Constitution & Bylaws
Community Health Nurses Association of Canada
Constitution and Bylaws
Approved, September 18, 2005
Revisions approved May 28, 2006
COMMUNITY HEALTH NURSES ASSOCIATION OF CANADA
1. The name of the Association is the Community Health Nurses Association of Canada (C.H.N.A.C.).
2. The office of the Association will be situated in the home of the President or the appointed designate.
3. The objective for which the Association is founded are:
a. To promote standards of Community Health Nursing Practice throughout Canada.
b. To promote quality assurance in Community Health Nursing services.
c. To provide a forum for Community Health Nurses to communicate more effectively, discuss common concerns, to share knowledge and expertise on a national basis.
d. To promote research in Community Health Nursing issues.
e. To promote professional and public awareness of Community Health Nursing Practice.
f. To encourage members to participate in affairs promoting the public and community well-being.
g. To make such by-laws as may be deemed necessary and advisable concerning the administration and management of the affairs of the Association, and from time to time to alter and repeal any such by-laws.
h. To regularly evaluate the Association’s Mission, Vision and Values for continued relevance and meaning for the Association and its members.
4. The organizational structure of the Community Health Nurses Association of Canada will consist of an executive committee of the President, President-Elect, and/or Past President, Secretary/Treasurer and Communications Officer/Newsletter Editor; and a Board Committee including the above roles in addition to representatives from each province/territory.
SECTION 1. Group Membership: Registered Nurses who are members of their Nursing Association Provincial/ Territorial Community Health Nursing Group are members in CHNAC provided that Canadian Nurses Association members compose at least 70% of the Provincial/ Territorial Group membership, and, that the Provincial/Territorial Group has paid the appropriate membership fee for the present year.
SECTION 2. Individual Membership: Any registered nurse residing in a province/territory that does not have an established community health nursing is eligible for individual membership in C.H.N.A.C. upon completion of the registration form and payment of the membership fee. Any student enrolled in an approved or accredited nursing program in Canada is eligible for individual membership in C.H.N.A.C., upon completion of the membership form and payment of the annual membership fee.
SECTION 3. Affiliate Membership: Affiliate membership may be conferred by the Board of Directors upon any other national organization. This membership status has no voting privileges and cannot hold executive office.
SECTION 4: Membership Fees: Each Provincial/Territorial Community Health Nursing Group shall pay a group membership fee to C.H.N.A.C.
This fee shall be an amount or amount as may from time to time be fixed by the Board of Directors and ratified at the Annual meeting of the Association.
The annual membership fee shall be due and payable on or before January 1 of each year.
Only Provincial/Territorial groups in good standing, that is, with their representative active on the Board and their membership fees fully paid for the current year, shall participate in the transaction of business of the Association and be elected to office.
Individual and affiliate membership fees and student membership fees shall be an amount or amounts as may from time to time be fixed by the Board of Directors and ratified at the Annual meeting of the Association.
SECTION 1. Board of Directors: The Board of Directors shall be composed of the Executive Committee, a Provincial/Territorial representative from each participating Province/Territory, and the individual serving as the National Stakeholder Liaison.
SECTION 2. Executive Committee: The Executive Committee shall be composed of the President or Co-Presidents, Past President, President Elect, Secretary/Treasurer and Communications Officer.
SECTION 3. Provincial/Territorial Representatives: Each Provincial/Territorial Community Health Nurses Group shall appoint or elect a representative to the Board of Directors. In provinces/territories without an existing group, the CHNAC Board will issue a call for nominations and will hold elections during the Annual General Meeting.
SECTION 4. Terms of Office: The officers of the Association shall hold office for a term of two (2) years following their election at the Annual Meeting. An executive member, with the exception of the President and President-Elect, may hold a specific maximum of two (2) consecutive terms.
SECTION 5. Powers of the Board of Directors: The Board of Directors shall represent and manage the Association in all its business affairs, subject to the provisions of these by-laws. The board shall supervise all publications and statements issued on behalf of the Association or using the name of the Association in any manner whatsoever. The Board of Directors may create and dissolve projects and special committees as it may deem expedient for carrying out the work of the Association.
SECTION 6. Meetings of the Board of Directors: The Board of Directors of the Association shall hold a meeting a minimum of twice yearly.
Additional meetings of the Board of Directors may be held at the call of the President or shall be called on direction in writing or two (2) members of the Board of Directors within three (3) months of the request.
The President or designate shall preside at all meetings of the Board of Directors.
SECTION 7. Quorum for Board of Directors Meetings: Three members shall constitute a quorum at any meetings of the Board of Directors.
SECTION 8. Vacancies: Should a vacancy occur on the Executive Committee, the Board of Directors shall appoint a member to fill the position of the remainder of the term.
Should a Provincial/Territorial Representative vacate a position, the community health nursing association of that province/territory shall appoint a member to fill that position for the remainder of the term. Where there is not an existing community health nursing association, the Board of Directors will appoint a community health nurse in collaboration with the province/territory.
SECTION 9. Signing Officers: The signing officers of the Association shall be the Secretary/Treasurer or the appointed designate who are accountable to generally accepted accounting principles.
SECTION 10 Fiscal Year: The fiscal year of the Association shall be the calendar year, January 1, to December 31.
NOMINATIONS AND ELECTIONS
SECTION 1. Nominating Committee: The Nominating Committee shall be composed of the Past President and two (2) other members. The Past President or designate shall act as chair. The Nominating Committee shall be appointed by the Board of Directors at least six (6) months before a vote for the election of officers.
SECTION 2. Duties of the Nominating Committee: Duties of the Nominating Committee shall consist of the following:
a. To poll members for suggestions and nominees for the Executive Committee.
b. To obtain consent of nominees to stand for election.
c. To prepare a written list of nominees whose consent has been obtained and deliver, or cause to be delivered, to all regular members of the Association at least one (1) month prior to the election of officers.
d. To call for further nominations (for executive positions) and to carry out an election at the annual general meetings.
SECTION 3. Each Provincial/Territorial Community Health Nurses Group shall appoint or elect a representative to the Board of Directors. In provinces/territories without an existing provincial or territorial group, the CHNAC Board will issue a call for nominations at least 60 days prior to the date of the Annual General Meeting. For each province or territory without a Community Health Nurses Group, the CHNAC members in good standing at the time of the election call will elect or appoint from within their province/territory a representative to serve on the CHNAC Board of Directors. All nominees must be members in good standing at the time of the election call.
The CHNAC Board of Directors shall ensure that a credible mechanism which would include timing and process, is in place to hold these provincial/ territorial elections.
OFFICERS OF THE ASSOCIATION
SECTION 1. Association Officers: The officers of the Association shall be a President, President-Elect, Secretary/Treasurer, Communications Officer/Newsletter Editor, Provincial/Territorial Representatives, and National Stakeholder Liaison Member.
The President-Elect shall automatically become President the term following election as President-Elect. All officers shall assume their positions at the close of the Annual Meeting.
DUTIES OF OFFICERS
SECTION 1. President: The President/Co-Presidents shall supervise the business and affairs of the Association and represent it during his or her term in office. The President/Co-Presidents shall be a member ex-officio of all committees and perform all duties incidental to the office. The President/Co-Presidents shall be the Association’s representative to the Canadian Nurses Association. The President/Co-Presidents shall preside at all meetings of the Association.
SECTION 2. President-Elect: The duties of the President-Elect shall be such as may be assigned by the Board of Directors and in the absence of the President, the President-Elect shall perform the President’s duties.
SECTION 3. Past President: The Past-President shall undertake such duties as may from time to time be assigned by the Board of Directors.
SECTION 4. Secretary/Treasurer: The Secretary/Treasurer shall keep or cause to be kept full and accurate accounts of all financial transactions of the Association and shall deposit or cause to be deposited all monies and securities of the Association in the name of the Association in such depositories as may from time to time be designated by the Board of Directors. The Secretary/Treasurer shall also be responsible to prepare or arrange for the preparation of any necessary statements and receipts relating to the financial transactions of the Association and shall perform such other duties as may be required by the Board of Directors. The Secretary/Treasurer shall keep or cause to be kept all books and records which by law or otherwise are required to be kept and shall also be responsible for sending out notices of meetings. The Secretary will keep or cause to be kept a record of meeting minutes and shall perform such other duties as may be required by the Board of Directors.
SECTION 5. Communications Officer: The Communications Officer shall be responsible for any communication required by the Association, the newsletter and any other duties that may be required by the Board of Directors.
SECTION 6. Provincial/Territorial Representatives: Provincial/Territorial Representatives are the official liaison between C.H.N.A.C. and their provincial/territorial Community Health Group or community health nurses in their jurisdiction. They will act as ambassadors for CHNAC, be in regular communication with CHNs in their jurisdiction, inform the Board of Directors of trends and issues in their jurisdiction and prepare an annual, typed report to be presented at the Annual Meeting.
SECTION 7: The National Stakeholder Liaison member will act as an ambassador for CHNAC at national activities/gatherings and inform the Board of Directors of trends, issues and opportunities relevant to CHNAC’s mission and objectives.
ACCOUNTABILITY OF EXECUTIVE BOARD MEMBERS
SECTION 1: A process will be in place to identify and monitor the accountability of Board members with regards to fulfilling their duties of office.
SECTION 2: Board members who are unable to fulfill their duties as set out in the bylaws will be reviewed by the Board. Board members who miss 2 consecutive Board meetings without satisfactory reason may also be reviewed by the Board. Notice of termination will be determined by 2/3 majority vote of the Board.
SUPPORT FOR AFFILIATED PROVINCIAL/TERRITORIAL COMMUNITY HEALTH NURSING ASSOCIATIONS/GROUPS
SECTION 1: CHNAC will provide support to provincial/territorial community health nursing associations/groups through the Board representative, to strengthen and promote the group’s sustainability through a strong and relevant program of membership services.
MEETINGS OF ALL MEMBERS OF THE ASSOCIATION
SECTION 1. Annual Meetings: A meeting shall be held once a year at a time and place which shall be fixed by the Board of Directors. Notification of the time, place, and agenda are to be sent to all regular members in good standing at least two (2) months in advance.
SECTION 2. Special Meetings: The Board of Directors may, whenever they think fit, or shall upon the request made in writing by a minimum of three (3) regular members in good standing, call a Special Meeting within four (4) months of the request with the same provisions as to notification of time and place described above. The written request for this Special Meeting shall express the purpose of the meeting and shall be sent to the President of the Association by registered mail.
SECTION 3. Voting: Each Executive Officer, each Provincial/Territorial Representative and the National Stakeholder Liaison member shall have one vote. In the case of a tie vote, the President shall have a second or casting vote. A majority of votes of the Board of Directors members present at any meeting or polled by ballot shall decide any questions.
SECTION 1. Other Committees: The Executive Committee shall have the power to create such committees as it may from time to time deem advisable. The membership and terms of reference for these committees are to be decided by the Executive Board.
RULES OF ORDER
SECTION 1. Rules of Order: Robert’s Rules of order New Revised – Current Edition.
SECTION 1. By-Lay Amendments: These by-laws may be added to, altered, repealed or amended at the Annual Meeting of the Association by a majority of the votes case provided that the notice of such Annual Meeting has been advised that such amendments would be dealt with at that time.
SECTION 1. The accounts shall have an external audit done annually prior to the Annual Meeting.