FEDERAL SUPERANNUATES NATIONAL ASSOCIATION (OUTAOUAIS BRANCH) INC.

By-Laws  -  January 2010

GENERAL PROVISIONS

  1. The present by-laws replace all existing by-laws adopted to this day. The annexes or regulations form an integral part of the current By-Laws of January 2010.
  1. The following provisions constitute the By-Laws of the not-for-profit organization "Federal Superannuates National Association (Outaouais Branch) Inc.", established by Letters Patent under the Quebec Companies Act, Part III (R.S.Q.,c.C-38, sec. 218) on January 4, 2011, number 1167062885 , hereinafter called the “FSNA – Outaouais Branch” which is recognized as Local Branch QC60 of the Federal Superannuates National Association (FSNA).
  1. The by-laws shall be interpreted so as to allow for a sound and efficient conduct of the business of the FSNA – Outaouais Branch and shall not come into conflict with the goals of the Association and its best interests.
  1. Definitions: In these by-laws, unless the context calls for a different interpretation, the terms used shall be understood within the meaning specifically attributed to them.

a)                  “Administrative Policies” means the administrative process established so as to ensure a sound management of the activities of the FSNA – Outaouais Branch, and do not form part of these by-laws. The administrative policies must not contravene these by-laws.

b)                  “Annual General Meeting of the FSNA – Outaouais Branch” or “AGM” means the meeting of the members and that the FSNA – Outaouais Branch holds every year.

c)                   “Annuitant" means any person in receipt of an annuity, pension or survivor’s allowance in accordance with the Public Service Superannuation Act, the Canadian Forces Superannuation Act, the RCMP Superannuation Act, the Judges Act or the Superannuation Plan of a federal organization that the Association has deemed proper to accept.

d)                 "Associate Member" refers to a future retiree who is at the end of his/her career and who is eligible for full membership upon retirement." 

e)                  “Association” refers to the Federal Superannuates National Association.

f)                    “Board of Directors of the FSNA – Outaouais Branch” or “Board” means the members elected or nominated in accordance with the by-laws as directors at a General Meeting. They are entrusted with the day-to-day management of the Branch. 

g)                   “Branch” means an entity of the Association grouping members of the Association generally residing within the established and approved boundaries for this entity: the territory of the FSNA – Outaouais Branch is defined in Annex 2.

h)                   “By-Laws” and “Regulations” mean the ground rules of governance of the FSNA – Outaouais Branch.

i)                    “Charter” means the Letters Patent of the FSNA – Outaouais Branch

j)                    “Dues” means the annual amount that shall be paid in order that a person be a member of the Association. The dues are divided between the Association and the FSNA – Outaouais Branch.

k)                  “Executive Committee” or “EC” means the officers of the FSNA – Outaouais Branch.

l)                     “Fiscal Year” means the calendar year.

m)                 “National Office” means the Head Office of the Association headed by the Executive Director.

n)                  “NBOD” means the National Board of Directors of the Association.

o)                  “Member” means a person who qualifies, applies and is accepted for membership and pays the required dues to the Association.

p)                  “Official Languages” mean French and English.

q)                   “Special General Meeting” is a meeting of the members of the Branch called to deal with special business as listed in the Notice of Meeting.

HEAD OFFICE, LOCATION AND SEAL

5.   The Head Office of the FSNA – Outaouais Branch is established in the Outaouais Region at the address as determined by the Board of Directors.

  1. The activities of the FSNA – Outaouais Branch shall take place on the territory as defined in Annexe 2  of these By-laws.
  1. The seal of the FSNA - Outaouais Branch whose form is determined by the Board of Directors cannot be replaced without the consent of the Board of Directors. The Secretary of the FSNA – Outaouais Branch or any other person designated by the Board of Directors shall retain custody of the seal. The seal is shown in Annex 1.

OBJECTS

  1. The objects of the FSNA – Outaouais Branch are to regroup the pensioners of the Federal Public Service for the Outaouais Region in order to protect and defend their interests and their rights . To achieve its goals the FSNA – Outaouais Branch shall use the following methods:
    1. Seek and support the adoption of measures beneficial to current and potential pensioners of the Federal Public Service, the Canadian Forces, the Royal Canadian Mounted Police, Judges appointed by the Federal Government and other Federal agencies and organizations that the Association deems fit to accept.
    1. Promote the general well-being and plan intervention strategies for the benefit of the persons mentioned in sub-section 8.a).
    1. Contribute to the public debate in order to influence direction, policies or proposals dealing namely with the quality of life of seniors.
    1. Oppose laws and regulations that go against the interests of current and future members.
    1. Implement  programs and services that are relevant to the members of the FSNA – Outaouais Branch.
    1. Inform and assist the persons mentioned in sub-section 8(a) with regards to their rights as pensioners.
    1. Co-operate with other organizations in the pursuit of common goals.
    1. Promote dialogue between members.
    1. Contribute when beneficial to improving the image of the institutions of origin of its members.

MEMBERS

  1. The FSNA – Outaouais Branch recognizes all the categories of members of the National Association set out in Part 2 of its By-Laws and in Regulations I of 2011.
  1. A member has the right to speak and the right to vote at any meeting, within the limitations of subparagraph 13 of Annexe 6. He may, under the conditions set out in Annex 4, be elected director.
  1. Membership status confers the right, in relation to the activities of the Association and the FSNA – Outaouais Branch, to the benefits available to the members and to be regularly informed of and to fully participate to the business and activities of the FSNA – Outaouais Branch.
  1. At any time a member can make suggestions to the Directors, but does not have the authority to give orders, instructions or specific directives on the manner in which the Directors must discharge their duties.
  1. A member is not responsible for the liabilities of the FSNA – Outaouais Branch beyond the outstanding amount of his dues.
  1. A member whose direct or indirect interests in an enterprise create a conflict with the interests of the Association or of the FSNA – Outaouais Branch shall, subject to removal by the Board of Directors, so declare and refrain from participating in any deliberation and any decision concerning the said member.
  1. A member who is an activist for an organization or a cause whose activities conflict with the goals and interests of the Association can be subject to removal upon resolution by the Board of Directors.
  1. A person ceases to be a member of the FSNA – Outaouais Branch upon either death, presentation of a letter of resignation, following a removal letter by the FSNA – Outaouais Branch for non-compliance with the duties and responsibilities of the members of the Association or acceptance of a request to transfer to another branch of the Association.

MEMBERSHIP MEETINGS

ANNUAL GENERAL MEETING

  1. The Annual General Meeting of the members of the Branch is the final authority of the Branch.
  1. The meeting shall follow the rules of procedure of a deliberative assembly.
  1. The Annual General Meeting of members has as its purpose:
    1. To approve the minutes of the Annual General Meeting of the previous year;
    1. To receive the report of the Chairperson of the Board of Directors and of the directors responsible for the various activities of the FSNA – Outaouais Branch.
    1. To receive the financial statements and the auditor’s report.
    1. To elect the members of the Board of Directors in accordance with the procedures provided at Annex 4.
    1. To appoint the auditor upon the recommendation of the Board of Directors.
    1. To approve all changes to the charter, to the By-Laws and to ratify any internal regulations of the FSNA – Outaouais Branch which would have been adopted by the Board of Directors during the year or which are proposed by a member at the AGM.
    1. To receive any draft resolution or any question previously submitted to the Board of Directors and placed on the Agenda of the meeting. These questions are attached to the draft Agenda.

NOTICE OF MEETING

  1. The Annual General Meeting of the FSNA – Outaouais Branch shall be on the second Wednesday of the month of April of each year. The Board of Directors shall determine  the date and call the Annual General Meeting of the Branch. The Notice of Meeting must be given at least thirty (30) days before the meeting.
  1. A draft Agenda shall be established within thirty (30) days preceding the Meeting and handed together with a copy of the Minutes of the meeting of the previous year, the Financial Statements and the draft Resolutions for the meeting to all those persons in attendance.

MINUTES

  1. The minutes shall be drafted no later than fourteen (14) days following the Meeting and forwarded to the Directors.
  1. A copy signed by the President and the Secretary of the Annual General Meeting shall be forwarded to the National Office at the latest on May 15 of each year together with a copy of the Audited Financial Statements as per the National By-Laws.

QUORUM

  1. The members present constitute the Quorum.

VOTE

  1. At a meeting of members, only those members present, exclusive of associate members, have the right to vote. The vote is generally held by a show of hands unless four (4) members present request a secret ballot. In the case of a secret ballot on motion, the President shall name two (2) scrutineers whose duties shall be to distribute and collect the ballots, to compile the results of the vote and to communicate same to the President. The supervisors, if they have a right to vote, shall exercise it first. In so far as the election of the Directors is concerned the voting shall be done in accordance with the provisions of Annex 4.

26. Any resolution shall be adopted by a simple majority of the persons present having the right to vote.

SPECIAL GENERAL MEETINGS

  1. A special general meeting of the members shall be convened when it is deemed appropriate for the sound administration of the business of the FSNA – Outaouais Branch. Such meeting shall have been requested by at least thirty (30) members. The Board of Directors may likewise convene a Special General Meeting when necessary.
  1. The Board’s Secretary sends a Notice of Meeting that shall include the purpose and the business of such meeting as well as the date and place within twenty-one (21) days following receipt of the request. The rules of procedure shall be the same as those for an Annual General Meeting.

DIRECTORS

The duties and responsibilities of the Directors are outlined in Annex 3.

  1. The business of the FSNA – Outaouais Branch shall be conducted by a Board of Directors. The Board of Directors is made up of thirteen (13) members of which five (5) are Officers.
  1. Each member of the Board, in discharging his duties, shall act with honesty and good faith, in the best interests of the FSNA – Outaouais Branch and exercise the care, diligence and skill that a reasonably prudent and well-advised person would show under comparable circumstance, in compliance with the By-Laws of the FSNA – Outaouais Branch.
  1. The Directors are elected by the General Annual Meeting for a two (2) year mandate by rotation, ensuring the renewal of at least half of the positions at each Annual General Meeting. The procedure is described at Annex 4. The outgoing President  may become an ex-officio member of the Board of Directors, for a maximum period of one year without any voting rights.
  1. Each person wishing to become a Director shall be deemed to meet the requirements of the duties as described in Annex 4.
  1. Ceases to be part of the Board and to hold office any director who:

a)                  Submits his written resignation to the Board;

b)                  Dies;

c)                  Ceases to possess the required qualifications;

d) The Board may dismiss a director who misses three (3) consecutive regular meetings without a valid reason in a given year;

  1. Any Director’s position having become vacant during the year may be filled by resolution of the Board. Any such replacement so named remains on duty until the next Annual General Meeting.
  1. Only members may hold elective office with the FSNA – Outaouais Branch.
  1. A Director of the FSNA – Outaouais Branch who has duties in another association or organization whose goals conflict with the goals and interests of the Association ceases to be a member of the Board.
  1. Any director, his heirs and beneficiaries shall be indemnified and saved harmless , as necessary and at any time, out of the funds of the FSNA – Outaouais Branch,

a)                  for all costs, charges and expenses of any nature that that they sustain or incur respecting any action, lawsuit or procedure that is brought, commenced or initiated  against them in respect of any act, matter or thing made, done or permitted by them in the discharge of their office,  and

b)                  of all other costs, charges and expenses that they sustain or incur in relation to the business of the corporation, except costs, changes and expenses resulting from their wilful neglect or default.

BOARD MEETINGS 

  1. The Board shall meet at least ten  (10) times a year at the call of the President or at the request of the majority of the members of the board at the Head Office of the FSNA – Outaouais Branch or at any other place so designated by the President or the Board. A simple majority (50%) of the current Directors constitutes the quorum. The outgoing President may be an ex-officio member of the Board without voting rights.
  1. The Notice of Meeting shall include the Agenda and all relevant and available documentation for the meeting, together with any draft resolution, should such be the case. The Notice of Meeting may be served in writing, by e-mail, mail or fax. The Notice shall be given at least one (1) week prior to the meeting.
  1. A Director may, when the other members physically present at the place where a Board Meeting is held constitute a quorum and the majority of these members therein consent, participate in this meeting by any means permitting all participants to communicate orally with each other, namely by telephone or video conference. The director is thus considered to have attended this meeting and shall have all the same rights and privileges as those present.
  1. Minutes of the Meeting shall be drafted and sent to the members of the Board of Directors no later than fourteen (14) days following the meeting.
  1. Resolutions shall be carried by a simple majority of the votes cast by the Directors who are present. In case of an equality of votes, the President shall have the casting vote. He can exercise this casting vote or postpone the question and the decision to a future meeting.

OFFICERS

  1. The Officers of the FSNA – Outaouais Branch shall be the President, the 1st Vice-President, the 2nd Vice-President, the Secretary and the Treasurer. They comprise the Executive Committee (also called the EC). The outgoing President may be an ex-officio member of the EC, for a maximum period of one (1) year, without any voting rights.
  1. The Board shall hold its first meeting as soon as possible or no later than thirty (30) days following the AGM. 
  1. The members of the EC shall remain in office until the election of new Directors.
  1. The Officers’ mandate shall be for a two (2) year term. It can be renewed for up to a maximum of four (4) consecutive terms, that is eight (8) years for the same position. After eight (8) years, there must be an interval of one (1) term before an Officer can once again run for the same position.
  1. In case of absence or extended incapacity of an Officer, the Board may replace this Officer by a Director for the length of this absence or until the next AGM.
  1. The President is the chief executive officer of the FSNA – Outaouais Branch. He chairs the meetings of members, of the Board of Directors and of the Executive Committee. He oversees the execution of decisions of the Board and of the EC, signs all documents requiring his signature and fulfills all the duties which may, from time to time, be assigned to him by the Board or the EC. He maintains the relationship with the National Office, with the Quebec National Director, with the Québec Regional Services Office and with the other Branches of the Association. The Chair is also a voting member of the Table de Concertation des Ainés et retraités de l’Outaouais (TCARO).
  1. In the event of the resignation or incapacity of the President, the roles and responsibilities of the Chair shall be carried out by the 1st Vice-President .
  1. The First and Second Vice-Presidents shall fulfill the duties of the President in the absence of the latter, as well as any duties that may be assigned to them by the President or the Board. 
  1. The Secretary shall attend the meetings of the members, of the Board and of the EC and shall draft, sign and record minutes of all proceedings. He shall perform all the tasks attributed to him by these by-laws or by the Board. He shall be the custodian of the seal of the Corporation and shall keep the by-laws of the FSNA-Outaouais Branch, the names and addresses of all current members, and of current and former Directors, with the various dates when they so became or when they ceased to be Directors. He shall also keep the record of Minutes and all other records of the FSNA – Outaouais Branch.
  1. The Treasurer shall be responsible for and be entrusted with the custody of the funds of the FSNA – Outaouais Branch and of its account ledgers. He shall keep a detailed account of all assets and liabilities,  receipts and disbursements of the FSNA – Outaouais Branch, in the books of the Association. He shall deposit all monies in such financial institution as designated by the Board of Directors .
  1. Any Director may resign at any time by delivering his written resignation to the President or Secretary of the FSNA – Outaouais Branch or during a meeting of the Board.
  1. The Directors may be removed for cause by resolution of the Board.
  1. In addition to the duties described in previous sections, the Directors may also perform the following duties:

                   a)        Represent the FSNA at local events.

b)                  Meet with elected local officials at the provincial, municipal or federal levels to discuss matters of interest to the Association.

c)                  Maintain good relations with the media.

d)                 Maintain relations with other organizations having common interests or mutual goals with those of the Association (ex: TCARO).

EXECUTIVE COMMITTEE

  1. The meetings of the Executive Committee shall take place at the calling of the President. The Secretary shall draft the Minutes. The  notice of meeting shall be sent at least five (5) days in advance. In exceptional cases, if the majority of members signify their consent, this pre-notice need not be respected.
  1. Three (3) members of the EC shall constitute a quorum. All questions shall be decided by consensus, or failing that by a majority of votes and, in case of a tie, the President shall have the deciding vote.
  1. EC meetings shall be presided by the President. In the absence of the President, the meeting shall be presided by the First Vice-President.
  1. Role and Powers

The EC shall execute the decisions of the Board. It shall set the date and place of the regular meetings of the Board and of the Annual General Meeting of the members and shall set the Agenda. Its role is:

a)                  To ensure the day-to-day management of the FSNA – Outaouais Branch.

b)                  To co-ordinate the activities of the FSNA – Outaouais Branch.

c)                  To oversee the collection of dues and other revenues.

d)                 To quarterly analyse the statement of revenue and expenses of the FSNA – Outaouais Branch and to report to the Board of Directors.

FINANCIAL MANAGEMENT

FISCAL YEAR AND AUDITING

  1. The fiscal year of the FSNA – Outaouais Branch shall end on December 31st of each year.
  1. The books and financial statements of the FSNA – Outaouais Branch shall be subject to an annual audit, conducted by an auditor whose appointment shall be approved at each Annual General Meeting of the members of the FSNA – Outaouais Branch.
  1. The financial statements shall be distributed to the members present at the Annual General Meeting and to any other member who requests them.

FINANCIAL MANAGEMENT AND CONTRACTS

  1. An annual budget shall be approved by the Board of Directors before the start of the new fiscal year and shall be submitted to the AGM.
  1. All cheques, negotiable and other banking instruments of the FSNA – Outaouais Branch shall be signed by the Treasurer and one of the following officers: the President, the 1st Vice-President or the 2nd Vice-President, or any other person so designated by Resolution of the Board.
  1. All monies received shall be deposited in a Canadian Financial Institution designated by the Board.
  1. All expenses incurred by the elected Directors and other designated persons, within the purview of their duties for the FSNA – Outaouais Branch, shall be reimbursed in accordance with the internal policies established by resolution of the Board.
  1. The FSNA – Outaouais Branch shall not responsible for expenses that have not been previously planned or that are not consistent with the goals and plans authorized by the Board.
  1. Contracts and other documents requiring the signature of the FSNA – Outaouais Branch shall be approved beforehand by the Board and once approved they shall be signed by the President and the Treasurer or by any other Director or other person designated by the Board for purposes of a contract or particular document. The FSNA – Outaouais Branch shall be responsible for the resulting expenses.
  1. Subject to the Act respecting the Protection of Personal Information in the Private Sector (R.S.Q. chapter P-39.1) and for the purposes of achieving the goals of the FSNA- Outaouais Branch, members shall have access to the books and documents of the FSNA – Outaouais Branch, at all times.
  1. The FSNA – Outaouais Branch may receive and make donations and external contributions to support some activities that are consistent with its goals.

MANAGEMENT OF DUES

  1. The Association shall collect annual dues from its members. The amount of the dues, and the per capita share remitted to Local Branches, shall be recommended by the NBOD and approved by the Congress of the Association.
  1. Dues are generally collected by the National Office, which shall undertake to remit their respective shares to local branches .
  1. The FSNA – Outaouais Branch may accept dues and shall undertake to remit to the National Office the portion to which it is entitled.

BORROWING POWERS

  1. Provided authorization has been obtained through a duly adopted Resolution of the Board and ratified by at least two-thirds of the votes cast at an Annual General or Special Meeting of the FSNA – Outaouais Branch, the Board may, if it deems it appropriate, borrow from Canadian financial institutions for short or medium term operating purposes.
  1. The resolution shall include the extent of the amounts authorized, the financing and repayment provisions and the delegation of borrowing authorities granted to the Board.

REMUNERATION OF DIRECTORS

  1. The Officers and Directors of the FSNA – Outaouais Branch shall serve without remuneration or compensation, except for expenses authorized by the Board.

AMENDMENTS TO CHARTER AND TO BY-LAWS

  1. The Letters Patent of the FSNA – Outaouais Branch may be amended by resolution adopted by two-thirds of the members present at a Special General Meeting called specifically for that purpose. As a result, the Directors shall adopt a resolution to request Supplementary Letters Patent. No later than six (6) months following the adoption of the members’ resolution, the Directors shall forward to the Registrar of Businesses a request for the proposed provisions in accordance with applicable procedures. If the request is granted, the Registrar issues the Supplementary Letters Patent.
  1. The Board shall have the power to repeal or amend any provision of these by-laws. However, any repeal or amendment shall be in effect only until the next Annual or Special General Meeting of the members. If this repeal or amendment is not ratified by a majority of the members present during this meeting it shall cease to have force and effect as of this day. 
  1. Any member having the right to vote may propose amendments to these by-laws or to the Letters Patent at an Annual or Special Meeting. This proposal shall be submitted to the Board at least thirty (30) days before the meeting is held.
  1. Notwithstanding the previous two (2) sections, the AGM may review a draft emergency resolution to amend the by-laws or the Letters Patent, even if the time limit for the notice has not been respected, as long as seventy-five (75%) percent of the participants entitled to vote consider that the urgency of the situation justifies this derogation. Such draft resolution shall be presented in writing to the President.

DISSOLUTION

  1. The FSNA – Outaouais Branch may only be dissolved with the consent of at least two-thirds of the members present at a Special General Meeting of the Branch convened for such purposes. The notice of convocation for such meeting shall be given at least sixty (60) days before the meeting.

82. In case of dissolution of the FSNA – Outaouais Branch, all assets owned by the Branch at the time of its dissolution shall be used to pay all of debts, obligations and pledges; the remaining assets shall be remitted to the Association pursuant to its by-laws.

DECLARATIONS

Adopted by the Board of Directors on:

January 4th, 2010

Ratified by the Special General Meeting on:

April 13, 2011

--------------------------------------

President

-------------------------------------

Secretary

ANNEX 1      -           IMPRINT OF THE SEAL

The seal of the FSNA – Outaouais Branch bears the complete name of the organization and has the format determined by the Board of Directors.

The Secretary of the Board of Directors shall be custodian of the seal.

The seal can be affixed, when required, on contracts or other documents signed by one of the Officers of the FSNA – Outaouais Branch.

ANNEX 2      -           DEFINITION OF THE TERRITORY

The territory of the FSNA - Outaouais Branch is defined as running to the east to Point-aux-Chênes, to the west to Chapleau and northward to include the whole area of Abitibi and Témiscamingue.

ANNEX 3      -           ROLES AND RESPONSIBILITIES OF THE MEMBERS OF THE BOARD AND QUALIFICATIONS REQUIRED FOR DIRECTORS

The Board of Directors, through its members, shall discharge a certain number of roles and responsibilities, notably:

The FSNA – Outaouais Branch also wishes to be able to rely on Directors capable of supporting the achievement of its goals and, in order to achieve this, seeks the following qualities and skills in its Directors:

·         Be available to participate in the meetings of the Outaouais Branch.

·         Have a clear interest in and personally commit to the work of the Board and its committees.

·         Have the capacity to lead files/projects and committees of the Board.

·         Have the capacity to motivate other members in the business of the Board.

·         Be able to promote the FSNA and its Outaouais Branch in order to attract new members.

·         Have a network of contacts.

·         Have a good understanding of the roles, management responsibilities and obligations devolved to Directors, in accordance with the law and stated in section 2 of these by-laws, particularly as mandatory/fiduciary of the Outaouais Branch.

·         Has the experience suited to the goals of the FSNA and its Outaouais Branch, while complementing that of current Board members.

·         Advocate and exhibit personal values that complement those of the FSNA and its Outaouais Branch such as transparency, integrity, discretion, team solidarity with the Board and the volunteers, loyalty, open-mindedness and care in fulfilling one’s undertakings.

ANNEX 4      -           PROCEDURE FOR THE ELECTION OF DIRECTORS

  1. The election of the Directors of the Board shall take place at the Annual General Meeting of the FSNA – Outaouais Branch.
  1. Only the members may vote to elect Directors and all nominations must be made from members of the FSNA - Outaouais Branch who have the right to vote.
  1. The Board shall designate, at least three (3) months before the AGM, a Chair of the Nominating Committee. The Chair is a person who does not hold an officer’s position or who has no intention of seeking one and whose position is not up for election.
  1. This Chair shall be responsible to set up a committee mandated to seek interest for nominations to the positions of Directors, to receive them, to review the eligibility of the proposed candidates and to table the list of candidates at the AGM.
  1. The Chair of the Nominating Committee shall be proposed as the Election Officer at the AGM.
  1. The Election Officer may identify one or several persons to help him in his duties and to act as scrutineer and election secretary.
  1. Members interested in applying for a position of Director must forward to the Chair of the Nominating Committee a notice of interest, supported by two (2) members at least one (1) month before the AGM.
  1. The current Directors whose mandate is terminating must indicate at a Board meeting if they wish to run again or step down three (3) months before the AGM. The vacancies shall be announced by the President or by the Directors themselves at a Board meeting. 
  1. The number of Directors to be elected is based on the number of positions having become vacant at a given period. As of the coming into effect of the by-laws (2011) we foresee filling five (5) positions for the first year, six (6) positions the second year, rotating thereinafter.
  1. Any seat having become vacant during the year will be up for election at the AGM.
  1. Candidates whose candidacy had been previously submitted, or their nominators, shall have the right to speak to introduce themselves, or to be introduced by their nominators at the meeting. Each candidate is allowed three (3) minutes of speaking time.
  1. Directors shall be elected by means of a secret ballot unless it is decided at the meeting to proceed with a vote by a show of hands. If the vote is by means of a secret ballot, a blank ballot is given to each voting member who shall indicate the name of the persons of their choice on the said ballot. 
  1. Voting results are announced to the members by the Election Officer, after the ballots have been counted by those responsible for the election procedure.
  1. If the votes are evenly divided, the Election Officer shall immediately repeat the vote without adjourning the meeting.
  1. The names of the persons joining the Board are officially announced by the Election Officer.
  1. It is incumbent upon the Election Officer to have the ballots destroyed after each round of voting.

ANNEX 5      -           PROCEDURE FOR THE ELECTION OF OFFICERS

            Any member becomes active at the closing of the meeting during which period this member was named or elected for a period of two (2) years, that is, either the closing of the applicable Annual General Meeting or until a successor has been named or elected pursuant to one or the other provision of the present regulations.

            The election of directors shall be conducted in two (2) ways:  seats with odd numbers being subject to an election during an odd year, and seats with even numbers subject to an election during the following year (even year) and so on.

            The provisions  respecting the term of office shall apply as of the election to be held in the year 2011.  During this year (2011) there will be an election for those seats with odd numbers, notwithstanding the length of the time remaining for the term of office. During the year 2012 there shall be the an election for seats having even numbers.

ELECTION

            Directors are elected each year by the members in attendance at the Annual General Meeting.

1.      President

2.      1st Vice-President

3.      2nd Vice-President

4.      Treasurer

5.      Secretary

6.      Health Orientation Committee

7.      Resolutions Committee

8.      Services to Members Committee

9.      Social Activities Committee

10.  Recruitment 

11.  Community Communication

ANNEX 6      -           SECTIONS 12 to       21 of THE 2011 NATIONAL BY-LAWS AND REGULATIONS I 

MEMBERS

Eligibility to be Member

12.       A person may apply to become a member of the Association if, for the purposes of a federal superannuation plan, the person is:

(a)       an annuitant

(b)       the spouse of an annuitant, or

(c)       a surviving spouse of a deceased annuitant.

Eligibility to be Associate Member

13.       (1) A contributor to a federal superannuation plan may apply to become an  associate member.

Limitation

            (2)  An associate member enjoys the same benefits as a member, but may not vote or hold an elected or appointed office in the Association.

Application in Writing

14.       An application pursuant to section 12 or 13 must be made in writing to the National Office or  branch.

Becoming a Member

15.       An applicant becomes a member or an associate member upon acceptance of the application by the National Office or a branch and payment of the required dues to the National Office or branch.

Dues Deduction at Source

16.       The National office may accept the applicant’s authorization for dues deduction at source instead of payment of the required dues.

Choice of Branch

17.       The Executive Director normally assigns a member to the branch within whose boundaries the member resides but the member may choose to belong to another branch or not to belong to a branch.

National Office

18.       The staff of the National Office provides service to a member who does not belong to a branch.

Life Membership

19.       (1) In recognition of meritorious service to the Association, the official participants at an Annual General Meeting may, on the recommendation of the National Board of Directors,  appoint

            (a)       a member for life, and

            (b)       a person who is not a member to be an honorary member for life.

Dues

                  (2)       A member for life and an honorary member for life are not required to pay the branch or national operations portion of dues.

 

Rights of Honorary Member

            (3)       An honorary member for life may attend and speak at branch meetings but  is not entitled to vote or hold elected office in the Association.

Spouse

20.       The rights of a member for life extend to the spouse of the member and continue in the event of the member’s death.

Membership Termination

21.       A member ceases to be a member if the member does not pay the required dues within 120 days, dies, resigns verbally or in writing or is no longer eligible for membership in accordance with section 12 or section 13.

REGULATIONS I 

LIFE MEMBERSHIPS and HONORARY LIFE MEMBERSHIPS

1.                  General

Nominations for life or honorary membership under the authority of By-law 19 (1), shall be made to, or come from, the National Board of Directors.

"In recognition of meritorious service to the Association, the official participants at an Annual General Meeting may, on the recommendation of the National Board of Directors, appoint 

(a) a member to be a member for life, and 

(b) a person who is not a member to be an honorary member for life."

2.         Under By-law 19 (2) "A member for life and an honorary member for life are not required to pay the branch or national operations portions of dues." 

Member for Life:

3.         Limitation of Life Memberships

There shall not be more than Thirty (30) active life memberships at any one time.

Criteria for a Life Membership Award

“Meritorious service”   means at least two of the following: 

               a)  manifested at all times the attributes of a builder of the Association;

               b) rendered exceptional service to the Association;

               c) served for at least five years. 

      4.         Rights and Privileges of a Life Member

            Life members shall be entitled to retain membership in a branch with all the rights and privileges of a member. A life member will not be required to pay either branch or national dues.

6.         Spouse of Life Members (mistake in the numbering)

            The Life Member Award is made to a specific individual, and the privileges accompanying the award shall extend to the spouse of the life member and shall continue on the death of the life member. However, the spouse shall not be deemed a life member.

7.         Recognizing Life Members

Names of life members shall be prominently displayed at the National Office of the Association. A life member shall also receive a memento in recognition of their service

Honorary Member for Life

8.         Limitation of Honorary Life Memberships

There shall be no more than five (5) active honorary life memberships.

9.         Criteria for an Honorary Life Member Award

“Long and meritorious service to the Association” includes both service directly to the Association and also services or actions that strongly support the aims of the Association.

10.       Rights and Privileges of Honorary Life Members

Honorary life members may attend branch meetings Association congresses, but do not have the right to speak, vote or hold any office of the Association.

11.       Spouse of Honorary Life Members

The Honorary Life Member Award is specifically to the individual recipient. It does not extend to the spouse.

12.       Recording of Honorary Life Members

Names of honorary life members shall be, prominently displayed at the National Office of the Association. An honorary life member shall also receive a memento in recognition of their service

Return