The name shall be "The Financial
Management Institute of Canada - Halifax Chapter, hereinafter
referred to as the "Halifax Chapter".
2.1 The objective of the Halifax
Chapter shall be to:
- To be an advocate and leading source in Nova Scotia on sound
financial management practices related to accountable, economical,
efficient and effective management of public sector resources.
- To promote members' understanding of the best practices for
management of resources in the Public Sector.
- To provide learning and networking opportunities for members to
enhance their knowledge of developments in public sector resource
- To actively facilitate and encourage the integration of the
financial function with the broader management function in its
promotion of a more professional and progressive financial
3.1 Membership in the Halifax
Chapter is open to persons employed in or interested in public
sector financial management practices.
3.2 There shall be three classes of
- regular membership - individuals who pay annual fees and have
voting rights, and
- honourary membership - individuals who are not required to pay
annual membership fees and have no voting privileges.
- corporate membership - representatives of organizations who pay
the appropriate annual corporate membership fee in order to obtain
the flexibility to send various employees to activities of the
Institute. The designated representatives of corporate members
shall have the same rights and benefits as regular members.
3.3 Further qualifications for each
class of membership shall be defined, from time to time, by the
Chapter Board of Directors.
4. Membership Fees
4.1 The membership fee structure
shall be determined by the Board of Directors in conjunction with
the Executive Committee of FMI National. Membership fees will be
paid in full to the Financial Management Institute, Halifax
Chapter. The National FMI fee will be remitted to Ottawa by the
Halifax Chapter along with individual membership information.
5. Fiscal Year
5.1 Each Halifax Chapter year shall
coincide with the FMI National fiscal year, currently July 1 to
6. Board of Directors
6.1 The Board of Directors of the
Halifax Chapter shall consist of not less than four and not more
than twelve members whom shall be elected at each Annual Meeting.
The immediate Past President will automatically also be a member of
the Board of Directors.
6.2 The Board of Directors shall
co-ordinate all routine business of the Halifax Chapter, fill
vacancies, appoint committees (as required) and arrange guest
speakers. The Board of Directors shall also determine the frequency
and topics of general meetings, as well as act in emergencies.
6.3 The Board of Directors shall
have the authority to approve and amend administrative policies and
the annual budget for the Chapter. All policies will be maintained
in a Policy Manual and will be available for viewing by any member
of the Chapter.
6.4 The Board of Directors may
include the following Officers:
- 1st Vice-President,
- 2nd Vice-President,
- Membership and Liaison Coordinator, and
- Programs Coordinator
6.5 The President shall ensure that
the Duties of the Executive are fulfilled by combining positions if
7. Powers and Duties of Members and Officers
7.1 The President shall be the
Chief Executive Officer of the Halifax Chapter and shall preside at
all meetings of the Halifax Chapter. Other duties shall include
general Chapter direction and liaison with FMI National in
7.2 In the absence of the
President, the duties of President shall be performed by the 1st
Vice-President. The 1st Vice-President shall be responsible for
coordinating Chapter affairs and maintaining contacts within
7.3 In the absence of the 1st
Vice-President, the duties of 1st Vice-President shall be performed
by the 2nd Vice-President. The 2nd Vice-President shall be
responsible for the Annual Report of Chapter activities.
7.4 The Secretary shall keep
minutes of meetings of the Halifax Chapter, conduct Chapter
correspondence and generally carry out the instructions of the
Chapter Board of Directors related to these duties.
7.5 The Treasurer shall collect
receipts, pay expenses, operate a bank account and maintain a set
of accounting records for the Halifax Chapter, in accordance with
FMI Chapter Guidelines. The Treasurer shall present a financial
statement at all Chapter meetings.
7.6 The Membership and Liaison
Coordinator shall be responsible for attracting and
increasing membership and maintenance of Chapter mailing
lists in conjunction with FMI National. The Membership and Liaison
Coordinator shall also be responsible for the dissemination of FMI
information to contacts in other government
departments, interested individuals and associations.
7.7 The Programs Coordinator, in
conjunction with the President, shall make all necessary
arrangements for FMI events. The Programs Coordinator shall also
ensure that effective communications with Chapter members are
7.8 The Past President shall
provide guidance and assistance to the Board of Directors when
8. Meetings of Members
8.1 The annual or other general
meeting of the Chapter shall be held at such time and place as the
Board of Directors may, from time to time, determine. An annual
general meeting must be held in each calendar year, no more than
fifteen (15) months after the last annual general meeting.
8.2 Only the business referred to
in the notice of the annual meeting, or of a special meeting, shall
be dealt with at the annual general meeting, or at the special
meeting. However, with the consent of two-thirds (2/3) of the
members present at any annual or special general meeting, any new
or additional business, except for the matters referred to under
the heading "Amendments to By-Laws", may be introduced and may be
dealt with at such meetings, even though notice of such business
had not been given.
8.3 At each annual general meeting,
the Board of Directors shall report to the members the pro forma
financial statements, the most recent report of the financial
statement review, and an annual operational/activity report.
Directors shall be elected and any other business may be transacted
as may be properly brought before the meeting.
8.4 Notices in writing of annual or
general meetings, setting out the purposes of such meetings, shall
be sent to the most recent email address of all members of the
Halifax Chapter at least 15 calendar days prior to the date of each
8.5 A quorum shall consist of five
8.6 A decision of a majority of
regular members present and constituting a quorum shall be a
decision of the Halifax Chapter.
8.7 No error or omission in notice
for a Chapter meeting shall invalidate such meeting. Any Director
may, at any time, waive notice of any such meeting and may ratify
and approve of any or all proceedings taken or had thereat.
8.8 The rules contained in
"Robert's Rules of Order" shall govern the conduct of all meetings
of the Halifax Chapter.
9. Meetings of Board of Directors
9.1 Meetings of the Chapter Board
shall be held at the call of the President. A quorum shall consist
of a majority of the elected Directors.
9.2 A decision of a majority of
Directors present and constituting a quorum shall be a decision of
10. Nominating Committee
10.1 The Nominating Committee shall
be chaired by the Past President and shall consist of the
Chairperson and at least two other regular members of the Chapter
selected by the Chairperson. The selection of the Nominating
Committee members is subject to the approval by the Chapter
10.2 If the immediate Past
President is not able to chair the [Nominating Committee, the
Chapter Board shall appoint a chairperson.
10.3 The Nominating Committee shall
provide to Chapter members at the Annual Meeting of the Chapter,
their recommendations for members and officers of the Board of
11. Standing Committees
11.1 The Board shall have no
Standing Committees however, Directors with specific
responsibilities may enlist the assistance of regular members to
assist them with the execution of their responsibilities.
11.2 Ad Hoc Committees may be
formed by the Board of Directors to carry out specific tasks and
will be dissolved at the completion of their mandate.
12.1 Only regular members shall
have voting privileges.
13. Signing Authority
13.1 Any two of the President, 1st
Vice President, 2nd Vice President, Secretary and Treasurer will be
authorized to sign on behalf of the Chapter.
14.1 The Board of Directors shall
appoint an another member of the Chapter to review the financial
statements of Chapter. The annual financial statements shall be
submitted to FMI National in Ottawa following approval at the
14.2 The annual financial
statements shall be made available to members at the Annual Meeting
or upon specific request by a member.
15. Amendment of By-laws
15.1 The By-laws of the Chapter may
only be amended at the Annual Meeting and any proposed amendments
must accompany the notice of meeting as per Section 8.3
15.2 Approval of any amendments
must be sanctioned by 2/3 of the Regular Members present at the
16. Interpretation of By-laws
16.1 In the event of a dispute
arising as to the intent or meaning of these by-laws, the
interpretation of the Board of Directors shall be final.
17. Indemnity of Directors and Members
17.1 No member of the Board of
Directors, or a committee thereof, shall be personally liable for
damages arising out of any actions, as a Director or Member of
Chapter, other than actions arising from misconduct, default,
malfeasance or acts contrary to the instructions of the Board of
17.2 The Board of Directors shall,
from Chapter funds, indemnify all Directors and Members against any
judgment issued for which, by Article 17.1, the Director or Member
is not personally liable.