Board of Executives
Annual General Meeting
Chapters of the Association of Professional Engineers of Ontario (called PEO) are constituted and operate under the Professional Engineers Act, Chapter P-28, Statutes of Ontario 1990, Regulation 941 and By-Law No.1:
...are continued as chapters of the association with areas constituted by their present boundaries..."
...each chapter may pass by-laws governing its operations and respecting the conduct of their affairs..."
ARTICLE 1 - Name
The Chapter shall be known as Willowdale / Thornhill Chapter hereinafter called "Chapter".
The Chapter shall operate in accordance with this by-law and the Terms of Reference for Chapters - roles and responsibilities as passed by Council at Council Meeting #423 dated June 17-18, 2004.
A copy of this by-law shall be filed with the Chapter Manager of PEO.
ARTICLE 2 - Essential Purpose
The essential purpose of Chapters is Policy and Communications through the following initiatives:
Enhance a local presence for the engineering profession throughout Ontario.
Provide an introduction and training for professional engineers who want to participate in the statutory functions of the profession.
Provide timely and current information to license holders
Provide an active communication link between the membership and Council with regards to i) policy development ii) succession planning for PEO Leadership and iii) PEO and Chapter Budget planning.
Provide a forum for the local discussion of professional and civic affairs.
Enhance the professional development, competency and social responsibility of professional engineers.
Serve as an information resource for professional engineers, the public and society.
Promote public awareness of the engineering profession in the local community.
Provide local point of contact for the community to access information on the profession of Engineering.
Promote participation of license holders in Chapter activities and PEO committees.
Promote recognition of individuals or firms for their support of the profession.
ARTICLE 3 - Membership
Members of PEO residing within the Chapter boundaries shall be members of the Chapter.
2. Engineers in training (E.I.T.s) as defined in Regulations who reside within the Chapter boundaries shall be extended all the privileges of chapter membership.
ARTICLE 4 - Chapter Management
The governing board of the chapter, known as the Board, shall not be less than six but not more than 20 members.
A quorum shall be a simple majority of the board or seven members, whichever is less. In both cases, three officer positions have to be present.
The officers shall be Chair, Vice-Chair, Secretary, and Treasurer.
The immediate Past-Chair shall be an officer ex-officio.
All other members of the Board are called executives. No officer should hold his or her same position for more than two consecutive years.
Board members of a chapter must be in good standing with PEO.
A majority of the officer positions of the Board and a majority of the executives must reside within the geographic boundary of the chapter.
Engineers-in-Training can hold executive positions and the Secretary position but cannot have signing authority for the chapter.
A Nominating Committee comprised of three members one of whom should be an officer on the current board of executives, shall be appointed by the current Board.
A notice shall be sent to all members requesting nominations for the Board with names to be received by the Nominating Committee two weeks prior to the Annual General Meeting (AGM). Nominations must bear the signature of two chapter members who are eligible to vote at the AGM and endorse the nominee.
A slate of candidates shall be proposed by the nominating committee for presentation at the AGM.
The Board shall be elected at the AGM from the proposed slate of candidates.
The officers shall be elected at the next executive meeting immediately after the AGM. This executive meeting should be held within a period of maximum 6 weeks from the AGM.
The Chair should normally have served at least one year on the Board within the previous five years, and shall not be the immediate past-chair.
Should any officer position become vacant between elections, the Board is empowered to appoint a successor for the balance of the term of the Board.
Should additional Board members be required due to either resignation or insufficient numbers of individuals elected at the AGM, the current Board is empowered to appoint such additional members as may be required for the balance of the term of the Board.
ARTICLE 5 - Meeting
A minimum of eigh
Board meetings a year shall be held at the discretion of the Board. One meeting shall be the AGM to be held in the first quarter of the year. Executives are expected to attend a minimum of 4 meetings per year in addition to the AGM. If an executive member fails to attend 3 consecutive meetings without having notified the Chair with a valid reason for his or her absence, then the board will consider the member has resigned.
Extraordinary Chapter meetings may be called by the Chair of the Chapter, as deemed necessary.
Upon the written petition of 35 members of the Chapter to the Chapter Secretary, extraordinary Chapter meetings shall be convened.
Notice of Board meetings shall be sent to all Board members not less than seven
days before the meeting is to take place.
ARTICLE 6 - Expenditures
The fiscal year of the Chapter shall be the calendar year.
All expenditures on behalf of the Chapter shall be approved by the Board.
The Treasurer shall be responsible for the financial accounting of the Chapter affairs.
All accounts shall be paid by cheque, signed by the Treasurer and one of the Chair or Vice-Chair.
ARTICLE 7 - Auditors
An auditor, who is either a member of the Chapter but not a member of the Board, or a registered Chartered Accountant, shall be appointed to act for the ensuing twelve months or until their successors are appointed.
The books shall be closed and audited annually, at least two weeks prior to the AGM.
The audited financial statement and the summary of completed activities shall be presented to the membership at the Chapter AGM.
A copy of the auditors' report shall be submitted to the Chapter Manager of PEO and the Senior Regional Councillor within a month after the AGM.
ARTICLE 8 - Report
The Board shall submit an annual report by January 31
of each year, to the Chapter Manager of PEO and the Senior Regional Councillor concerning the activities of the Chapter for the preceding fiscal year.
The Board shall prepare annual business plans which include planned activities for the coming year and financial assistance required to conduct the local affairs of the Chapter.
Such plan, shall be completed and submitted in a time specified by the RCCfor inclusion within the annual PEO budget process.
ARTICLE 9 - Privacy
ARTICLE 10 - Amendments
The Chapter may pass by-laws, subject to approval by the Council of PEO, for the government of its members and all other purposes as may be deemed necessary for the management of the Chapter and conduct of its business.
This by-law may be amended by a two-thirds majority vote of the Board at any Board meeting, provided that the notice of the proposed amendment has been included with the notice calling the meeting.
Notices for this purpose must be postmarked or electronically sent at least ten days in advance of the meeting.
Amendments are subject to ratification by the majority of the Chapter members attending the next AGM, provided that the notice of the proposed amendment has been included with the notice calling the AGM.
Notices for this purpose must be postmarked or electronically sent at least ten
days in advance of the meeting.
Amendments when passed shall require the approval of PEO Council