PREAMBLE
These By-Laws, in general, pertain to matters of the organization not covered by the By-Laws and Regulations of the Professional Institute of the Public Service of Canada (PIPSC) and the Québec Region, and are made pursuant to the aforesaid By-Laws and Regulations.
DEFINITIONS
"Institute and/or PIPSC" shall mean The Professional Institute of the Public Service of Canada.
"Members" shall mean Regular and Retired members comprised in the Branch and who have joined the Institute.
BY-LAW 1 NAME
The name of the Branch shall be the "Saint-Hyacinthe Branch" of the Professional Institute of the Public Service of Canada, hereinafter referred to as the "Branch".
BY-LAW 2 AIMS
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 CATEGORIES
Any member working in the Saint-Hyacinthe geographic area or in an area related to the Saint-Hyacinthe rural agri-food region.
BY-LAW 4 RIGHTS OF MEMBERS
Any member shall be entitled to hold office on the Branch Executive, to nominate members for Branch Executive office, to propose amendments to the Branch Constitution and By-Laws, to vote on Branch affairs, and to assist and take part in the annual general meeting of the Branch.
BY-LAW 5 FINANCES
5.1 Fiscal Year The Branch fiscal year shall reflect the calendar year.
5.2 Expenditures The Branch Executive shall incur the expenses it deems necessary to conduct normal Branch business.
5.3 Branch Funds The Branch funds shall be deposited in a bank account allotted by the Institute.
(BOD - July 2007)
5.4 Signatures Branch documents shall be signed by at least two (2) of the following officers: the Branch President, Vice-President or Treasurer. Written records shall be kept of all expenses incurred.
5.5 Audit and Verification Audit and verification shall be performed as required by Branch members who are not accountable for the administration of Branch funds.
BY-LAW 6 EXECUTIVE
6.1 Composition The Executive shall be composed of a President, a Vice-President, a Treasurer and of members-at-large, which maximum numbers is established pursuant to the Institute’s By-Laws and Regulations, elected by and from amongst regular Branch members at the Branch Annual General Assembly. The role of Secretary shall be assumed by one of the executives in attendance and assigned at the beginning of the meeting. The Branch Executive shall appoint one of its directors to act as Steward Liaison Officer.
6.2 Term The term of office shall be two (2) years, except for the first election where half of the members are elected for a two-year term while the other half is elected for a one-year term. Elections for the offices of President, Treasurer and up to two (2) Directors may be held every odd-numbered year. Elections for other offices may be held every even-numbered year.
6.3 Meetings The Branch Executive shall meet at least twice a year.
6.4 Quorum A quorum for Executive meetings shall consist of the majority of voting members of the Branch Executive.
6.5 Vote Decisions are made by a majority vote.
6.6 Vacancies
6.6.1 Should the office of President be vacated, the Vice-President shall assume its responsibilities until de next elections.
6.6.2 Should an office other than the office of President be vacated, the other members of the Executive may choose an eligible Branch member as replacement until the next elections.
6.6.3 A member who is absent from two (2) consecutive meetings without reasonable grounds is deemed to have resigned from the Executive.
6.7 Duties
6.7.1 President The President shall convene and preside all Branch Executive meetings and submit a report of the Branch’s activities to the Annual General Assembly.
6.7.2 Vice-President The Vice-President shall assist the President in performing the President’s duties and, in the absence of the President, perform the duties of that position.
6.7.3 Secretary The Secretary shall be responsible for sending notices of Branch and Executive meetings; the Secretary also keep records of all meetings for the period required by Institute policy. The Secretary shall also be responsible for submitting reports as required by the relevant Institute By-Law and Regulations.
6.7.4 Treasurer The Treasurer shall administer and report on Branch finances, present a budget to Branch members at the first Branch meeting of the calendar year, present a financial statement to the Annual General Meeting, and submit a copy to the Regional and National offices each year, as well as maintain the financial records of the Branch as required by Institute policy. Copies of the financial report shall be available to all Branch members.
6.7.5 Members-at-Large Members-at-Large shall perform such duties as may be assigned by the Executive.
6.7.6 Committees The Branch or Branch 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 Election Committee The Branch Executive shall appoint an election committee to oversee the nomination procedure and the elections. A member of the Election Committee who wishes to become candidate must resign from the Committee.
7.2 Nominations
7.2.1 A call for nominations for the election to the Branch Executive shall be made three (3) weeks prior to the Branch AGM.
7.2.2 Nominations shall be made either in writing or during the Branch AGM.
7.3 Election Procedure
7.3.1 The Election Committee members shall serve as Returning Officer and shall establish procedures for conducting the election, for counting the votes and for all matters related thereto. The candidate with the highest number of votes shall be elected to the position.
7.3.2 The election results shall first be announced at the Branch Annual General Meeting. The newly elected Executive shall take office upon adjournment of the Branch Annual General Meeting.
BY-LAW 8 MEETINGS
8.1 Annual General Meeting (AGM)
8.1.1 The Branch Executive shall convene one (1) Annual General Meeting per calendar year. A maximum of fifteen (15) months will separate two AGMs. A Notice of Meeting shall be sent to the members at least three (3) weeks before the date of the meeting.
8.1.2 A quorum for an AGM shall consist of fifty per cent (50%) of members in attendance at the opening of the meeting.
8.1.3 The agenda prepared by the Executive shall contain the following items:
• Roll Call (members of the Branch Executive)
• Approval of Agenda
• Approval of previous AGM’s Minutes
• Business Arising from last meeting’s Minutes
• President’s Report
• Annual Financial Report
• Election Committee Report
• New Business, including by-law amendments
8.1.4 All members in attendance à the Branch AGA are entitled to vote. Voting shall be by show of hands, except for the Branch Executive elections, which shall be by secret ballot. Each member is entitled to one (1) vote. Decisions shall be by majority vote.
8.1.5 Document submission Each year, following the AGM, the Branch Executive shall submit a draft version of the AGM Report, the Annual Financial Report and the Election Committee Report to the Executive Secretary of the Institute before the end of the calendar year.
8.2 Special General Meeting
8.2.1 Special General Meetings of the Branch may be convened by the Executive at its discretion or upon written request from at least 10% of Branch members entitled to vote and shall be held within six (6) weeks of the decision or the request.
8.2.2 Only the matter for which the Special General Meeting is being convened shall appear on the agenda.
8.2.3 The provisions pertaining to the AGM’s notice of meeting, quorum and voting also apply to special general meetings.
BY-LAW 9 PROCEDURAL RULES
Notwithstanding the provisions herein, matters of procedure arising during any Branch Executive meeting, Annual or Special General Meeting, shall be governed by a majority vote of the members present and entitled to vote. The President of any such meeting shall first rule on any matter of procedure or order and, except as may otherwise be provided by the By-Laws, will base his decision on the latest version of the Sturgis Standard Code of Parliamentary Procedure available at the meeting.
BY-LAW 10 BY-LAWS
10.1 These By-Laws may be amended at an Annual or Special 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.
10.3 New 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 These By-Laws and any amendments thereto shall take effect upon approval by the Institute Board of Directors and ratification by the Branch membership.
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.
BY-LAW 12 CONTEXT AND GENDER
In these By-Laws, 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 By-Laws.
Approved by the Board of Directors
on December 7, 2007