Constitution

Constitution

“SOCIETIES ACT” PROVINCE OF BRITISH COLUMBIA CONSTITUTION

  1. The name of the society shall be The British Columbia Political Studies Association, which shall be referred to herein as the Association.
  2. The objects of the Association shall be:
    1. To provide a focus for all persons and organizations interested in the teaching of political/governance studies in British Columbia.
    2. To foster and promote effective instruction of political/governance studies in the province.
    3. To foster and promote effective scholarship and research related to political/governance studies.
    4. To contribute to the professional development of the teachers of political/governance studies in British Columbia.
    5. To promote the welfare of teachers of political/governance studies in the province of British Columbia.
    6. To act as a clearinghouse for meetings and the dissemination of information pertinent to political/governance studies.
  3. The operations of the Association will be carried on throughout the Province of British Columbia.
  4. The Association shall be carried on without purpose of gain for its members and any profits or other accretions to the Association shall be used for promoting its objects.
  5. In the event of the winding up or dissolution of the Association, any funds of the Association remaining after the satisfaction of its debts and liabilities, shall be given or transferred to such organizations concerned with social problems or organizations promoting the same objects as the Association, as may be determined by the members of the Association at the time of winding up or dissolution, and if the effect cannot be given to the aforesaid provisions, then such funds shall be given or transferred to some other organization provided that such organization referred to in this paragraph shall be a charitable organization, or a charitable trust recognized by the Department of National Revenue of Canada as being qualified as such under the provisions of the “Income Tax Act” of Canada from time to time in effect.
  6. Clauses 4 and 5 are unalterable in accordance with Section 17 of the Societies Act.

ARTICLE I – MEMBERSHIP

Terms under which a person may be admitted to the Association.

    1. There shall be the following classes of membership:
      1. Individual Membership;
      2. Honourary Lifetime Membership;
      3. Institutional Group Membership:
      4. Like-Minded Organizations Group Membership;
      5. Commercial Group Membership.
    2. Any person interested in, or in any way connected with the teaching of political studies may apply to the Membership Chair for an Individual Membership in the Association.
    3. Any person studying in a post secondary institution who is interested in, or in any way connected with the teaching of political studies may apply to the Membership Chair for an Individual Membership in the Association.
    4. Any person may at the discretion of the Executive Committee be honoured for their outstanding contribution to the profession with an Honourary Lifetime Membership in the Association.
    5. Any group of persons connected with an institution or agency whose members fulfill all of the requirements of individual members, and wish to become group members of the Association may apply to the Membership Chair for Institutional Group Membership.
    6. Any not-for-profit organization may apply to the Membership Chair for a Like-Minded Organization Group Membership in the Association if that group has as one of its objects the promotion of teaching of political/governance studies.
    7. Any commercial organization, in accordance with the objects of this Association may apply to the Membership Chair for a Commercial Group Membership.
    8. Any group accepted for membership under the ‘group’ classification shall furnish the Executive Committee with a copy of its Constitution.
    9. Institutional Group Members and Like-Minded Organization Group Members shall be entitled to one delegate who shall represent them and vote on their behalf at Annual. General or Special meetings of the Association.

BY-LAWS

    1. The Executive Committee has discretion to accept or reject an application for membership in the Association, provided that before membership is accepted, the applicant has paid to the Association the membership fee. The exercise of the said discretion is subject to review at any meeting of the members of the Association.
    2. The membership fee for each class of members shall be determined by the Executive Committee from time to time subject to review by the members at a meeting of members of the Association.
    3. The Executive Committee shall determine the day in each year when the membership dues for each member shall be paid. This shall be subject to review by the members at a meeting of the members of the Association.

Rights of Members:

  1. The subscribers to this Constitution and these by-laws shall have the same rights as any other individual member and they shall be deemed to be the first members of the Association.
  2. Honourary Lifetime members shall have all the rights of an individual member.
  3. The duly appointed delegates of institutions, agencies and like-minded organizations who hold group membership in the Association shall have the rights of an individual member.
  4. Commercial organizations who hold a group membership shall be entitled to receive one copy of any free publication of the Association, and to attend any meeting or event sponsored by the Association.

ARTICLE II: TERMINATION OF MEMBERSHIP

Conditions under which membership in the Association ceases:

    1. Any member who desires to withdraw from membership in the Association may notify the Executive Committee in writing to that effect and on receipt by the Executive Committee of such notice the member shall cease to be a member.
    2. A member shall cease to be a member if they fail to pay the annual membership fee on the due date

Conditions Under Which a Member May Be Expelled from the Association:

  1. An Individual Member, Honourary Lifetime Member or Group Member may be expelled from the Association by an extra-ordinary resolution of the members passed at a General or Special meeting called for that purpose.
  2. At a meeting described in Article II, Clause 3, a member or delegate has the right to speak on their own behalf.

ARTICLE III – MEETINGS OF MEMBERSHIP

Month of Annual General Meeting:

    1. The Annual General Meeting shall normally be held in the month of April at a place within the province and on a day/days to be fixed by the Executive Committee. The AGM shall coincide with the annual conference of the Association, and the meeting of the Provincial Political Science Articulation Meeting.

Notice of General and Special Meetings:

    1. Every notice of an annual, general or special meeting of the Association shall state the nature of the business of the meeting and such notice shall be given in writing to every member 14 days before such General or Special meeting.

The Manner In Which Notice Is To Be Given:

    1. Notice of any annual, general or special meeting shall be deemed to be given to every member if mailed or handed to every member, and in addition notice shall be deemed to be given to every member if a notice of the annual, general or special meeting is advertised in the newsletter.
    2. The Executive Committee, or any two members of the Executive Committee, or five percent (5%) of the membership, but in no case fewer than seven members of the Association may call a Special Meeting of the Association for any purpose.
    3. Any person calling a meeting of the membership of the Association pursuant to Article llI, Clause 4, shall be responsible for the administration and preparation of the meeting.
    4. The rules of procedure at an annual, general or special meeting shall be determined by the Executive Committee, or-in event of a disagreement, Robert’s Rules of Order shall determine the procedure at any such meeting.

Quorum for General and Special Meetings.

    1. A quorum for the transaction of business at any Annual, General or Special meeting of the Association shall be five percent (5%) of the membership as they appear on the membership rolls.

Voting Rights of Members:

  1. Only individual members, Honourary Lifetime members, or the duly appointed delegate of institutions, agencies or like-minded organizations who are group members of the Association shall have voting rights; commercial organizations which have group membership shall have no voting rights.

ARTICLE IV: EXECUTIVE COMMITTEE AND OFFICERS

Executive Committee:

    1. The first Executive Committee of the Association shall consist of the subscribers to this Constitution and these By-laws. This Executive Committee shall all resign at the first Annual General Meeting, at which time a new Executive Committee shall be elected by the membership. The number of Executive Committee members shall be determined at the first Annual General meeting and the number may be varied at future Annual General meetings but in no event shall the number of positions on the Executive Committee be fewer that seven or greater than fifteen in number. At least two members of the Executive Committee shall be normally resident outside of the Lower Mainland of British Columbia. At least two members of the Executive Committee shall be drawn from the College/institute sector. At least two members of the Executive Committee shall be drawn from the University sector.
    2. The members of the Executive Committee shall be elected by the members of the Association at the Annual General meeting and hold office for a two-year term, except where stated otherwise. (See Article IV, Sections 15 and 22)
    3. The official delegate of an institution, agency or like-minded organization which holds a group membership may be elected or appointed to the Executive Committee.
    4. Any temporary vacancy in the Executive Committee may be filled by appointment by the Executive Committee with such appointee to hold office until the next Annual General meeting.
    5. The newsletter editor and membership chair, unless they are duly elected voting members, shall be appointed by the Executive Committee and shall be ex-officio members of the Executive Committee. The past president shall also be a member of the Executive Committee.
    6. Ex-officio members of the Executive Committee shall be non-voting members of the committee.

Duties and Powers of the Executive Committee:

    1. The management and the administration of the affairs of the Association shall be vested in the Executive committee. In addition to the powers and authority given by the by-laws or otherwise expressly confirmed upon it, the Executive committee may exercise all such powers of the Association and do all such acts on its behalf as are not required by the Societies Act or any of these by-laws required to be exercised by the Association at a General or Special meeting and the Executive Committee shall have full power to make such rules and regulations as it deems necessary, provided that such rules and regulations are not inconsistent with the Constitution of the Association and these by-laws.

Executive Committee Meetings:

    1. The Executive Committee shall determine its own procedure and quorum provided that all proceedings of the Association shall be conducted in conformity with Robert’s Rules of Order.
    2. A resolution in writing signed by all the members of the Executive Committee shall be valid and effectual as it has been passed at a meeting of the Executive Committee duly called and constituted.
    3. Meetings of the Executive Committee may be called by the President, two or more members of the Executive committee. or seven or more members of the Association.

Removal of Executive Committee Members:

    1. Members of the Executive Committee shall cease to hold office upon their ceasing to be members of the Association or upon being absent from four duly called meetings of the Executive Committee; ‘out-of-town’ members will be expected to attend an annually specified number of meetings.
    2. Five percent (5%) of the membership, but in no case fewer than seven members, can require Executive Committee members to call a special meeting of the Association for the purpose of removing any member of the Executive Committee and/or substituting a new member in that position. A majority of those present at the Special Meeting is required for the removal of an Executive Committee member.

Officers of the Association:

    1. The officers of the Association shall consist of the Past President, President, First Vice President, two Second Vice Presidents, Secretary-Treasurer, and Graduate Student Representative.

Tenure of Office:

    1. At the first Annual General meeting in 1995, the President and Vice-President shall be elected to hold office for two years and the Secretary-Treasurer shall be elected to hold office for one year. At the 1995 Annual General, the First Vice-President shall be elected to hold office for two years. Also, at that time, one Second Vice president shall be elected to hold office for one year, serving as Chair of the Conference Committee for the 1996 BCPSA Conference. Another Second Vice-President shall be elected to hold office for two years, serving on the Conference Committee in the first year and serving as Chair of the Conference Committee for the 1997 BCPSA Conference. Thereafter at each Annual General meeting any such office which falls vacant shall be filled by election for a period of two years. Any officer whose term of office has expired may be elected to the same or a different office, but no one shall serve in the same office for more than four consecutive years. In the event of any such office falling vacant during its term, the Executive Committee may appoint any member of the Association to fill such vacancy until the next General Meeting of the Association when such appointment may be confirmed by the membership until the expiration of such term or the appointee may be replaced by the election of any other member of the Association to fill the vacancy during the un-expired portion of such term.

Duties and Powers of Officers:

    1. The President shall be the presiding officer of the Association, the Chair of the Executive Committee and a member, ex-officio, of all committees appointed by the Executive Committee, except the nominating committee. S/He shall have general supervision of all matters and affairs of the Association.
    2. The First Vice President shall generally assist the President and shall, in the event of the absence or disability of the President, perform His/her duties and possess hislher authority. The First Vice president shall be Chair of the Advisory Committee on Policy and Action.
    3. A person elected as Second Vice-President shall serve on the BCPSA Conference Committee for the first year of office and shall be Chair of the Conference Committee for the second year in office. A Conference Committee Chair shall carry out these duties, including planning of the Annual Conference, in accordance with the will of the Executive Committee.
    4. The Past President shall advise and assist the Executive Committee and shall act as Chair of the nominating committee. During the term of the first Executive Committee, or prior to there being a Past President, the Chair of the Nominating Committee shall be appointed by the Executive Committee subject to review by the members at a meeting of the members of the Association.
    5. The Secretary-Treasurer shall have charge of all archives of the Association, shall prepare or cause to be prepared and preserved a record of all meetings of the Association and the Executive Committee and shall sign and execute all instruments in the name of the Association when authorized to do so by the Executive committee. S/He shall be the legal custodian of all property of the Association and shall have the care and custody of all monies of the Association and shall deposit same in such bank(s) as shall be designated by the Executive Committee. S/He shall keep or cause to be kept a proper set of books of account of the Association and shall exhibit the same to the Executive Committee when required. S/He shall submit at the Annual Meeting a report of the accounts of the financial condition of the Association and of all monies received and expended by him/her. S/He shall arrange an annual audit of the Association and file annual financial reports in compliance with the Societies Act.
    6. The President, First Vice President, and Secretary-Treasurer shall be the signing officers of the Association. All cheques drawn on the funds of the Association must be signed by any two of the three signing officers.
    7. The President, First Vice President, the Second Vice Presidents, Secretary-Treasurer and Past President shall all be members of the Executive Committee and shall serve a two year term on that committee while they hold office. At the Annual General Meeting in 1995, no more than four Members-At-Large shall be elected to serve two year terms. Thereafter, at each annual general meeting, positions shall be filled for a period of two years except positions which fall vacant prematurely. These shall be filled for the duration of the normal term. Members at large shall fulfill such duties as are determined by the Executive committee. The Executive Committee can delegate duties and powers to the Members at large that are not inconsistent with these by-laws or the Societies Act.
    8. Members of the nominating committee shall not be eligible for Executive Committee elections affected by the Committee’s work.

Remuneration:

    1. No officer, member of the Executive Committee of the Association or any member of the Association may receive remuneration for the performance of their duties.

Removal of Officers:

    1. Five percent t5%) of the members, but in no case fewer than seven members, can require the Executive Committee members to call a Special Meeting of the Association for the purpose of removing any officer and/or substituting a new member in that position. A majority of those present at the Special Meeting is required for removal of an officer.

Election of Officers and Members at Large of Executive Committee:

  1. Any member of the Association is eligible to be nominated as an officer or member at-large of the Executive Committee. Nominations must be in writing and must be received at the office of the Association not later than February 1st. Ballot information shall be circulated at least three weeks prior to the annual general meeting where balloting shall take place.

ARTICLE V – BORROWING POWERS

  1. The Executive Committee shall have the power to borrow and raise or secure the payment of money in such a manner as the Association shall think fit and without limiting the foregoing, the Association may issue debentures charged upon all or any of the Association’s present or future property, and to purchase, redeem or pay off any such security; provided that debentures shall not be issued without the authority of an extraordinary resolution of the Association.

ARTICLE VI – AUDITS

  1. The Executive Committee shall present before the members of the Association at the Annual General meeting a financial statement showing the income and expenditure, assets and liabilities, of the Association during the preceding fiscal year; the said financial statement shall be signed by two or more members of the Executive Committee or by the Association’s auditor.

ARTICLE VII – THE SEAL

Custody of the Seal

    1. The seal of the Association shall be kept in the custody of the Secretary-Treasurer of the Association.

Affixing the Seal

  1. The seal of the Association shall not be affixed to any document or instrument unless authorized by the Executive Committee and then only by and in the presence of such officers as the Executive Committee may authorize.

ARTICLE VIII – MAINTENANCE OF MINUTES AND OTHER BOOKS AND RECORDS

  1. The Executive Committee shall see that the minutes of members’ meetings and the minutes of Executive Committee meetings, and all other necessary books and records of the Association required by its by-laws or by any applicable statute or law are regularly and properly kept.

ARTICLE IX – INSPECTION OF RECORDS OF THE ASSOCIATION

  1. The books and records of the Association shall be open to inspection by the members at any reasonable time and place within seven days notice to the President.

ARTICLE X – ALTERING THE BY-LAWS AND CONSTITUTION

  1. The by-laws and constitution of the Association may be amended at any General, Special or Annual meeting of the Association by an extraordinary resolution adopted by two-thirds majority vote of the members of the Association present at any meeting.
  2. Notice to amend the by-laws or constitution shall be given in writing at a meeting of the Association previous to the meeting at which the amendment is to be considered, or circulated to the members 21 days in advance of the meeting at which it is intended to be considered. Notice shall be deemed to be given if it is published in the Association’s newsletter 21 days prior to the meeting at which it is intended to be considered.