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Constitution

– For the Canadian Evaluation Society – National Capital Chapter –

ARTICLE I NAME AND STATUS:
The name of this organization shall be Canadian Evaluation Society - National Capital Chapter (hereinafter referred to as the "Chapter"). The Chapter shall be a bilingual organization.

ARTICLE II RELATIONSHIPS:

1. The Chapter is a fully recognized local of the Canadian Evaluation Society (hereinafter referred to as the "Society") with all rights, privileges and obligations pertaining thereto as detailed in the Letters Patent and attendant Consolidated By-Laws of the Society.
2. Nothing in this constitution shall be deemed to be in conflict with or run contrary to the spirit of the Letters Patent and attendant Consolidated By-Laws of the Society, unless expressly stated in this constitution.
3. The Chapter will collect fees from members of the Society residing within its territory and will emit the Society's share to the Society, generally at the end of every quarter. The Society will refer all applications that fall within the Chapter's territory to the Chapter. The Chapter will also maintain appropriate membership mailing lists and pertinent membership information and will ensure that the Society has up-to-date copies of these.
4. The Society may review, from time to time, the activities of the Chapter to ensure that they are in keeping with the requirements of the Society's Letters Patent and attendant Consolidated By-Laws.
5. The Chapter will submit to the Society an annual report on its activities and financial status for use at the Society's annual conference.

ARTICLE III PURPOSES:
In addition to supporting the objects of the Society as detailed in the Letters Patent:

1. To operate a program of meetings, seminars, professional development activities and other activities where the members of the Chapter may meet others who are working in, studying or using the products of Program Evaluation, and may exchange ideas about the practice of Program Evaluation.
2. To provide means for the distribution of useful information about Program Evaluation amongst members of the Chapter.
3. To increase public awareness of the nature and usefulness of Program Evaluation..

ARTICLE IV FISCAL YEAR:
The fiscal year of the Chapter shall run from July 1st to June 30th of the following year.

ARTICLE V MEMBERSHIP:

1. Membership shall be open to persons who reside within the territory of the Society, which is defined to be a fifty (50) kilometer radius of the Parliament Buildings in Ottawa, and who are interested in the practice and results of Program Evaluation.
2. Membership shall also be open to persons who reside in the territory of Nunavut to allow them to participate in activities organized in the National Capital Region by the Society
3. A person shall become a member of both the Society and the Chapter, simultaneously. The members shall consist of persons who apply for membership, pay the annual membership fee and as are from time to time admitted as members by the Society. The Society shall have sole discretion in determining all matters involving the establishment, appointment, and condition of membership in the Society. Each member shall be informed promptly by the Secretary of the Society of his/her admission as a member.
4. A member shall be entitled to all rights and privileges and shall discharge all obligations pertaining to membership in the Society as detailed in the Letters Patent and attendant Consolidated By-Laws of the Society.
5. Members of the Chapter shall be entitled to one (1) vote, with no proxy voting allowed.
6. With respect to the Chapter, a member shall be entitled to stand for election to the Board of Directors of the Chapter, to vote in such elections and to vote on changes in the constitution of the Chapter provided said election or vote occurs not less than twenty-one (21) calendar days after the date of payment and receipt of the annual membership fee.
7. The annual membership fee of the Society and the Chapter shall be the fee established by the Society, except in such cases where the Board of Directors of the Chapter deems that a surcharge is necessary to finance the Chapter's operations. Such a surcharge shall be recommended by the Board of Directors and approved by a majority vote of the members of the Chapter at a general meeting held no later than 60 days prior to the start of the year for which the change is to be effective.
8. The period of membership covered by the annual fee shall be the consecutive 12 month period following receipt of payment of the annual membership fee.

ARTICLE VI BOARD OF DIRECTORS:

1. The activities of the Chapter shall be under the general direction and authority of a Board of Directors.
2. This Board of Directors shall consist of the Past President plus eleven (11) members, with two (2) of the positions being reserved for post-secondary students.
3. The Past President shall normally be the immediate past Chairperson of the Board of Directors. In the event that this person is unable to serve, another previous Director, preferably a previous President, may be appointed to this position by the Board of Directors.
4. The Board of Directors shall elect from amongst its members the officers of the Chapter who shall be:
                   • President
                   • Vice-President of Professional Development
                   • Vice President of Networking
                   • Secretary
                   • Treasurer
   Officers are elected for a three (3) year term conditional to their being re-elected as Directors.
5. A Director shall cease to be eligible to remain as a Director of the Chapter:
   (a) if at any time he/she shall cease to be a member of the Chapter;
   (b) if, by notice in writing to the Chapter, he/she resigns his/her office, or
   (c) if the members of the Chapter by resolution passed by at least two-thirds (2/3) of the votes cast at a meeting of the members, of which notice signifying the intention to pass such a resolution has been given, remove him/her from office.
6. The Board of Directors shall hold a minimum of six (6) meetings each year. The Chairperson shall be empowered to call additional meetings of the Board of Directors.
7. Questions arising at any meeting of the Board of Directors shall be decided by a majority of votes of those Directors present. In the case of an equality of votes, the Chairperson of the meeting, in addition to his/her original vote, shall have a second or deciding vote.

ARTICLE VII NOMINATIONS AND ELECTIONS:

1. Elections of Directors shall be held in May of each fiscal year. Terms of office cover the period between July 1st and June 30th. Directors are elected for a three (3) year term and one-third of the Directors shall stand for election every year.
2. Election for the Board of Directors shall be from amongst nominated candidates who must be members of the Chapter.
3. In April of every year, an electronic notice shall be sent to all members to inform them of the upcoming elections and the nomination process.
4. All nominations of candidates for the Board of Directors shall be submitted to the Board of Directors no less than twenty (20) days prior to the Election.
5. All such nominations shall be signed by the candidate and two (2) other members of the Chapter and accompanied by a brief resume detailing professional affiliation, occupation and past CES involvement.
6. Each member of the Chapter shall be entitled to vote.
7. The Chapter shall send electronically a ballot to all members containing the names of the candidates along with their provided résumés and the process to cast votes. A minimum of 5 business days shall be provided for members to vote.
8. Candidates who receive the most votes shall be declared elected to the Board of Directors.
9. The two (2) candidates who receive the next greatest number of votes shall be registered as alternates in order of the number of votes each has received starting with the highest.
10. Any ties for election to the Board of Directors, or for being registered as an alternate or for the ordering of the alternates, shall be broken by drawing lots.
11. In the event that a member should resign from the Board of Directors, the Board of Directors shall ask the alternates, in order of listing, if they are willing to serve on the Board of Directors and the first one who agrees to serve shall be declared elected.
12. Notwithstanding sections 7 to 9 of Article VII, no vote shall be held if the number of candidates is equal to or smaller than the number of seats available. In such cases, candidates meeting all requirements established in this Constitution shall be elected by acclamation.
13. Notwithstanding sections 1 to 12 of Article VII, the Board of Directors selects, at its sole discretion, the two Directors who must be selected from amongst post-secondary students.

ARTICLE VIII RESPONSIBILITIES OF OFFICERS:

1. The President shall preside at all meetings of the Board of Directors, at the Annual Meeting and at all general and special meetings of the Chapter. In the absence of the President, the Past President or one of the Vice Presidents shall preside.
2. The President and the Past President, together, shall monitor and keep knowledgeable about the activities of the Chapter and draw to the attention of the Board of Directors any matters or problems of particular concern.
3. The Vice President of Professional Development shall have overall responsibility for the organization of professional development events, such as workshops and training courses.
4. The Vice President of Networking shall have overall responsibility for the organization of an Annual Conference, the Annual General meeting and other networking opportunities, such as Breakfast Session, social events, etc.
5. The Secretary shall, in consultation with the President and/or the Past President, call, arrange for and prepare agendas for all regular meetings of the Board of Directors. Any three (3) Directors may call and arrange for special meetings of the Board of Directors.
6. The Secretary shall keep, distribute and submit for approval the minutes of all meetings of the Board of Directors and of official business at the Annual Meeting and general and special meetings of the Chapter except that, in the absence of the Secretary, the President and/or the Past President, whichever is presiding, shall designate another Director to carry out these responsibilities.
7. The Treasurer shall have custody of the funds of the Chapter within a general banking resolution passed by the Board of Directors, shall keep or have kept proper books of account, shall make disbursements as authorized by budget or resolution of the Board of Directors, and shall make regular financial reports to the Board of Directors.
8. An audited financial statement will be prepared and made available to the Membership within 120 days of the end of the fiscal year. The Auditors shall be appointed by the Board of Directors prior to the completion of the fiscal year to be audited

ARTICLE IX COMMITTEES:

1. Committees of the Chapter shall be established as are deemed needed by the Board of Directors to organize and carry out functions and activities of the Chapter.
2. The Board of Directors shall appoint the members of these committees taking into account any recommendations of the committees affected or of the Nominating Committee.
3. The Chairperson of the Nominating Committee shall (normally) be the Past President who shall
   report to the Board of Directors on the activities of this committee.
4. For all other committees the Board of Directors shall appoint a Chairperson or Liaison Officer from its own membership who shall report to the Board of Directors on the activities of these committees.
5. The responsibilities of the Nominating Committee shall be to receive nominations for candidates for the Board of Directors and ensure that they meet requirements, to arrange and supervise the elections, to inform members of election results, to keep the record of alternates, and, in the event that a Director should resign, to contact the alternates in order (see above) to arrange for a replacement.
6. The responsibilities of other committees shall be as established by the Board of Directors.

ARTICLE X ANNUAL MEETING:

1. An Annual Meeting of the Chapter will be held once in each fiscal year.
2. All members of the Chapter will be entitled to be present at the Annual Meeting.
3. At the Annual Meeting of the members, unless the President otherwise directs, the following shall be the order of business:
   (a) calling the meeting to order:
   (b) determining that the provisions of the Chapter's constitution regarding notice of meeting
   have been complied with and that a quorum is present;
   (c) reading minutes of last Annual Meeting and of intervening special and general meetings of
   members and confirming same;
   (d) presentation of the annual report of the Board of Directors;
   (e) presentation of the financial statements of the Chapter;
   (f) discussion and, if thought fit, approval of such statements and report; and
   (g) such other business which properly may be transacted thereat.

ARTICLE XI GENERAL AND SPECIAL MEETINGS:

1. Provision shall be made at all general and special meetings for the members to raise and discuss matters of concern to the Chapter and to move and have voted upon resolutions about these matters. In the event that such a resolution shall be passed, the Board of Directors shall report disposition of the matter to the members at a subsequent meeting or meetings until the matter is finalized.
2. Provision shall be made at all general and special meetings for announcements regarding the programs of the Chapter, of activities and programs of similar evaluation organizations approved as such by the Board of Directors, and of courses and such other items as are deemed of interest to the members by the Board of Directors.

ARTICLE XII NOTICE OF MEETINGS:

1. For the Annual Meeting and for all other general and special meetings at which official business is to be transacted, notice of such a meeting shall be mailed to members no less than fifteen (15) days in advance of such a meeting.
2. Directors shall be given at least five (5) days advance notice of all meetings of the Board of Directors except in the case of an emergency.

ARTICLE XIII QUORUMS AT MEETINGS:

1. A quorum for the Annual Meeting or other general and special meetings where votes on constitutional or other matters are scheduled to occur shall be ten percent (10%) of the members.
2. A quorum of the Board of Directors is five members.

ARTICLE XIV MISCELLANEOUS:

1. This constitution may be amended or added to at the Annual Meeting or through such other general communication (electronic or hard copy mail, phone or fax) or special meeting as is properly constituted for the purpose. Amendments require a vote of sixty per cent (60%) of the members present at that meeting or 60% of a membership quorum (10%) through other general communication means. Notice of an approved motion to amend or add to this constitution must have been sent (electronic or hard copy mail or fax) to members no less than fifteen (15) days prior to said meeting. A proposal may become an approved motion to amend either by being voted on and approved by a majority at a general meeting of the Chapter when at least ten per cent (10%) of the members are present.
2. All relevant matters not covered by this constitution, including the interpretation of any disputed section of this constitution, may be ruled upon by a majority vote of the Board of Directors.
3. The Board of Directors may decide to appoint individuals to the Directors to the Board at its sole discretion. These Directors shall play an advisory role. They shall not have any voting rights.

23 September 1993 Revised 26 November 2003, October 27 2006,
April 2007, January 28, 2010, and June 25, 2010