BY-LAW 10 CONSTITUTION AND BY-LAWS

BY-LAW 10 CONSTITUTION AND BY-LAWS

10.1 These By-Laws may be amended at an Annual or Special General Meeting of the Sub-Group. Approval of proposed amendments requires a simple majority of those voting.

10.1 These By-Laws may be amended at a General Meeting of the Sub-Group. Approval of proposed amendments requires a simple majority of those voting.

slight wording change - change to model wording

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.

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:

change to proposed

a)         the article to be amended; and

b)         the new wording.

(See 8.1.2)

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 appropriate Group Executive for review. The notice of the Sub-Group meeting at which the amendments will be considered, shall include:

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.

change to proposed

a) the article to be amended; and

delete

b) the new wording.

delete

10.4 This Constitution and By-Laws and any amendments thereto shall take effect upon approval by the Institute and ratification by the Sub-Group membership.

10.4 This Constitution and By-Laws and any amendments thereto shall take effect upon ratification by the Sub-Group membership and approval by the Institute.

slight wording change - change to proposed

BY-LAW 11 REGULATIONS

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.

11.1 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.

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.

11.3 Each such Regulation shall be presented to the next General Meeting of the Group, and may be rescinded or amended by such meeting. These constitute changes to the Regulations and shall be subject to Article 11.2.

11.3 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

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.

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.

Approved by the Board of Directors

Approved by the Board of Directors

28-Mar-09

13-Apr-18