Constitution and By-Laws

Last significant update: 2016 December; last non-significant update: 2017 July.

Preamble

These By-Laws are formulated in accordance with the By-Laws and Regulations of the Professional Institute of the Public Service of Canada.

By-Law 1: Name

The name of this Group shall be the Chalk River Professional Employees Group (CRPEG).

By-Law 2: Objective

The objective of this Group shall be generally to promote the welfare of its members and specifically to assess and analyze the wishes of the members with regard to the collective bargaining process and to represent the consensus of the members’ views in contract negotiations with the management of Canadian Nuclear Laboratories (CNL).

By-Law 3: Membership

3.1 Every person in the bargaining unit shall be eligible for Regular membership in the Group in accordance with the By-Laws of the Institute. A person is deemed to be a member on receipt and acceptance of a completed membership form by the Institute and payment of the prescribed fees.

3.2 The Group may include Retired members in accordance with the By-Laws of the Institute.

By-Law 4: Rights of Members

4.1 Only Regular members shall be eligible to hold office, nominate candidates, and vote at meetings or in referenda prescribed in these By-Laws.

4.2 All members shall be eligible to attend and speak at General Meetings of the Group.

4.3 Members have the right to be fully informed of all actions and subjects of Group concern.

By-Law 5: Finances

5.1 Fiscal Year: The fiscal year of the Group shall be the calendar year.

5.2 Expenditures: The Group Executive shall expend such monies as it considers necessary for the conduct of the business of the Group.

5.3 Signatures: Financial transactions shall require the signature of any two (2) of the President, Vice-President, Secretary and Treasurer of the Group.

5.4 Bank Account: The Group Executive shall maintain an account in the name of the Group at a financial institution of its choice for the deposit of the funds of the Group.

5.5 Auditing: As required, auditing and verification procedures shall be carried out by members of the Group who are not responsible for the administration of Group funds.

By-Law 6: Group Executive

6.1 The Group Executive shall be the governing body of the Group and shall be responsible to the membership.

6.2 Composition: The Group Executive shall consist of a President, a Vice-President (and Company Relations Officer), a Chief-Steward, a Secretary, a Treasurer, a PIPSC Relations Officer, a Communications Officer, a Negotiations Officer, and a Special Assignments Officer.

6.3.1 Term of Office: The term of office of a member of the Group Executive shall cease upon resignation, if he/she ceases to meet the qualifications, or if he/she abandons his/her office.

6.3.2 A member who misses three (3) consecutive meetings without a valid reason as determined by the rest of the Group Executive shall be deemed to have abandoned his/her office.

6.4 Quorum: The quorum for a Group Executive meeting shall be a majority of the Group Executive.

6.5 Vacancies: If a position, other than of the President, becomes vacant for any reason, the remaining members of the Group Executive may act to fill the vacancy until the end of the original term of office.

6.5.1 If the position of the President becomes vacant for any reason, the Vice-President shall become President until the end of the original term of office. The position of Vice-President shall then be filled in accordance with these By-Laws.

By-Law 7: Elections

7.1 A Nominations Committee of three (3) members shall be appointed by the Group Executive to receive nominations for positions on the Group Executive.

7.2 The Nominations Committee shall solicit nominees for the Group Executive from the membership. Such nominees must signify in writing their willingness to serve if elected. Each nomination must be supported by at least two (2) members of the Group. Nominations from the floor at the Annual General Meeting are also permitted.

7.3 The Group Executive shall be elected by means of a single ballot at the Annual General Meeting with voting for all positions taking place simultaneously.

7.4 The candidate receiving the highest number of votes for a position shall be declared elected.

7.5 Regular members shall be eligible to vote for all positions for the Group Executive.

7.6 The term of office for all Group Executive members shall be one (1) year.

7.7 The new Group Executive’s term of office shall start at the end of the Group Annual General Meeting.

By-Law 8: Duties of the Group Executive

8.1 Group Executive

8.1.1 The Group Executive shall be responsible for the efficient operation of the Group in the best interests of the members and shall take such action as they deem necessary to pursue these objectives.

8.1.2 The Group Executive shall be guided in its policies and actions by the wishes of the majority of members of the Group and may ascertain the majority viewpoint by whatever means are deemed necessary.

8.1.3 The Group Executive shall present the viewpoint of the members during collective bargaining and any other contacts with the Employer on behalf of the Group.

8.2 President: The President shall call and preside at all meetings of the Group and of the Group Executive. In his/her absence, these duties shall be fulfilled by the Vice-President or, in the absence of both by another Executive member. The President shall represent CRPEG at meetings with the Employer and other organizations, coordinate CRPEG activities, delegate work not generally falling under one of the other Executive positions, and act as principal adviser to other Executive members.

8.3 Vice-President & Company Relations Officer: The Vice-President shall act on behalf of the President in cases of his/her absence, and interact with the Employer-assigned Human Resources contact on a day-to-day basis.

8.4 Secretary: The Secretary shall be responsible for sending notices of all meetings of the Group and of the Group Executive, the records of all minutes and correspondence of the Group and of the Group Executive, ensuring that a copy of minutes are filed with the Institute, and maintaining membership records and the branch and building representative list.

8.5 Treasurer: The Treasurer shall be responsible for maintaining the financial records of the Group as required by Institute policy, preparing a financial report for the Annual General Meeting of the Group, submitting a detailed financial statement to the Institute as required, and preparing the request for the annual allowance of the Group.

8.6 Chief Steward: The Chief Steward shall supervise the activities of the CRPEG Stewards, ensure that proper training is obtained for the Stewards, assign employee disputes to Stewards, prepare grievances for presentation to the Employer, and interact with the PIPSC Negotiators on grievance matters.

8.7 Communications Officer: The Communications Officer shall be responsible for ensuring that the Group members receive timely information on matters of concern to the Group. He/She shall be responsible for the preparation and distribution of the Group newsletters.

8.8 PIPSC Relations Officer: The PIPSC Relations Officer shall maintain contact with the PIPSC organization and in particular, be aware of any activities or polices that would have an impact on CRPEG, and organize representation at national, regional, and Group Advisor Council meetings.

8.9 Negotiations Officer: In conjunction with the PIPSC Negotiator, the Negotiations Officer shall prepare the negotiating strategy and head the negotiating team in contract talks with the Employer. He/she shall keep up to date with provisions in other PIPSC and CNL contracts, interact with other unions and organizations on matters relating to contract provisions and, in conjunction with PIPSC research staff, survey members as input to negotiations and analyze salary and other available information.

8.10 Special Assignments Officer: The Special Assignments Officer shall undertake special projects such as preparing briefs to government task forces, and perform such other duties as my be assigned by the Group Executive, such as sitting on the CRPEG negotiating team, attending PIPSC regional and national general meetings, and sitting on joint Employer/CRPEG committees which are established from time to time.

8.11 Committees: The Group Executive shall establish committees as necessary, with terms of reference and membership to be decided by the Group Executive.

By-Law 9: General Meetings of the Group

9.1 Annual General Meeting

9.1.1 The Annual General Meeting of the Group shall be held in the fall of each year, at a time and place to be selected by the Group Executive.

9.1.2 Formal notice shall be sent to the members at least two (2) weeks before the date of the meeting.

9.1.3 The agenda of the Annual General Meeting shall include:

  1. Approval of the agenda,
  2. Adoption of the minutes of the previous Annual General Meeting and of any intervening Special General Meetings,
  3. Business arising from the minutes,
  4. Reports from the Group Executive,
  5. Election of the Group Executive, and
  6. Any other business.

9.1.4 A quorum for the Annual General Meeting shall consist of the members present.

9.1.5 Voting shall normally be by a show of hands and each member shall have one (1) vote. Decisions shall be by a simple majority vote.

9.2 Special General Meetings

9.2.1 Special General Meetings may be called by the Group Executive when such a meeting is deemed necessary for the conduct of the business of the Group. The Group Executive must call a Special General Meeting when petitioned to do so by at least twenty-five (25) members. Special General Meetings shall be held at a time and place to be selected by the Group Executive with provision that when the Group Executive has been petitioned to hold such a meeting, it must be held within thirty (30) days of the receipt of the petition. Formal notice, giving the purpose of the meeting, shall be sent to all members at least one (1) week before the date of the meeting.

9.2.2 The same requirements shall apply to the quorum and voting at Special General Meetings as are prescribed for the Annual General Meeting.

By-Law 10: Rules of Procedure

At any meeting of the Group or Group Executive, matters of procedure, in so far as they are not specifically provided for, shall be governed by a majority vote of the members present. 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 Robert’s Rules of Order available at the meeting.

By-Law 11: Collective Bargaining

11.1 It is the responsibility of the Group Executive to appoint a Negotiating Team.

11.2 The term of office of the Negotiating Team shall remain in force until negotiations cease or a contract is signed.

11.3 Tentative agreements resulting from collective bargaining must be ratified by means of a Special General Meeting.

By-Law 12: Stewards

Subject to the Institute By-Laws and Regulations, the Group Executive may recommend the appointment of members as Stewards.

By-Law 13: Constitution and By-Laws

13.1 All proposals for amendments to these By-Laws shall be submitted, in writing, to the Group Executive. Proposed amendments may be submitted by any member of the Group.

13.2 These By-Laws may only be amended at a General Meeting of the Group. Approval for amendments requires a simple majority of those voting.

13.3 The Constitution and By-Laws, and any amendments thereto, take effect upon approval by the Institute.

By-Law 14: Regulations

14.1 The Group Executive may make such Regulations, not inconsistent with these By-Laws, as it deems appropriate for the operation of the Group.

14.2 All proposed Regulations and amendments thereto shall be submitted to the Institute for review.

14.3 Each such Regulation shall be presented to the next General Meeting of the Group and may be rescinded or amended by such meeting.

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