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 and/or PIPSC” means The Professional Institute of the Public Service of Canada.
“Member” means those who meet the requirements of By-Law 3 Membership.
“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 be the PIPSC Québec City AFS Sub-Group, hereinafter referred to as the “Sub-Group”.
BY-LAW 2 AIMS
The aim of the Sub-Group shall be 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.
BY-LAW 3 MEMBERSHIP
3.1 Regular Member Every Regular member of the AFS Group working in Québec City shall be a Regular member of the Sub-Group in accordance with Institute By-Laws.
BY-LAW 4 RIGHTS OF MEMBERS
4.1 All members shall be eligible to 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 Fiscal Year The fiscal year of the Sub-Group shall be from November 1st to October 31st.
5.2 Application for Funding The Institute shall provide for funding of the Sub-group in accordance with Institute By-Laws and Regulation.
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, subject to expenditure restraints.
5.4 Sub-Group Funds Sub-Group funds will be maintained in an account assigned by the Institute.
5.5 Signatures Financial documents of the Sub-Group shall require the signature of any two (2) of the President, Vice-President, Secretary and Treasurer4 of the Sub-Group. A written account shall be kept of all expenditures.A written account shall be kept of all expenditures.
5.6 Auditing and Verification As required, auditing and verification procedures shall be carried out by members of the Sub-Group who are not responsible for the administration of the Sub-Group funds.
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.
6.2 Composition The Sub-Group Executive shall be composed of a President, two (2) Vice-Presidents, a Secretary, a Treasurer and directors to the maximum permitted by Institute By-Laws, elected by and from the Sub-Group members at the Sub-Group Annual General Meeting. The positions of Secretary and Treasurer may be combined into a single position of Secretary-Treasurer if there are not separate candidates for both positions.
6.3 Liaison with Stewards The Sub-Group Executive shall appoint one of its officers to act as liaison officer with the stewards.
6.4 Term of Office The term of office shall be two (2) years.
6.4.1 Elections shall be held for the positions of President, second Vice-President, Treasurer and three (3) directors on even-numbered years.
6.4.2 Elections shall be held for the positions of first Vice-President, Secretary and the three (3) other directors on odd-numbered years.
6.5 Meetings The Sub-Group Executive shall meet as frequently as is required, but at least twice a year. Decisions shall be by majority vote.
6.6 Quorum A quorum for meetings of the Executive shall consist of half (1/2) of the elected officers rounded up to the next number when the Executive has an odd number of members, and half (1/2) plus one (1) when the Executive has an even number of members.
6.7 Removal from Office An elected officer may be removed from office in accordance with Institute By-Laws. An officer who fails to attend two (2) or more meetings of the Executive without valid reason may be removed from office.
6.8 Vacancies The term of office of a member of the Sub-Group Executive shall end in case of resignation, removal from office by the AFS Group, or two (2) or more absences without excuses.
6.8.1 If the position of President becomes vacant, a Vice-President shall assume the position of the President. The Executive is responsible for the election of the Vice-President.
6.8.2 If a position other than that of the President becomes vacant, the remaining members of the Executive may select an eligible member of the Sub-Group to fill that vacancy until the next election.
BY-LAW 7 ELECTIONS
7.1 Method Elections shall be held during the Annual General Meeting and shall be determined by the votes of the members in attendance. A single nominee for a position shall be acclaimed.
7.2 Nominations The Sub-Group Executive shall appoint a member to act as Returning Officer to be responsible for the procedure for nominations and the conduct of the elections.
7.3 Procedure for Nominations A call for nominations for election to the Sub-Group Executive shall be posted two (2) weeks in advance; this call may be issued by e-mail, but must still be posted. The Returning Officer shall satisfy himself that the candidates for election are eligible and willing to serve.
7.4 Election Procedure The Returning Officer shall, in addition to directives from the Sub-Group Executive, if any, put in place procedures for the efficient conduct of the elections, the counting and tabulating of ballots and all matters directly related thereto. The results of the election shall be announced at the Sub-Group Annual General Meeting. The newly elected Sub-Group Executive shall take office at the close of the Sub-Group Annual General Meeting.
BY-LAW 8 DUTIES OF THE SUB-GROUP EXECUTIVE
8.1 Duties of the Executive The Sub-Group Executive shall manage the affairs of the Sub-Group in such manner as to promote the aims of the Sub-Group as expressed by the majority of its members. The Executive must inform members of concerns and ascertain their viewpoints. The Executive takes part in consultations with the Employer and represents the bargaining unit in its communications with the Quebec TSO Director and his assistants.
8.1.1 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.
8.2 President The President shall call and preside at all meetings of the Sub-Group and of the Sub-Group Executive. In the absence of the President, a Vice-President shall perform the duties of that position. In case of tie votes, the chair of the meeting shall cast the deciding vote; otherwise, the chair of the meeting does not vote. The President shall represent the Sub-Group in dealing with the Institute and the Group. If unable to serve in such capacity, the President may designate one of the Vice-Presidents or, in the absence of a Vice-President, another member of the Executive as an alternate. The President, or his alternate, shall report on his activities to the Executive.
8.3 Vice-Presidents The Vice-Presidents shall assist the President in the performance of his duties.
8.4 Secretary The Secretary shall be responsible for preparing notices of all meetings and keeping records of all meetings of the Executive and the Annual General Meeting of the Sub-Group. He shall also be responsible for distributing minutes as soon as possible to the persons concerned.
8.5 Treasurer The Treasurer shall be responsible for the funds of the Sub-Group in accordance with the recommendations of the Sub-Group Executive and for maintaining financial records for as long as required by Institute policy.
BY-LAW 9 MEETINGS
9.1 Annual General Meeting (AGM) The Annual General Meeting of the Sub-Group is its governing body. All members are entitled to attend.The Sub-Group Executive shall call an Annual General Meeting of the Sub-Group in November or December. The Secretary shall inform members by posting a notice of meeting, with an agenda and any proposed changes to this constitution, on various office bulletin boards and/or by an e-mail sent to all AFS Sub-Group members. The notice of meeting must be sent or posted at least three (3) weeks before the start of the Annual General Meeting.
9.1.1 Fifty percent (50%) of the members in attendance at the beginning of the meeting shall constitute a quorum.
9.1.2 The agenda prepared by the Executive shall include the following items:
Roll Call (members of the Sub-Group Executive)
Reading of the Notice of Meeting and approval of Agenda
Reading and adoption of the minutes of the previous Annual General Meeting
Business arising from the minutes of the previous AGM
Report of the President
Annual Financial Report
Report of the Nominating Committee
New or other Business.
9.1.3 Voting shall be by a show of hands. Proxy votes shall not be permitted. Decisions shall be by a majority vote of the members present and eligible to vote. Voting may be by secret ballot at the request of the majority of voting members present. The majority of the Executive plus the members in attendance shall constitute the quorum for the AGM. If there is no quorum, a new AGM shall be called.
9.2 Special General Meetings A Special General Meeting of the Sub-Group shall be called by the Sub-Group Executive at its own discretion or at the written request of at least fifteen (15) members of the voting Sub-Group members and shall be held within two (2) weeks of such decision or request.
Twenty percent (20%) of all members in good standing on the time of the Special General Meeting shall constitute a quorum. The notice of meeting shall be posted on the office bulletin boards and/or by an e-mail sent to all AFS Sub-Group members. Only the matter for which the Special General Meeting was called shall appear on the agenda. Decisions shall be by a majority vote.
BY-LAW 10 COLLECTIVE BARGAINING
The Sub-Group Executive shall inform the Group Executive of the concerns of the Sub-Group with reference to collective bargaining.
BY-LAW 11 RULES OF PROCEDURE
At any meeting of the Sub-Group Executive meeting, 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 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 Code Morin available at the meeting.
BY-LAW 12 REGULATIONS
12.1 The following regulations are part of these By-Laws.
12.2 The Sub-Group Executive may make such Regulations not inconsistent with these By-Laws, as it deems necessary for the operating of the Sub-Group. The Sub-Group Executive may amend or rescind such Regulations.
12.3 All proposed Regulations and amendments thereto shall be submitted to the Institute for approval. All additions, changes or deletions to the Regulations shall take effect on the date set by the Sub-Group Executive
12.4 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 12.3.
BY-LAW 13 CONSTITUTION AND BY-LAWS
13.1 Amendment Motions to amend this Constitution and these By-Laws may be made by any Sub-Group member. Motions must be submitted in writing to the members at least 21 days before the start of the meeting. Members shall vote on motions to amend at the Annual General Meeting or Special General Meeting. A motion to amend is carried by a majority vote of the members in attendance. The notice of the Group meeting at which the amendments will be considered, shall include:
a) the article to be amended; and
b) the new wording.
13.2 Ratification and approval These By-Laws and any amendments thereto take effect upon their approval by the Institute and their ratification by the Sub-Group members; these By-Laws and any amendments are subject to the approval of the Institute Board of Directors and the AFS Group Executive.
BY-LAW 14 CONTEXT AND GENDER
In this document, 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
January 13, 2007
Approved by the Board of Directors
September 25-26, 2008
Approved by the Board of Directors
December 3, 2009
Approved by the Board of Directors
December 12-13, 2011