These Bylaws, in general, pertain to matters of Branch organization not covered by the By-Laws and Regulations of The Professional Institute of the Public Service of Canada or of the Prairie/Northwest Territories Region, and are made pursuant to those By-Laws and Regulations.
"Institute” and/or “PIPSC" means The Professional Institute of the Public Service of Canada.
“Members” means those who meet the requirements of Bylaw 3 Membership.
“President” means President of the Branch unless otherwise specified.
“Vice-President” means Vice-President of the Branch unless otherwise specified.
“Executive” means the Executive of the Branch.
“Officer” means the President, the Vice-President, the Secretary, or the Treasurer of the Branch unless otherwise specified.
“Secretary” means the Secretary of the Branch unless otherwise specified.
“Treasurer” means the Treasurer of the Branch unless otherwise specified.
BYLAW 1 NAME
The name of the Branch shall be PIPSC Winnipeg and Southern Manitoba Branch, hereinafter referred to as the "Branch".
BYLAW 2 BRANCH AIM
The aim of the Branch shall be to represent Branch interests, to provide a forum for the discussion of Institute affairs, to administer this Constitution and Bylaws, to make recommendations to Regional Council and to the Institute on topics or matters within the objectives of the Institute, and to nominate delegates to Regional Council and Institute meetings in accordance with the Constitutions and Bylaws of those constituent bodies.
BYLAW 3 MEMBERSHIP
3.1 Regular: Every Regular member located within the geographic area of the Branch as described by the Institute shall be a Regular member of the Branch.
3.2 Retired: Every Retired member located within the geographic area of the Branch as described by the Institute shall be a Retired member of the Branch.
BYLAW 4 RIGHTS OF MEMBERS
4.1 Rights: All members shall be eligible to hold office, nominate members for positions on the Branch Executive, propose amendments to the Constitution and Bylaws of the Branch and vote in Branch affairs.
4.2 Meetings: All members shall be eligible to attend and speak at General meetings of the Branch.
BYLAW 5 FINANCES
5.1 Fiscal Year: The fiscal year of the Branch shall be the calendar year.
5.2 Expenditures: The Branch Executive shall expend such monies as it considers necessary for the conduct of the business of the Branch.
5.3 Branch Funds: Branch funds will be maintained in an account assigned by the Institute.
5.4 Signatures: Financial transactions shall require the signature of any two (2) of the President, Vice-President, Secretary and Treasurer of the Branch. A written account shall be kept of all expenditures.
5.5 Auditing: As required, auditing and verification procedures shall be carried out by members of the Branch who are not responsible for the administration of funds of the Branch.
5.6 Records: All financial records shall be retained for the period of time required by Institute policy.
BYLAW 6 EXECUTIVE
6.1 Role: The Branch Executive shall exercise the authority of and act on behalf of the Branch on all matters subject to this constitution between general meetings of the Branch.
6.2 Composition: The Branch 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 Bylaws. All Executive members shall be first elected as Members-at-Large with half the members being elected in an even-numbered year and half the members elected in an odd-numbered year.
6.2.1 Officers: The Branch Executive shall elect officers, when necessary, from the Branch Executive at the first Branch Executive meeting following the Branch Annual General Meeting.
6.3 Term of Office: The term of office shall be two (2) years.
6.4 Meetings: The Branch Executive shall meet as frequently as is required, but at least three times a year.
6.5 Quorum: A quorum shall consist of a majority of the members of the Branch Executive.
6.6 Voting: Decisions shall be by majority vote.
6.7.1 President: If the position of President becomes vacant, the Vice-President shall assume the position of the President until the next election.
6.7.2 Other: 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 Branch to fill that vacancy until the next election.
6.7.3 Absences: Any executive member who, having been notified of each Executive meeting, is absent from two (2) consecutive meetings of the Executive without first notifying and providing a valid reason to the President or the Vice-President, or who is not a member in good standing, will be considered to have resigned from the Branch Executive upon the passing of a resolution by a majority of the Branch Executive in attendance at the second or subsequent Executive meeting.
6.8.1 President: The President shall call and preside at all meetings of the Branch and of the Branch Executive, shall present to the Annual General Meeting a report on Branch activities, shall represent the Branch on the Prairies/Northwest Territories Regional Executive, shall present to the Branch Executive a report on the meetings of said Executive and shall present to the Regional Council a report on Branch activities.
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.
6.8.3 Secretary: The Secretary shall be responsible for sending notices of all meetings of the Branch and of the Branch Executive. The
Secretary shall record minutes of meetings, including attendance, maintain records and correspondence of the Branch and of the Branch Executive, and shall ensure that a copy of minutes are filed with the Institute. The Secretary shall also be responsible for submitting reports as required by the relevant Institute and Region Bylaws and Regulations.
6.8.4 Treasurer The Treasurer shall maintain the financial records of the Branch as required by Institute policy, prepare a financial report for each meeting of the Branch Executive and each General Meeting of the Branch, submit a detailed financial statement to the Institute as required, and prepare the request for the annual allowance of the Branch. Copies of the financial report shall be available to all Branch members.
6.8.5 Members-at-Large: Members-at-Large shall perform such duties as may 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 Branch Secretary. Committees shall be dissolved by majority vote of the body that established them.
BYLAW 7 ELECTIONS
7.1 Elections Committee: The Executive shall appoint an Elections Committee to receive nominations for positions on the Branch Executive, and to conduct the elections in accordance with the Branch Election Policy which is based on the Guidelines for Constituent Body 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 Call: A call for nominations for election to the Branch Executive shall be included with the notice of the Branch Annual General Meeting. (See 8.1.2)
7.2.2 Submissions: Nominations must be submitted in writing.
7.2.4 Eligibilty: The Elections Committee shall satisfy itself that the candidates for election are eligible and willing to serve.
7.3 Election Procedure
7.3.1 Procedures: 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.
7.3.4 Elected: The candidate receiving the highest number of votes for a position shall be declared elected.
7.3.5 Results: The results of the election shall be announced at the Branch Annual General Meeting and subsequently distributed.
7.3.6 Office: The newly elected Branch Executive shall take office at the close of the Branch Annual General Meeting.
BYLAW 8 BRANCH MEETINGS
8.1 Annual General Meetings
8.1.1 Annual General Meeting: The Annual General Meeting of the Branch is its governing body. All members are entitled to attend.
8.1.2 Period: The Branch 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.
8.1.3 Quorum: Fifty per cent (50%) of the members in attendance at the beginning of the meeting shall constitute a quorum.
8.1.4 Agenda: The agenda shall include the following items:
Introduction of the Members of the Branch 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 Bylaw Amendments
8.1.5 Voting: All members present at the Annual General Meeting are eligible to vote. Voting for positions on the Branch 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 Filing of Documents: Each year, following the Annual General Meeting, the Branch 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 Special General Meeting
8.2.1 Special General Meeting: A Special General Meeting of the Branch shall be called by the Branch Executive or at the written request of at least 10% of the Branch members and shall be held within six (6) weeks of such decision or request.
8.2.2 Agenda: Only the matter(s) for which the Special General Meeting was called shall appear on the agenda.
8.2.3 Requirements: The same requirements shall apply to the notice, quorum, governance, attendance and voting at a Special General Meeting as is prescribed for the Annual General Meeting.
BYLAW 9 RULES OF PROCEDURE
At any meeting of the Branch, Branch 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 Bylaw to the contrary, rely upon and be governed by the current edition of American Institute of Parliamentarians Standard Code of Parliamentary Procedure available at the meeting.
BYLAW 10 CONSTITUTION AND BYLAWS
10.1 Amendments: These Bylaws may be amended at a General Meeting of the Branch. Approval of proposed amendments requires a simple majority of those voting.
10.2 Proposals: All proposals for amendments to these Bylaws shall be submitted, in writing, to the Branch Executive. Proposed amendments may be submitted by any member of the Branch. The notice of the Branch meeting at which the amendments will be considered, shall include:
a) the article to be amended; and
b) the new wording.
10.3 Review: New Constitutions and Bylaws, as well as any amendments, shall be submitted to the Institute By-Laws and Policies Committee, and the appropriate Regional Executive for review.
10.4 Effective Date: This Constitution and Bylaws and any amendments thereto shall take effect upon ratification by the Branch membership and approval by the Institute.
BYLAW 11 REGULATIONS
11.1 Regulations: Branch Executive may make such Regulations and any amendments thereto, not inconsistent with these Bylaws, as it deems necessary or convenient for the operating of the Branch.
11.2 Review: 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 Branch Executive, but
not earlier than the date they were approved by the Institute.
11.3 Presentation: Each such Regulation shall be presented to the next General Meeting of the Branch, and may be rescinded or amended by such meeting. These constitute changes to the Regulations and shall be subject to Article 11.2.
BYLAW 12 CONTEXT AND GENDER
In this Constitution and Bylaws, expressions in the masculine or feminine, in plural or in singular, may be substituted to give effect to the true meaning of the Constitution and Bylaws.
Approved by the Board of Directors
June 17, 2017