CONSTITUTION AND BYLAWS

Revised: 13 Aug 93

 

CONSTITUTION

NAME:

The name of the organization is the PROBATION OFFICERS ASSOCIATION OF BC.

OBJECTIVES:

As a group with knowledge, expertise, and a mandated role in the justice system, the Probation Officers Association of British Columbia will work toward the following goals:

    1. Promoting the exchange of ideas among P.O's & providing a forum for the discussion of probation issues, community corrections & justice issues.
    2. To act as an advisory body representing the professional interests of P.O.'s.
    3. Provide education on the history & traditions of the profession.
    4. Provide guidelines on professional conduct &' practice to P.O.'s, the Branch, & the public.
    5. Provide emotional support & assistance to colleagues & their families.
    6. Recognize achievement & contributions by individuals to the community, the profession & the Branch.
    7. Provide assistance & recommendations to government & the public regarding community justice issues.
    8. Make recommendations regarding the proper & safe supervision of offenders in the community.
    9. Support, encourage & conduct research.
    10. Liaise with other related organizations.

BY-LAWS

SECTION I: MEMBERSHIP:

1. MEMBERSHIP IN THE ASSOCIATION SHALL BE VOLUNTARY & OF THREE TYPES:

A) Active: Active membership in the Ass'n is afforded to persons appointed under the working title of Probation Officer or F.C.C. and/or Local Director, with the Corrections Br. of BC and, who are employed on a regular fulltime, regular part/time or auxiliary basis and have paid their ass'n dues.

B) Honorary: Honorary members shall be persons recommended by & accepted by the Ass'n.

C) Associate Members: Associate members shall include retired and former B.C. PO/FCC's.

2. Only active members shall be entitled to vote at meetings of the Ass'n.

3. In the event a member ceases to be a Probation Officer/FCC appointed by the Gov't of BC, she/he will forfeit rights of Active membership, but may be eligible to become an Associate Member.

4. Any Member wishing to. withdraw from membership may do so upon a notice in writing to the Secretary.

5. Any member who fails to pay her/his annual dues by the due date for that fiscal year ceases to hold membership in the Ass'n until re-instated. Such person can be re-instated into membership upon payment of her/his annual dues for that fiscal year.

6. Only members of the Ass'n shall be entitled to attend activities sponsored by the Ass'n. Persons may attend as guests only when invited by the authority of the Executive of/the Ass'n.

7. Any member may be suspended from the Ass' n by the Executive for just cause & shall thereafter not be entitled to membership privileges & powers within the Ass'n until re-instated. The member shall be notified of such suspension by letter & the reason(s) for such suspension.

8. Any person who wishes to appeal the suspension by the Executive shall notify the President & Secretary in writing within thirty (30) days of receipt of the notification of suspension. Upon receipt of such appeal the President shall immediately appoint a committee of three active members who are not members of the Executive to enquire into the reason(s) for the suspension & the objection of the appellant. This committee will report to the President & the appellant within sixty (60) days of being convened as to whether or not the person should be re-instated into membership. If the committee recommends reinstatement, then membership shall again be granted to the appellant. Either the appellant or the Executive, if they are not satisfied with the findings of the committee, have the right to refer the matter to the membership' at the next Annual Meeting for a decision.

SECTION II: DUES:

      1. Dues payable by the members of the Ass' n shall be determined at the Annual Meeting.
      2. Dues for the current fiscal year shall be payable by the fifteenth (15th) of April of that year.
      3. Any person who has not paid annual dues to the Association when due shall not be considered a member of the Ass'n & shall not be eligible to attend activities sponsored by the Ass'n until such time as ~he dues are paid in accordance with Section 1.5 and 1.6 of these By-Laws.

SECTION III: MEETINGS:

      1. The Annual Meeting of the Ass'n shall be held prior to Aug 31 of each year.
      2. The time, date & place of the Annual Meeting shall be determined by the Executive of the Ass'n in consultation with the members.
      3. Notice of the Annual Meeting shall be given to the members in writing at least one month prior to such meeting.
      4. The Order of Business of the Annual Meeting shall be:

a. Call to Order
b. Adoption & revision of the Minutes of the preceding Annual Meeting
c. Review of the work of the Executive & the Executive Committee
d. Reports of other committees
e. Treasurer's Report & Auditor's Report
f. Unfinished Business
g. Election of Officers
h. Appointment of Auditors
i. New Business
j. Adjournment.

5. The Executive of the Ass'n shall have the authority to call for special or extraordinary meetings of the Ass'n.

6. Fifty percent plus one of the active members of the Ass'n shall constitute a quorum for any change in Constitution or Bylaws. Normal transaction of business would be by simple majority.

7. The Executive shall appoint a standing Nomination Committee which shall nominate candidates for each elective office & shall circulate at least a single slate of nominees to the membership of the Society not less than 6 wks prior to the Annual Meeting. The Nomination Committee shall consist of a chair & at least four (4) members appointed by ~he Executive. Three (3) members of the Nomination Committee shall be from the membership at large, the remaining two(2) shall be from the Executive, one (1) of whom shall be the immediate Past President.

8. All resolutions being presented to the Annual Meeting of the Ass'n shall be forwarded in writing to the President & the Secretary 90 days prior to the meeting, before any action can be taken on the resolution. Notice of such resolutions shall be forwarded with the notice of the Annual Meeting.

9. All motions presented to the Ass'n at the Annual Meeting shall be in writing & shall be handed to the Chairperson immediately after being presented before any action can be taken on the motion. Any amendments to the motion shall be presented in writing in a similar manner.

10. The Executive of the Ass'n shall hold meetings when necessary either upon the direction of the president or when called for by a notice in writing to that effect, signed by four members of the Executive & filed with the Secretary one month prior to the date of the proposed meeting.

11. Roberts Rules of Order shall govern procedure at all meetings of the Ass'n.

SECTION IV: OFFICERS & DIRECTORS:

      1. The officers of the Ass'n shall consist of a President, the Immediate Past President, a Vice President, a Secretary, a Treasurer, & six Directors. All shall be elected at an Annual Meeting as a vacancy occurs or their term of office expires. These officers shall constitute the Executive of the Ass'n.
      2. Any Officer or Director of the Ass'n may be the Chairperson of any standing or special committee.
      3. All officers of the Ass'n shall be elected for a term of two .C2} years & must be an active member of the Ass'n. At the end of their term, all officers are eligible for re-election.
      4. If a vacancy should occur between Annual Meetings for any office of the Executive other than President, the office will be filled by Executive appointment & such appointment shall be ratified at the next Annual Meeting of the Ass'n.
      5. The President shall exercise a general supervision over the affairs of the Ass'n & shall preside at all meetings of the Ass'n. She/he shall be an ex-officio member of all committees. She/he shall submit a complete report of the operations & conditions of the Ass'n to the members of the Ass'n at the Annual Meeting.
      6. If for any reason, the President is unable to perform his duties, the Vice President shall perform his duties & shall have the same authority as the President. If the office of the President becomes vacant, the unexpired term shall be filled by the Vice President.
      7. If for any reason the President & the Vice President are unable to perform their duties, the immediate Past President shall perform their duties & shall have the same authority as the President. However, in this case another member will be elected at the next Annual Meeting to fill the uncompleted term of office of the President.
      8. The Secretary shall keep the general records of the Ass'n including the minutes of the Ass'n and Executive Meetings, committee appointments, a list of all members of the Ass'n and officers of the Ass'n, and shall carry on the correspondence of the Ass'n other than that carried out by other members of the Executive & Executive Committee in the performance of their office.
      9. The Treasurer shall issue statements to the Ass'n members as to the amount of their dues, collect same and give proper receipts for all money received. Within thirty (30) days of receipt of any money, she/he shall deposit same in such bank as the Executive shall designate. The Treasurer shall payout money on the authority of the Executive. All cheques must be signed by the Treasurer & the President. The Treasurer shall prepare copies of the financial statement to be given to each member at the Annual Meeting. She/he will submit the books & records for audit when requested to do so by the Executive or auditors appointed by them.
      10. The Executive shall be responsible for the execution of authorized policies of the Ass'n & they shall exercise all the powers of the Ass'n.
      11. The executive shall have the power to appoint standing & special committees including the principles, functions & duties of the individual committees concerned.
      12. The Executive shall have the power of voting an honorarium to any member or other person, where deemed appropriate.
      13. Minutes shall be kept of all Executive meetings.
      14. The Executive may invite any person to its meetings.
      15. Only members of the Executive shall have authority to vote on matters before the Executive. Committee members shall not have the right to vote on matters before the Executive, but may be granted the right to speak to the matter for information of the Executive.
      16. Each committee appointed by the Executive shall be accountable to a member of the Executive. This member of the Executive shall be responsible for the activities of the committees under her/his jurisdiction.
      17. Members of the Executive shall give progress reports at each Executive meeting of the activities of the committee.
      18. Each member of the Executive shall prepare an annual report in writing outlining the activities of the committees for which the member is responsible. This report shall be presented to the Ass'n at the Annual Meeting.

 SECTION V: POWERS OF THE EXECUTIVE:

      1. Between Annual Meetings, the Executive shall carry on the Business of the Ass'n as bound by the Constitution & By-Laws, with the exception of: a) Establishment of new policy for the Association.
      2. On any matter of business, a majority of six members of the Executive is required. If such a majority is not obtained, the matter shall be tabled for a period of two (2) months until such time as the wishes of the membership can be ascertained by main in accordance with ByLaw 8.3
      3. No borrowing powers are to be exercised by the Executive on behalf of the Ass'n.

SECTION VI: FISCAL YEAR:

1. The fiscal year of the Ass'n shall be from April 1 to Mar 31.

SECTION VII: AUDIT:

      1. Prior to the Annual Meeting, the Executive shall request the Accounting Firm named at the last Annual Meeting, to audit the financial status of the Association.
      2. The Treasurer will submit all books, records & receipts to the auditors.
      3. Such audit shall be carried out within thirty days of the end of the fiscal year & the auditors will report their findings & recommendations to the Annual Meeting.

SECTION VIII: VOTING:

      1. All voting at Annual Meetings may be done by secret ballot, or by show of hands, at the discretion of the membership present. A simple majority will be sufficient to carry any item of business except for amendments to the Constitution or By-Laws.
      2. Any member in good standing who is unable to attend the Annual Meeting may vote by proxy provided she/he has filed her/his intention to do so with the S~cretary prior to commencement of the Annual Meeting. Such notice will supply the name of the member in good standing who will vote on her/his behalf.
      3. Between Annual Meetings, if the Executive feel that any matter of business should be presented to the membership for a decision & they do not desire to call a special or extraordinary meeting of the Ass'n, the Executive may carry out a vote of the Ass'n by mail.

a) The Executive will set a date at which the ballots must be received at the office of the Secretary.

b) At least thirty (30) days before this date, the Secretary will notify all members in writing of the matter of business & will supply them with a ballot to be returned. The ballot will elicit a simple "for" or "against" vote.

c) The Secretary & one Executive Officer will be responsible for the counting of the ballots & will report to the Executive the results. A simple majority of the ballots returned will be sufficient authority for the Executive to act on the matter in accordance with the members wishes.

d) The Secretary will not destroy the ballots received until given authority at the next Annual Meeting to do so. She/He will prepare a report for the meeting as to the number of ballots returned & the number of "for" or "against" votes, also the number of votes declared void.

e) The Executive will advise the membership of the action taken.

SECTION IX: ALTERATIONS OF THE CONSTITUTION AND BY-LAWS:

      1. The Constitution & By-Laws of the Association may be amended by a two-thirds (2/3) vote of the active members present or represented by proxy vote in writing at the Annual Meeting, provided that a written notice of the proposed amendment(s) has been sent to each active member of the Ass'n at least four(4) weeks prior to action thereon; or by a two-thirds (2/3) vote of the active members of the Ass'n by mail, provided they have received a written notice of the proposed amendment(s) at least thirty (30) days in advance of date of poll, and such vote is taken in accordance with the provisions of By-Law 8.3.