R U L E S
as amended at the Annual General Meeting, March 3, 2009
organization shall be known as the "Canada-United Kingdom
Canada-United Kingdom Inter-Parliamentary Association shall promote exchanges
between British and Canadian Parliamentarians, with the aim of developing
greater understanding of differences in the operation of the parliaments of our
countries and of increasing co-operation between parliamentarians on matters of
mutual concern in international bodies and on domestic issues.
(1) Membership is open to all Members of the Senate and House
of Commons of Canada on application and payment of an annual membership fee.
(2) Ex-officio members - the Speakers of the Senate and House
of Commons shall be the Honorary Chairmen and the Leaders and the House Leaders
of the recognized political parties in both Chambers shall be the Honorary
Vice-Chairmen who shall serve in an advisory non-voting role.
4. Operating Year:
year of the Association shall correspond to the fiscal year, commencing on the
first day of April and ending on the thirty-first day of March.
5. Annual General Meeting:
(a) An annual General Meeting of the Membership shall be held
each fiscal year in the National Capital at a time when Parliament is in
session. An AGM must be held within 60 calendar days of the Opening of a new
Parliament. The Executive Committee or 10 members of the Association may, upon
a minimum of two weeks written notice to the Executive Secretary, call an
Annual General Meeting. It shall:
Elect the members of the Executive Committee
Receive a summary report of the expenses of the
previous fiscal year and a written report of the association’s activities for
that year from the Chair
Amend, where necessary and with one week’s
notice, the association’s Rules by a two-thirds vote of the members present at
Make suggestions and adopt resolutions in
accordance with the aims of the association
Transact any other necessary business
(b) Electronic notice addressed to their Parliamentary offices
shall be given to all Members at least 10 sitting days in advance. Such notice
shall include the date, time and place of the meeting and any proposed changes
in the Rules, and notice of the process for nomination.
(c) Voting shall be by secret ballot.
(d) 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.
6. Special General Meeting:
General Meeting of the membership may be called at any time by the Chairman or
any ten members of the Association. Notice shall be given as for an Annual General
Meeting. It shall transact only such business as was specified in the notice
of the meeting.
7. Executive Committee:
An Executive Committee shall be elected at the
Annual General Meeting to be composed of 11 members, with 30% of its members
from the Senate and 70% from the House of Commons, to positions as determined
in each association’s constitution.
Members shall be members of the Association in
good standing and shall not be a Chair of another Parliamentary Association.
Each recognized political party should be
represented on the Executive Committee in numbers proportionate to their
representation in each Chamber; nothing precludes an independent Senator or MP
from being a member of the Executive.
To the extent that it is possible given the
desirability that each political party should be represented on the executive
and the size of these parties, members should not be eligible to serve on more
than one association’s executive committee.
A Vice-Chair shall as necessary assume the
duties of the Chair if he is unable or unwilling to act. The senior Vice-Chair
shall be the representative of the Chamber other than that of the Chair.
If the Chairman is a Senator, both Vice-Chairs
according to seniority in the House of Commons shall be members of the House of
Commons, but not vice-versa.
The executive shall meet at the call of the
Chair or any four of its members.
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. Functions of the
The Executive Committee shall meet at least twice yearly to:
Direct and manage the affairs and budget of the
association in accordance with the decisions taken at its general Meetings and
directives of the Joint Interparliamentary Council.
Approve any activities, including travel, that
are added to the association’s work-plan over the course of the year.
Convene the AGM
Draw up a draft budget for the upcoming fiscal
year and submit it to the Joint Interparliamentary Council
Submit reports to the membership as required
Ensure that regular reports are submitted to the
Senate and House of Commons, as required in the rules and practices of both
may replace for the balance of the term any of its members who are unable or
unwilling to carry out their duties.
9. Nominations Committee:
(1) There shall be a Nominations Committee for the election of
the Executive constituted as follows:
a) The Chair and Vice-Chairs;
b) The Whips of both Houses.
(2) The Committee shall meet at the call of the Chair to
submit to the Annual General Meeting the names of all members who may have been
proposed and to recommend an Executive.
(3) Other nominations may be received from or on behalf of any
member of the Association. They shall be presented in writing to the Executive
Secretary who shall put them at once before the Nominations Committee. Such
nominations shall include a statement of the willingness of the nominees to
serve if elected and shall be delivered to the Executive Secretary at least 48
hours before the date of the Annual General Meeting.
(4) Nominations may be moved from the floor at the Annual
10. Nominations and Election
of the Executive Committee
The Executive Secretary shall distribute
nomination forms to all members of the Association with the Notice of Meeting.
Nominations should be received at least 3
sitting days in advance of the Annual General Meeting. The Executive Secretary
will prepare a nominations report based on nominations received. Once the
deadline has passé, the nominations should be made public.
In order to be eligible to vote,
parliamentarians should be members of the association at least seven 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.
Nominations will only be accepted from the floor
at the AGM for positions for which no candidate has been nominated.
The elections 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 who is not nominated for a
position on the executive of the Association. Elections shall be conducted by
secret ballot with the support of the Executive Secretary and additional
necessary staff from the International and Interparliamentary Affairs
The ballot box shall be placed in full view
and each parliamentarian shall insert his or her own ballot into the box.
11. Representation of the
(1) Members shall be notified in writing of every opportunity
as it arises to represent the Association at any meeting in Canada or abroad.
(2) Every member shall have the right to apply for inclusion
in any such representation subject to:
a) the number of places available;
b) an application in writing on a form approved by the
Executive and included in the notification;
c) the decision of the Selection Committee.
12. Selection Committee
Upon the approval of its budget by the JIC, the
Executive Committee shall meet to establish its level of participation at each
of the activities listed in its work plan for that fiscal year;
If the names of the individual members who are
to participate at each of these activities are known, these are to be noted on
the record of the meeting and forwarded to the Whips for their approval;
For all other vacancies on delegations, the
association must send applications to its general membership for selection as
delegates to be determined by the Whips of each party, with due regard to the
need to build strong Canadian delegations at international conferences;
The following should serve as a guideline in the
selection of delegates;
Insuring a balance between each selected group
in order to give equitable opportunity for new qualified members to be chosen;
Selection of members who may be expected to
contribute to the success of a meeting and who will undertake to attend
briefing sessions in advance at home or abroad;
Should a vacancy occur in a selected delegation,
the Executive Committee may fill that vacancy in consultation with the Whips of
13. Executive Secretary:
Secretary of the Association shall be an officer of the International and
Interparliamentary Affairs Directorate assigned by the Clerk Assistant of the
Directorate. The Executive Secretary shall be accountable to the Executive Committee,
particularly to the Chair, and shall be responsible for providing the
administrative management for activities of the Association, for determining
and co-ordinating any additional resources required to support these activities
and will act as Secretary for outgoing delegations.
14. Rules of Procedure:
the Association shall be conducted in accordance with the procedures and
practices of the Canadian Parliament.
15. Dissolution of Parliament:
In the event
of a dissolution of Parliament, the Executive Committee in office at the time
shall carry on the affairs of the Association until a new Executive Committee
is elected, with due regard to policies and related procedures set out in the
Financial Management and Policy Guide for Parliamentary Association.