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 CFIA-Science & Analysis Group and are made pursuant to those By-Laws and Regulations.
“Institute or PIPSC” means The Professional Institute of the Public Service of Canada.
“Members” means the individuals who meet the requirements of By-Law 3 Membership.
“Group Acronym” means the name of the S&A Group.
BY-LAW 1 NAME
The name of this Sub-Group shall be the PIPSC CFIA-S&A Group Quebec Region Sub-Group, hereinafter referred to as the “Sub-Group”.
BY-LAW 2 AIMS
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 CFIA-S&A Group Executive of the concerns of the Sub-Group in respect of collective bargaining.
BY-LAW 3 MEMBERSHIP
3.1 Every regular member of the CFIA-S&A Group working in the Quebec Region shall be a regular member of the Sub-Group.
3.2 Every regular member of the Sub-Group who becomes a retired member of the Institute and remains in the Quebec Region shall be a retired member of the Sub-Group.
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 Sub-Group’s Constitution and By-Laws, and vote in Sub-Group affairs.
BY-LAW 5 FINANCES
5.1 Fiscal Year The fiscal year of the Sub-Group shall be the calendar year.
5.2 Expenditures The Sub-Group Executive shall expend such monies as it deems necessary to conduct the business of the Sub-Group.
5.3 Sub-Group Funds The funds of the Sub-Group shall be kept in an account assigned by the Institute.
(BOD - July 2007)
5.4 Signatures Financial transactions shall require the signature of any two (2) of the following Sub-Group Executive officers: President, Vice-President, Secretary or Treasurer. A written account shall be kept of all expenditures.
5.5 Auditing As required, auditing and verification shall be carried out by members of the Sub-Group who are not responsible for the administration of Sub-Group funds.
BY-LAW 6 SUB-GROUP EXECUTIVE
6.1 Composition The Sub-Group Executive shall be composed of a President, a Vice-President, a Secretary-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 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 term of two (2) years and the remainder for a term of one (1) year.
6.3 Meetings The Sub-Group Executive shall meet as frequently as is required, but at least twice a year.
6.4 Quorum A quorum shall consist of a majority of the members of the Sub-Group Executive.
6.5 Voting Decisions shall be by majority vote.
6.6.1 Should the position of President becomes vacant, the Vice-President shall assume the duties of President until the next election.
6.6.2 Should a vacancy occur in any position other than the office of President, the remaining members of the Executive may select an eligible member of the Sub-Group to fill the vacancy until the next election.
6.6.3 Any member who is absent from two (2) consecutive meetings without valid reason shall be deemed to have resigned from the Executive.
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. It shall be responsible for informing members of current concerns and for ascertaining the membership’s points of view.
6.7.1 President The President shall convene and preside at all meetings of the Sub-Group and the Sub-Group Executive.
6.7.2 Vice-President The Vice-President shall assist the President in the performance of his or her duties and, in the absence of the President, assume the duties of that position.
6.7.3 Secretary-Treasurer The Secretary-Treasurer shall issue notices of Sub-Group meetings and of Sub-Group Executive meetings and keep records of the Sub-Group meeting for the period required by Institute policy, and shall ensure that copies of the minutes are sent to the Institute. The Secretary-Treasure shall be responsible for submitting reports as required and in accordance with Institute and Group constitutions and by-laws.
6.7.4 The Secretary-Treasurer shall maintain the Sub-Group’s financial records as required by Institute policy, present a budget to the first Sub-Group meeting of the fiscal year, submit financial statements to the Institute as required and prepare the annual request for the yearly Sub-Group allowance. Copies of the financial report shall be available to all Sub-Group members.
6.7.5 Members-at-Large Members-at-Large shall perform such duties as may be assigned to them by the Executive.
6.7.6 Committees The Sub-Group or the Sub-Group Executive shall establish committees as necessary, with terms of reference and membership determined by the body that establishes them. Copies of committee reports shall be filed with the Sub-Group Secretary-Treasurer. Committees shall be dissolved by majority vote of the body that established them.
BY-LAW 7 ELECTIONS
7.1 Elections Committee The Sub-Group 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 a given election shall resign from that Elections Committee.
7.2 Nomination Procedure
7.2.1 A notice calling for nominations for election to the Sub-Group Executive shall be distributed [to all Sub-Group members] three (3) weeks prior to the Sub-Group Annual General Meeting.
7.2.2 Nominations may be submitted in writing or made from the floor of the Sub-Group Annual General Meeting.
7.2.3 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 efficiently conducting an election, for counting the ballots and for all matters directly related thereto. The candidate receiving the highest number of votes for a position shall be declared elected.
7.3.2 Election results shall be announced at the Sub-Group Annual General Meeting and distributed thereafter. The newly elected Sub-Group Executive shall take office at the close of the Sub-Group Annual General Meeting.
BY-LAW 8 SUB-GROUP GENERAL MEETINGS
8.1 Annual General Meetings
8.1.1 The Sub-Group Executive shall call convene 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 A quorum at an Annual General Meeting shall constitute fifty percent (50%) of the members in attendance at the beginning of the meeting.
8.1.3 The agenda shall include the following items:
- Roll Call (members of the Sub-Group Executive)
- 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
- Report of the Elections Committee
- New Business, Including By-Law Amendments
8.1.4 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 show of hands. Each member shall have one (1) vote. Decisions shall be by a simple majority vote.
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 the end of the calendar year.
(BOD - July 2007)
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.
8.2.2 Only the matter for which the Special General Meeting was called shall appear on the agenda.
8.2.3 The same provisions shall apply to the notice of meeting, quorum and voting at Special General Meetings as are prescribed for the Annual General Meeting.
BY-LAW 9 RULES OF PROCEDURE
At any meeting of the Sub-Group Executive, and at Annual or Special General Meetings, matters of procedure for which there are no specific provisions shall be governed by a majority vote of the members present and voting. The President of such meetings shall first rule on matters of procedure or order and shall, in his or her 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.
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 the proposed amendments requires a simple majority of members voting.
10.2 All proposals for amendments to these By-Laws shall be submitted in writing to the Sub-Group Executive. Any member of the Sub-Group may submit proposals for amendments.
10.3 The new Constitution 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 meeting at which the amendments will be considered shall include:
a) the article to be amended; and
b) the new wording.
10.4 This Constitution and By-Laws, and any amendment thereto, shall take effect upon approval by the Institute and ratification by the Sub-Group membership.
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, 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 Sub-Group during which it may be rescinded or amended. Such changes to the Regulations 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.
Approved by the Board of Directors
December 7, 2007