Quebec Region CFIA-Science and Analysis Sub-Group Constitution and By-Laws

CFIA-S&A QUEBEC SUB-GROUP CONSTITUTION AND BY-LAWS

PREAMBLE

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-S&A Group 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.

“CFIA-S&A Group” means the Canadian Food Inspection Agency – Scientific and Analytical Group.

“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 shall be the PIPSC CFIA-S&A QUEBEC Sub-Group, hereinafter referred to as the "Sub-Group".

BY-LAW 2 SUB-GROUP AIM

The aim of the Sub-Group shall be 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 relative  to collective bargaining.

BY-LAW 3 MEMBERSHIP

1. 1. Every Regular member working within the geographic area of the Sub-Group as described by the Institute shall be a Regular member of the Sub-Group.

1. 2. Every regular member of this Sub-Group who becomes a retired member of the Institute shall be a retired member of this Sub-Group.

BY-LAW 4 RIGHTS OF MEMBERS

1. 1. Only Regular members shall be eligible to hold office, 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.

1. 2. Only Regular members shall be eligible to attend and speak at General Meetings of the Sub-Group.

1. 1. Sub-Group Finances: Sub-Group finances shall be consistent with Institute policies.

1. 2. Fiscal Year The fiscal year of the Sub-Group shall be the calendar year.

1. 3. Expenditures The Sub-Group Executive shall expend such monies as it considers necessary for the conduct of the business of the Sub-Group.

1. 4. Sub-Group Funds Sub-Group funds will be maintained in an account assigned by the Institute.

1. 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.

1. 6. Signatures: All cheques shall have the signatures of two signing officers. A signatory cannot also be the payee.

1. 7. Records A written account shall be kept of all expenditures.

1. 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 Sub-Group funds.

BY-LAW 6 SUB-GROUP EXECUTIVE

1. 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.

1. 2. Composition The Sub-Group Executive shall be elected by and from the Sub-Group members. The Sub-Group Executive, when possible, shall be composed of one (1) member working in the Montreal area, one (1) member working in the Saint-Hyacinthe area, one (1) member working in the Quebec area and six (6) Members-at-Large. The President, Vice-President, Secretary and Treasurer positions shall be filled from the elected members as the first order of business at the first meeting of the new Sub-Group Executive every year.

1. 3. Term of Office The term of office shall normally be two (2) years. The term of office of the members of the executive must ensure that four (4) or five (5) positions are elected each year.

1. 4. Meetings The Sub-Group Executive shall meet as frequently as is required, but at least twice a year.

1. 5. Quorum A quorum shall consist of a majority of the members of the Sub-Group Executive.

1. 6. Voting Decisions shall be by majority vote.

1. 7. Vacancies

1. 1. 1. If the position of President becomes vacant, the Vice-President shall assume the position of the President until the next election.

1. 1. 2. 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 Sub-Group to fill that vacancy until the next election.

1. 1. 3. Any member who is absent from two (2) consecutive meetings of the Executive without valid reason shall be deemed to have resigned from the Executive.

1. 1. 1. President The President shall call and preside at all meetings of the Sub-Group and of the Sub- Group Executive and shall present to the Annual General Meeting a report on Sub-Group activities.

1. 1. 2. Vice-President The Vice-President shall assist the President in the performance of their duties and, in the absence of the President, perform the duties of that position.

1. 1. 3. Secretary The Secretary shall be responsible for sending notices of all meetings of the Sub-Group and of the Sub-Group Executive. The Secretary shall record minutes of meetings, including attendance, maintain records and correspondence of the Sub-Group and of the Sub-Group Executive and shall ensure that a copy of the minutes is filed with the Institute. The Secretary shall also be responsible for submitting reports as required by the relevant Institute and Group By-Laws and Regulations.

1. 1. 4. Treasurer The Treasurer shall maintain the financial records of the Sub-Group as required by Institute policy, prepare a financial report for each meeting of the Sub-Group Executive and each General Meeting of the Sub-Group, submit a detailed financial statement to the Institute as required, and prepare the request for the annual allowance of the Sub-Group. Copies of the financial report shall be available to all Sub-Group members.

1. 1. 5. Members-at-Large Members-at-Large shall perform such duties as may be assigned by the Executive.

1. 1. 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 Sub-Group Secretary. Committees shall be dissolved by majority vote of the body that established them.

BY-LAW 7 ELECTIONS

1. 1. Elections Committee The 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 the election shall resign from the Elections Committee.

1. 2. Procedure for Nominations

1. 1. 1. A call for nominations for election to the Sub-Group Executive shall be included with the notice of the Sub-Group Annual General Meeting. (See 8.1.2)

1. 1. 2. Nominations must be submitted in writing to the Elections Committee, no later than on a date determined by the Elections Committee. In the event that insufficient nominations are received to fill the vacancies, the Elections Committee shall attempt to obtain, at the AGM, the names of additional persons willing and able to serve sufficient to fill the remaining vacancies. If none are forthcoming, the Executive may choose to leave certain vacancies.

1. 1. 3. Reserved

1. 1. 4. The Elections Committee shall satisfy itself that the candidates for election are eligible and willing to serve.

1. 3. Election Procedure

1. 1. 1. The election shall be at the Sub-Group Annual General Meeting (AGM).

1. 1. 3. Reserved

1. 1. 4. The candidate receiving the highest number of votes for a position shall be declared elected.

1. 1. 5. The results of the election shall be announced at the Sub-Group Annual General Meeting and subsequently distributed.

1. 1. 6. The newly elected Sub-Group Executive shall take office at the close of the Sub-Group Annual General Meeting.

7.4 Eligibility to Hold Office

7.4.1 Because all members of the Sub-Group Executive are required to consult with the employer on behalf of the members, then, to be a candidate or remain as a Sub-Group Executive member, the member must be or become a Steward.

BY-LAW 8 GENERAL MEETINGS OF THE SUB-GROUP

1. 1. Annual General Meetings

1. 1. 1. The Annual General Meeting of the Sub-Group is its governing body. Only Regular members are entitled to attend.

1. 1. 2. The Sub-Group 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.

1. 1. 3. Quorum Fifty percent (50%) of the members in attendance at the beginning of the meeting shall constitute a quorum.
      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 By-Law Amendments

1. 1. 5. Voting on Motions Members attending 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 a show of hands. Each member shall have one (1) vote. Decisions shall be by a simple majority vote.

1. 1. 6. Filing of Documents Each year, following the Annual General Meeting, the Sub-Group Executive shall submit a copy of the draft 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.