PIPSC Halifax Branch - December 5, 2023 AGM Minutes

PIPSC Halifax Branch - December 5, 2023 AGM Minutes

Link to original document here

Table of Contents

1.0 – MINUTES OF THE ANNUAL GENERAL MEETING

1.1 – CALL TO ORDER

1.2 – EXECUTIVE ATTENDANCE

1.3 – ADOPTION OF THE AGENDA

1.4 – APPROVAL OF PREVIOUS AGM MINUTES

1.5 – FINANCIAL REPORT

1.6 – PRESIDENT’S REPORT

1.7 – GUEST SPEAKER – THE ATLANTIC REGIONAL DIRECTOR

1.8 – OTHER BUSINESS

1.9 – SEVICE PLUS AND LEGACY FOUNDATION

1.10 – ADJOURNMENT

2.0 – ELECTION

2.1 – CURRENT POSITIONS AND TERMS

2.2 – ELECTION RESULTS

3.0 – HANDOUTS

HANDOUT 1 – AGENDA

HANDOUT 2 – HALIFAX BRANCH AGM MINUTES – NOVEMBER 29, 2022

HANDOUT 3 – FINANCIAL REPORT – INCOME STATEMENT

HANDOUT 4 – FINANCIAL REPORT – BUDGET 2024

4.0 – APPENDIX A

RESOLUTION

 

1.0 – MINUTES OF THE ANNUAL GENERAL MEETING

1.1 – CALL TO ORDER

Ashlee McLeod, the Halifax Branch appointed Chairperson called the meeting to order, followed by a warm welcome to everyone at 7:02pm.

 

Ashlee McLeod began the meeting by acknowledging that we are in Mi’kma’ki (pronounced meg-maw-gee), the ancestral and unceded territory of the Mi’kmaq People.

 

Further in this regard: “This territory is covered by the “Treaties of Peace and Friendship” which Mi’kmaq Wəlastəkwiyik (pronounced wool-las-two-wi-ig), and Passamaquoddy (pronounced pa-suh-maa-kwuh-dee) peoples first signed with the British Crown in 1726. The treaties did not deal with surrender of lands and resources but in fact recognized Mi’kmaq and Wəlastəkwiyik title and established the rules for what was to be an ongoing relationship between nations. We are all Treaty people.

 

Mi’kma’ki includes all of Nova Scotia, Prince Edward Island, part of New Brunswick, the Gaspé region of Quebec, part of Maine, and southwestern Newfoundland.”

 

1.2 – EXECUTIVE ATTENDANCE

-        Roll Call of the Current Executive:

 

 

By-law: 6.5 Quorum: A quorum shall consist of a majority of the members of the Branch Executive. 11/11 executive were present along with about 60 branch members.

 

1.3 – ADOPTION OF THE AGENDA

Ashlee McLeod then introduced and called Paul Hubley, the Halifax Branch Treasurer/Secretary to present the agenda for adoption and the minutes and financial report for approval.

 

Paul Hubley thanked Ashlee McLeod for the introduction. He then referred to the agenda previously sent, online and handed out. He advised of changes in the agenda regarding 1) Guest speakers, Eva Henshaw sends her regrets that she will not be joining us as planned, and 2) Other Business, a resolution will be presented. Paul Hubley then motioned for adoption. Majority voted for adopting the agenda.

 

Moved by:      Paul Hubley

Seconded by: Hashem Abou Shahla

 

1.4 – APPROVAL OF PREVIOUS AGM MINUTES

Paul Hubley referred to the PIPSC Halifax Branch 2022-11-29 Minutes available online and handed out. He then motioned for approval of the PIPSC Halifax Branch 2022-11-29 Minutes. Majority voted for approving the minutes.

 

Moved by:      Paul Hubley

Seconded by: Nicholas Isenor

 

1.5 – FINANCIAL REPORT

Paul Hubley referred to the financials handed out including the Income Statement and Chart of Accounts for the period January 1 to December 5, 2023, and the 2024 Budget. He explained Branch activity over the last couple of years have been stagnant, but with the end of the pandemic, opening of in-person meetings and new additions to the Branch Executive, Branch events have been renewed. Thanks to the energy, commitment and vigor of the new Executive, the Halifax Branch has had a very successful year. This is reflected in the financial results.

 

Paul Hubley then walked through the Income Statement and 2024 Budget, opened the floor to questions, and motioned for approval of the financial report and 2024 Budget. Majority vote for approval of the financial report and 2024 Budget.

 

Moved by:      Paul Hubley
Seconded by: Cathy Hebert

 

1.6 – PRESIDENT’S REPORT

Ashlee McLeod then introduced and called Hashem Abou Shahla, the Halifax Branch President to present the President’s Report.

 

Hashem Abou Shahla gave a warm welcome and thanked everyone for coming. With a series of MS PowerPoint slides, he took some time to recognize, thank and share details of each member’s contributions to Branch activities during the year. Hashem spoke about growth since 2019 in public service, Halifax Branch members and stewards and shared statistics on stewards per gender, stewards per employer, and the eye-opening statistics on stewards per age group. Hashem Abou Shahla reiterated the importance of continuing to engage younger members in getting involved as stewards.

 

For more information on how to become a steward, please visit:

https://pipsc.ca/labour-relations/stewards/getting-started

 

Hashem Abou Shahla went on to provide details on the various ways the Halifax Branch engaged members in 2023:

·        RCMP Engagement Lunch & Learn

·        Thunderbird Lacrosse Game Night

·        Halifax Wanderers Soccer Game

·        Granite Springs Annual Golf Social

 

RCMP Engagement Lunch & Learn – Held on April 5, 2023, the Halifax Branch invited RCMP members to a “Meet and Greet” with PIPSC Executive members to meet Halifax Branch, Subgroups, Regional, and National executive members and share information about PIPSC and steward services, while encouraging RCMP members to apply for membership, participate in Branch AGM and Events.

 

Organized and attended by Hashem Abou Shahla, Halifax Branch President

Supported and attended by Paul Hubley, Treasurer-Secretary, Tamara Critch, Member at Large and Ashlee McLeod, Member at Large.

 

Thunderbird Lacrosse Game Night – Held on April 21, 2023, the Halifax Branch invited members and family to attend a game to watch the Thunderbirds take on the New York Riptide at the Scotiabank Centre. 29 members from 15 different government offices attended with up to 3 guests, for a total of 63 participants. All members and family had an opportunity to network and socialize.

 

Organized and hosted by Greg Hues and Ashlee McLeod, Members at Large.

 

Halifax Wanderers Soccer Game – Held on July 22, 2023, the Halifax Branch invited members and family to attend a game to watch the Wanderers at the Wanderers Grounds.

 

Organized and hosted by Greg Hues and Lori Thistle, Members at Large.

 

Granite Springs Annual Golf Social – Held on September 25, 2023, the Halifax Branch invited members and guests to 18 holes of golf and dinner at Granite Springs Golf Club in Bayside. 64 members took part in the golf tournament, joining 10 more members, for a total of 75 members who attended dinner and the awards ceremony. Many of PIPSC promotional and awareness swag was handed out to members in recognition of Truth and Reconciliation and PIPSC > 100 years.

 

Organized by Nicholas Isenor and Lori Thistle, Members at Large.

Hosted and supported by Hashem Abou Shahla, President

Pictures taken by Cathy Hebert, Member at Large.

 

Supporting activities by Paul Hubley, Treasurer-Secretary; Tamara Critch, Cathy Hebert, and Nicholas Isenor, Members at Large; Coralie Gallant and Amanada Casella, AFS Subgroup.

 

Hashem Abou Shahla shared details on the various ways the Halifax Branch Executive represent its members in 2023:

·        Canadian Labour Congress

·        Atlantic Regional Council

·        Atlantic Steward Council

·        PIPSC National AGM

 

Hashem Abou Shahla shared details on the various ways the Halifax Branch support others through sponsorship of events or activities 2023:

·        Bedford Institute of Biology Lunch and Learn

·        National Nurses’ Week

·        Pete Fruitique Employees

 

1.7 – GUEST SPEAKER – THE ATLANTIC REGIONAL DIRECTOR

Ashlee McLeod then introduced and called Emmanuel (Manny) Costain, the Atlantic Regional Director to share a few words.

 

Emmanuel Costain introduced himself as “Manny” and opened his speech by thanking Hashem Abou Shahla for inviting him to this event. Manny started by recognizing that tomorrow, December 6 marked the anniversary (106^th) of the Halifax Explosion. Further in remembrance, he acknowledged December 6 as being the National Day of Remembrance and Action on Violence Against Women, and asked we share a moment of silence as we remember those 14 women who were murdered at l’Ecole Polytechnique in Montreal in 1989.

 

Manny Costain went on to give an update on “Return to Work” and alluded to whispers and rumours of days in the office moving from 2 to 3 days. He said he has heard nothing in this regard from PIPSC Vice President Sean O’Reilly, who is involved in such talks with employer(s). he went on to share that there are currently 7 complaints (to be heard in January) and 7 policy grievances. For details on this and more, Manny encouraged attendees to check out the information on the PIPSC website.

 

To learn more about “Return to Work” complaints, grievances, and your rights on returning to the office please visit: https://pipsc.ca/news-issues/return-to-workplace .

 

Manny Costain went on to talk about the latest on Phoenix, that although employers like CRA say there are no issues, PIPSC and its members know there still are.

 

To learn more about Phoenix Pay System issues, complaints, grievances and what you can do if you or a member you know has an issue please visit: https://pipsc.ca/news-issues/phoenix-pay-system .

 

Manny Costain went on to highlight:

·        That PIPSC staff had 2 unions, those in Headquarters and those in the regions. He went on to share the good news that both unions currently have collective agreements ratified as at mid-November. 

·        That the Atlantic Regional Executive were looking for volunteers to participate as members of the Atlantic Young Professionals Committee (AYPC). Preference given to those under 40 years of age. For more information visit: https://pipsc.ca/regions/atlantic/news/atlantic-young-professionals-committee-expression-interest .

·        That the 104th Annual General Meeting took place on November 26th to 29th, 2023, at the Centre Sheraton Hotel, Montreal, Quebec. As a result of much deliberation, there will be no dues increase this year for PIPSC members.

·        Steward Check-Ins: online meetings were created during the Pandemic and continue as a great way for the director, regional executive, and stewards to remain connected, share information and issues, bounce ideas off each other, and network. This has also been a great way to keep stewards up to date and consistent.

·        The Atlantic Region has its own Facebook page and encourages members to join. For further information and to join please visit: (1) PIPSC Atlantic Members | Facebook; or more specifically: https://www.facebook.com/groups/292065684233501/ .

 

Manny Costain opened the floor to questions:

 

One member asked about status of the Commerce and Purchasing (CP) Group collective agreement negotiations, to which Manny Costain readily replied that due to non-reconcilable differences i.e. “pay disparity” the next step in the process of renewing the CP Group’s collective agreement is arbitration.

 

For further information specifically related to Commerce and Purchasing (CP) Group collective agreement negotiations, please visit: https://pipsc.ca/groups/cp/bargaining-update-9-november-2023 or please check out the CP Bargaining Facebook Group page (https://www.facebook.com/groups/500218045310861) and/or CP Bargaining Instagram page (https://www.instagram.com/cpbarg/).

 

Without any further questions, Manny Costain thanked everyone.

 

1.8 – OTHER BUSINESS

Ashlee McLeod then opened the floor to members to bring up other business, questions, comments, or concerns.

 

Tamara Critch, Halifax Branch Member at Large, thanked Ashlee McLeod and announced her call for a resolution to update the Halifax Branch Constitution and By-Laws adopting the Model Branch Constitution (Gender-Neutral), one effect of which would change the current Treasurer-Secretary from one held position into two separate executive positions. The suggested resolution is included as an Appendix A to these minutes.

 

Hashem Abou Shahla, Halifax Branch President spoke in favour of the resolution stating the Branch membership is growing, the number of events and amount of volunteer work involved is also increasing, therefore, it makes sense to separate the roles of Treasurer and Secretary to be held by two executive members.

 

Chris Coghlin, Halifax Branch Vice-President spoke in favour of the resolution stating that there would be no big changes from the old constitution and by-laws, that changes mainly affected splitting the roles of Treasurer and Secretary, and thereby making it consistent.

 

Greg Hues, Halifax Branch Member at Large spoke against the resolution, stating that the current Executive member was doing a great job and performing both roles effectively, there was no need to make changes and that such a change would cost more as this would mean adding another member (12^th) to the executive.

 

A motion was call to clarification, to which Tamara Critch, Halifax Branch Member at Large explained that this change is not intended to add a 12^th member to the executive, but rather split the roles of Treasurer and Secretary, which would replace a “Member at Large” position.

 

Executive Member would consist of: 1 President, 1 Vice-President, 1 Treasurer, 1 Secretary, and 7 Members at Large. Tamara Critch took the opportunity to further explain that this would be for succession planning purposes; as this would allow other members, perhaps younger members to learn about policies, procedures and processes required for Branch operations.

 

Nicholas Isenor motioned a call to question to end the debate and vote on the resolution. A vote was held by show of hands, majority voted in favour of passing the resolution to change the Halifax Branch Constitute and By-laws.

 

Conclusion: Motion for Resolution passed.

 

Ashlee McLeod enquired whether there was any further business, to which the floor was silent, so she motioned to close discussion move to next agenda item.

 

1.9 – SEVICE PLUS AND LEGACY FOUNDATION

Ashlee McLeod then introduced and called Lori Thistle, Halifax Branch Member at Large to share her presentation on PIPSC Service Plus and Legacy Foundation.

 

Lori Thistle thanked Ashlee for introduction and clarified that she only prepared a presentation for Service Plus. From the floor, Cathy Hebert, Halifax Branch Member at Large volunteered to present information for the Legacy Foundation.

 

Lori started by explaining that ServicePlus is a benefits program available for all PIPSC members. That ServicePlus offers preferential rates, discounts, and savings on a variety of products and services available exclusively to members and most importantly, it does not cost you anything to have access to it. It is included with your membership.

 

Lori Thistle further explained that to access the benefits, members must register with the online program. She advised that the program was easy to use, and she listed a few vendors offering discounts. She then opened the subject to the floor and a number of members shared they were members of ServicePlus and shared occasions of how it saved them and their families money. Lori Thistle then walked through how to register online.

 

To find out more about ServicePlus and to join please visit: https://serviceplusgroup.ca/guest/.

 

Ashlee thanked Lori Thistle for her presentation and called Cathy Hebert to present her information about the Legacy Foundation.

 

Cathy Hebert thanked Ashlee McLeod for introduction. Cathy Hebert went on to share about how funding for the Legacy fund comes from the generous donations of PIPSC’s members. Other contributions come from corporate sponsors and the foundation has generated more than a million dollars in scholarships for young Canadians.

 

Cathy Hebert further explained that with the cost of education rising as much as it has, it’s more important than ever that members be aware of the available bursaries/scholarships. She said that scholarships range from $1,000 to $5,000 for first year students.

 

To find out more about the Legacy Foundation and on how to apply for scholarships please visit: https://pipsc.ca/about/legacy-foundation. 

 

1.10 – ADJOURNMENT

With all matters on the agenda addressed, Ashlee McLeod motioned for the meeting to be adjourned at 8:29pm.

Moved by:   Amanda Casella

Seconded by: Tamara Critch

 

2.0 – ELECTION

Amanda Casella, a PIPSC’s steward chaired the election.

 

2.1 – CURRENT POSITIONS AND TERMS

Positions and end of terms: Halifax Branch Executive list before 2023 election:

 

 

All positions due for election in 2023 are Treasurer-Secretary and 4 Members at Large.

 

The Elections Committee would like to congratulate all the successful candidates and thanks everyone who participated in this election.

 

 

2.2 – ELECTION RESULTS

Record the Position, Term, the Nominees, Nominators and whether elected or acclaimed:

 

 

*Please Note: Normally, each position would have a term of 2 years. Given the outcome of the resolution passed during this Halifax Branch AGM, it was determined effects of the approved resolution could not be implemented until after BLPC review and approval. Therefore, it was decided that the term for Treasurer-Secretary should only be 1 year and an election for separate positions would be held at the next Halifax Branch AGM of 2024.

 

FURTHER NOTE:

Subsequent the Branch AGM on December 5, 2023 and the finalization of these minutes, Greg Hues, a newly elected Member at Large regretfully provided notice to resign from the Branch. Greg has accepted an acting Manager position represented by the PSAC union. Given this vacant position, the Halifax Branch has chosen to exercise under Constituent Body Bylaw 6.7.2 to select an eligible member of the Branch to fill this vacancy until the next election.

 

The Halifax Branch has selected David Chu to fill the vacant position of Member at Large. 

 

Constituent Body Bylaw

6.7.2 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 Branch to fill that vacancy until the next election.

 

 

3.0 – HANDOUTS

HANDOUT 1 – AGENDA

 

HANDOUT 2 – HALIFAX BRANCH AGM MINUTES – NOVEMBER 29, 2022

HANDOUT 3 – FINANCIAL REPORT – INCOME STATEMENT

HANDOUT 4 – FINANCIAL REPORT – BUDGET 2024

 

4.0 – APPENDIX A

RESOLUTION

Whereas the Halifax Branch Constitution and By-Laws have not been reviewed since 2013: and

Whereas any new Constitution and/or By-Laws changes have not been implemented; and

Whereas the Secretary-Treasurer is currently one position for both titles.

 

Be it resolved that the Halifax Branch Constitution and By-Laws adopt the Model Branch Constitution (Gender-Neutral) as follows:

 

 

Halifax BRANCH CONSTITUTION AND BY-LAWS

 

PREAMBLE

These By-Laws, in general, pertain to matters of Branch organization not covered by the By-Laws and Policies of The Professional Institute of the Public Service of Canada or of the Atlantic Region, and are made pursuant to those By-Laws and Policies.

 

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.

“President” means President of the Branch unless otherwise specified.

“Vice-President” means Vice-President of the Branch unless otherwise specified.

 

BY-LAW 1 Halifax

The name of the Branch shall be PIPSC Halifax Branch, hereinafter referred to as the "Branch".

 

BY-LAW 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 By-Laws, 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 By-Laws of those constituent bodies.

 

BY-LAW 3 MEMBERSHIP

3.1 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 Every Retired member located within the geographic area of the Branch as described by the Institute shall be a Retired member of the Branch.

 

BY-LAW 4 RIGHTS OF MEMBERS

4.1 All members shall be eligible to hold office, nominate members for positions on the Branch Executive, propose amendments to the Constitution and By-Laws of the Branch and vote in Branch affairs.

 

4.2 All members shall be eligible to attend and speak at General meetings of the Branch.

 

BY-LAW 5 FINANCES

5.1 Branch Finances: Branch finances shall be consistent with Institute policies.

 

5.2 Fiscal Year:  The fiscal year of the Branch shall be the calendar year.

 

5.3 Expenditures:  The Branch Executive shall expend such monies as it considers necessary for the conduct of the business of the Branch.

 

5.4 Branch Funds: Branch 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 funds of the Branch.

 

BY-LAW 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 elected by and from the Branch members. 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 By-Laws.

 

6.3 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 two (2) year term and the remainder for a one (1) year term.

 

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 Vacancies

 

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

 

6.7.2 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 Branch to fill that vacancy until the next election.

 

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 Branch and of the Branch Executive, and shall present to the Annual General meeting a report on Branch activities.

 

6.8.2 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.

 

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 By-Laws and Regulations.[i]

 

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.

 

BY-LAW 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.  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 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 Nominations may be submitted in writing or may be made from the floor of the Branch AGM.

 

7.2.3 Reserved

7.2.4 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 election shall be at the Branch Annual General Meeting (AGM).

 

7.3.2 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.

 

7.3.3 Reserved

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

 

7.3.5 The results of the election shall be announced at the Branch Annual General Meeting and subsequently distributed.

 

7.3.6 The newly elected Branch Executive shall take office at the close of the Branch Annual General Meeting.

 

BY-LAW 8 BRANCH MEETING

8.1 Annual General Meetings

 

8.1.1 The Annual General Meeting of the Branch is its governing body. All members are entitled to attend.

 

8.1.2 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 percent (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:

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

 

8.1.5 Voting on Motions: 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.  [ii]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 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 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 a Special General Meeting as is prescribed for the Annual General Meeting.

 

BY-LAW 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 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 Branch. 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 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.

(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 and the appropriate Regional Executive for review.

 

10.4 This Constitution and By-Laws and any amendments thereto shall take effect upon ratification by the Branch 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 Branch 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 Branch.

 

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 Branch 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 Branch and may be rescinded or amended by such meeting. These constitute changes to the Regulations and shall be subject to Article 11.2.

 

 

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