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BRITISH COLUMBIA / YUKON REGION CONSTITUTIONPREAMBLE By-Law 11 of the By-Laws and Regulations of The Professional Institute of the Public Service of Canada (hereinafter referred to as "the Institute”) requires that each Region be governed by a Constitution consistent with the Institute’s Bylaws and Regulations. Where interpretations differ or where conflicts arise between the Institute’s By-Laws and Regulations and the Regional Constitution, the Institute’s By-Laws and Regulations shall prevail. DEFINITIONS “Board” refers to the Board of Directors of the Institute. “Executive” refers to the Regional Executive. “Institute and/or PIPSC” both mean the Professional Institute of the Public Service of Canada. “Region” refers to the British Columbia / Yukon Region. BY-LAW 1 OBJECTIVES The objectives of this Constitution shall be to: (ii) Establish:
(iii) Ensure that the views of the members in the Region are represented at the Executive Meetings, Regional Council Meetings, Board Meetings, and the Annual General Meetings of the Institute. BY-LAW 2 STRUCTURE AND FUNCTION 2.1 There will be three (3) levels of organization within the Region:
2.2 The function of the Regional Council will be to conduct its affairs in accordance with this Constitution and the Institute’s By-Laws; to consider any matters brought before it by Institute members of the Region or matters that cannot be dealt with at the Branch level, and to make recommendations to the Board on any matter within the objectives of the Institute. 2.3 The function of the Executive shall be the administration of the Regional Council's affairs between meetings of the Regional Council. 2.4 The function of Branches shall be to represent the Institute members within a given geographical area or areas; to provide a forum for discussion of Institute affairs; to make recommendations to the Regional Executive and Regional Council; to appoint delegates and to submit resolutions to the Regional Council and the Annual General Meetings of the Institute. Alternates shall be appointed by the Branch Executive if any designated member cannot attend said meetings. In the event that the Branch Executive is unable to appoint an alternate delegate, the Regional Executive may appoint an alternate delegate. 2.4.1 Branch Presidents will normally hold a meeting just prior to a Regional Council Meeting. 2.4.2 Branch Presidents will monitor the attendance of their delegates to the Annual General Meetings of the Institute and, if necessary, take appropriate action for the following year. 2.4.3 By virtue of accepting delegate status to the Annual General Meetings of the Institute, delegates must travel by the most economical fare available through advance reservations, and agree to attend all sessions of the Annual General Meeting. 2.4.4 Delegates to the Annual General Meetings of the Institute shall normally be selected from amongst the delegates attending Regional Council Meetings. 2.5 Any new Branch shall be established in accordance with the Institute’s By-Laws and Regulations. BY-LAW 3 REGIONAL ORGANIZATION AND ELECTIONS 3.1 The Regional Council shall be composed of the Executive and Branch delegates. A Regional Council shall be comprised of one (1) delegate per seventy-five (75) members residing in the Region as per Institute membership list three (3) months prior to the scheduled Regional Council date rounded to the nearest seventy-five (75), plus the Regional Director. The number of delegates allocated to the Branches will be that number of delegates remaining after allocating delegate status to the members of the Executive. Wherever possible, each Branch shall be represented by at least one (1) delegate. The delegates shall be appointed by the Branches and will normally be members of the Branch Executive. 3.2 The Chair of the Regional Council selected by the Executive shall be a member in good standing but shall not be a member of the Executive. 3.3 The Executive shall consist of the Regional Director and up to seven (7) additional voting members, one (1) of whom shall be appointed as Chair, one of whom shall be appointed Vice-Chair, one (1) of whom shall be appointed Treasurer and one (1) of whom shall be appointed Secretary. Appointments are to be made by the Executive. The Executive will normally come from amongst the members of the various Branch Executives. The term of office shall be three (3) years. Years evenly divisible by three (3), four (4) executive members shall be elected. Years after the year that is evenly divisible by three (3), three (3) executives shall be elected. Years before the year that is evenly divisible by three (3), there will be no elections. The term of office will commence at the end of the Regional Council meeting. 3.3.1 The duties of the Executive shall include the following but not be limited to: managing the annual allowance paid to the Region by the Institute, help plan and provide input for the Regional Council, carry on the business of the Regional Council between Regional Councils, fill vacancies on the Executive between Regional Councils and provide input for training programs. 3.3.2 The duties of the Executive members shall include the following but not be limited to: Director: The roles and responsibilities of the Regional Director, in addition to the responsibility under the Canada Corporation Act, include: 1. Speaking on behalf of the Institute on Regional issues as authorized by the National President; 2. Coordinating the Regional Stewards Council and the Regional Council, in consultation with the Executive and Institute staff; 3. Participating, as required, on Standing Committees and Ad Hoc Committees as established by the Board; 4. Submitting, in a timely fashion, a written report to the Board on the activities performed in the Region, as well as on discussions and motions resulting from the Executive meetings, Regional Stewards Council and Regional Council meetings, which report shall be distributed to all members in the Region; 5. Preparing a newsletter (at least quarterly) to the members of the Region; 6. Promoting work site visits, the creation of Branches and Sub-Groups where appropriate, and the recruitment of Stewards, in cooperation with their Executives and Institute staff; and 7. Promoting Regional Consultation with Departments and separate employers in accordance with the Institute’s policy on consultation committees. Chair: Chairing the Executive meetings, scheduling the Executive meetings and assisting with preparation of the meeting agendas and substituting for the Regional Director as required excluding Board meetings. The Chair is elected by the Executive. Vice-Chair: Assisting the Chair in the performance of his/her duties and, in the absence of the Chair, performing the duties of that position. Being responsible to ensure that reports of Committees of the Board, when attended by regional representatives not on the Executive, be forwarded to the secretary two (2) weeks prior to the Executive meeting. The Vice-Chair is elected by the Executive. Secretary: Taking minutes of the Executive meetings, distributing approved minutes of Executive meetings to the Vancouver Regional Office for record keeping, having an approved précis of each Executive meeting available on the website, ensuring the distribution of said précis to the Branch Chairs and the Vancouver Regional Office, and ensuring that the information pertaining to the Executive is up to date on the website. The Secretary is elected by the Executive. Treasurer: Presenting a current financial statement of the Executive bank account for the Executive meetings, presenting a yearly financial statement to the Regional Council, preparing a budget for the Executive funds for the Regional Council, and preparing a yearly statement. The Treasurer is elected by the Executive. In addition, the Chair, Vice-Chair, Secretary and Treasurer will liaise with Branches, Departments and Agencies as determined by the Executive. Additional Executive Members: Substituting for the Secretary and Treasurer when needed, liaising with Branches, Departments and Agencies, and other duties as determined by the Executive. 3.3.3 Any Executive member who misses two meetings without a reason determined to be valid by the Regional Director shall, upon a majority vote of the Executive (other than the Executive member in question), be removed as an Executive member. 3.4 Elections - The notice of the first Regional Council meeting of the year sent to the Branches will inform the attendees of the positions on the Executive open for election at the Regional Council. Acceptance of nominations for these positions will close at the Regional Council. 3.4.1 Following the opening of the Regional Council, three (3) or more volunteers, not running for office, shall be chosen to form the Elections Committee. The Election Committee will be approved by the Regional Council delegates. 3.4.2 The nominees will make a brief statement. 3.4.3 Should there be more nominees than vacancies, the Election Committee will distribute ballots. The names of the nominees acclaimed under By-Law 3.4.3.1 and 3.4.3.2. will not be included in the ballots. The voting will take place such that there will be half a day remaining for appeal. The Election Committee will tabulate the results. 3.4.3.1 In tabulating the election results, the Election Committee will ensure that, where possible, at least one (1) member of the Executive will be from each of the Greater Vancouver and Greater Victoria areas. 3.4.3.2 In tabulating the election results, the Election Committee will ensure that, where possible, at least two (2) members of the Executive will be from outside the Greater Vancouver and Greater Victoria areas. 3.4.4 When giving their election report to the Regional Council, the Election Committee will provide the number of votes for each nominee which will be recorded in the minutes. 3.4.5 The election results can be appealed to the Council. The new Regional Executive will be approved by the delegates of the Regional Council. The decision of the Council is final. The ballots shall be destroyed at close of Council. 3.5 Vacancies on the Executive occurring between meetings of the Regional Council may be filled by the Executive until the next meeting of the Regional Council. At that time, the Regional Council will appoint a member to fill the vacancy until the next regular election. 3.6 If the position of Regional Director becomes vacant during the term of office, the Chairs of all the Region’s Branches and members of the Regional Executive shall nominate one (1) representative and forward the name of the nominee to the Board who in turn shall to appoint a member to fill the vacancy as provided in the Institute By-Laws and Regulations. BY-LAW 4 BRANCH ORGANIZATION AND ELECTIONS 4.1 A Branch Executive shall consist of a minimum of a Chair and Treasurer, to be elected for terms not exceeding two (2) years. Terms may be overlapping for continuity, but should end at the same time of year. The number of additional members and their responsibilities shall be determined by each Branch, in accordance with Institute By-Laws and Regulations. 4.2 Each Branch shall establish election and nominating procedures that will ensure each member of the Branch has the opportunity to stand for election and to vote in the election of the Branch Executive. 4.3 The Branch Treasurer shall control the funds of the Branch as directed by the Branch Executive and shall be responsible for preparation of the financial statements and maintenance of financial records as prescribed by the Regional Council. 4.4 Additional funding for Branch activities may be obtained from the Executive, upon application from the Branch. BY-LAW 5 MEETINGS 5.1 The Regional Council shall meet at least once per calendar year. The meeting shall be held sufficiently in advance of the Annual General Meeting of the Institute to permit submission of resolutions to the Annual General Meeting. An agenda outlining the subjects for discussion shall be circulated to delegates to the Regional Council Meeting three (3) weeks prior to the meeting. 5.2 The Executive shall, at the call of the Chair, meet at least three (3) times per year. One (1) of these meetings shall be held immediately prior to the Regional Council Meetings. The Chair must call a meeting of the Executive if requested by any two (2) members of the Executive. 5.3 The Executive shall call a Special Meeting of the Regional Council on the written request of not less than one-third (1/3) of the delegates to the last Regional Council, or their replacements as of the date of the request, for the purpose of transacting such business as is referred to in the request and such matters as properly arise therefrom. BY-LAW 6 FINANCES 6.1 The Treasurer, under the direction and supervision of the Executive, shall maintain an account assigned by the Institute and keep accurate accounts of receipts and disbursements. 6.2 Signing authority will be limited to four (4) members of the Executive. 6.3 The disbursement of funds shall require the signature of either the Treasurer or Chair and any one (1) of the remaining Executive Members having signing authority. 6.4 The Executive will ensure the financial statements are audited as required by Institute By-Laws. BY-LAW 7 REGIONAL COUNCIL AND BOD COMMITTEES 7.1 The Regional Council or Executive may appoint committees to study specific topics and report back to their respective body. 7.2 Each committee shall be provided with terms of reference and lifespan at the time of the appointment. The Chair of a committee established by the Regional Council shall be a delegate to the Regional Council and will present the committee report. 7.3 Regional Representatives on Board Committees will submit to the Executive written reports within four (4) weeks of their meeting with the BOD Committee. BY-LAW 8 QUORUM – REGIONAL COUNCIL MEETINGS A quorum shall be a simple majority of the accredited delegates at a Regional Council Meeting. BY-LAW 9 RECORDS AND MINUTES All organizations set up under this Constitution shall file minutes of meetings with the Regional Office. BY-LAW 10 AMENDMENT PROCEDURES 10.1 Notice of amendments to this Constitution shall accompany the notice of the Regional Council Meeting at which the amendments will be voted on. 10.2 Amendment of this Constitution shall require a vote of two-thirds (2/3) of the voting delegates at a Regional Council Meeting, and shall be subject to the approval of the Institute Board of Directors. BY-LAW 11 REGULATIONS 11.1 The Executive may make such Regulations, not inconsistent with these By-Laws, as it deems appropriate for the operation of the Region. 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 Executive, but not earlier than the date they were approved by the Institute. Each such Regulation shall be presented to the next Regional Council meeting, 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 PARLIAMENTARY PROCEDURE At any meeting of the Region, 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 version of Sturgis' Standard Code of Parliamentary Procedure available at the meeting. BY-LAW 13 EFFECTIVE DATE This Constitution and By-Laws and any amendments thereto shall take effect upon approval by the Institute and ratification by the delegates of the Regional Council. BY-LAW 14 CONTEXT AND GENDRE In this Constitution and 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. REGULATIONS R3.3 Interim Executive Election for 2005 For the 2005 Executive Election the Regional Council will elect seven (7) Executives of which the four (4) candidates with the highest number of votes will be elected for a two year term. The three (3) candidates with the next highest number of votes will be elected for a one year term. Bylaw 3.4.2 and 3.4.3 will need to be taken into account in the election. August 26, 1995 Amendments approved by the Board of Directors Amendments approved by the Board of Directors Amendments approved by the Board of Directors Amendments approved by the Board of Directors Amendments approved by the Board of Directors Amendments approved by the Board of Directors Amendments approved by the Board of Directors Amendments approved by the Board of Directors Amendments approved by the Board of Directors Amendments approved by the Board of Directors Amendments approved by the Board of Directors |
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