CONSTITUTION
AND BY-LAWS (Revised October 2005)
ARTICLE I NAME
Section
I-1:
The name of the organization shall be the "Southern
Ontario Chapter of the Society of Fire Protection Engineers''
and is herein referred to as the Chapter. The Chapter is
chartered by The Society of Fire Protection Engineers, a
not-for-profit Corporation, herein referred to as the
Society.
ARTICLE II OBJECTIVES
Section
II-1:
The objectives of the Chapter shall be to advance the science
and practice of fire protection engineering and its allied
fields, to maintain a high ethical standard among its
members, and to foster fire protection engineering education.
Section
II-2:
The Chapter shall not speak for the Society of Fire
Protection Engineers on any local or national matter without
specific written authorization of the Society.
Section II-3:
The chapter shall abide by the Constitution and By-Laws of
the Society.
ARTICLE III MEMBERSHIP
Section
III-1:
Membership
in the Chapter shall be open to individuals who are Fellows,
Professional Members, Associate Members, Affiliates,
Engineering Technologists, Engineering Technicians, Allied
Professionals, Student members, or Honorary Members of the
Society of Fire Protection Engineers. Membership shall
include individuals residing or working in the general area
of Southern Ontario south of the French River excluding only
that area within 150 kilometers of the City of Ottawa.
Section
III-2:
All
applications for Chapter membership, together with the applicable
annual fee, shall be submitted to the Second Vice-President
who shall verify the applicant's membership status in the
Society. The applicant shall be notified in an appropriate
manner of the Chapter membership and shall be recorded by the
Secretary.
Section
III-3:
Except
for Student Members, all members shall have voting
privileges. Each member shall be entitled to one vote in the
affairs of the Chapter.
Section
III-4:
Chapter
members who become Ineligible due to loss of membership In
The Society of Fire Protection Engineers shall forfeit their
voting privileges In the Chapter, but may have their
privileges reinstated if they remedy the condition for which
they were suspended. Chapter members who fail to pay their
dues when payable or within sixty days thereof shall be
forthwith suspended but shall be automatically reinstated, if
within six months of such suspension they remedy the
condition for which they were suspended. By action of the
Chapter Executive Committee after due notice, and hearing if
requested by the Chapter member, the membership of a Chapter
member may be terminated if the Chapter Executive Committee
finds the member guilty of unethical professional conduct,
conduct prejudicial to the best interest of the Chapter, or
of falsification of membership application. Any individual
whose Chapter membership has been suspended or terminated may
apply for reinstatement and the Chapter Executive Committee
shall in any such case specify the procedure to be followed.
Section III-5:
The
Chapter recognizes the need to maintain a liaison with
individuals in fire-related fields of endeavour and interest
who are not members of the Society. The Chapter encourages
and accepts the support and participation of these
individuals in Chapter activities. The Chapter will accord
them the courtesies of regular Chapter publications and
participation in meetings and other events upon payment of an
annual handling and mailing fee. Such individuals shall be
known as Chapter Colleagues. Upon receipt of annual handling
and mailing fees, the Treasurer shall notify the Membership
Chairman who shall confirm receipt of fees to the applicants
and formally enter their names on the Chapter mailing list.
ARTICLE IV CHAPTER
LEADERSHIP
Section IV-1:
Officers
of the Chapter shall be President, First Vice-President,
Second Vice-President, Secretary, and Treasurer. Officers
shall be elected by the members and hold office for a one
year term or until their successors are elected and
qualified. All officers shall serve
without salary or
compensation.
Section IV-2:
There
shall be an Executive Committee consisting of the Officers of
the Chapter, Immediate Past President, and six (6) members at
large elected by the Chapter. All members at large shall
serve without salary or compensation.
Section IV-3:
The
six (6) members at large shall be elected in the following
manner: At each Annual Business meeting the members shall be
elected for a term of one year
Section IV-4:
The
President and a majority of the Executive Committee shall
hold the grade of Fellow, Honorary Member, Professional
Member, or Associate Member In the Society of Fire Protection
Engineers.
Section IV-5:
The
President, First Vice-President and Second Vice-President
shall not serve for more than two consecutive terms in any
one elective office except by majority vote at the Annual
Business Meeting.
Section IV-6:
Vacancies
in office may be filled, until the next election, by majority
vote of the Executive Committee so long as a quorum of the
Executive Committee remains in Office. If the number of
members of the Executive Committee is insufficient to form a
quorum, a meeting of the members shall be called forthwith to
fill the vacancies.
ARTICLE V DUTIES OF
OFFICERS AND EXECUTIVE COMMITTEE
Section V-1:
It shall
be the duty of the President to preside at all meetings and
to perform other duties usual to the office. The President
shall call meetings of the Executive Committee as considered
necessary or by request of three or more members of the
Committee. The President may appoint special or standing
committees, as occasion may require, subject
to
majority approval of the Executive Committee. If for any
reason, the President is not available, the First Vice-President
shall have the powers and prerogatives of the President.
Section V-2:
It
shall be the duty of the Secretary to record all official
actions of the Chapter and to perform the duties usual to the
office of Secretary. The First Vice-President shall issue all
notices of meetings. The Second Vice President shall prepare
annual dues invoices and maintain an updated register of the
members of the Chapter. The President shall submit, at least
annually, a membership list, minutes of the meetings, and
other pertinent information to the Secretary-Treasurer of The
Society of Fire Protection Engineers.
Section V-3:
It
shall be the duty of the treasurer to maintain all financial
records of the Chapter, to collect all monies and dues, to
dispense cheques for expenses, to prepare an annual budget,
to prepare a current financial statement for each regularly
scheduled Chapter meeting, and to perform other duties usual
to the office of Treasurer.
Section V-4:
The
President and First Vice-President shall be the Chairman and
vice-Chairman respectively of the Executive Committee.
Section V-5: The Executive Committee shall meet at least
quarterly, but may meet as often as necessary or desirable at
the discretion of the Chairman.
Section V-6:
Four
members, including at least one officer, shall constitute a
quorum at any meeting of the Executive Committee.
Section V-7:
It
shall be a specific duty of the Executive Committee to pass
upon the desirability of any action submitted to the Chapter
for its consideration with respect to basic policy. Negative
or advisory results will be reported immediately to the
Chapter for further action.
ARTICLE VI EXPENDITURES
AND APPROPRIATIONS
Section VI-1:
The
Executive Committee may authorize expenditures up to and
including 25% of the Chapter's current net assets. All
expenditures or appropriations exceeding 25% of the Chapter's
net assets shall be approved by vote of the membership at a
regularly scheduled meeting. Notice of this vote shall be
given to members at least 15 days in advance. Necessary
expenditure required for stationery, postage, and
incidentals, not to exceed $300.00, are exempt from a
membership vote.
Section VI-2:
All
cheques, orders for payment of money, notes or other
evidences of indebtedness issued in the name of the Chapter
shall be signed by any two signing officers as determined
from time to time by the Executive Committee.
Section VI-3:
The
Chapter shall In no way Incur financial or contractual
obligations upon the Society without full written approval of
the Board of Directors of The Society of Fire Protection
Engineers.
ARTICLE VII MEETINGS
Section VII-1:
A
minimum of four meetings shall be held each year, one of
which shall be known as the Annual Business Meeting. In case
of a special meeting, at least 10 days written or electronic
notice shall be given to Chapter Members.
Section VII-2:
At
the Annual Business Meeting the retiring President shall
present an annual report reviewing the activities of the
Chapter during the past twelve months and recommending future
activities. The Treasurer shall present a report showing
receipts and disbursements for the past twelve months, and a
statement of assets, liabilities, and net worth at the close
of the elected term.
Section
VII-3:
In
order to transact business at any membership meeting of the
Chapter, there shall be at least 10 members present of which
at least two are officers.
Section VII-4:
Roberts'
Rules of Order shall govern the transaction of business in
all meetings unless inconsistent with these articles.
Section VII-5:
The
immediate Past President of the Chapter shall act as Chairman
of the Nominating Committee. The Nominating Committee shall
report in writing to the members, at least 2 weeks preceding the
Annual Business Meeting, a list of nominations for all
officers and vacancies on the Executive Committee to be voted
on. This shall not preclude additional nominations from the
floor preceding the voting at the annual meeting. Such
nomination must be made by a member and supported by at least
two other members.
ARTICLE VIII DUES
Section VIII-1:
The
annual dues of each member shall be fixed by the Chapter
Executive Committee and confirmed by vote of Chapter
Membership at the Annual Meeting or a meeting duly called for
that purpose. Dues shall be payable upon acceptance of
application for new members and each year thereafter. Those
who fail to pay dues within the prescribed time shall be
suspended after due notice in writing or by electronic means
is given to said individuals of their delinquency.
Section VIII-2:
Processing
of annual handling and mailing fees for those individuals and
organizations that receive chapter publications but are not
members of the Society will be equivalent to Chapter dues. The
amount, payment due date, and actions regarding non-payment
of such fees shall be established by the Chapter Executive
Committee.
ARTICLE IX AMENDMENTS
Section IX-1:
These
articles may be amended at any regular meeting by a
two-thirds vote of the members present. Proposals for
amendments shall be submitted in writing to the secretary.
These proposals shall be distributed in writing or
electronically to the membership and read at the meeting
immediately preceding that at which the amendments are to be
voted upon. All members shall have had at least fifteen days
prior notice either in writing or electronically of the
changes to be voted on
Section IX-2:
The
fifteen day waiting period may be waived upon approval of the
Executive Committee.
Section IX-3:
All
changes in the chapter Constitution shall be effective 48
hours after passage of resolution at a meeting called for
that purpose.
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