Society Bylaws

1.0	BYLAW I - MEMBERSHIP
The following Bylaws were approved at the October 29, 2006, Society Council
1.1	Membership Application
	To become a Member of the Society, an applicant must complete an application form and submit it to a representative of the Society.
1.2	Amendment to Application Form
	The application form for membership shall be amended by a motion of the Executive Board.
1.3	Membership Fee for Part Time Employee
	The membership fee for a part-time employee shall be the regular membership fee multiplied by the ratio of the number of hours worked per week to the regular work week.
1.4	Membership on Committees
	Any member shall be eligible to be selected or elected as a Society representative on local workplace committees to represent Society members' interests.
2.0	BYLAW II - CHIEF RETURNING OFFICER
2.1	Appointment of Chief Returning Officer
	The Executive Vice President Finance shall annually recommend a candidate for Chief Returning Officer to the Society Council.
2.2	Responsibilities
	The CRO shall fulfill responsibilities in Article XVI of the constitution as well as the following:
	a.	The Chief Returning Officer shall rule on any item not covered in the Constitution and/or Bylaws relating to elections and referenda.
	b.	Decisions of the Chief Returning Officer shall be final and binding subject only to review by the Constitution Interpretation Committee.
	c.	The Chief Returning Officer shall provide a ballot to each eligible Member in good standing.
3.0	BYLAW III - ELECTIONS
3.1	Principal Officers
	3.1.1	Election Schedule and Procedures
		The election of Principal Officers is to be conducted as follows:
		a.	Elections for the Principal Officer positions shall conform with the appropriate Articles of the Constitution.
		b.	The Chief Returning Officer shall send a call for nominations at least 5 weeks before the pre-election Society Council and 9 weeks before the election deadline. Nominations shall close at 1:00 p.m. on a date at least four weeks after the first call for nominations.
		c.	The Chief Returning Officer shall collect all nominations and shall invite all candidates for a contested position to submit a written statement, not longer than 500 words. The campaign statement shall be forwarded to all candidates and they will be given two business days to submit comments to the Chief Returning Officer. Each candidate will be given the opportunity to respond to the statement by submitting a 200 word response. This statement shall not be edited in transcription and shall be truncated if necessary by the Chief Returning Officer to meet the length requirement. All submissions to be included in the ballot material.
		d.	The Chief Returning Officer shall provide, at the appropriate time, a ballot to each member of good standing along with a plain envelope marked "ballot" and an addressed return envelope, in accordance with the election schedule. Biographical data and individual campaign statements will be distributed with the ballots.
		e.	To be counted, all ballots shall be verified against a list of members, as of the final cut-off date for balloting to prevent duplicate voting and ensure eligibility.
		f.	The Chief Returning Officer's vote in the annual election shall be counted only to establish the winning candidate in the case of a tie.
		g.	The Chief Returning Officer shall declare the election null and void if within 48 hours of counting the ballots, proof of corruption, theft of mailed ballots, or any other corrupt practice is brought to the attention of the Chief Returning Officer, if in the judgment of the Chief Returning Officer this practice would materially affect the outcome of the election. The Chief Returning Officer shall then repeat the annual election in its entirety, while declaring the pre-election Principal Officers in office for the interim.
		h.	In the event that a Principal Officer is unable to complete his/her term in office, the Executive Board shall appoint a replacement for the remainder of the term, subject to approval of the Society Council.
		i.	The Principal Officer elections shall be completed within 30 days following Society Council.
		j.	j. Principal Officers shall hold office from noon of April 1st of the year in which they are elected.
3.2	Local Vice Presidents
	3.2.1	Timing of Elections
		a.	The Local VP elections shall take place in the same years as PO elections but timed to follow the PO process.
		b.	In the event that the Local Vice President is unable to complete his/her term of office the local committee shall appoint a replacement until such time as an election can be held. Where there is no Local Committee, the Executive Board shall make the appointment.
		c.	In the event that a Local VP position becomes vacant during a VP's term, an election for a replacement Local VP is to be held. If the vacancy occurs in the third year of the term, the replacement Local VP shall be for the outstanding balance of the term plus the following three years.
	3.2.2	Election Schedule and Procedures
		Elections for Local VPs are to be conducted as follows:
		a.	Elections for Local VPs shall conform with the appropriate Articles of the Constitution.
		b.	Any two elected representatives within the Local shall nominate current or former elected officials of The Society for the position of Local V.P. (Nominations of members who are not current or former elected officers of The Society are subject to Article VII of the Constitution.)
		c.	Local V.P. elections shall be completed by ~~January 15th~~ February 1st in the applicable year and shall be by secret ballot conducted by a Deputy Returning Officer appointed by the Chief Returning Officer from among the Members of the Local.
		d.	The Deputy Returning Officer shall issue a call for nominations to the members of the Local, at least 30 days following Society Council and at least 8 weeks before the election deadline.
		e.	Nominations shall close at 1:00 p.m. on a date at least four weeks after the first call for nominations.
		f.	At least one week prior to the close of nominations the Deputy Returning Officer shall issue a list of current candidates and a final call for further nominations.
		g.	The Deputy Returning Officer shall collect all nominations including the Delegates' nominees.
		h.	The Deputy Returning Officer shall collect all nominations and shall invite all candidates for a contested position to submit a written statement, not longer than 500 words. The campaign statement shall be forwarded to all candidates and they will be given two business days to submit comments to the Dputy Returning Officer. Each candidate will be given the opportunity to respond to the statement by submitting a 200 word response. This statement shall not be edited in transcription and shall be truncated if necessary by the Deputy Returning Officer to meet the length requirement. All submissions to be included in the ballot material.
		i.	To be counted, all ballots shall be verified against a list of Local members, as of the final cut-off date for receipt of ballots to prevent duplicate voting and ensure eligibility.
		j.	The Deputy Returning Officer shall not vote in the election unless to establish the winning candidate for the position.
		k.	The Chief Returning Officer shall declare the election null and void if within 48 hours of counting the ballots, proof of corruption, theft of mailed ballots, or any other corrupt practice is brought to the attention of the Chief Returning Officer, if in the judgment of the Chief Returning Officer this practice would materially affect the outcome of the election. The Chief Returning Officer shall then repeat the election in its entirety, while declaring the pre-election Local V.P. in office for the interim.
		l.	Local Vice Presidents shall hold office from noon of April 1st of the year in which they are elected.
3.3	Unit Directors
	3.3.1	Timing of Elections
		a.	Unit Director elections for all units shall normally be held at the same time.
		b.	In the event that a Unit Director position becomes vacant during a Unit Director's term, an election for a replacement Unit Director is to be held. If the vacancy occurs in the second year of the term, the replacement Unit Director's term shall be for the outstanding balance of the term plus the following two years.
	3.3.2	Election Schedule and Procedures
		Elections for Unit Directors are to be conducted as follows:
		a.	Elections for Unit Directors shall conform with the appropriate Articles of the Constitution.
		b.	Any two Delegates within the Unit, or the Unit Director and one Delegate of the Unit, shall nominate current or former Delegates or Unit Directors in the Unit for the position of Unit Director. (Nominations of members who are not current or former Delegates or current or former Unit Directors are subject to Article VIII of the Constitution.)
		c.	Unit Director elections shall be completed by April 1st of each election year and shall be by secret ballot conducted by the Chief Returning Officer or by a Deputy Returning Officer appointed from among the Members of the unit.
		d.	The Chief or Deputy Returning Officer shall issue a call for nominations to the members of the Unit, at least 8 weeks before the election deadline.
		e.	Nominations shall close at 1:00 p.m. on a date at least four weeks after the first call for nominations.
		f.	At least one week prior to the close of nominations the Chief or Deputy Returning Officer shall issue a list of current candidates and a final call for further nominations.
		g.	The Chief or Deputy Returning Officer shall collect all nominations including the Delegates' nominees.
		h.	The Deputy Returning Officer shall collect all nominations and shall invite all candidates for a contested position to submit a written statement, not longer than 500 words. The campaign statement shall be forwarded to all candidates and they will be given two business days to submit comments to the Deputy Returning Officer. Each candidate will be given the opportunity to respond to the statement by submitting a 200 word response. This statement shall not be edited in transcription and shall be truncated if necessary by the Deputy Returning Officer to meet the length requirement. All submissions to be included in the ballot material.
		i.	To be counted, all ballots shall be verified against a list of Unit members, as of the final cut-off date for receipt of ballots to prevent duplicate voting and ensure eligibility.
		j.	The Chief or Deputy Returning Officer shall not vote in the election unless to establish the winning candidate for the position.
		k.	The Chief Returning Officer shall declare the election null and void if within 48 hours of counting the ballots, proof of corruption, theft of mailed ballots, or any other corrupt practice is brought to the attention of the Chief Returning Officer, if in the judgment of the Chief Returning Officer this practice would materially affect the outcome of the election. The Chief Returning Officer shall then repeat the election in its entirety, while declaring the pre-election Unit Director in office for the interim.
		l.	Unit Directors shall hold office from noon of April 1st of the year in which they are elected.
3.4	Interim and Alternate Unit Directors
	a.	Where an Interim Unit is created by the Local Committee, or where a Unit Director resigns or otherwise vacates the office outright, an Interim Unit Director shall be appointed by the Local Committee pending an election. A Unit Director election shall be held as soon as practical given the circumstances involved and such election shall take place and be completed before six months from the effective date of the appointment/acting position.
		Any exceptions to the procedure outlined in this paragraph shall be approved by the Executive Board.
	b.	All interim units shall be confirmed either as interim or official at the next Executive Board meeting
	c.	An Alternate Unit Director appointed pursuant to Article 8.7 of the Constitution shall be a Society member from the unit. The Unit Director shall inform the Delegates within the unit, the Local and the Executive Board upon the appointment of an Alternate Unit Director.
	d.	The Alternate Unit Director shall assume all the duties of the Unit Director in the event that the Unit Director is unable to perform those duties.
	e.	If the Unit Director does not return to the Unit Director function within six months after first ceasing to perform the duties, an election shall take place as soon as practical.
3.5	Delegates
	3.5.1	Election Schedule and Procedures
		Elections for Delegate, where they exist, shall follow Unit Director Elections and are to be conducted in accordance with the bylaws for the applicable Local. Oversight shall be provided by the Deputy Returning Officer. Delegate elections shall normally be scheduled to follow Unit Director elections.
3.6	Council Representatives
	Council Representatives must be selected at least 60 calendar days prior to Society Council. The number of representatives must correspond to membership lists published by The Society office 120 days prior to Council.
3.7	Executive Board Representatives
	Executive Board Representatives shall normally be selected by their Local Committees for a one year term
3.8	Executive Committee Representatives
	Executive Committee Representatives shall be elected by the Executive Board for a term of one year
3.9	IFPTE Convention Delegates
	3.9.1	IFPTE Convention delegates shall be elected on a schedule to comply with IFPTE's convention timing requirements. All delegates, other than Principal Officers, shall be elected by the members according to a process established by Society Council.
	3.9.2	The Society Council will determine the number of IFPTE Convention Delegates, in addition to the Principal Officers, who will be funded to attend the IFPTE Convention.
3.10	Election Communications
	3.10.1.	The Society shall not be responsible for election communications other than those provided for in these Bylaws.
4.0	BYLAW IV - DUTIES OF ELECTED OFFICIALS
4.1	Principal Officers
	4.1.1	President
		The responsibilities of the President or her/his designate(s) normally includes the following:
		a.	chair all meetings of the Executive Committee, Executive Board and the Society Council;
		b.	provide vision and leadership and actions towards building consensus;
		c.	serve as principal spokesperson for the Society;
		d.	manage the Society's External Relations work program;
		e.	liaison with Society Staff Manager;
		f.	sign collective agreements;
		g.	member (ex-officio) of all Society Committees
		h.	ensures/interprets adherence to Council bargaining objectives, Society policy, statutory requirements and the Society's Constitution;
		i.	make appointments to the Society Grievance Appeal Board.
	4.1.2	Executive Vice President
		Responsible for Member Services
		The responsibilities of the Executive Vice President responsible for Member Services shall include the following:
		a.	carry out the duties of the President when the President is not available;
		b.	serve as member of the Executive Committee;
		c.	decide on the progress of grievances beyond Step 2 in consultation with the Local Vice President and Staff Manager;
		d.	oversee development and provision of member services and training;
		e.	oversee membership retention/affinity programs;
		f.	sponsor ad hoc committees to deliver services with Executive Committee approval;
		g.	may delegate authority to a committee;
		h.	approve Local bylaws for ratification by Local;
		i.	address constitution and bylaw issues;
		j.	oversee the Society promotion/donation program;
		k.	identify issues with adherence to bargaining objectives, Society policy, statutory requirements and the Society Constitution;
		l.	mentor/coach Local Vice-Presidents.
	4.1.3	Executive Vice-President responsible for Policy
		The responsibilities of the Executive Vice-President responsible for Policy shall include the following:
		a.	carries out the duties of the President when the President is not available;
		b.	serves as member of the Executive Committee;
		c.	oversee development of Society policies and identifies policy gaps;
		d.	oversee the development of bargaining objectives for the Executive Committee;
		e.	can initiate internal Society policies, procedures, practices and guidelines;
		f.	sponsor ad hoc committee to draft policies with Executive Committee approvals;
		g.	may delegate authority to a committee;
		h.	monitor adherence to Society policies;
		i.	work with staff and other elected representatives to share negotiations and grievance experience;
		j.	coordinate cross Local bargaining/lobbying campaigns;
		k.	identify issues with adherence to bargaining objectives, Society policy, statutory requirements and the Society's Constitution.
	4.1.4	Executive Vice President-Finance
		The responsibilities of the Executive Vice President-Finance shall include the following:
		a.	overall responsibility for financial aspects of Society operations;
		b.	lead the Executive Board in its role of safeguarding the Society's financial integrity;
		c.	Society asset management;
		d.	recommend the appointment of the Society's External auditor to the Audit Committee;
		e.	review Society financial statements with the Executive Committee, the Audit Committee and review financial reports that have been submitted to Society Council with the auditor;
		f.	oversee development of the Society budget and work programs for Executive Board approval;
		g.	long term financial planning;
		h.	member of Society Executive Committee.
		i.	presents financial information to the Executive Board and Society Council according to Bylaw 11.5; and
		j.	ensure the Management Control Framework is followed and revised as necessary;
		k.	develop objectives for organizing;
		l.	sponsor ad hoc committees to initiate organizing drives or develop investment policy or strategy with Executive Committee approval;
		m.	may delegate authority to a committee;
		n.	identify issues with adherence to bargaining objectives, Society policy, statutory requirements and the Society's constitution.
	4.1.5	Local Vice President
		The responsibilities of the Local V.P. shall include the following:
		a.	chair all meetings of the applicable Local Committee;
		b.	serve as a voting member on the Executive Board;
		c.	serve as the Chief Spokesperson for the Society at the Local level;
		d.	serve as the single point of contact with the employer of the members of the Local;
		e.	oversee the delivery of members services for members of the Local;
		f.	coordinate and participates in negotiations with the employer of the members of the Local;
		g.	recommend (or reject) negotiated settlements and coordinates their ratification;
		h.	identify issues with adherence to bargaining objectives, Society policy, statutory requirements and the Society's constitution;
		i.	Participate, or delegates authority to participate, in Step II grievance meetings.
		j.	Provides a written report to Local members, at least twice per year, explaining their personal contributions to Society Committees and project teams of which they are members.
4.2	Principal Officers Elect
	a.	The Principal Officers-Elect and Local VPs elect shall normally serve as members on the Planning Team.
	b.	The Principal Officers-Elect and Local VPs elect are non-voting members of the Executive Board (unless they are already members of the Executive Board.
4.3	Unit Directors
	The responsibilities of Unit Directors shall include the following:
	4.3.1	Representation
		a.	regularly review the size and composition of their Units and make recommendation to the Local Committee on the configuration of Delegate groups within the Unit as appropriate.
		b.	assist in the identification and resolution of issues affecting members of the Unit by meeting formally with management.
		c.	maintain communications with management of their Units through regular meetings, and keep Unit Delegates and the Local VP informed regarding such meetings.
		d.	undertake investigations of local problems upon request of Unit Delegates or Members, to facilitate early informal resolutions wherever possible prior to initiating the formal dispute resolution process.
		e.	oversee delivery of member service programs within the Unit and have discretion to establish committees to assist them in this role. Such member service programs would encompass activities related to recruitment, health and safety, grievance, job evaluation, member education, Delegate training, joint teams, and other activities as may be appropriate.
		f.	at their discretion, appoint alternates, normally Delegates, to represent members within the Unit who are employed in a different organizational unit of the Employer than the Unit Director in discussions of issues with management.
		g.	appoint an alternate, normally another Unit Director, to represent him/her in discussions of issues with management at the request of a member;
		h.	make decisions in consultation with affected Delegates as required, specific to joint processes outlined in the Collective Agreement (i.e. negotiation of mid-term agreements, purchased services, advertised vacancies, employment continuity) provided such decisions can not reasonably be expected to have an impact on members beyond the Unit, or unless otherwise directed by the Executive Board.
		i.	negotiate binding agreements specific to their Units, subject to the terms of the Collective Agreement, and subject to Bylaw 6.2 m and Local Bylaws.
		j.	responsible for appointing Society representatives to joint Society-Management committees, which have been initiated by their Employer within the Unit and to the Society/Business Unit teams;
		k.	Serve as a voting member of the Local Committee;
		l.	Identifies issues with adherence to bargaining objectives, Society policy, statutory requirements and the Society constitution.
	4.3.2	Communications
		a.	Unit Directors are required to hold a sufficient number of membership meetings to ensure that each member of the Unit has the opportunity to attend one meeting annually, where this is practical considering numbers and distance.
		b.	Unit Directors are required to keep Unit Delegates up to date regarding the activities of the Local Committee.
	4.3.3	Training and Recruitment
		a.	Unit Directors are to assist in Delegate training activities for Unit Delegates.
		b.	Unit Directors are to participate in recruitment programs through monitoring the progress of Delegates' recruitment efforts.
4.4	Delegates
	The responsibilities of Delegates, where they exist, shall be set out in the Local bylaws.
5.0	BYLAW V - EXECUTIVE BOARD ADMINISTRATION
5.1	Terms of Reference
	The Executive Board shall draw its powers from Article XIII of the Constitution.
5.2	Role
	The principal roles of the Board are as follows:
	a.	Policy Formulation and Determination
	b.	Public relations
	c.	Advocacy
	d.	Planning
	e.	Legal Compliance
	f.	Resource Management and Development
		i	Financial
		ii	Succession Planning
		iii	Staff Relationships
	g.	Evaluation
	h.	Strategic Planning
5.3	Operations
	a.	The President or, in his/her absence, one of the Executive Vice Presidents or, in the absence of the Executive Vice Presidents, a chairperson chosen by the meeting shall preside at all Executive Board meetings and shall vote only in the case of a tie.
	b.	The business of Executive Board meetings shall be recorded in Minutes. The Minutes shall be made available to Board members as soon as possible after the meeting.
	c.	Any member of the Board may require that a Board vote be recorded.
	d.	Providing the prior consent of the Executive Board has been obtained, the President may order a vote by mail, including e-mail, or telephone on any question. The outcome of such a vote shall be confirmed and recorded in the minutes of the next Board Meeting.
	e.	The Society Executive Board approves changes to The Pensioners' Chapter Constitution and Bylaws prior to ratification by its members to ensure that it is not in violation of The Society Constitution.
	f.	Members of Executive Board who are unable to attend or to send an alternate may cast their vote(s) by proxy. The proxy may be given to any member of Board but must be accompanied with specific instructions as to how to vote on specific issues and signed by the proxy issuer. Proxies may not be given for general purposes or for issues not on the meeting agenda established prior to the meeting. Proxies shall not count toward the quorum requirement for the meeting.
5.4	Administration
	5.4.1	Planning Team
		a.	The Planning Team shall normally be comprised of the Principal Officers-elect, the Local VPs elect and at least one of the current Principal Officers.
		b.	The Planning Team shall be endorsed by and report to the Executive Board and will develop the Society work programs and budget for the new fiscal year based on the strategic plan.
6.0	BYLAW VI - LOCAL COMMITTEES
6.1	Terms of Reference
	The Local Committee shall draw its powers from Article X of the Constitution.
6.2	Operations and Composition:
	a.	The composition of the Local Committee shall be defined in the Local's Bylaws.
	b.	The Local Committee shall administer the collective agreement with the employer of the members of the Local, including grievances up to Step 2 and all joint committees/teams with the employer.
	c.	The Local Committee shall oversee the delivery of member services to the members of the Local.
	d.	The Local Committee shall propose the annual budget for the Local for approval by the Executive Board.
	e.	The Local Committee shall submit additional requests for resources to the Executive Board.
	f.	The Local Committee may establish committees to manage collective agreement administration within the budget approved by the Executive Board.
	g.	The Local Committee may submit resolutions to the Society Council.
	h.	The Local Committee shall review and make recommendations on Unit Boundaries to the Executive Vice President responsible for Member Services.
	i.	The Local Committee may submit draft policies or policy ideas to the Executive Vice-President responsible for Policy and shall review draft policies proposed by the Executive Vice-President responsible for Policy.
	j.	The Local Committee shall identify issues with adherence to bargaining objectives, Society policy, statutory requirements and the Society's Constitution.
	k.	The Local Committee shall be chaired by the Local V.P. or, in his/her absence, a chairperson chosen by the Local Committee.
	l.	The Local Committee shall operate in accordance with the Bylaws for that Local, subject to these Bylaws.
	m.	The Local Committee shall have the responsibility to review local agreements negotiated by Unit Directors specific to Units, as per Bylaw 4.3.1 i), and to provide recommendations regarding approval of such agreements.
	n.	Renewals of the Collective Agreements shall be recommended by the Local Committee, signed by the President and subject to ratification by the individuals covered by the agreement.
	o.	The Local Committees shall have the power to determine the process to be followed for ratification of any negotiated agreements, other than renewals of the Collective Agreements.
	p.	The Local Committee shall have the right to comment on grievance decisions and shall be primarily responsible for implementing the decisions. Implementation shall mean the duty to carry out a duly made grievance decision and shall not include the power to refuse to implement such a decision.
7.0	BYLAW VII - AUDIT COMMITTEE
7.1	The Audit Committee may at its discretion:
	(a)	Review or examine as required the Society's documents, financial procedures and work programs, save and except confidential personnel records;
	(b)	Communicate with Society staff dealing with financial matters independently of the Executive Committee as required;
	(c)	Review the external auditor's examination of all personal expenses of all elected representatives, members, and staff, as appropriate, with respect to the requirements of the Management Control Framework (MCF);
	(d)	Assist the Executive Vice President - Finance in assessing investment firms;
	(e)	Notwithstanding any other provision of this Constitution or the Society by-laws, submit issues of constitutional interpretation related to the Audit Committee's role to the Constitutional Interpretation Committee for determination;
7.2	The Audit Committee shall:
	(a)	Report its findings concerning the external audit directly to the Executive Board independent of the Executive Committee;
	(b)	Review the quarterly financial reports and report any issues to the Board;
	(c)	Act as liaison (via the Audit Committee Chair) between the External Auditor and the Executive Committee or the Executive Board;
	(d)	Review the External Auditor's annual audit report;
	(e)	Recommend for Executive Board approval:
		i)	changes to the Management Control Framework as required
		ii)	the appointment of the External Auditor, in consultation with the Executive Vice President -Finance;
		iii)	the terms of reference for the External Auditor's work;
		iv)	the resources required for the audit function;
8.0	BYLAW VIII - GENERAL MEETINGS OF THE MEMBERS
8.1	Notices for any General Meeting shall be mailed out at least ten working days prior to the date of the meeting and/or posted on notice boards accessible to the Members not less than three working days prior to the meeting.
8.2	In the event that a General Meeting is requested by Members or the Society Council in accordance with the Constitution, and if the Executive Vice President - Finance fails to issue a notice of meeting within ten working days of receipt of such a request, any two of the requesting Members or a Member designated by the Society Council may call and issue notices of such a meeting.
8.3	The location of a General Meeting called by Members or the Society Council shall be chosen considering the work location of the members requesting the meeting.
8.4	The President or, in his/her absence, the Executive Vice President responsible for Member Services or, in the absence of the Executive Vice President, a Member appointed by any members of the Executive Board present shall preside at all General Meetings of the Society.
8.5	The following provisions shall be made for local membership meetings other than General Meetings pertaining to the Society as a whole:
	a.	At least six local membership meetings shall be held each year. As a guideline, they are to be located such that at least 75% of the total memberships have reasonable access to the meetings.
	b.	Notices for any local membership meeting shall be issued in accordance with Section 8.1 of this Bylaw.
	c.	Any member of the Executive Board or any Unit Director may preside at a local membership meeting.
	d.	Although a local membership meeting may lead to a subsequent decision by the Executive Board, the local meeting itself is not empowered to decide on any matter brought before it.
9.0	BYLAW IX - REFERENDA PROCEDURES
9.1	General
	All questions submitted for referendum shall be so worded as to be capable of being answered by a direct affirmative or negative answer.
9.2	Member Petitions
	9.2.1	Member petitions shall include the following:
		a.	A referendum question conforming to Section 9.1 of this Bylaw.
		b.	The names of at least 2 Sponsors, who shall represent those who have signed the petition in matters specified in Section 9.2.2 or 9.2.3 of this Bylaw.
	9.2.2	The Executive Board shall be responsible for ensuring that any petition, satisfying the criteria specified in Article XVII, Section 17.2 of the Constitution, be put to a referendum of the membership as a whole. The Executive Board may require the petition Sponsors to amend the petition wording to meet the requirements of Section 9.1 of this Bylaw. Such amendments shall be considered part of the original petition.
	9.2.3	The Local Committee shall be responsible for ensuring that any petition, satisfying the criteria specified in Article XVIII, Section 18.2 of the Constitution, be put to a referendum of the Local members. The Local Committee may require the petition Sponsors to amend the petition wording to meet the requirements of Section 9.1 of this Bylaw. Such amendments shall be considered part of the original petition.
	9.2.4	Any referendum required as a result of member petition shall be conducted by mail-in ballot.
9.3	Referenda By Mail-in Ballot
	In the event that the Executive Board or Local Committee determines that a mail-in ballot is to be held, the following procedures shall apply:
	9.3.1	The Chief Returning Officer shall send out referendum ballots within thirty (30) days following the date of motion by the Executive Board, Local Committee or the Society Council, whichever applies.
	9.3.2	Subject to Article XVII, Section 17.3 and 17.4 of the Constitution, and Article XVIII, Section 18.3 and 18.4 of the Constitution, upon receipt of a valid member petition, the Chief Returning Officer shall send out referendum ballots within thirty (30) days of the date of the Executive Board or Local Committee meeting following receipt of the petition at the Society Office. Such ballots shall contain the resolution as set out in the petition.
	9.3.3	In a referendum of the membership as a whole pursuant to Article XVII of the Constitution, the Chief Returning Officer shall provide each Member in good standing with a referendum ballot together with a plain envelope marked "Referendum" and an addressed return envelope. At least fifteen (15) business days shall be allowed from the date of mailing or distributing the ballots to the date of closing for the ballot.
	9.3.4	In a referendum pursuant to Article XVIII of the Constitution, the Chief Returning Officer shall provide each Member in good standing of the Local with a referendum ballot together with a plain envelope marked "Referendum" and an addressed return envelope. At least fifteen (15)-business days shall be allowed from the date of mailing or distributing the ballots to the date of closing for the ballot.
	9.3.5	The total number of verified but unopened ballots shall be tracked by Delegate Grouping (or by Unit for those Units without delegates). If the referendum is inquorate at the original voting deadline, the CRO shall extend the deadline by at least 10 business days. CRO and DROs shall enlist all elected representatives to canvas all members who have not yet voted and provide them with replacement ballots.
9.4	Referenda of the Membership as a Whole by Walk-in Ballot
	In the event that the Executive Board determines that a walk-in ballot is to be held in a referendum of the membership as a whole pursuant to Article XVII of the Constitution, the following procedures shall apply:
	9.4.1	The Executive Vice President - Finance shall call a sufficient number of membership meetings at various locations across the province to allow all members to have an opportunity to attend, within thirty (30) days following the date of the motion by the Executive Board, or the Society Council, whichever established the requirement for a ballot.
	9.4.2	Each member in good standing attending the meeting shall receive a referendum ballot together with a plain envelope marked "Referendum" and an addressed return envelope at the conclusion of the meeting.
	9.4.3	Individual members unable to attend the meeting due to vacation, out of town assignments, bona fide sickness, or death of an immediate family member, shall also receive a ballot.
	9.4.4	Ballot boxes shall be provided at the meeting wherever possible. All addressed return envelopes shall provide for postage free delivery to the Society Office.
	9.4.5	At least fifteen (15) business days shall be allowed from the date of the meeting to the date of closing for the ballot.
9.5	Referenda of the Local Membership by Walk-in Ballot
	In the event that a Local Committee determines that a walk-in ballot is to be held in a referendum of the Local membership pursuant to Article XVIII of the Constitution, the following procedures shall apply:
	9.5.1	The Local VP shall call a sufficient number of membership meetings at various locations to allow all members of the Local to have an opportunity to attend, within thirty (30) days following the date of the motion by the Local Committee which established the requirement for a ballot.
	9.5.2	Each member in good standing of the Local attending the meeting shall receive a referendum ballot together with a plain envelope marked "Referendum" and an addressed return envelope at the conclusion of the meeting.
	9.5.3	Individual members of the Local unable to attend the meeting due to vacation, out of town assignments, bona fide sickness, or death of an immediate family member, shall also receive a ballot.
	9.5.4	Ballot boxes shall be provided at the meeting wherever possible. All addressed return envelopes shall provide for postage free delivery to the Society Office or Local address, as approved by the Deputy Returning Officer.
	9.5.5	At least fifteen (15) business days shall be allowed from the date of the meeting to the date of closing for the ballot.
10.0	BYLAW X - GRIEVANCE APPEAL PROCEDURE
10.1	A Member shall have the right to appeal to the Society Grievance Appeal Board any decision related to the processing of a grievance by the Society or by a Local of the Society. Such an appeal is to be filed in writing to the EVP responsible for Policy. The decision of the Society Grievance Appeal Board on any such appeal shall be final and binding.
10.2	The Society Grievance Appeal Board shall include at least one Principal Officer other than the Executive Vice-President responsible for Members Services and two Local Vice Presidents or Unit Directors, none of whom are members of the Appellant's Local. No member of the Society Grievance Appeal Board will be in a position of conflict of interest.
11.0	BYLAW XI - FINANCIAL AND OTHER CONTROLS
11.1	Contracts and Agreements
	a.	The Executive Board shall have power to enter contracts and agreements in the name of and on behalf of the Society.
11.2	Signing Authority
	a.	The signature of at least one Principal Officer and either another Principal Officer or one of the Local V.P.s shall be required on all cheques issued by the Society.
	b.	Any expenses of the Society shall be reviewed by the Staff Manager or his/her designate before authorization by the signing authority.
11.3	Reserve Policy
	a.	The Society target for reserve funds (cumulative excess of income over expenses) shall be 50% of annual expenses.
11.4	Investment Policy
	a.	At least 80% of Society reserve funds are to be invested, subject to the constraints of the Constitution, to obtain the highest possible return through utilization of a mix of low-risk investment instruments. Upon approval by the Executive Board and with annual review, up to 20% of the reserve funds may be invested in other than low-risk investments, always subject to Article 13.6.2 of the Constitution.
	b.	Low-risk investment instruments shall be defined to include the following: federal or provincial government bonds, Government backed debt instruments, Crown Corporation bonds, Treasury bills, Guaranteed Investment Certificates from Schedule A Chartered banks, and commercial paper. All non-government instruments must be issued by an organization having a minimum bond rating of AA (as rated by McGraw Standard and Poor's or other established bond rating agency using the same bond rating system in the event that McGraw Standard and Poor's are no longer in operation) or equivalent.
	c.	At least 70% of low risk investments shall be invested in instruments backed by either the federal or provincial governments, or the Canadian Deposit Insurance Corporation (CDIC). CDIC insurance limitations are to be considered with all eligible investments.
	d.	Low risk investment terms shall be set at the discretion of the Vice President Finance based on current interest rates and cash flow needs of the society; however, no term shall exceed 36 months (three years) for the Society reserve funds and 60 months (five years) for the Society Training Account.
	e.	At least 80% of the Society Training Account shall be invested in low-risk investment instruments. Upon approval by the Executive Board and with annual review, up to 20% of the Society Training Account may be invested other than in low-risk investments, always subject to Article 13.6.2 of the Constitution.
	f.	Investments, other than investments relating to the society reserve funds and the Society Training Account, made pursuant to letters of understanding (LOU) under collective agreements shall be invested as appropriate to the terms of each LOU, as approved by the Executive Board.
	g.	The services of an investment firm may be accessed at the discretion of the Executive Vice President - Finance in consultation with Audit Committee of the Executive Board.
	h.	The Executive Vice President - Finance shall provide a report on all investments to the Executive Board (after review by the Audit Committee) at least twice per year. This report shall be provided to any Member on request.
11.5	Financial Reporting
	a.	The Executive Vice President - Finance shall provide a financial report to the Executive Board at least four times per year. These quarterly financial statements shall include the disclosure of any previously unreported liabilities, the status of any ongoing liabilities and a summary of any budget variances. These statements shall be reviewed by the Audit Committee before being presented to the Board.
	b.	The Executive Vice President - Finance shall provide the Society Council representatives with a financial report at least twice per year. Any financial reports to the Council shall be made available to any Member upon request. At the Society Council immediately following the approval of the Society's annual statements by the Board pursuant to Article 21.3 of the Constitution, the financial report shall include the Society's audited statements.
11.6	Audit Function
	a.	The Audit Committee shall not perform the audit required under Article 21.2 of the Constitution but shall ensure that an appropriate audit is performed by the external auditor.
	b.	A materiality limit in an amount to be established annually by the External Auditor in consultation with the Audit Committee shall be set annually. The external auditor shall examine all transactions greater than this limit for compliance with the Management Control Framework (MCF) and may be asked by the Audit Committee to examine transactions below this limit on a test basis.
11.7	Management Control Framework (MCF)
	a.	The financial controls of the Society shall be embodied in a document termed the Management Control Framework (MCF)
	b.	Any revisions or amendments to the MCF shall be prepared under the auspices of the Executive Vice President Finance.
	c.	Any revisions or amendments to the MCF shall be reviewed by the Executive Committee and the Audit Committee, and approved by the Executive Board.
	d.	The MCF shall require Executive Committee authorization for committee or work program expenditures above the approved budget, subject to the MCF Financial Authority Register.
	e.	The MCF shall require Executive Committee authorization for expenditure of contingency funds, subject to the MCF Financial Authority Register.
12.0	BYLAW XII - RULES OF ORDER
12.1	Proceedings of the Society Council and of meetings of the Executive Board shall be conducted with reference to Robert's Rules of Order.
12.2	A quorum of the Society Council shall be 50% of all elected representatives or their alternates.
13.0	BYLAW XIII - UNIT COMPOSITION
13.1	The composition of the Units of each Local shall be recommended by the applicable Local Committee and approved by the Executive Vice President responsible for Member Services.
14.0	BYLAW XIV - LOCAL CONFIGURATION
14.1	A Local shall normally be established for each bargaining unit.
15.0	BYLAW XV - TRANSITIONAL PROVISIONS
15.1	The Society Council shall consider whether to combine the duties of the Executive Vice Presidents responsible for Member Services and Policy into one position, six months prior to the end of the first term of office.
15.2	To fill the elected representative offices in the new governance structure, not covered by the electoral term of incumbents to similar positions in the previous structure, elections will be held in cascading order described in these Bylaws following the ratification of these Constitution and Bylaws.
15.3	The timetables set out in the Bylaws will be temporarily altered by the Executive Board to accommodate running the elections soon after the ratification of these Constitution and Bylaws.
15.4	Current incumbents will serve out the term of office for which they were previously elected.
15.5	Notwithstanding the normal terms of office for the President and Executive Vice Presidents, the elections for offices due fo