PEO Oakville Chapter’s By-Law

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PEO Oakville Chapter's By-Law

Oakville Chapter By-law

GENERAL
Chapters of the Association of Professional Engineers of Ontario (called PEO) are
constituted and operate under the Professional Engineers Act, Chapter 13, Statutes of
Ontario 1984, Regulation 941 and By-Law No.1:
“3) …are continued as chapters of the association with areas constituted by
their present boundaries…”
“7) …each chapter may pass by-laws governing its operations and respecting
the conduct of their affairs…”

ARTICLE 1 – Name
1. The Chapter shall be known as ___Oakville Chapter_____________ hereinafter
called “Chapter”.
2. 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.
3. A copy of this by-law shall be filed with the Chapter Manager of PEO.

ARTICLE 2 – Essential Purpose
1. The essential purpose of Chapters is Policy and Communications through the
following initiatives:
(a) Enhance a local presence for the engineering profession throughout Ontario.
(b) Provide an introduction and training for professional engineers who want to
participate in the statutory functions of the profession.
(c) Provide timely and current information to license holders
(d) 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.
(e) Provide a forum for the local discussion of professional and civic affairs.
(f) Enhance the professional development, competency and social responsibility
of professional engineers.
(g) Serve as an information resource for professional engineers, the public and
society.
(h) Promote public awareness of the engineering profession in the local
community.
(i) Provide local point of contact for the community to access information on the
profession of Engineering.
(j) Promote participation of license holders in Chapter activities and PEO
committees.
(k) Promote recognition of individuals or firms for their support of the profession.

ARTICLE 3 – Membership
1. 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
1. The governing board of the chapter, known as the Board, shall not be less than
_seven_ members. A quorum shall be a simple majority of the five officer
positions and a simple majority of the Board.
2. 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.
3 Board members of a chapter must be in good standing with PEO.
4. A majority of the officer positions of the Board and a majority of the executives
must reside within the geographic boundary of the chapter.
5. Engineers-in-Training can hold executive positions.
6. A Nominating Committee comprised of one member of the current Board and two
members at large 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 nominators who are eligible
to vote at the AGM and the nominee, accepting the nomination.
7. A slate of candidates shall be proposed by the nominating committee for
presentation at the AGM. At the AGM, candidates can be nominated from the
floor by a mover and a seconder with acceptance by the nominee. Candidates,
so nominated will be added to the slate of candidates.
8. The Board shall be elected at the AGM from the proposed slate of candidates.
9. The officers shall be elected on an annual basis at the AGM, or at such other
times as approved by motion.
10. The Chair should normally have served at least one year on the Board or other
committee of Council during the previous five years.
11. 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.
12. 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
1. A minimum of __four___ 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.
2. Extraordinary Chapter meetings may be called by the Chair of the Chapter, as
deemed necessary.
3. Upon the written petition of _20__ members of the Chapter to the Chapter
Secretary, extraordinary Chapter meetings shall be convened.
4. 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
1. The fiscal year of the Chapter shall be the calendar year.
2. All expenditures on behalf of the Chapter shall be approved by the Board.
3. The Treasurer shall be responsible for the financial accounting of the Chapter
affairs.
4. All accounts shall be paid by cheque, signed by the Treasurer and one of the
Chair or Vice-Chair.

ARTICLE 7 – Auditors
1. 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 at the AGM to
act for the ensuing twelve months or until their successors are appointed.
2. The books shall be closed and audited annually, at least one week prior to the
AGM. The audited financial statement and the summary of completed activities
shall be presented to the membership at the Chapter AGM.
3. 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
1. The Board shall submit an annual report by January 31st 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.
2. 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 sufficient time for
inclusion within the annual PEO budget process, prior to September of each year
for the upcoming calendar year.

ARTICLE 9 – Privacy
1. The Chapter is required to follow the established PEO Privacy Policy.

ARTICLE 10 – Amendments
1. 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.
2. 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.
3. 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.