CONSTITUTION of the KINGSTON AND THE ISLANDS FEDERAL LIBERAL ASSOCIATION
Article 1 – DEFINITIONS
1.1 In this Constitution:
1.1.1 “LPC” means Liberal Party of Canada;
1.1.2 “LPC(O)” means the Liberal Party of Canada (Ontario);
1.1.3 “OYL” means Ontario Young Liberals;
1.1.4 “EDA” means Electoral District Association known as the Kingston and the Islands Federal Liberal Association;
1.1.5 “OLP” means Ontario Liberal Party;
1.1.6 “Electoral District” means the electoral district of Kingston and the Islands as defined for the purposes of a federal election;
1.1.7 “EC” means the Association’s Executive Committee;
1.1.8 “OWLC” means Ontario Women’s Liberal Commission;
1.1.9 General Meeting” means any meeting of all members of the EDA, properly constituted pursuant to this Constitution.
Article 2 – OBJECTIVES
2.1 The objectives of the Association shall be:
2.1.1 To promote and make widely known and understood Liberal principles and policies in the Electoral District;
2.1.2 To provide a means of forwarding to the Leader of the LPC, Liberal Members of Parliament, and the LPC(O) the opinions of the members of the EDA;
2.1.3 To elect, promote and assist the nominated Liberal Candidate or the Liberal Member of Parliament for the Electoral District, both through membership activities, and through the provision of reasonable financial support in election campaigns;
2.1.4 To pass policy resolutions in accordance with the rules established by the LPC(O) Executive Board; and
2.1.5 In general, to actively pursue the objectives of the Party as set out in the LPC and LPC(O) constitutions.
Article 3 – MEMBERSHIP
3.1 Any person who lives in or is deemed to live in the Electoral District and is a member of LPC, as determined by the LPC constitution, is deemed to be a member of the EDA.
3.2 Subject to the relevant provisions of the LPC Constitution and any by-laws or other rules in effect, a member of the EDA has the right to:
3.2.1 attend, speak, and vote at a general meeting of the EDA;
3.2.2 stand as a delegate or an alternate delegate to any convention or general meeting of LPC for which the EDA is entitled to send delegates;
3.2.3 subject to the rules of LPC(O), stand as a delegate or an alternate delegate to any convention or general meeting of LPC(O) for which the EDA is entitled to send delegates;
3.2.4 subject to the relevant provisions of the LPC(O) Constitution and this Constitution, stand for any office in the EDA;
3.2.5 vote on the Leadership Vote and on the Leadership Endorsement Ballot conducted in the EDA;
3.2.6 subject to the relevant provisions of the LPC(O) Constitution, appeal to an appeals tribunal established by LPC(O) in relation to all matters arising under this Constitution; and
3.2.7 participate in the Policy Committee of the EDA.
3.3 Subject to the relevant provisions of the LPC Constitution, an associate member of the EDA has all the rights of a member of the EDA, except the right to vote at a General Meeting of the EDA.
Article 4 – THE EXECUTIVE COMMITTEE OF THE EDA
4.1 The Association shall have an Executive Committee composed of:
4.1.1 A President;
4.1.2 A Vice-President;
4.1.3 A Secretary;
4.1.4 A Treasurer;
4.1.5 A Membership and Data Management Director;
4.1.6 A Fundraising Director;
4.1.7 A Policy Director;
4.1.8 A Communications Director;
4.1.9 An Events Director;
4.1.10 A Volunteer Director;
4.1.11 An Outreach Director;
4.1.12 A Youth Director;
4.1.13 1 Director at Large;
4.1.14 If the Electoral District is held by a Liberal Member, that Member and the newly-nominated candidate for the next election or by-election, if any; otherwise, the defeated Liberal candidate in the last election or by-election, to be replaced by the newly nominated candidate for the next election or by-election once nominated;
4.1.15 The immediate Past President of the EDA;
4.1.16 An Election Readiness Director, who shall be appointed by the sitting Liberal Member of Parliament or the newly nominated Liberal candidate for the next election or by-election (or by the EC in the absence of either), who shall be a non-voting, ex-officio member of the EC;
4.1.17 The President of the Queen’s University Liberal Association, who shall be a nonvoting, ex-officio member of the EC;
4.1.18 The Presidents of those provincial Liberal EDAs whose boundaries overlap those of this EDA shall be nonvoting, ex-officio members of the EC;
4.1.19 the President of the federal OYL Club, if any, within the Electoral District,;
4.1.20 the President of the APLCO Association, if any, within the Electoral District;
4.1.21 the President of the Women’s Liberal Club or Association, if any, within the Electoral District; and
4.1.22 the President of the Senior’s Liberal Club or Association, if any, within the Electoral District.
4.2 The table officers (i.e. voting members) of the EDA shall be those people elected to the positions listed in 4.1.1 through 4.1.15.
4.3 At least one (1) person twenty-five years of age or under shall be on the EC;
4.4 Directors in the positions listed in 4.1.4 through 4.1.12 may, subject to the approval of the EC, each appoint a deputy director to assist their respective director and to exercise the duties and responsibilities of that director should he or she be unavailable.
4.5 Quorum for the EC shall be five (5) voting members.
4.6 The EC shall have the following powers:
4.6.1 To manage the affairs of the EDA between annual meetings, provided that the EC shall act in accordance with any direction of the EDA passed at a general meeting thereof, and in accordance with the EDA, LPC, and LPC(O) constitutions;
4.6.2 To delegate duties and responsibilities to those committees established in accordance with the provisions herein;
4.6.3 To declare vacant the position of an officer of the EC, who has failed to carry out her/his specified duties and responsibilities without good reason, by a two-thirds (2/3) majority vote of the EC.
4.6.4 To fill a vacancy in the EC for the remainder of the current mandate; and
4.6.5 To retain an auditor to audit the accounts of the EDA before each annual meeting, as required by the Canada Elections Act, and to present the auditor’s report at the annual meeting.
4.7 The officers of the EC shall have the following rights, duties and responsibilities:
4.7.1 The President shall, when present, preside at all meetings of the EDA and of the EC. The President shall ensure that the EDA complies with all non-financial provisions of the Canada Elections Act and shall act as the Chief Executive Officer under that Act. The President or his/her designate shall represent the EDA at the Executive Board of the LPC(O), regional meetings, and the LPC Council of Presidents.
4.7.2 The Vice-President will exercise the powers of the President in the absence of the President.
4.7.3 The Treasurer shall be responsible for funds raised by or owing to the EDA. The Treasurer shall attend to the EDA’s banking and pay all accounts of the EDA by cheque after approval by the EC. The Treasurer shall keep account books for the EDA and will sign cheques together with the President or the Vice-President. The Treasurer shall ensure that the EDA shall comply with all financial provisions of the Canada Elections Act and act as the Chief Financial Officer under that Act. The Treasurer shall also be responsible for preparing a complete financial statement for the EDA and submitting it to LPC(O) within five months of the end of each calendar year. Such statement shall be signed by the President and Treasurer of the EDA, attesting to the fact that the statement has been approved at a meeting of the EC, and setting out the date of such meeting.
4.7.4 The Secretary, on the instruction of the President, shall call and set the agenda for all meetings of the EDA and of the EC. The Secretary shall keep written minutes of each meeting and shall distribute such minutes of each meeting at the subsequent meeting for ratification. The Secretary shall keep a record of all EDA correspondence and ensure that the riding constitution remains compliant with the provisions in both the LPC and the LPC(O) constitutions.
4.7.5 The Membership and Data Management Director shall chair the EDA’s Membership Committee (if any) and shall create and implement an annual plan to renew the membership of existing members and to actively recruit new members. The Membership and Data Management Director shall also chair the EDA’s Data Management Committee (if any) and shall oversee the management of data held by the EDA, or in association with the sitting Liberal Member of Parliament (if any), LPC and LPC(O).
4.7.6 The Fundraising Director shall chair the EDA’s Fundraising Committee (if any) and shall be responsible for a yearly fundraising plan and for coordinating special events and fundraising for the EDA. The Fundraising Director shall be responsible for the Victory Fund if no other member has been given this responsibility.
4.7.7 The Policy Director shall be responsible for and chair the EDA’s Policy Committee and should aim to submit one or more policies on behalf of the riding to LPC(O) and or LPC, as required, each year.
4.7.8 The Communications Director shall chair the EDA’s Communications Committee (if any) and shall be responsible for the EDA’s website, newsletters and regular communications with members. If the sitting MP’s or nominated Candidate’s campaign team are not active, the Communications Director shall also be responsible for media liaison, coordinating responses to media reports of concern to the EDA and developing and implementing a plan to convey the Liberal message to local voters. If the campaign team is active, the Communications Director shall support and coordinate with his or her counterparts in the campaign team on the aforementioned activities.
4.7.9 The Events Director shall chair the EDA’s Events Committee (if any) and shall plan and coordinate both member-focussed and outreach events that have been approved by the EC.
4.7.10 The Volunteer Director shall chair the EDA’s Volunteer Committee (if any) and shall serve as the Senior Volunteer Coordinator for the EDA. If the sitting MP’s or nominated Candidate’s campaign team are not active, the Volunteers Director shall also be responsible for developing and implementing the EDA’s volunteer recruitment, retention and appreciation plan. If the campaign team is active, the Volunteer Director shall support and coordinate with his or her counterparts in the campaign team on the aforementioned activities.
4.7.11 The Election Readiness Director shall chair the EDA’s Election Readiness Committee (if any). If the sitting MP’s or nominated Candidate’s campaign team are not active, the Election Readiness Director shall also be responsible for developing and implementing the EDA’s action plan for laying the pre-writ groundwork for winning the next and subsequent federal elections. If the campaign team is active, the Election Readiness Director shall support and coordinate with his or her counterparts in the campaign team on the aforementioned activities.
4.7.12 The Outreach Director shall provide leadership and coordination for strategies and actions to better engage the Association and its members with the broader Kingston and the Islands community and with identified sub-communities.
4.7.13 All Directors-at-large shall sit on at least one EDA committee.
4.8 The immediate past president of the EDA shall lose his or her entitlement to be the past president, by virtue of serving as past president of the EDA during the current period, if his or her membership in the EDA terminates and he or she does not become a member of the EDA within 6 months of the termination of his or her membership.
4.9 The EC shall meet upon receiving five (5) days notice from the Secretary acting under the direction of the President or acting on the written request of three (3) other members of the EC. The notice period may be abridged by the President but only where circumstances so require, or if notice is waived by all members of the EC.
Article 5 – COMMITTEES
5.1 The EDA or EC may form committees from time to time. Such committees must be established by way of resolution of the EC or through a motion at an Annual General Meeting.
5.2 Members who do not sit on the EC may be asked to sit on EDA Committees
5.3 The President and either the Liberal Member of Parliament or the nominated Candidate for the riding (at the discretion of the former in cases where they are different individuals), shall be ex-officio members of every EDA committee.
Article 6 – ANNUAL AND GENERAL MEETINGS
6.1 The procedure to be followed at an Annual Meeting of the EDA shall be determined by the Executive Board of LPC(O).
6.2 There shall be an Annual Meeting of the EDA within 15 months of the previous annual meeting.
6.3 General Meetings may be called by the President of the EDA or by the EC. The EC shall call a general meeting of the EDA if so petitioned in writing by 40 members in good standing of the EDA. The petition must stipulate the reason for the request for the General Meeting.
6.4 The President of the LPC(O) may direct the EC to call a General Meeting, and if the EC fails to do so, the Management Committee of the LPC(O) shall call the Meeting.
6.5 Notices for Meetings
6.5.1 Notice of all Annual and General Meetings of the EDA other than Nominating Conventions, or a meeting to select delegates to a leadership convention, shall be sent pursuant to the notice requirements of the LPC(O) constitution. (28 days in advance of an AGM and 14 days in advance of a General Meeting)
6.5.2 Notice requirements of nominating conventions shall be determined by the National Campaign Committee.
6.5.3 Notice of meetings to select delegates to a leadership convention shall be given in accordance with the LPC constitution and any by-laws or rules made thereunder.
6.5.4 All notices shall be given to all members and associate members of the EDA.
6.6 To stand for election at an AGM, a member must file his or her intent to run with the Nomination Committee Chairperson of the EDA and the Secretary of LPC(O) at least fourteen days before the Annual Meeting. If there should be no person who has provided notice to run for any position on the EC, then nominations may be taken from the floor for such unacclaimed positions. To stand for election, the candidate must be a member in good standing at the time that the intent to run is filed. In circumstances in which he or she considers appropriate, the President of the LPC(O) may waive this requirement in respect of any particular office of the EDA or may substitute a shorter notice period as he or she sees fit.
6.7 Membership Voting “Cut-offs”
6.7.1 All persons entitled to vote at an Annual or General Meeting of the EDA shall be members of the EDA for not less than seven days prior to such meeting, excluding the date of the notice but including the day of the meeting (“Membership Cut-off Date”).
6.7.2 The Membership “Cut-off” date for Nomination Conventions shall be determined by the National Campaign Committee.
6.7.3 The Membership “Cut-off” date for meetings to select delegates to a leadership convention shall be as determined pursuant to the LPC Constitution and any by-laws or rules made thereunder.
6.8 The President of LPC(O) shall designate, in writing, a person to chair that part of any meeting of members or convention relating to the election of officers, delegates or candidates. The Executive Board of the LPC(O) may delegate such authority to the appropriate Regional President. The President of LPC(O) or designate may name a person or persons to accept applications for membership in the EDA and to so chair the meeting or convention, both at the expense of the EDA.
6.9 Delegate Selection Voting Requirements
6.9.1 At a meeting to elect delegates to an LPC(O) or LPC convention, meeting or policy rally, one (1) ballot shall be cast for all positions. Those receiving the highest number of votes shall be delegates up to the required number, and those receiving the next highest number of votes shall be alternates up to the required number, provided the required men, women, seniors and youth positions respectively receiving the highest required number of votes shall be elected to the respective positions as delegates and alternates.
6.9.2 In the event any delegate fails to register at the meeting or convention of LPC(O) or LPC to which they have been elected, alternates present there shall fill such vacancy in order of votes received, provided that men, women, seniors and youth positions shall be filled only by men, women, seniors and youth respectively.
6.9.3 A delegate to any meeting of the LPC or LPC(O), must be a member or associate member of the EDA at the time of election.
6.10 At the Annual Meeting, the President shall present an Annual Report, the Treasurer shall present a financial report (including the last audited financial statement of the EDA) for approval, and any other director may present a report, unless required to do so by the EC or the membership.
6.11 The election of officers of the EC shall be by secret ballot if there is more than the minimum required number of candidates nominated to fill each office.
6.12 Quorum for an annual or general meeting of the EDA shall be twenty (20) members.
Article 7 – NOMINATING CONVENTIONS
7.1 The procedure to be followed at a Nominating Convention for the nomination of a Candidate shall be as determined by the National Campaign Committee.
7.2 Where a person who is a member of the EC indicates an intention to seek the nomination as a candidate of the EDA in a Federal election or by-election, that person shall forthwith take a leave of absence as a member of the EC until the Nominating Convention is held or nominations are closed with only one declared candidate, whichever comes first.
Article 8 – CONSTITUTIONAL AMENDMENTS AND APPLICATION
8.1 This Constitution may only be amended at an annual meeting or a general meeting called for that purpose. Notice of proposed amendments, other than those proposed by the Constitution Committee, must be made by at least two (2) members in good standing of the EDA. Proposed amendments must be in writing and delivered to the President of the EDA and to the Chair of the Constitution Committee, if any, at least forty-eight (48) hours prior to the applicable EDA meeting.
8.2 Approval of a constitutional amendment requires the support of at least two-thirds (2/3) of the members present and voting (excluding abstentions).
8.3 Notwithstanding any express or other statement in this Constitution to the contrary, this Constitution shall conform to the provisions of the LPC or LPC(O) constitutions. In the event of conflict between this Constitution and the LPC(O) Constitution, the latter shall prevail.
8.4 Where this Constitution is silent on a particular point or issue, the EDA shall refer to the relevant provisions of the LPC or LPC(O) constitutions and the rules there under. If the LPC(O) or LPC constitution is silent on that point or issue, the EDA will act in accordance with the most democratic procedure possible.
8.5 This Constitution may be amended from time to time by the EC in consultation with LPC(O) to make those housekeeping changes necessary to keep this Constitution in compliance and consistent with LPC/LPC(O) constitutions.
8.6 A copy of this Constitution as amended from time to time shall be sent to the Liberal Party of Canada (Ontario) within 10 days of its adoption or amendment.
Article 9 – NOTICES
9.1 Any written notice required or permitted to be given to any person shall be validly given if delivered personally or if mailed by pre-paid ordinary mail to such person at his or her last known address, and such notice shall be deemed given and received on the date of such delivery or mailing, as the case may be.
9.2 Notwithstanding article 9.1, any notice required under this constitution may be sent by email to the email address contained in the National Membership Registry of LPC for a member instead of being sent by pre-paid, ordinary mail. However, if the sender of such notice is informed that the email was not delivered, then notice must be sent as required by article 9.1 and it shall be effective as of the date it was originally sent via email.
Adopted at the annual general meeting of the Kingston and the Islands Federal Liberal Association on March 18th, 2012.