1.1 This organization shall be known as
the "Canada-United States Inter-Parliamentary Group".
2. Aim:
2.1 The aim is to exchange information
and promote better understanding between Canadian and United States parliamentarians of common interests and accomplishments, as well as
differences and difficulties, rather than to arrive at binding decisions.
3. Membership:
3.1 Membership shall be open to all
Members of the Senate and House of Commons of Canada on application and payment
of an annual membership fee.
4. Operating Year:
4.1 The operating year of the Group
shall be the fiscal year, commencing on the first day of April and ending on
the thirty-first day of March.
5. Annual General Meeting (AGM)
5.1 At least one meeting of the general
membership shall be held each fiscal year.
5.2 An Annual General Meeting must be
held within 60 calendar days of the Opening of a new Parliament.
5.3 The Executive Committee or 10
members of the Group may, upon a minimum of two weeks notice, call an Annual
General Meeting.
5.4 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.
5.5 The Annual General Meeting shall:
a)elect the members of the Executive Committee;
b)receive a summary report of the expenses of the previous fiscal
years and a written report of the association’s activities for that year from
the co-chairs;
c)amend, where necessary with one week’s notice, the group’s
constitution by a two-thirds vote of the members’ present at the meeting;
d)make suggestions and adopt resolutions in accordance with the aims
of the group;
e)transact any other necessary business.
5.6 The association secretary shall
distribute nomination forms to all members of the Group.
5.7 Nominations should be received at
least three calendar days in advance of the Annual General Meeting. The
association secretary shall prepare a nominations report based on nominations
received. Once the deadline has passed, the nominations shall be made public.
5.8 In order to be eligible to vote,
parliamentarians shall be members of the group at least seven calendar 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.
5.9 Nominations shall only be accepted
from the floor at the Annual General Meeting for positions for which no candidate
has been nominated.
5.10 The election 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 and who is not
nominated for a position on the executive of the group.
5.11 Elections shall be conducted by
secret ballot with the support of the association secretary and additional
necessary staff from the International and Interparliamentary Affairs
Directorate.
5.12 The ballot box shall be placed in
full view and each parliamentarian shall insert his or her own ballot into the
box.
6. Special General Meetings
6.1 The executive committee or 10
members of the group may, upon two weeks notice, call a special general
meeting.
7. Executive Committee
7.1 The Executive Committee shall be elected
at the Annual General Meeting and be composed of at most 17 members, with 30%
of its members from the Senate and 70% from the House of Commons.
7.2 Each recognized political party
should be represented on the executive committee in numbers proportionate to
their representation in the House; nothing precludes an independent Senator or
MP from being a member of the executive.
7.3 The Executive Committee will be
composed of the following:
a)Honorary Presidents- The Speakers of both Chambers;
b)Co-Chairs: One from the Senate and one from the House of Commons.
The term of office for the Co-Chairs shall be two years with re-election
possible;
c)Vice-Chairs: The number shall be recommended by the Nominations
Committee to reflect the party representation in both Chambers. The term of
office for Vice-Chairs shall be two years with re-election possible;
d)Elections for the Co-Chairs and Vice-Chairs of the Senate and the
House of Commons will be held on alternate years.
7.4 The Executive Committee shall meet
at least twice yearly to:
a)direct and manage the affairs and budget of the group in accordance
with the decisions taken at its General Meetings and directives of the Joint
Interparliamentary Council;
b)draw up a work plan and submit it to the Annual General Meeting;
c)approve any activities, including travel, that are added to the
group’s work plan over the course of the year;
d)convene the Annual General Meeting;
e)draw up a draft budget for the upcoming fiscal year and submit it to
the Joint Interparliamentary Council;
f)submit reports to the membership as required;
g)ensure that regular reports are submitted to the Senate and House of
Commons, as required in the rules and practices of both Houses;
h)appoint a member to replace any executive member who is unable or
unwilling to complete his or her term of appointment.
7.5 The executive shall meet at the
call of the Co-Chairs or any four of its members.
7.6 Quorum should be set at five or at
one third of the total membership in the executive, whichever is the lesser
amount, provided that a representative from each house is present.
8. Selection of Delegations:
8.1 The Executive Committee shall
notify the membership of Group activities and select delegates, including the
Leaders, to meetings of the Canada-United States Inter-Parliamentary Group, in
consultation with the Party leaderships, taking into account the following:
a)the need for a strong Canadian delegation;
b)that selection should be based on active participation in
Parliamentary Committees or in study groups examining relevant issues of
Canada-United States relations and the need for some continuity;
c)that participation provides a valuable opportunity to increase
understanding about attitudes and policies and that this educative experience
should be available to the widest possible number of parliamentarians;
d)that fair representation on delegations be given to recognized
parties;
e)that, as a condition of participation, prospective delegates must
agree to take part in briefing programs and to give the time required to prepare
themselves to make a contribution at these bilateral meetings.
8.2 Each Whip shall approve the
participation of their party’s members for all group activities
9. Nominations Committee:
9.1 The Nominations Committee shall
consist of the Co-Chairs of the Group and the representatives of recognized
Parties in both Chambers, or their nominees. A meeting of the Nominations
Committee shall be convened at the call of the Co-Chairs.
9.2 The Nominations Committee shall:
a)determine the size of the Executive Committee and the basis of
representation form recognized Parties of both Chambers.
b)present a report to a meeting of the general membership called to
elect the Executive Committee.
9. 3 The guiding principles for
selection of nominees as members of the Executive Committee shall be
demonstrated interest in Canada-United States relations, willingness to accept
the post and to give the time required to carry out the duties and
responsibilities.
10. Staffing Arrangements:
10.1 International and
Interparliamentary Affairs is responsible for providing the organization and
administrative support for the Group’s activities.
10.2 The Executive Secretary of the
Group shall be responsible for the management of the activities of the Group
and shall be accountable to the Executive Committee, and particularly to the
Co-Chairs.
11. Dissolution of Parliament:
11.1 In the event of a dissolution of
Parliament the Executive Committee in office at that time shall carry on the
affairs of the Group until an annual general meeting elects a new Executive
Committee, with due regard to policies and related procedures as set out in the
Financial Management and Policy Guide for Parliamentary Associations.