200 Elgin Street, Suite 601
Ottawa, Ontario K2P 1L5
Tel: (613) 569-1158
Fax: (613) 569-4532

Halifax Chapter

By-laws

1. Name

The name shall be "The Financial Management Institute of Canada - Halifax Chapter, hereinafter referred to as the "Halifax Chapter".

2.  Objectives

2.1 The objective of the Halifax Chapter shall be to:

  1. To be an advocate and leading source in Nova Scotia on sound financial management practices related to accountable, economical, efficient and effective management of public sector resources.
  2. To promote members' understanding of the best practices for management of resources in the Public Sector.
  3. To provide learning and networking opportunities for members to enhance their knowledge of developments in public sector resource management.
  4. To actively facilitate and encourage the integration of the financial function with the broader management function in its promotion of a more professional and progressive financial community.

3.  Membership

3.1 Membership in the Halifax Chapter is open to persons employed in or interested in public sector financial management practices.

3.2 There shall be three classes of membership:

  1. regular membership - individuals who pay annual fees and have voting rights, and
  2. honourary membership - individuals who are not required to pay annual membership fees and have no voting privileges.
  3. corporate membership - representatives of organizations who pay the appropriate annual corporate membership fee in order to obtain the flexibility to send various employees to activities of the Institute. The designated representatives of corporate members shall have the same rights and benefits as regular members.

3.3 Further qualifications for each class of membership shall be defined, from time to time, by the Chapter Board of Directors.

4. Membership Fees

4.1 The membership fee structure shall be determined by the Board of Directors in conjunction with the Executive Committee of FMI National. Membership fees will be paid in full to the Financial Management Institute, Halifax Chapter. The National FMI fee will be remitted to Ottawa by the Halifax Chapter along with individual membership information.

5. Fiscal Year

5.1 Each Halifax Chapter year shall coincide with the FMI National fiscal year, currently July 1 to June 30.

6. Board of Directors

6.1 The Board of Directors of the Halifax Chapter shall consist of not less than four and not more than twelve members whom shall be elected at each Annual Meeting. The immediate Past President will automatically also be a member of the Board of Directors.

6.2 The Board of Directors shall co-ordinate all routine business of the Halifax Chapter, fill vacancies, appoint committees (as required) and arrange guest speakers. The Board of Directors shall also determine the frequency and topics of general meetings, as well as act in emergencies.

6.3 The Board of Directors shall have the authority to approve and amend administrative policies and the annual budget for the Chapter. All policies will be maintained in a Policy Manual and will be available for viewing by any member of the Chapter.

6.4 The Board of Directors may include the following Officers:

  1. President,
  2. 1st Vice-President,
  3. 2nd Vice-President,
  4. Secretary,
  5. Treasurer,
  6. Membership and Liaison Coordinator, and
  7. Programs Coordinator

6.5 The President shall ensure that the Duties of the Executive are fulfilled by combining positions if necessary

7.  Powers and Duties of Members and Officers

7.1 The President shall be the Chief Executive Officer of the Halifax Chapter and shall preside at all meetings of the Halifax Chapter. Other duties shall include general Chapter direction and liaison with FMI National in Ottawa.

7.2 In the absence of the President, the duties of President shall be performed by the 1st Vice-President. The 1st Vice-President shall be responsible for coordinating Chapter affairs and maintaining contacts within government departments.

7.3 In the absence of the 1st Vice-President, the duties of 1st Vice-President shall be performed by the 2nd Vice-President. The 2nd Vice-President shall be responsible for the Annual Report of Chapter activities.

7.4 The Secretary shall keep minutes of meetings of the Halifax Chapter, conduct Chapter correspondence and generally carry out the instructions of the Chapter Board of Directors related to these duties.

7.5 The Treasurer shall collect receipts, pay expenses, operate a bank account and maintain a set of accounting records for the Halifax Chapter, in accordance with FMI Chapter Guidelines. The Treasurer shall present a financial statement at all Chapter meetings.

7.6 The Membership and Liaison Coordinator shall be responsible for attracting and increasing membership and maintenance of Chapter mailing lists in conjunction with FMI National. The Membership and Liaison Coordinator shall also be responsible for the dissemination of FMI information to contacts in other government departments, interested individuals and associations.

7.7 The Programs Coordinator, in conjunction with the President, shall make all necessary arrangements for FMI events. The Programs Coordinator shall also ensure that effective communications with Chapter members are maintained.

7.8 The Past President shall provide guidance and assistance to the Board of Directors when requested.

8. Meetings of Members

8.1 The annual or other general meeting of the Chapter shall be held at such time and place as the Board of Directors may, from time to time, determine. An annual general meeting must be held in each calendar year, no more than fifteen (15) months after the last annual general meeting.

8.2 Only the business referred to in the notice of the annual meeting, or of a special meeting, shall be dealt with at the annual general meeting, or at the special meeting. However, with the consent of two-thirds (2/3) of the members present at any annual or special general meeting, any new or additional business, except for the matters referred to under the heading "Amendments to By-Laws", may be introduced and may be dealt with at such meetings, even though notice of such business had not been given.

8.3 At each annual general meeting, the Board of Directors shall report to the members the pro forma financial statements, the most recent report of the financial statement review, and an annual operational/activity report. Directors shall be elected and any other business may be transacted as may be properly brought before the meeting.

8.4 Notices in writing of annual or general meetings, setting out the purposes of such meetings, shall be sent to the most recent email address of all members of the Halifax Chapter at least 15 calendar days prior to the date of each such meeting.

8.5 A quorum shall consist of five regular members.

8.6 A decision of a majority of regular members present and constituting a quorum shall be a decision of the Halifax Chapter.

8.7 No error or omission in notice for a Chapter meeting shall invalidate such meeting. Any Director may, at any time, waive notice of any such meeting and may ratify and approve of any or all proceedings taken or had thereat.

8.8 The rules contained in "Robert's Rules of Order" shall govern the conduct of all meetings of the Halifax Chapter.

9. Meetings of  Board of Directors

9.1 Meetings of the Chapter Board shall be held at the call of the President. A quorum shall consist of a majority of the elected Directors.

9.2 A decision of a majority of Directors present and constituting a quorum shall be a decision of the Board.

10. Nominating Committee

10.1 The Nominating Committee shall be chaired by the Past President and shall consist of the Chairperson and at least two other regular members of the Chapter selected by the Chairperson. The selection of the Nominating Committee members is subject to the approval by the Chapter Board.

10.2 If the immediate Past President is not able to chair the [Nominating Committee, the Chapter Board shall appoint a chairperson.

10.3 The Nominating Committee shall provide to Chapter members at the Annual Meeting of the Chapter, their recommendations for members and officers of the Board of Directors.

11.  Standing Committees

11.1 The Board shall have no Standing Committees however, Directors with specific responsibilities may enlist the assistance of regular members to assist them with the execution of their responsibilities.

11.2 Ad Hoc Committees may be formed by the Board of Directors to carry out specific tasks and will be dissolved at the completion of their mandate.

12.  Voting

12.1 Only regular members shall have voting privileges.

13. Signing Authority

13.1 Any two of the President, 1st Vice President, 2nd Vice President, Secretary and Treasurer will be authorized to sign on behalf of the Chapter.

14. Auditors

14.1 The Board of Directors shall appoint an another member of the Chapter to review the financial statements of Chapter. The annual financial statements shall be submitted to FMI National in Ottawa following approval at the annual meeting.

14.2 The annual financial statements shall be made available to members at the Annual Meeting or upon specific request by a member.

15. Amendment of By-laws

15.1 The By-laws of the Chapter may only be amended at the Annual Meeting and any proposed amendments must accompany the notice of meeting as per Section 8.3

15.2 Approval of any amendments must be sanctioned by 2/3 of the Regular Members present at the meeting.

16. Interpretation of By-laws

16.1 In the event of a dispute arising as to the intent or meaning of these by-laws, the interpretation of the Board of Directors shall be final.

17. Indemnity of Directors and Members

17.1 No member of the Board of Directors, or a committee thereof, shall be personally liable for damages arising out of any actions, as a Director or Member of Chapter, other than actions arising from misconduct, default, malfeasance or acts contrary to the instructions of the Board of Directors.

17.2 The Board of Directors shall, from Chapter funds, indemnify all Directors and Members against any judgment issued for which, by Article 17.1, the Director or Member is not personally liable.