BYLAW 8 GENERAL MEETINGS
8.1 Annual General Meeting
8.1.1 The Annual General Meeting of the
Group is its governing body, except that it has no jurisdiction in the following areas:
i) the ratification or rejection of contracts;
ii) the selection of collective bargaining method;
iii) the selection of members of the Group Executive.
All members are eligible to attend and speak at meetings.
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.
18.104.22.168 All members of the Group are eligible to attend and speak at Annual General Meetings. Only delegates shall be entitled to move or second motions or resolutions and to vote at Annual General Meetings. The Institute Policies determine the number of Delegates.
22.214.171.124 Each member of the Group Executive shall be a delegate.
126.96.36.199 The Group Executive shall appoint and/or approve delegates to the AGM
188.8.131.52 The total number of members in each Region and the total number of members shall be based on the Group membership as of the last Group Executive meeting prior to the one (1) month notice of the Annual General Meeting. The membership count shall be that obtained from the Membership Section of the Institute.
184.108.40.206 The delegates in each Region shall be nominated by the Group Executive Officer of the respective area in consultation with the Sub-Groups of the respective areas, giving consideration to Sub-Group populations and degree of member involvement in workplace and Group activities
220.127.116.11 Alternates Any delegate may be represented by an alternate who shall be authorized by the Group Executive Officer from the area represented by the delegate, and, upon filing such authorization with the Group Executive, the alternate shall be entitled to vote and take part as though he/she were a delegate. No person shall carry more than one (1) vote
8.1.4 Quorum Fifty percent (50%) of the delegates in attendance at the beginning of the meeting shall constitute a quorum.
The agenda shall include the following items:
Roll Call (members of the Group 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 proposed By-Law amendments.
8.1.6 Voting All delegates present at the Annual General Meeting are eligible to vote. 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.
The Annual General Meeting shall consider and vote on resolutions presented to it. Resolutions shall be referred to the Group Executive for action or to the Institute for consideration.
8.1.8 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. The meeting shall be held within six (6) weeks of such call or request.
8.2.2 Discussions at Special General Meetings are confined to the reason(s) for which the meeting was called.
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.
8.3 Sub-Group Meetings The Group Executive shall cause a meeting of the Presidents of the Sub-Groups at least once every calendar year, in coordination with an Executive Meeting.
8.4 The duties of the Sub-Group Presidents may include assisting in the selection of delegates from the respective area to the Group Annual and Special General Meetings.
8.5 PIPSC AGM Group Delegates The Group Executive shall have responsibility for the selection of the AV Group delegates for the PIPSC AGM.
BYLAW 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 Sturgis' Standard Code of Parliamentary Procedure available at the meeting.
BYLAW 10 COMMITTEES
10.1 Committees The Group Executive may strike committees as it sees fit to carry out its duties, with the exception of the Bargaining Team, Finance Committee and Elections Committee. All Committees must take direction from and report to the AV Executive and each Committee Chair must be a member of the Group Executive.
10.2 Bargaining Team
10.2.1 The Group Executive shall appoint a Bargaining Team to act on behalf of the Group in bargaining. The Team will normally consist of three (3) CO representatives, three (3) PG representatives, and one (1) AU. The team members will normally remain the same until the signing of the Collective Agreement. The Team shall keep the Group Executive informed of the progress of negotiations and shall receive instructions from the Group Executive.
10.2.2 Only Regular members may serve on the Bargaining Team.
10.3 Finance Committee The Group Executive shall appoint a Finance Committee composed of at least three members of the Group Executive to manage the financial affairs of the Group in accordance with these By-Laws. The Chair of the Finance Committee shall be the Group Treasurer. The Finance Committee shall be responsible f or preparing and presenting budgets to the Group Executive; reviewing income, expenditures and accounts; and supervising and making recommendations to the Group Executive concerning the audit, control and investment of Group funds.
10.4 Auditing Committee The Group Executive may appoint an Auditing Committee, comprising members of the Group who are not responsible f or the administration of the Group funds, to carry out auditing, review, and verification procedures, as required.
10.5 Professionalism Committee The Group Executive may appoint a Professionalism Committee to represent members of the AV Group in all forums, addressing professional accreditation and representation.
10.6 Bylaws Committee The Group Executive shall appoint a Bylaws Committee who will be responsible for reviewing the Bylaws and bringing any of that committee’s suggestions to the Executive for review, and bringing any amendments requested between AV AGMs to the floor of that meeting for approval.
10.7 AGM Committee The Group Executive shall appoint an AGM Committee to act as liaison between the Executive and the Institute, to plan the location of the AGM, review and choose meals, hospitality and any activities outside of the meeting, to assist at the AGM with registration and other duties.
10.8 Communications Committee
The Group Executive shall appoint a Communications Committee to research and write a semi-annual newsletter, which shall be distributed to all members and posted on the web site, as well as working with committees such as the Bargaining Committee to share information with members and other duties as assigned by the Group Executive. Additional newsletters may be released if necessary.
10.9 Elections Committee
See Bylaw 7.1
10.10 Bargaining Committee
See Bylaw 10.2
BYLAW 11 SUB-GROUPS
11.1 The Group Executive may appoint a Sub-group Coordinator. Their duties shall be to report to the Group Executive concerning the activities of the Sub-groups, liaise with the Sub-group Presidents, plan Sub-group Presidents’ Meetings and invite Sub-group Presidents; promote the role of the Sub-group; and perform other related duties in the maintenance of the Sub-groups.
BYLAW 12 CONTRACT NEGOTIATIONS
12.1 Consultation The Group Executive shall consult the members of the Group before the negotiations begin.
12.2 Ratification The Bargaining Team shall submit the Tentative Agreement to the Group Executive for consideration. If a majority vote of the Group Executive is in support of any Tentative Agreement, the Tentative Collective Agreement will then be submitted to the general membership for approval or rejection. Ratification is subject to a majority vote of the Regular members voting.
12.3 Joint Bargaining When the Group participates in joint bargaining, the Institute By-Laws and Regulations regarding ratification in joint bargaining will take precedence
over Group By-Law 12. When the Group participates in joint bargaining, representation on the Bargaining Team shall be in accordance with the rules and procedures adopted for joint bargaining by the Institute.
BYLAW 13 SUPPLEMENTAL FEE / LEVY
13.1 Where, in the judgement of the Group Executive, extra services are required for the conduct of the business of the Group above and beyond those being provided by the Institute, a supplemental fee/levy for the provision of such extra services may be proposed by the Group Executive. This shall be subject to ratification by postal ballot by Regular and Retired members, and subject to approval as provided for in the Bylaws of the Institute.
13.2 A request for a supplementary levy shall require a majority vote of a mail-in vote of the members.
13.3 The results of the vote, whether passed or defeated, shall be disclosed to the members in a Group newsletter.
BYLAW 14 CONSTITUTION AND BYLAWS
14.1 These Bylaws may be amended at a General Meeting of the Group. Approval of proposed amendments requires a simple majority of those voting.
14.2 All proposals for amendments to these ByLaws 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 Bylaw 8.1.2)
14.3 New Constitutions and Bylaws, as well as any amendments, shall be submitted to the Institute Bylaws and Policies Committee for review.
14.4 This Constitution and Bylaws and any amendments thereto shall take effect upon ratification by the Group membership and approval by the Institute.
BYLAW 15 DISCIPLINARY MEASURE
15.1 Disciplinary measures may be taken in accordance with the By-Laws and Regulations of the Institute.
BYLAW 16 REGULATIONS
16.1 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.
16.2 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.
16.3 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 16.2.
BYLAW 17 REFERENDA
17.1 A resolution shall be put to the members for a vote if five percent (5%) of the members so request, or at the discretion of the Group Executive.
17.2 A resolution is binding on the Group Executive if passed by a majority of the members voting.
BYLAW 18 LANGUAGE
English and French shall be the official languages of the Group. The English and French texts of this Constitution and Bylaws shall be valid in either language provided that, in the event of a difference in interpretation between the English and French texts, the language of the text of origin shall govern. The original language of these By-Laws is English.
BYLAW 19 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 23, 2010
Approved by the Board of Directors
June 23-24, 2011