76th PRC - Bylaw Amendments Proposal
PRAIRIE/NORTHWEST TERRITORIES REGION
Constitution and By-Laws Amendments
- Proposed bylaw amendments to separate the treasurer and secretary position on the regional executive.
Sponsored by the Regional Executive
|
CURRENT |
PROPOSED |
RATIONALE |
|
6.2 Composition The Executive shall normally consist of the Director, the Secretary/Treasurer, one (1) member-at-large from each of the Winnipeg, Saskatoon, Regina, Calgary, and Edmonton Branches, and two (2) members-at-large from among the remaining Branches in the Region. Each year, the Executive shall choose a Vice-Chair from its members at its first Executive meeting held after the Regional Council.
|
6.2 Composition The Executive shall normally consist of the Director, the Secretary, the Treasurer, one (1) member-at-large from each of the Winnipeg, Saskatoon, Regina, Calgary, and Edmonton Branches, and two (2) members-at-large from among the remaining Branches in the Region. Each year, the Executive shall choose a Vice-Chair from its members at its first Executive meeting held after the Regional Council.
|
A comprehensive list of roles, responsibilities, additional responsibilities and duties includes but is not limited to those provided for in the ‘Policy on the Institute’s Board of Directors’ (policy numbers 5, 6, 7. 8) and ‘Prairie/Northwest Territories Constitution and By-laws’ 6.8.1 Duties – Director. In addition, the President can assign the Director a mandate. This constitutes a heavy workload for the position of Director. The roles of Secretary and Treasurer may be separate positions, rather than combined, as provided for in Institute By-Laws and Regulations 11.1.7. Separating the roles provides an opportunity for the Executive Members in the new separated positions to afford more support for the Director and service to the Region. |
|
|
|
Currently, the Prairie/Northwest Territories Regional Executive is nine (9). Therefore, the addition of one position will not exceed eleven members as provided in Institute By-Law 11.1.7 Regional Executive A Regional Executive shall comprise the elected Director(s) for the Region and additional members up to a maximum of eleven (11). |
|
6.3.1 The Secretary/Treasurer
|
6.3.1 The Secretary and the Treasurer shall be elected by the Regional Council for |
This provides for the election of these positions in opposite years. |
|
|
6.3.2 The Secretary and the Treasurer shall not be from the same Branch |
To maintain the Region’s intent of making the Regional Executive as representative of the Region as possible. |
|
6.3.2 The Winnipeg, Saskatoon, Regina, Calgary, and Edmonton Branch members in attendance at each Branch’s AGM shall each nominate one (1) member to represent their respective Branches on the Regional Executive. The representative’s term on the Regional Executive will commence at the end of the Branch’s AGM. |
6.3.
|
Re-numbering, only |
|
6.3.3 Two (2) additional Executive members shall be elected from the remaining Branches by the delegates in attendance at the Regional Council, that are members of the remaining Branches. A Call Letter shall be sent to all remaining branches at the time of the notice of the Regional Council. The term of office shall be two (2) years and elections will be in odd numbered years. |
6.3.
|
Re-numbering, only |
|
6.7.2 If the position of Secretary/Treasurer becomes vacant for any reason, the members of the Executive may select an eligible member from the Region to fill that vacancy until the next election. |
6.7.2 If either the position of Secretary or Treasurer becomes vacant for any reason, the members of the Executive may select an eligible member from the Region to fill that vacancy until the next election. |
This amendment provides for the replacement of the position of Secretary or Treasurer. |
|
6.8.3 Secretary/Treasurer: The Secretary/Treasurer is responsible, in conjunction with the Institute’s Regional office, for sending notices of all meetings of the Regional Council and the Regional Executive. Other responsibilities include maintaining accurate records of all meetings, decisions, and correspondence, ensuring information is forwarded to the appropriate person or body as required in a timely manner, administering the Region’s finances including preparing financial statements and budget, applying for the annual allotment, and maintaining all banking information and records and retaining them in accordance with the Institute’s policies.
|
6.8.3 Secretary
|
Separating the roles of Secretary and Treasurer will allow the executive members elected to the positions of Secretary and Treasurer to devolve the respective administrative and financial duties portions of the previously combined role in order to provide additional support to the Director in performance of the Director’s duties and expectations. This also updates the language to conform with the model constitution |
|
|
6.8.4 The Treasurer shall maintain the financial records of the Region as required by Institute policy, prepare a financial report for each meeting of the Regional Executive and each Regional Council of the Region, submit a detailed financial statement to the Institute as required, and prepare the request for the annual allowance of the Region. Copies of the financial report shall be available to all members of the Region. |
New section to define the role of the Treasurer. It has been updated to the language of the model constitutions. |
|
6.8.4 Members-at-Large: Members-at-Large shall perform such duties as may be assigned by the Executive and shall liaise with their respective branches as required. |
6.8. |
Renumbering change only |
|
9.4 Signing Officers: Financial transactions shall require the signatures of any two (2) of the Director, Vice-Chair, and Secretary/Treasurer. A written account shall be kept of all expenditures. |
9.4 Signing Officers: Financial transactions shall require the signatures of any two (2) of the Director, Vice-Chair, and |
The positions of secretary and treasurer are now separate per the passing of bylaw 6.2. |
Sponsored by the Regional Executive |
|
|
|
6.7.1 If the position of Director becomes vacant for any reason, the remaining members of the Executive shall recommend a replacement to the Board in accordance with the Institute’s By-laws. |
6.7.1 If the position of Director becomes vacant for any reason, the remaining members of the Executive shall recommend the Vice Chair as a replacement to the Board in accordance with the Institute’s By-laws. |
Ties into 6.8.2 where a bylaw change is recommend that the Vice Chair also be the replacement Director. |
|
6.8.2 Vice-Chair: The Vice-Chair shall assist the Chair in the performance of his duties, and in the absence of the Chair, perform the duties of that position.
|
6.8.2 Vice-Chair: The Vice-Chair shall assist the Chair in the performance of his duties, and in the absence of the Chair, perform the duties of that position. The Vice-Chair shall assist the Director in the performance of his duties, and in the absence of the Director, perform the duties of that position.
|
The position of Vice-Chair is elected each year by members of the Regional Executive as provided by Prairie/Northwest Territories Region by-law 6.2. A thoughtful consideration of, and a vote for the best qualified individual, results in the selection of Vice-Chair. Since this exercise is taken at the beginning of the year therefore not requiring additional votes throughout the year. |
Sponsored by the Regional Executive. |
|
|
|
6.9.1 Regional Training Committee: The committee’s mandate is to liaise with the Regional Executive, the Member Services Committee and Regional Staff with respect to regional training initiatives; to solicit input concerning the Institute training programs from the Regional Council, Stewards’ Council and Regional Constituent Bodies; to review the training applications |
6.9.1 Regional Training Committee: The committee’s mandate is to liaise with the Regional Executive, the |
The member services committee changed their name to the training and education committee |
Sponsored by the Regional Executive |
|
|
|
5.2 Meeting: The Regional Executive shall call a Regional Council once each calendar year. The interval between such meetings shall not exceed fifteen (15) months. Members shall be notified of the meeting, the agenda, and of any proposed changes to this constitution at least four (4) weeks prior to the date of the meeting. |
5.2 Meeting: The Regional Executive shall call a Regional Council once each calendar year. The interval between such meetings shall not exceed fifteen (15) months. Members shall be notified of the meeting. Delegates shall be notified of the agenda and of any proposed changes to this constitution at least four (4) weeks prior to the date of the meeting. |
Currently members get notified of the meeting and of the agenda and any proposed bylaw amendments. This change would still allow members to be notified of the meeting but only delegates will be notified of the agenda and bylaw changes. Members would still have access to the virtual binder where they can see the agenda and the details of agenda items. |
Sponsored by the Regional Executive |
|
|
|
5.4 Agenda: The agenda shall include the following items: Introduction of the Regional Executive Approval of the Agenda Adoption of the Minutes of the previous Regional Council Business Arising from the Minutes Report of the Regional Director Annual Financial Report Report of the Elections Committee New Business, including Proposed By-Law Amendments
|
5.4 Agenda: The agenda shall include the following items: Introduction of the Regional Executive Approval of the Agenda Adoption of the Minutes of the previous Regional Council Business Arising from the Minutes Report of the Regional Director Annual Financial Report Approval of Budget Report of the Elections Committee New Business, including Proposed By-Law Amendments |
To add approval of budget to the meeting agenda as this is required under the new model bylaws. |