BY-LAWS OF THE KINGSTON AND DISTRICT BRANCH

FEDERAL SUPERANNUATES NATIONAL ASSOCIATION

(These by-laws supersede all by-laws promulgated prior to 16 November 2003.)

ARTICLE 1  TITLE

The branch shall be known as the Kingston and District branch of the Federal Superannuates National Association.

ARTICLE 2  AIMS AND OBJECTIVES

To support the aims and objectives stated in the Constitution and by-laws of the Association

ARTICLE 3 AREA

The Branch shall serve members in the Kingston area including:  in the west, bordered by the boundary line of the Management Unit of Frontenac, starting in Upper Gap in the Bay of Quinte and following the line North to Highway #7.  East, following highway #7 to the bisection of the Lanark county line.  Following the Lanark county line south and east, then looping south around Smith’s Falls to the Village of Wolford Chapel, then a straight line southeast to Johnstown and the north shore of the St. Lawrence River.

ARTICLE 4  MEMBERSHIP

There shall be three (3) membership categories:

“Annuitant”, “Spousal”, and “Associate”.

A person who qualifies for membership becomes a member upon acceptance by the Association, through any National or Branch Officer, of a written application, together with the payment of the requisite fee(s).

A member ceases to be a member upon death, submission of written resignation, or upon being dropped from the membership roll.

Any person in receipt of an annuity, pension or allowance in their name, as a result of contributions made under the “Public Service Superannuation Act”, the “Canadian Forces Superannuation Act”, the “Royal Canadian Mounted Police Superannuation Act”, or appropriate Acts of other Federal agencies or bodies, deemed appropriate by the National Board of Directors to qualify as an annuitant member.

Further to the above, the spouse of a deceased annuitant member, although not in receipt of an annuity, pension or allowance, qualifies as an annuitant member.

The spouse of an annuitant member, who is not otherwise eligible to be an annuitant member, qualifies as a spousal member and shall be entitled to the same privileges as an annuitant member.

Future superannuates qualify as associate members of the Branch upon payment of appropriate dues to the Branch.  They shall not, however, hold an elected office in the Branch or be entitled to vote.

ARTICLE 5 MEMBERSHIP DUES AND ASSESSMENT

The membership year is the calendar year.

Annual dues, which are composed of a National and Branch per capita fee, are payable beginning 1 January of each year.

Dues may be paid directly to the Branch, on a yearly basis, or authorization may be given to have dues deducted from one’s pension and remitted through the National Office on a monthly basis.

At the end of each quarter, the Branch shall collect and remit to the National Office the per capita fees collected during that quarter.  Dues for new applicants (not current members) joining on or after 1 April, 1 July, or 1 October shall be assessed at 75%, 50% or 25% of the annual dues respectively.

The Executive shall review the status of any member whose dues are in arrears in excess of three months.  The Executive may drop said member from the membership roll after having reviewed the circumstances surrounding the member’s non-payment of dues.  This shall be done after giving 21 days notice of their intent to drop the member from the membership roll.

The National Office sets branch membership dues.

Additional assessments, recommended by the Executive at any time, require membership approval at a General or Special Meeting.

ARTICLE 6  OFFICERS

The Branch Executive shall consist of 16 elected members.  They shall be either elected to, or confirmed in, a specified office at the Annual General Meeting and collectively referred to as the “Executive”.  They shall fill the offices of:

President,  Vice President, Secretary, Treasurer,

Membership Director, Health and Survivor Benefits Director,

and 10 Directors at Large.  (as amended AGM, 20 Oct 2004)

They should be expected to serve, where possible, in their elected office for a minimum of two years.

Nominations to stand for election to a specified office may be made either in writing to the Branch President prior to the Annual General Meeting or from the floor at the Annual General Meeting.  No nomination shall be made or accepted without the concurrence of the nominee

Newly elected Executive Members shall normally be inducted to office during the Annual General Meeting at which they are elected.

The outgoing President, Secretary, and Treasurer should expect to continue to serve in an advisory capacity.  Such service should continue for at least one year in the case of the outgoing President and at least three months in the case of others.

The Executive shall be empowered to act on behalf of the general membership between meetings.

ARTICLE 7  COMMITTEES

Committees shall be established at the direction of the president.  A member of the Executive, or other member designated by the president, shall normally chair each.

ARTICLE 8  MEETINGS

At least one General Meeting shall be held annually.

The President may call Special Meetings at any time.

The membership shall be given at least 21 days notice of all General and Special Meetings.

The Executive shall meet as required at the request of the President.

The President shall normally chair all Executive and Annual General Meetings and a business agenda shall be followed.

Minutes of all Executive and General meetings shall be kept and made available to members on request.

ARTICLE 9  QUORUM AND MAJORITY

A quorum for the Executive meeting shall be not less than 40% of the Executive members.

A quorum for the General or Special Meetings shall be not less than twelve regular members, in addition to any Executive members in attendance.

A description of duties is attached.

ARTICLE 11 FINANCE

The fiscal year shall be from 1 October to 30 September. (As amended AGM, 20 Oct 2004)

The Executive may approve reasonable expenses on it’s own authority within the budget.

The Treasurer shall pay all accounts by cheque, signed by any two of the following:  President, Vice President, or Treasurer.

ARTICLE 12  ANNUAL AUDIT

An auditor, approved by the Executive, shall audit the books and records of the Branch annually.

An audited financial statement, covering the fiscal year just elapsed, shall be presented at the next General Meeting.

ARTICLE 13  BY-LAW AMENDMENTS

Amendments to these By-Laws may be initiated with Notice of Motion being given to all branch members by the president, in writing, at least 21 days prior to a General Meeting.  The amendments must then be approved at the General Meeting by a majority vote of the members attending.

ARTICLE 14  DISCIPLINE

Association regulations covering discipline of a Branch or a Branch Member shall apply.

ARTICLE 15  RULES OF ORDER

Robert’s Rules of Order shall govern all matters regulated by these By-Laws or By-Laws of the Association.

Attachment:  Duties of the Executive.

Annex A:  The Role of Branch Officers

President

The President is the branch chief executive officer and sets the tone of branch activities.  He or She ensures that tasks are performed but must avoid getting too involved in the actual performance of those tasks.  In general, the president calls and draws up the agenda for meetings of the executive and board of directors, and for general meetings; monitors all branch operations and acts to correct weaknesses or problems as they arise; monitors and guides the activities of branch officers; delegates authority appropriately and equitably among branch officers; and, ensures continuity by regularly briefing the vice-president.

Vice-President

Understudy the president and be prepared to act in the absence of the president.  He or she may be assigned to specific functions, such as chairing a committee.

Secretary

Is accountable to the president for the general administration of the branch.  In general, the secretary is responsible for:

Recording and handling incoming and outgoing branch correspondence;

recording and maintaining the minutes of all branch meetings;

maintain, in conjunction with the membership director, an updated listing of all branch members;

forward the names and positions of the new executive after election at a General Meeting;

in cooperation with relevant committee chairpersons, preparing and submitting all required reports to the National Office;

controlling branch office activities, including staffing of volunteer members as required.

Treasurer

Is accountable to the president for the financial management of the branch.  In general, the treasurer is responsible for:

Receipt of membership fees, other income and the issuance of receipts;

payment of per-capita fees to the National Office;

payment of all approved expenses or disbursements incurred by the branch;

preparation of budgets and financial reports for approval at the appropriate meeting;

custody of branch funds and maintenance of accurate financial records; and

coordination of the preparation of annual audit reports.

Membership Director

Carries out the following duties:

Sends out dues statements;

maintains accurate membership records on paper or computer;

completes the requisite returns for National Office;

amends the branch-master-list of members as required:

provides input on the status of members and advice on ways to improve recruitment;

maintains a membership record including the status of dues paid or unpaid;

prepares membership cards or maintains membership data on computer;

provides the branch treasurer with a copy of these records;

provides membership list and updates as appropriate;

provides branch treasurer and National Office with changes to the list;

edits lists from National Office;

advises branch president on coordinating administrative tasks.

Health and Survivor Benefits Director

This office should be held by an officer with good knowledge of the various benefits and services available to members and will:

Keep abreast of changes in services and benefits;

assist members with queries and assist at time of bereavement or difficulty; and

report to the president on activities between executive meetings.

Directors at Large

These may be assigned specific functions as required.  They should form a strong link between the branch executive and the members and should be actively involved in recruiting.  They should be considered to chair branch committees.