Chapter Mandate & By-Laws

Mandate

Ensure the maintenance of communication between the Council of the Association of Professional Engineers of Ontario and its members;
Provide a forum for local discussion of professional matters;
Enhance the professional development and social responsibility of the members;
Advance the status of professional welfare of the members;
Promote public awareness of the Engineering profession in the local community;
Provide input to Council or Regional Congress on assigned projects
Promote liaison with other professional, technical & community organizations;
Promote a spirit of camaraderie amongst the members of the Chapter.

By-Laws

Section 1. NAME AND CHARTER

The Chapter shall be known as the Ottawa Chapter of the Association of Professional Engineers of Ontario. The Chapter operates under the authority of the Professional Engineers Act and By-law No. 1 of the Association of Professional Engineers of Ontario. The operation of the Chapter is governed by the Chapter Rules and Procedures as laid down by the Association and these by-laws.

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Section 2. TERRITORY

The territory covered by the Chapter consists of the geographical limits defined in APEO By-law No. 1, a description of which will be included in the Annual Report.

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Section 3. AIMS AND OBJECTIVES

The aims and objectives of this Chapter are to bring together in close association the Professional Engineers within the territory of this Chapter to:

(a) ensure the maintenance of communication between the Council of the Association of Professional Engineers of Ontario and its members;

(b) provide a forum for local discussion of professional matters;

(c) enhance the professional development and social responsibility of the members;

(d) advance the status and professional welfare of the members;

(e) promote public awareness of the Engineering profession in the local community;

(f) provide input to Council or Regional Congress on assigned projects;

(g) promote liaison with other professional, technical & community organizations;

(h) promote a spirit of camaraderie amongst the members of the Chapter.

Notwithstanding the above, this Chapter is not an official voice in matters concerning policy of the Association of Professional Engineers of Ontario when dealing with agencies external to the said Association.

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Section 4. MEMBERSHIP

(a) All members of the Association of Professional Engineers of the Province of Ontario, whose residence address is within the boundaries of this Chapter, are members of the Chapter.

(b) Engineers-in-Training who reside within the Chapter boundaries shall have the privileges of members, except that they may not hold signing authority over Chapter monies.

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Section 5. CHAPTER MANAGEMENT

The Chapter shall be managed by the Executive Committee consisting of members in good standing as follows:

(a) Officers

The Chair who shall normally preside at all meeting of the Chapter or of the Executive Committee. The Chair shall, with the advice of the Executive Committee, exercise general supervision over the affairs of the Chapter. The Chair shall be an ex-officio member of all committees and shall perform such other duties as are ordinarily incumbent upon a Chair.

The Vice-Chair, who shall work in close cooperation with the Chair and perform the duties of the Chair when that officer is absent. The Vice-Chair shall also, with assistance from Executive Committee members, plan, organize, direct, coordinate and ensure the implementation of all activities associated with the Annual General Meeting.

The Past-Chair, who shall work in close cooperation with the Executive Committee and will provide continuity from the previous to the present Executive Committee, serve as Chair of the Nominating Committee and perform such duties as may be directed by the Chapter Chair.

The Secretary, who shall keep and have charge of the records and conduct the general correspondence of the Chapter. The Secretary shall perform such other duties as assigned by the Executive Committee and shall perform all duties pertaining to the office.

The Treasurer, who shall be responsible for the collection of all monies owing to or by the Chapter. The Treasurer shall ensure that all monies belonging to the Chapter are deposited in an acceptable financial institution approved by the Executive Committee. The Treasurer shall keep a record of all receipts and expenditures and shall report the financial position of the Chapter when requested by the Executive Committee or by any member at a meeting. The Treasurer shall present a financial statement and all records to the appointed Auditors upon their request. For this purpose the Chapter's fiscal year shall be from the 1st day of January in each year to the last day of December in the following year.

(b) Executive Members

There shall be a minimum of five (5) and a maximum of nine (9) Executive Members elected annually. They shall attend all executive Committee meetings and assist the Officers in carrying out the aims and objectives of the Chapter.

(c) Council Appointees

There shall be a maximum of two members appointed by the Council of the Association of Professional Engineers of Ontario. Such an appointment shall be for a two year period commencing with the appropriate Annual General Meeting and Appointee(s) shall not normally hold an officer position during their term of appointment.

When the Executive Committee declares that a vacancy exists in the Committee as a result of death, resignation, incapacity, or for any other reason, the Executive Committee may appoint a member of the Ottawa Chapter to fill the vacancy for the remainder of the term of the former member of the Executive Committee. Such appointment shall be published in the next Ottawa Chapter Newsletter.

Six (6) members of the Executive Committee which shall include at least two (2) Officers shall constitute a quorum.

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Section 6. COMMITTEES

(a) Standing and/or Special Committees shall be established by the Executive Committee as may be deemed necessary and these committees shall operate in accordance with the terms of reference established by the Executive Committee.

(b) Executive Directors of Standing and/or Special Committees shall be appointed by the Chair from members of the Executive Committee.

(c) The terms of reference of Executive Directors shall be approved by the Executive Committee.

(d) All committees shall be responsible to the Executive Committee through their Executive Directors.

(e) Executive Directors and Committee Chairs may initiate correspondence within their function but a copy of all such outgoing correspondence, other than between committees and committee members, shall be sent to the Secretary of the Chapter.

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Section 7. ELECTIONS

Unless otherwise decided by the Executive, elections shall take place at the Annual General Meeting. Officers and Executive Members shall be elected in the following manner.

(a) Each year the Executive shall appoint a Chair of the Nominating Committee. The Nominating Committee Chair shall then form a Nominating Committee of at least three(3) members, the composition of which must be approved by the Executive Committee.

(b) It shall be the duty of the Nominating Committee to nominate a full slate of Officers and Executive Members, which shall be provided to the Chapter members in the fall Ottawa Chapter News.

(c) It shall be the duty of the Nominating Committee to nominate a full slate of Officers and Executive Members, which shall be mailed to the Chapter members not later than 60 days prior to the next Chapter Annual General Meeting.

(d) Any member of the Chapter may nominate another member for a position on the Executive Committee, during the period beginning with receipt of notice of the full slate of candidates from the Nominating Committee and ending either forty-five days after publication date, or thirty days before the AGM, whichever is sooner.

(e) Such a membership-based nomination shall be accomplished by submitting a written nomination to the Chapter Secretary, signed by a minimum of three members and bearing the signature of the nominee, which signifies willingness to stand for election.

(f) The final slate of candidates will consist of those nominated by the Nominating Committee and the Membership at large.

(g) If the final slate of candidates differs from the slate proposed by the nominating committee (and mailed to the members, as per 7 (c)), then no less than 7 days prior to the AGM, the final slate shall be

(i) sent to each member (by paper or electronically) or
(ii) inserted in the local press or
(iii) published via the Chapter website

or any combination of these methods

(h) The final slate of candidates shall be announced at the Annual General Meeting.

(i) An election shall be held for each position of Officer with more than one nominee, otherwise the nominees on the final slate shall be declared elected by acclamation.

(j) An election of Executive Members shall be held if there are more nominees than positions, otherwise the members listed on the final slate shall be declared elected by acclamation.

(k) A member of the Chapter, designated by the Vice-Chair shall conduct the election at the Annual General Meeting.

(l) The results of the election shall be announced and the incoming Executive shall take office at the Annual General Meeting.

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Section 8. VOTING

(a) Voting shall be by a show of hands or a standing vote, unless the presiding officer directs that the voting shall be by secret ballot. The presiding officer must so direct if instructed by the members present at the meeting. A plurality vote shall decide these issues.

(b) Voting at the annual elections shall be by secret ballot. A plurality vote shall elect a member to the position for which is nominated.

(c) The presiding officer shall refrain from voting except to break a tie.

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Section 9. CHAPTER MEETINGS

(a) A minimum of five (5) Executive meetings and one (1) General Meeting shall be held each year. An Annual General Meeting shall be held in the first 3 months of the year, at which the reports are rendered and the new Executive Committee assumes office.

(b) Extra-ordinary General and/or Executive meetings may be called by the Chair of the Executive Committee of the Chapter, as deemed necessary.

(c) At least 7 days prior to any General meeting a notice of the meeting shall be:
(i) sent to each member (by paper or electronically) or
(ii) inserted in the local press or
(iii) published via the Chapter website

or any combination of these methods.

(d) Each Executive Committee member shall be advised at least five days in advance of the date of an Executive meeting.

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Section 10. FINANCES

(a) The basic source of income for the Chapter operations will be the rebate received from the Associations.

(b) All expenditures on behalf of the Chapter must be approved by the Executive Committee.

(c) The Executive Committee may authorize any expenditures up to the limit of the Chapter's approved budget.

(d) Any two of the Chair, Vice-Chair or Treasurer must sign all cheques issued against the Chapter's bank account.

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Section 11. AUDITORS

(a) The Chair shall appoint two (2) auditors at the Annual General Meeting, subject to ratification by a majority of Chapter members attending the meeting, and if an appointment is not so made, the auditors in office shall continue in office until a successor is appointed.

(b) The auditors shall examine the financial or other records of the Chapter for the current year and prepare a statement of account and report to the members. A copy of the auditor's report shall be submitted to the Treasurer of the Association and be included in the Annual Report of the Chapter, a copy of which must also be sent to the Secretary of the Association.

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Section 12. AMENDMENTS TO THE BY-LAWS

These By-Laws may be amended by a two-thirds majority vote of a quorum of the Executive Committee subject to ratification by majority of Chapter members attending the next Annual General Meeting. The amendment when passed, shall be forwarded to the Secretary of the Association of Professional Engineers of the Province of Ontario.

Approved at the Annual General Meeting - May 17, 1978
Amended - May 16, 1979
Amended - May 21, 1980
Amended - May 18, 1983
Amended - May 27, 1987
Amended - May 18, 1988
Amended - May 20, 1992
Amended - January 12, 1994
Amended - February 27, 2002
Amended - February 17, 2004
Amended - February 11, 2009

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