The Branch shall be called "The
Canadian Branch of the Commonwealth Parliamentary Association". Its
headquarters shall be in care of the International and Interparliamentary
Affairs Directorate, Houses of Parliament, Ottawa.
2. STATUS
Its status shall be that of a branch
under clause 4 of the constitution of the Commonwealth Parliamentary
Association with headquarters in London, England, (herein called "the
Association").
Canadian Provincial and Territorial
Branches are recognized to be independent and autonomous members of the
"Association". The Canadian Branch recognizes its common interest
with them as branches in the same Region and its responsibility to assist them
on request.
3. AIMS
(a)To implement within its jurisdiction the Aims of the Association as
set forth in Clause 3 of its Constitution (see Appendix I to these Rules).
(b)To coordinate its activities with those of the Association.
(c)To cooperate with all other Branches throughout the Commonwealth.
(d)To
promote effective coordination of Canadian Branch activities with those of
other Canadian branches including:
(i) nomination
of a Regional Representative or Representatives on the Executive Committee of
the Association;
(ii) participation in
Annual Regional Conference;
(iii) Providing exchanges with other Canadian Region Branches and
those overseas
(iv) providing briefing opportunities for Canadian Branch and
Provincial/territorial branch delegates to Association, Region or Branch
meetings and exchanges; (v) federal-provincial hospitality to visiting members of other
Branches of the Association.
(e)To maintain liaison with the Government of Canada and recognized
political parties having representation in the Parliament of Canada.
(f)To engage in such other activities as will generally promote the interests
of the Branch and its members and those of the membership of Branches in its
region.
4. FUNDING
The funding of the
"Association" shall be derived from:
(a)Membership fees;
(b)Funding from Parliament;
5. MEMBERSHIP
FEE
Membership in the Branch shall be open to
all Members of the Senate and the House of Commons on payment of the annual
fee.
6. HONORARY
MEMBERSHIP
Honorary membership may be granted at
the discretion of the Branch Executive Committee. Honorary Members are entitled
to attend but not to vote at Meetings of the Branch and are entitled to such
privileges as the Executive Committee shall from time to time decide. They are
not eligible for office in the Branch or to be selected as delegates.
7. MEMBERSHIP
The membership fee shall be in
accordance with the guidelines set down by the Joint-Interparliamentary
Council.
8. PRIVILEGES
OF MEMBERS
The Members of the Branch are entitled
to:
(a)membership in the Canadian Branch of the
Association;
(b)the right to elect annually the Members of the
Executives Committee;
(c)the right to be notified of every invitation
received by the Branch to be represented at any activity of the Association,
any other Region or Branch, or organization;
(d)the right to apply for inclusion in the response
of the Branch to such invitations in accordance with "The Method of
Selection of Delegates";
(e)all privileges extended to members of the
Association while visiting other member Branches;
(f)publications produced by the Association for
general free distribution to members; the services of the Parliamentary
Information and Reference Centre maintained by the Association at its
Headquarters.
9. METHOD
OF SELECTION OF DELEGATES
Upon the approval of its budget by the
JIC, the Executive Committee shall meet to establish its level of participation
at each of the activities listed in its work plan for that fiscal year.
If the names of the individual members
who are to participate at each of these activities are known, these are to be
noted on the record of the meeting and forwarded to the Whips for their
approval.
For all other vacancies on delegations,
the following process shall be followed:
(a)Notice of every invitation or opportunity to represent the Branch
shall be given to every Member, with a copy of the notice being sent to each of
the Whips’ offices in both Chambers;
(b)Selection of delegates shall be made by the Chair of the Association
in consultation with all party Whips or their designated representatives in
both Chambers;
(c)Members may make application on an approved form to represent the
Branch, giving such information as may be requested on the form.
(d)The Chair of the Branch shall be ex-officio Leader of a Branch
delegation to any plenary conference of the Association and otherwise by
decision of the Executive Committee.
(e)Considerations which shall be taken into account by the selection
process are:
- ability to
represent the Branch creditably on any specific assignment;
- knowledge
of and interest in Commonwealth affairs;
- recognition
of the importance of experience in Commonwealth Parliamentary Association
affairs combined with the principle of rotating opportunities to represent the
Branch amongst its active members;
- attendance
at meetings of the Branch, participating in hosting and meeting with incoming
delegations, and availability to attend briefing sessions.
(f)It shall be a basic principle of selection that the largest possible
number of Members shall have the opportunity to represent the Branch in
"Association" activities at all levels. However, consideration shall
also be given to the importance of developing within the Branch a group of
members with some degree of continuity and variety of service in Association
affairs.
(g)The composition of the delegation shall reflect:
(i) the
proportionate share of the operating budget of the Branch contributed by each of
the Senate and the House of Commons;
(ii) the
proportionate representation of political parties in each of the Senate and the
House of Commons respectively.
Provided further that, where these
proportions are not perfectly achieved in any given year, there shall be
adjustments made in subsequent years.
(h)In cases where a delegation is depleted for any reason, and
designated alternates are not available, the Chair shall be authorized to fill
vacancies in consultation with Whip of the Party concerned. In the event that
Party is unable to identify a delegate from their Party, the Executive
Committee shall be consulted on whether to fill the vacancy from another Party
or to let the vacancy remain.
(i)In cases where a delegation is depleted for any reason, and
designated alternates are not available, the Chair shall be authorized to fill
vacancies in consultation with Whip of the Party concerned. In the event that
Party is unable to identify a delegate from their Party, the Executive
Committee shall be consulted on whether to fill the vacancy from another Party
or to let the vacancy remain.
10. ANNUAL
GENERAL MEETINGS
(a) An annual General Meeting of the
Membership shall be held each fiscal year in the National Capital at a time
when Parliament is in session. An AGM must be held within 60 calendar days of
the Opening of a new Parliament. The Executive Committee or 10 members of the
Association may, upon a minimum of two weeks written notice to the Executive
Secretary, call an Annual General Meeting. It shall:
·Elect the members of the Executive Committee
·Receive a summary report of the expenses of the
previous fiscal year and a written report of the Association’s activities for
that year from the Chair
·Amend, where necessary and with one week’s notice,
the Association’s Rules by a two-thirds vote of the members present at the
meeting
·Make suggestions and adopt resolutions in
accordance with the aims of the Association
·Transact any other necessary business
(b) Electronic notice addressed to
their Parliamentary offices shall be given to all Members at least 10 sitting
days in advance. Such notice shall include the date, time and place of the
meeting and any proposed changes in the Rules, and notice of the process for
nomination.
(c) Voting shall be by secret ballot.
(d) The quorum shall be set at 20 or
one-third of the total membership, whichever is the lesser amount,
provided that the Senate and the House of Commons are represented.
11. SPECIAL
MEETING
(a) The Executive Committee or 10
members of the Association may, upon a minimum of two weeks written notice to
the Executive Secretary, call a Special Meeting of the membership. It shall
deal only with the matter or matters specified in the Notice of Meeting.
(b) Electronic notice addressed to their
Parliamentary offices shall be given to all Members at least 10 days in
advance. Such notice shall include the date, time and place of the meeting and
any proposed changes in the Rules, and notice of the process for nomination.
(c) Voting shall be by secret ballot.
(d) The quorum shall be set at 20 or
one-third of the total membership, whichever is the lesser amount, provided
that the Senate and the House of Commons are represented
12. EXECUTIVE
COMMITTEE
(a) The Executive Committee of the
Branch shall be composed of the Speakers of the Senate and the House of Commons
as Honorary Members and the Elected Officers.
(b)An Executive Committee shall be
elected at the Annual General Meeting to be composed of at most 16 members (not
including the ex-officio position of Past Chair) reflecting the proportionate
share of the operating budget of the Branch contributed by each of the Senate
and the House of Commons
(c) The Executive Committee shall meet
at least twice yearly to:
(i) Direct and
manage the affairs and budget of the association in accordance with the
decisions taken at its General Membership Meetings and directives of the Joint
Interparliamentary Council.
(ii) Draw up a
work plan and submit it to the General Meeting
(iii) Approve
any activities, including travel, that are added to the association’s work plan
over the course of the year.
(iv) Convene
the Annual General Membership Meeting
(v) Draw up a
draft budget for the upcoming fiscal year and submit it to the Joint
Interparliamentary Council
(vi) Submit
reports to the membership as required
(vii) Ensure
that regular reports are submitted to the Senate and House of Commons, as required
in the rules and practices of both Houses.
(d) At any meeting of the Executive
Committee, five members or thirty per cent of the Executive shall constitute
the quorum.
13. OFFICERS
(a)The ex-officio Officers shall be:
(i) The
Speakers of the Senate and the House of Commons shall be the Honorary
Presidents of the Branch and shall be given honorary membership in the Branch;
(ii) The Prime
Minister and the Leader of the Official Opposition in the House of Commons
shall be Honorary Vice-Presidents and shall be given honorary membership in the
Branch.
(b)The Elected Officers of the Branch who shall be
elected at the Annual General Meeting shall be:
(i) The
Chair who shall be the chief executive officer of the Branch. The duties of
the Chair shall be: (a) to call meetings of the Executive and of the Membership
in accordance with these Rules; (b) to preside at meetings; (c) to direct the
management of the Branch in consultation with the elected officers of the
Branch.
(ii) The
Immediate Past Chair shall be an ex-officio Member of the Executive
Committee
(iii) Two
Vice-Chairs who shall as far as possible represent each Chamber and at least
one of whom shall represent as far as possible an opposition party. The
Vice-Chairs shall assist the Chair in the performance of their duties and act
for them in their absence or inability to function.
(iv) The
remaining thirteen members who shall as far as possible be chosen to reflect
the representation of the recognized parties in the Senate and the House of
Commons.
(c)The Executive Committee shall fill by
appointment from the Membership any casual vacancies in the Executive Committee
for the balance of the unexpired term of office.
(d)The Executive Committee shall continue to act
until its successors are elected.
14. NOMINATIONS
and ELECTION of the EXECTIVE COMMITTEE
(a)The Executive Secretary shall distribute
nomination forms to all members of the Association with the Notice of Meeting.
(b)Nominations should be received at least 3
sitting days in advance of the Annual General Meeting. The Executive Secretary
will prepare a nominations report based on nominations received. Once the
deadline has passed, the nominations should be made public.
(c)In order to be eligible to vote,
parliamentarians should be members of the association at least seven days prior
to the AGM. Once the deadline has passed, the names of all members eligible to
vote shall be placed on a voters list.
(d)Nominations will only be accepted from the floor
at the AGM for positions for which no candidate has been nominated.
(e)The elections shall be presided over by a
parliamentarian to be chosen from a list that has received the approval of the
Speakers of the Senate and the House of Commons who is not nominated for a
position on the executive of the Association. Elections shall be conducted by
secret ballot with the support of the Executive Secretary and additional
necessary staff from the International and Interparliamentary Affairs
Directorate
(f)The ballot box shall be placed in full view and
each parliamentarian shall insert his or her own ballot into the box.
15. EXECUTIVE
SECRETARY
The Executive Secretary shall be
appointed by the Clerk Assistant, International and Interparliamentary Affairs
Directorate subject to confirmation by the Executive Committee. He shall be
accountable generally to the Chair and the Executive Committee for providing
the necessary administrative support for the activities of the Branch. He shall
be the Secretary of the Annual General Meeting, Special Meetings and all
committees of the Branch.
16. BRANCH
RULES
(a)The Branch may, by a two-thirds majority of members present and
entitled to vote in General Meetings or Special Meetings called for that
purpose;
(i) adopt
such rules and regulations, not inconsistent with the Constitution of the
Association, as may from time to time be necessary for the good order and
management of its affairs, and amend such rules;
(b)The Branch shall send a copy of its rules and regulations to the
Secretary-General of the Association and shall notify that officer from time to
time of any alterations or additions made to those rules.
17. BRANCH
OPERATING YEAR
The operating year of the Branch shall be
the fiscal year, commencing on the first day of April and ending on the 31st
day of March.
18. DISSOLUTION
of PARLIAMENT
In the event of a dissolution of
Parliament, the Executive Committee in office at that time shall carry on the
affairs of the Association until a new Executive Committee is elected, with due
regard to policies and related procedures set out in the Financial Management
and Policy Guide for Parliamentary Associations.
APPENDIX I
Clause
3 of the Constitution
of the Commonwealth Parliamentary Association
As amended and adopted
at the General Meeting, India, 1991
The aims of the Branch shall be:
(1) To promote
knowledge and education in the social, economic, cultural, constitutional and
legislative systems within a parliamentary democratic framework with particular
reference to the countries of the Commonwealth of Nations and to other
countries having close historical and parliamentary associations with it.
(2) The
"Associations" shall pursue its aims by:
(a)arranging plenary conferences which, as far as
practicable, shall be held annually and in such countries of the Commonwealth
as the "Association" may determine in response to invitations
received from Branches;
(b)arranging study groups, meetings, seminars and
conferences which may be on a local, regional or Commonwealth-wide basis;
(c)providing facilities for the exchange of visits
between members of Branches, individually or in groups;
(d)organizing international visits to enable
parliamentarians and other persons to exchange views and to inform themselves
on matters of commons interest;
(e)the publication of journals, monographs,
pamphlets, reports of conferences, seminars, discussions and visits and other
papers relevant of the aims of the "Association". Such publications
shall include a periodical devoted to parliamentary and constitutional
subjects, published quarterly or at such other intervals as the
"Association" may determine;
(f)maintaining at the Headquarters of the
"Association" a centre for the dissemination and exchange of
information on parliamentary matters;
(g)inviting at its discretion and on such
conditions as it may decide other organizations or persons to participate in
any of its activities; and by