3.01 Annual Meeting
The Annual Meeting shall be held within seventy (70) days after the end of each Fiscal Year of the Association.
3.02 Special Meeting
The Executive Council:
(a) may call a Special Meeting at any time; and
(b) shall call a Special Meeting upon the written request of at least ten percent (10%) of the Active Members.
3.03 Notice of Meeting
(a) The President shall give Members notice of the time and place of an Association Meeting at least fifteen (15) days before the proposed Association Meeting.
(b) The notice of an Association Meeting shall:
(i) be given in the manner provided in article 14;
(ii) specify the nature of the matters to be presented to the Association Meeting; and
(iii) include the full wording of resolutions to be considered at the Association Meeting.
(c) The fact that a Member does not receive notice of an Association Meeting shall not invalidate the proceedings or the business transacted at that Association Meeting.
(a) Only Delegates, or in their absence, alternate Delegates, selected in the manner described in this section 3.04, are entitled to vote at Association Meetings.
(b) Each Union Region with up to and including one hundred (100) Active Members is entitled to elect one (1) Delegate to attend each Association Meeting.
(c) Each Union Region with more than one hundred (100) Active Members is entitled to elect one (1) additional Delegate for each additional one hundred (100) Active Members or portion of one hundred (100) Active Members to attend each Association Meeting.
(d) In addition to the Delegates elected in accordance with subsections 3.04(b) and 3.04(c), each member of the Executive Council is automatically a Delegate to each Association Meeting.
(e) Only an Active Member employed within a Union Region is eligible to be elected as a Delegate in the Union Region in which she is employed.
(f) An Active Member who is employed in more than one Union Region is eligible to be nominated and elected in only one Union Region.
(g) Only an Active Member employed within a Union Region is entitled to nominate an individual to the position of Delegate for that Union Region.
(h) Where a ballot is required to elect one or more Delegates, Active Members shall vote for Delegates by mail-in ballot, handled in the manner described in article 4.
(i) A nominee not elected as a Delegate for a Union Region shall be deemed to be an alternate Delegate for that Union Region, and, where there is more than one, they shall be ranked in order of the number of votes received.
(j) Except as set out in the Bylaws, the procedures for electing Delegates and alternate Delegates shall be as established by the Executive Council, and the Executive Council shall notify all Members of those procedures annually before the Annual Meeting.
(k) An alternate Delegate, when attending and voting in place of the Delegate she is replacing, is deemed to be the Delegate.
(l) Each Delegate shall:
(i) attend the Association Meeting for which she has been elected as a Delegate; and
(ii) act in the best interests of the Association.
(m) A Delegate holds office as a Delegate for the Association Meeting for which she was elected a Delegate.
(a) A quorum for an Association Meeting is a Simple Majority of the Delegates who have registered before the call to order on the first day of the Association Meeting.
(b) Except as provided in subsection 3.05(c), if a quorum is not present in the meeting room at the time and place fixed for the Association Meeting as stated in the notice of the Association Meeting, or at any time during the Association Meeting, the Association Meeting shall stand adjourned and no other business may be transacted.
(c) When a quorum is not present in the meeting room at the outset of, or during, an Association Meeting, the Delegates who are present may:
(i) adjourn the Association Meeting to a fixed time and place without having to give further formal notice of the adjourned Association Meeting;
(ii) recess; or
(iii) take measures to obtain a quorum and, after a quorum has been re-established, carry on with the Association Meeting.
3.06 Chair of an Association Meeting
(a) The President, or in her absence, the Vice-President, or, in the absence of both the President and the Vice-President, the President’s designate, shall preside as Chair at every Association Meeting.
(b) If there is no Chair for an Association Meeting, or if a Chair is not present within thirty (30) minutes after the time appointed for holding the Association Meeting, or if the individual described in subsection 3.06(a) is unwilling to act as Chair, the members of the Executive Committee who are present at the Association Meeting shall appoint one of their number to be Chair of the Association Meeting.
(a) The rules relating to resolutions to be considered at an Association Meeting are set out in this section 3.07.
(b) Subject to subsection 3.07(f), a resolution shall be considered and voted on at an Association Meeting only if either of
(i) the Executive Council, or
(ii) a group of at least ten (10) Active Members,
has given written notice of the resolution to the Secretary at least sixty-five (65) days before the Association Meeting at which the Executive Council or the group of at least ten (10) Active Members intends for the resolution to be considered.
(c) When the Secretary receives a resolution that has originated from a group of at least ten (10) Active Members, the Secretary shall forward the full text of that resolution to the Executive Council for its consideration.
(d) When the Executive Council has received a resolution from the Secretary in accordance with subsection 3.07(c), it shall consider the resolution and specify the details of its support or lack of support for the resolution, including reasons.
(e) The notice from the Secretary of an upcoming Association Meeting shall include:
(i) the full text of all resolutions the Secretary has received in accordance with subsection 3.07(b); and
(ii) the details, including reasons, of the Executive Council’s support or lack of support for each resolution.
(f) If, in the opinion of the Executive Council or the group of at least ten (10) Active Members putting forward a resolution, circumstances have prevented the Executive Council or the group of at least ten (10) Active Members from giving written notice of its resolution to the Secretary at least sixty-five (65) days before the Association Meeting at which it is proposed the resolution be considered, the following rules will apply to the resolution:
(i) Those proposing to expedite the resolution as provided in subsection 3.07(f) shall forward it in writing to the members of the Executive Committee in attendance at the Association Meeting at which it is proposed the resolution be considered.
(ii) If at least a Simple Majority of the members of the Executive Committee, present and voting at a special meeting of the Executive Committee, determines that the resolution should be expedited and presented to the Delegates for their consideration, the resolution shall be presented at that Association Meeting.
(iii) The decision of at least a Simple Majority of the Executive Committee, as contemplated in paragraph 3.07(f)(ii), is final and there is no appeal from it.
(g) A resolution affecting the Constitution or the Bylaws shall be handled in the manner provided in article 20.
(h) A resolution regarding a proposed budget, when required to be brought before an Association Meeting, shall be handled in the manner described in subsection 16.04(b).
(a) Only Delegates are entitled to vote at Association Meetings.
(b) Each Delegate is entitled to one (1) vote on each question that comes before the Association Meeting for which that Delegate has been elected.
(c) No Delegate is entitled to vote by proxy.
(d) Voting at an Association Meeting shall be by show of hands, except where a motion to have a ballot vote is passed by at least a Simple Majority vote of the Delegates.
(e) The Chair is entitled to seek the assistance of the scrutineers to ascertain whether or not a motion by a show of hands has been carried or lost.
(f) Subject to subsection 3.08(g), a ruling of the Chair that a resolution has been carried or lost is conclusive evidence of that fact without proof of the number or proportion of votes recorded in favour of or against the motion, and the result of the vote so taken and declared shall be the decision of the Members, through their Delegates, upon the question.
(g) The Delegates at an Association Meeting are entitled to appeal any ruling of the Chair and, in doing so, must follow the provisions of Robert’s Rules of Order.
(h) Except for those to which article 20 applies, all resolutions require the support of at least a Simple Majority of the Delegates present and voting at an Association Meeting.
The Chair, with the consent of at least a Simple Majority of the Delegates, is entitled to adjourn an Association Meeting to a fixed time and place.