- ROLL CALL
- AGENDA
- Approval of minutes from 2017 meeting
- Approval of agenda for 2018 meeting
- REPORT OF THE PRESIDENT – Ryan Studinski
- ANNUAL FINANCIAL REPORT – Paule Charland, Treasurer
- NEW BUSINESS ARISING FROM PREVIOUS MINUTES:
- Vote on draft constitution.
- Update on senior physicist/physicist
- NEW BUSINESS
- Vacant executive position
MEDICAL PHYSICS GROUP
CONSTITUTION AND BY-LAWS (DRAFT)
PREAMBLE1
These By-Laws, in general, pertain to matters of Group organization not covered by the By-Laws and Regulations of The Professional Institute of the Public Service of Canada and are made pursuant to those By-Laws and Regulations.
DEFINITIONS
"Institute” and/or “PIPSC" means The Professional Institute of the Public Service of Canada".
"Members" means those who meet the requirements of By-Law 3 (Membership).
"Employer" shall be as defined in the Group's collective agreement.
“(Group Acronym)” means the (name) Group.
“President” means President of the Group unless otherwise specified.
“Vice-President” means Vice-President of the Group unless otherwise specified.
BY-LAW 1 NAME
The name of this Group shall be the PIPSC Medical Physics Group, hereinafter referred to as the "Group".
BY-LAW 2 GROUP AIM
The aim of the Group shall be to further the professional interests of its members; to protect the status and standards of their professions; to formulate and express the views of the members on matters affecting them, and to ensure that the interests of the Group are represented in all proceedings of the employer and of the Institute that may affect the Group. The Group Executive shall speak for the Group in dealing with the Institute. This in no way infringes on the right of an individual to approach the Institute on his own behalf.
BY-LAW 3 MEMBERSHIP
3.1 Every member who belongs to the Group and who is a Regular member of the Institute shall also be a Regular member of the Group.
3.2 Every Regular member of the Group who becomes a Retired member of the Institute shall also become a Retired member of the Group.2
BY-LAW 4 RIGHTS OF MEMBERS
4.1 All members shall be eligible to hold office, nominate members for positions on the Group Executive, propose amendments to the Constitution and By-Laws of the Group, and vote in Group affairs.4
4.2 All members shall be eligible to attend and speak at General Meetings of the Group5.
4.3 Only Regular members shall be eligible to vote on matters related to collective negotiations, including the method of dispute resolution and the ratification of proposed collective agreements3.
BY-LAW 5 FINANCES
5.1 Group Finances: Group finances shall be consistent with Institute policies.
5.2 Fiscal Year: The fiscal year of the Group shall be the calendar year.
5.3 Expenditures: The Group Executive shall expend such monies as it considers necessary for the conduct of the business of the Group.
5.4 Group Funds: Group funds will be maintained in an account assigned by the Institute.
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.
5.6 Signatures: All cheques shall have the signatures of two signing officers. A signatory cannot also be the payee.
5.7 Records A written account shall be kept of all expenditures.
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 Group funds.
BY-LAW 6 GROUP EXECUTIVE
6.1 Role: The Group Executive shall exercise the authority of and act on behalf of the Group on all matters subject to this constitution between general meetings of the Group.
6.2 Composition
6.2.1 The membership of the Group Executive shall be elected by and from the Group members. The Group Executive shall be composed of a President, a Vice-President, a Secretary, a Treasurer7 and Members-at-Large up to the maximum permitted by Institute By-Laws8. The specific positions filled by each executive member shall be determined by a vote by the executive within two weeks of an election.
6.2.2 The Group Executive shall be representative of the different centres making up membership. One member shall be from Sunnybrook Health Sciences Centre, one member from The Ottawa Hospital, one member from Hamilton Health Sciences Centre, one member from London Health Sciences Centre, one member representing the centres eligible for the northern allowance. The remaining positions will be filled by the remaining centres. If there are multiple positions available, it is understood that they will not be filled by members from the same centre.
6.3 Term of Office: The term of office shall be three (3) years, with half the members elected in one year and the remainder elected the following year. In years evenly divisible by three, there would be no election.
6.4 Meetings: The Group Executive shall meet as frequently as is required, but at least twice a year.
6.5 Quorum: A quorum shall consist of a majority of the members of the Group Executive.
6.6 Voting: Decisions shall be by majority vote.
6.7 Vacancies:
6.7.1 If the position of the President becomes vacant for any reason, the Vice-President shall become President until the next election.
6.7.2.1 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 Group to fill that vacancy until the next election.
6.7.2.2 It is understood that any vacancy filled this way will not be by someone from a cancer centre already represented on the executive.
6.7.3 Any member who is absent from two (2) consecutive meetings of the Executive without valid reason shall be considered to have resigned from the Executive.
6.8 Duties
6.8.1 President The President shall call and preside at all meetings of the Group and of the Group Executive, and shall present to the Annual General Meeting a report on Group 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 Group and of the Group Executive. The Secretary shall record minutes of meetings, including attendance, maintain records and correspondence of the Group and of the Group
Executive, and shall ensure that a copy of minutes are filed with the Institute10.
6.8.4 Treasurer The Treasurer shall maintain the financial records of the Group as required by Institute policy, prepare a financial report for each meeting of the Group Executive and each General Meeting of the Group, submit a detailed financial statement to the Institute as required, and prepare the request for the annual allowance of the Group. Copies of the financial report shall be available to all Group 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 Executive. Copies of Committee reports shall be filed with the Group Secretary. Committees shall be dissolved by majority vote of the Executive.
BY-LAW 7 ELECTIONS
7.1 Elections Committee The Executive shall appoint an Elections Committee to receive nominations for positions on the 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.
7.2 Procedure for Nominations
7.2.1 The Elections Committee shall distribute a request for nominations to members of the Group at the centres due for elections at least four (4) weeks prior to the closing date for nominations.
7.2.2 Nomination forms must be received at the National Office of the Institute by the close of business on a date to be determined by the Elections Committee. In the event that insufficient nominations are received to fill the vacancies, the Elections Committee shall attempt to obtain the names of additional persons willing and able to serve sufficient to fill the remaining vacancies. If none are forthcoming, the Executive may appoint someone to that position.
7.2.3 Nominations must be supported by at least two (2) members of the Group and the nominee must indicate a willingness to serve if elected.
7.2.4 The Elections Committee shall scrutinize the nominations for eligibility and, if necessary, arrange for ballots to be distributed to all members eligible to vote in the election.
7.3 Election Procedure
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 not otherwise specified in these By-Laws.
7.3.2 Members may only vote for their own centre’s representative, except in the cases where one representative will represent multiple centres which case all the members at involved centres will be allowed to vote.
7.3.3 Ballots must be distributed at least four (4) weeks prior to the date set as the deadline for the return of ballots.
7.3.4 Ballots must be received at the National Office of the Institute by the close of business on a date to be determined by the Elections Committee11.
7.3.5 The candidate receiving the highest number of votes for a position shall be declared elected.
7.3.6 The Elections Committee shall ensure the membership is informed of the results of the election as soon as possible.
7.3.7 The newly elected Executive shall decide who takes which executive position and then take office immediately following the announcement of the results of the election.
BY-LAW 8 GENERAL MEETINGS OF THE GROUP
8.1 Annual General Meeting
8.1.1 The Annual General Meeting of the Group is its governing body. All members are entitled to attend12.
8.1.2 The Group Executive shall call an Annual General Meeting of the Group 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 four (4) weeks prior to the date of the meeting.
8.1.3 Quorum Fifty percent (50%) of the members in attendance at the beginning of the meeting shall constitute a quorum13.
8.1.4 Agenda The agenda shall include the following items:
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
Approval of Budget
Report of the Elections Committee
New Business, including Proposed By-Law Amendments
8.1.5 Voting on Motions All members present at the Annual General Meeting are eligible to vote15. Voting shall normally be by a show of hands and 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 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.
8.2 Special General Meetings
8.2.1 A Special General Meeting of the Group shall be called by the Group Executive or at the written request of at least 10% of the Group members. This meeting shall be held within six (6) weeks of such call or request.
8.2.2 Only the matter(s) for which the Special General Meeting was called shall appear on the agenda.
8.2.3 The same requirements shall apply to the notice, quorum, governance, attendance 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 Group or 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 any 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.
BY-LAW 10 CONSTITUTION AND BY-LAWS
10.1 These By-Laws may be amended at a General Meeting of the Group14. Approval of proposed amendments requires a simple majority of those voting.
10.2 All proposals for amendments to these By-Laws shall be submitted, in writing, to the Group Executive. Proposed amendments may be submitted by any member of the Group. 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.
(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 for review.
10.4 This Constitution and By-Laws and any amendments thereto shall take effect upon ratification by the Group membership and approval by the Institute.
10.5 These Constitution and By-Laws are adopted simultaneously in both English and French, each version being equally authoritative.
BY-LAW 11 REGULATIONS
11.1 The 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 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 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.
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.
BY-LAW 13 DISCIPLINE (optional - see note on page 5)
GROUP MODEL
1 This model constitution and by-laws is intended to serve as both model and an interim constitution and by-laws for those Groups whose constitutions have yet to be approved and ratified.
2 The Group may, in accordance with Institute By-Law 7.1.1 determine the level of Retired membership participation in Group activities, i.e.,
(1) full participation in their affairs - run for office, vote in Group elections, attend General Meetings with full voting rights including the right to move and second motions, receive all Group newsletters and vote on other related issues;
(2) grant them the right to only attend and speak at General Meetings without the right to move and second motions or vote thereon;
(3) preclude them from any participation in Group affairs, etc.
3 Institute By-Law 7.1.3 states that Retired members who cease to be Regular members during the retroactive period of a collective agreement, may be granted the right to vote on that tentative agreement that affects them, unless otherwise precluded by the applicable legislation.
4 Dependent on Group decision re: level of Retired membership participation.
5 Dependent on Group decision re: level of Retired membership participation.
7 or Secretary-Treasurer
8 The size of the Group Executive is limited by Institute By-Law 10.1.5.
9 Institute By-Laws permit a term of office of up to three years. If a three-year term is selected, By-Law 6.3 will need to be amended to reflect the appropriate election process. For example, “The term of office shall be three (3) years, with half the members elected in one year and the remainder elected the following year. In years evenly divisible by three, there would be no election.” (AGM 2008)
10 By-Laws 6.8.3 and 6.8.4 shall be combined if the positions of Secretary and Treasurer are combined.
11 Dependent on the size and geographic distribution of the Group.
12 This Constitution and By-Laws may provide for Regional or other representation by elected delegates to the AGM. Funding of Group AGMs shall be governed by Institute Policies on Members’ Participation Expenses and Constituent Bodies and Similar Organizations (Parts A4 and D4). Areas over which the Group Executive feels its AGM should not have jurisdiction should be also mentioned here, e.g., ratification or rejection of contracts, selection of collective bargaining method, etc.
13 This is considered a minimum. Any quorum requiring a higher number of members present will require another by-law to cover situations when quorum is not reached.
14 or by a referendum of the Group. In this case, approval for amendments will also require a simple majority of those voting.
15 – Large Groups may restrict voting to AGM delegates.
NOTE - Proposed wording with respect to “Discipline” for Group who would opt to add this By-Law to their constitution.
BYLAW 13 DISCIPLINARY MEASURE
Disciplinary measures may be taken in accordance with the By-Laws and Regulations of the Institute.