ProVancouver's Constitution

ProVancouver is a civic organization focused on nominating candidates for Vancouver municipal elections with the goal of:

  • providing freedom of ideology to create practical, balanced policy intended to capture at least 50% of the populations needs or more.
  • choosing nominees who display integrity, transparency and a commitment to building strong communities
  • striving for prosperity for all, innovation in policy to create strong communities with attention to cultural, social, environmental and economically sustainable strategies
  • endorsing candidates who will maintain and be accountable to the organization’s values.

 

BY-LAWS:

PART 1 – DEFINITIONS

  1. In these bylaws, all the elected candidates for Vancouver city council, school board and parks are hereafter referred to as “elected officials”
  1. Vancouver City Council is hereafter referred as the “council”
  2. ProVancouver board members are hereafter referred to as the “board”
  3. “Nominating meeting” has the meaning set out in Part 7;
  4. Vancouver Park Board is hereafter referred to as the “park board”
  5. Vancouver Board of Education is hereafter referred to as the “school board”
  6. The Society Act of British Columbia when applicable is hereafter referred to as the “Societies Act”
  7. “Voting Delegate” means a delegate of an affiliated organization entitled to vote upon each question put to a general meeting, in accordance with Part 2 Bylaw 2(c);
  8. “Voting Member” means a member of the Organization entitled to vote upon each question put to a general meeting, in accordance with Part 2 Bylaw 1(a).
  1. The definitions in the Society Act on the date these bylaws become effective apply to these bylaws.
  2. Except where the context otherwise requires, words importing the singular include the plural and vice versa, and words importing a male person include a female person and a corporation.

 

PART 2 – MEMBERSHIP

  1.  MEMBERSHIP

Any person who supports the purposes of the organization may apply to the board for membership and, upon acceptance as a member and payment of the full or pro-rata annual membership fee, is a member in good standing with respective membership rights in the organization, subject to the following provisions:

 

  1. at the time of determination, an individual member who ordinarily resides, studies or works in the City of Vancouver shall be a Voting Member, provided that
  2. a member who is not a Voting Member shall be an Associate Member.  Members shall have voice and vote on matters excluding nominee candidate elections at ProVancouver General Meetings and/or nomination meetings
  3. A copy of the Organization’s Constitution, Bylaws, policy and current platform or, where the platform is extensive, a summary thereof, shall be made available upon request to each member of the Organization.
  4. A person ceases to be a member of the organization:
  5. by delivering his or her resignation in writing to the secretary of the organization or by mailing or delivering it to the address of the organization,
  6. on his or her death,
  7. on being expelled, or
  8. on having been a member not in good standing for 24 consecutive months.
  9. A member may be expelled by a vote of two-thirds of the Voting Members present at any general meeting, provided that:
  10. The notice of a resolution for expulsion must be accompanied by a brief statement of the reasons for the proposed expulsion; and
  11. The person who is the subject of the proposed resolution for expulsion must be given an opportunity to be heard at the general meeting before the resolution is put to a vote.
  12. Subject to Part 2, Bylaw 3(c), a member ceases to be in good standing upon failure to pay the annual membership fee by June 1 after their membership expires.
  13. New members whose membership applications were received fewer than 60 days preceding a Nomination Meeting, General Meeting, Special General Meeting, Issues Meeting, Policy Meeting, or Annual General Meeting will not be eligible to vote at that meeting.
  14. ProVancouver will process new applications, and notify applicants of acceptance, or rejection including rationale within 30 days of application receipt. Applications received 30 days or less from any scheduled general meeting will not be processed until after the meeting.
  15. Persons whose applications were rejected and who wish to appeal the decision may do so within 60 days of receipt of the rejection and the appeals must be filed no later than 30 days prior to a general meeting ProVancouver will process appeals and notify appealing applicants within 30 days following the determination of the outcome.

 

  1.  AFFILIATED ORGANIZATIONS
  1. Any organization which supports the purposes of the Organization may apply to the board for affiliation, and upon acceptance as an affiliate and payment of the affiliation fee is an affiliated organization in good standing.
  2. The provisions concerning good standing and ceasing to be a member set out in Part 2 Bylaw 1(c), (d) and (e) hereof will apply equally to affiliate organizations.

 

  1. Each affiliated organization is entitled to be represented by five delegates for its first five hundred members or part thereof, and one further delegate for each additional five hundred members or part thereof, at General Meetings and, provided that the affiliated organization is in good standing and has authorized such delegates.
  2. Each delegate of an affiliated organization who meets the residency requirement set out in Part 2 Bylaw 1(a) (a “Voting Delegate”) shall have the same voting rights as any Associate Member in good standing.

 

  1.   ANNUAL FEES
  1. The annual membership fee and affiliation fee shall be determined by the Board from time to time, subject to ratification by majority vote at the next following general meeting.
  2. All membership renewal annual fees fall due on the April 1 of the following year.
  3. mid-year applications will have fees pro-rated by calendar quarters.
    1. April 1 to June 30 is 100%
    2. July 1 to Sept 30 is 75%
    3. Oct 1 – Dec 31 is 50%
    4. Jan 1 to March 31 is 25%
  4. The Board, by simple majority approval, may waive the payment of initial or annual membership or affiliation fees upon reasonable request, such waiver to be effective only for the year in which the request is made.
  5. All founding members in good standing, all current board members and all volunteers donating 10 or more hours of work in the current year are exempt from current year membership fees.

 

  1.   VOTING RIGHTS
  1. Each member determined to be a Voting Member in good standing is entitled to one vote upon each question put to a general meeting.
  2. Each member determined to be an Associate Member in good standing is entitled to one vote upon each question put to a general meeting except for election of candidates.
  3. Proxy voting is prohibited.

 

PART 3 – GENERAL MEETINGS

  1. General meetings shall be held at the time and place, in accordance with the Society Act, that the board members shall decide.
  2. Quorum is 50% + 1 of the voting membership but at any general meeting if that number is not present, the meeting shall wait 30 minutes until that number or at least 10 voting members arrive.
  3. Notice of a General Meeting, Special Meeting, Issues Meeting, Policy Meeting, Annual General Meeting, or Nominating Meeting shall specify the time day and in general terms the nature of the business to be discussed, no later than 7 days prior to the date of the specified meeting. Notice of meeting place shall be given no later than 3 days before the specified meeting. These meeting notices shall be given to all members in good standing and may, without limitation, be given by phone, text message, direct messages, email, fax, personal delivery, or mail.
  4. Notice of Motions for amendments to the Constitution and/or Bylaws shall be similarly submitted to the membership no later than 30 days before a General Meeting or AGM, or may be given at a preceding General Meeting or AGM.
  5. The accidental omission to give notice of a general meeting to any member does not invalidate the proceedings at that meeting.
  6. The Annual General Meeting shall be held once in every calendar year, not more than fifteen months following the last preceding meeting.
  7. All proceedings at a general meeting shall be governed by Robert’s Rules of Order.
  8. All policy and the Organization’s election platform must be approved by a simple majority of the Voting Members present at a general meeting.
  9. During each election year, there shall be held a general meeting known as the “Policy Meeting”.  Subject to Part 2 Bylaw 4(a), at the Policy Meeting members shall discuss and develop, and approve new policy, affirm or revise existing policy, and discuss and adopt the Organization’s election platform.
  10. In each non-election year, there shall be held a general meeting, dedicated to the discussion of topical issues, and known as the “Issues Meeting”.  Wherever possible, information on key topical issues shall be included with the notice of meeting. A summary of the Issues Meeting shall be published on the Organization’s website. Any policy recommendations developed at the Issues Meeting shall be referred for consideration to the next Policy Meeting.
  11. Where referral of the issue to a Policy Meeting would be untimely, such issue shall be referred to the Board, and the Board shall meet and develop a position statement on such issue for the guidance of those elected officials endorsed by the Organization.  In so doing, the Board will make every reasonable attempt to obtain input from members and will then inform the general membership of the position statement developed by the Board as soon as possible.
  12. The Board shall hold general meetings regularly throughout the year to address topical civic issues.   Such meetings shall be held no less than quarterly, unless a Policy Meeting, Issues Meeting, AGM or Nominations Meeting is held in the relevant quarter. Any policy recommendations developed by the general membership at these meetings will be referred to the next Policy Meeting or, where referral to a Policy Meeting would be untimely, may be referred to the Board to develop position statements in respect of them in order to provide guidance to those elected officials nominated and endorsed by the Organization.

 

PART 4 – THE BOARD

  1.  The Board shall consist of the following persons (the “Voting Board Members”):
  1. the Board officers; chair, vice chair, secretary, treasurer, campaign manager (at a minimum a chair, vice chair, and treasurer must be elected for the organization to function)
  2. 2 members-at-large, each of which must be a Voting Member

  1.  The Board shall be the board members of the Organization and may exercise all the powers and do all the things that the organization may exercise and do, subject to these Bylaws and the Society Act.
  2. The following persons (the “Non-Voting Board Delegates”) may participate in but not vote at Board meetings:
  1. the chief organizer appointed by the Board;
  2. elected officials not designated as voting Board members;
  3. one delegate from each of the Education, Park Board, and Council Committees;
  4. one delegate from the Standing Policy and Constitution Committee
  5. one representative from the Vancouver and District Labour Council
  6. one representative from the BC Government Employees Union
  7. one delegate from such other committees as are established from time to time by the Organization, provided that such delegates have been elected to participate in Board meetings by members of their respective committees.

 

  1. No Board member shall be remunerated for being or acting as a Board member, but a Board member may be reimbursed for all expenses necessarily and reasonably incurred by the Board member while engaged in the affairs of the Organization.
  2.   A member of the Board shall resign upon accepting an offer of employment with the Organization. A member of the Board who contracts with the organization to perform a fee for service shall be a Non-Voting Board Member for the duration of the contract, and may participate but not vote at Board meetings
  3.  Each Board member shall cease to be a Board member upon:
  1. ceasing to fall within the provisions of Part 4, Bylaw 1;
  2. ceasing to maintain regular attendance at meetings per Part 4 Bylaw 12
  3. ceasing to be a member in good standing, or a delegate from an affiliated organization in good standing, as the case may be; or
  4. his or her resignation, retirement or death.
  1. If a Board officer or Member-at-Large ceases to hold office,
  1. an election for the vacant position shall be held at the next general meeting, provided it is possible to give 30 days’ notice of the election to the membership
  2. where 30 days’ notice cannot be given, the election shall be announced at the next general meeting and take place at the following meeting
  3. if the vacated position is a board officer position, the Board may appoint another Board member to fulfil the duties of the position until a new incumbent is elected.

 

  1.  Board members must retire from office at the Annual General Meeting when their successors are elected.
  2.   An act or proceeding of the Board is not invalid merely because there are fewer than the prescribed number of Board members in office.
  3. At least 4 regular meetings of the Board per year shall be held at the call of the Internal Chair, save that the board shall have the right to cancel up to 1 or 25% (whichever is greater) of the meetings per calendar year. Board members may attend in person, by telemeeting, voip or other effective technology.

In the event that decisions must be made between regular  meetings, the Internal Chair may call a Special Board Meeting, telemeeting,  or electronic vote (like but not limited to email, text, etc.)

  1. Quorum for Board Meetings, telemeetings or email votes shall be 50 percent plus one of incumbent Voting Board Members including at least one Board officer.
  2. Voting Board Members are required to attend a minimum of 3 or 75% (whichever is greater) of Board Meetings and 1 or 50% (whichever is greater) General Meetings per year.
  3. a) Where a Board member is unable to attend a Board Meeting or General Meeting because the member is carrying out PROVANCOUVER duties, the Board member shall be credited with attendance.
  4. b) Where an Board Member is unable to attend an Board Meeting or General Meeting due to personal circumstances, the member may choose to so advise the Internal Chair in writing within 1 week of the meeting, and on this basis shall be credited with attendance at up to 1 meetings per year.

PART 5 – BOARD OFFICERS

  1.  The Board officers shall consist of the following:
  1. chair who shall be the chief board officer of the Organization and the principal spokespersons of the Organization, chair all Organization meetings and supervise the internal affairs of the organization
  2. vice chair who shall act in the capacity of the chair in the chairs absence.
  3. the secretary or acting secretary, who shall issue notices and keep minutes of all meetings, and who shall be responsible for receipt of, responding to and dealing with all correspondence received by the organization, and maintain membership records;
  4. the treasurer, who shall keep financial records in accordance with the Society Act, render financial statements to the Board and members as required and be a member of the finance committee and act as the financial agent in the absence of a duly elected financial agent.

 

  1. Campaign manager, who shall monitor PROVANCOUVER’s fundraising capacity and opportunities, recommend fundraising plans and events, and supervise the implementation of those that are approved, chair the fundraising committee, and be a member of the finance committee.
  1. The Board officers shall exercise all the powers of the Board between meetings of the Board.

 

PART 6 – BOARD ELECTIONS

  1. The term of office for Board officers and Members-at-Large shall be two (2) years as follows:
  1. Chair, the Secretary, and the campaign manager shall be elected at the Annual General Meeting on even-numbered years; and
  2. One Vice Chair, the Treasurer and 2 Members-at-Large shall be elected at the Annual General Meeting on odd-numbered years.

 

  1.    Board officers and members-at-large  (the “Voting Board Members”) shall be Voting Members in good standing who do not, at the applicable Annual General Meeting, hold civic office.
  2.    Nominations can be accepted from the floor only if the consent of the nominee can be shown by:
  1. oral consent of the nominee if s/he is present at the meeting, or
  2. written consent if the nominee is absent from the meeting.
  1. Separate elections must be held for each office to be filled.
  2. An election may be by acclamation, otherwise it must be by ballot.
  3.  Any marked ballot for election of members-at-large to the Board shall be deemed spoiled if more than the number of positions to be elected are marked on it.
  4. Those candidates who receive the most votes shall form the new board.
  5. If a successor is not elected, the person previously elected or appointed continues to hold office until a successor is elected or appointed.

 

PART 7 – NOMINATION OF CIVIC CANDIDATES

  1.  In good time before each civic election, a general meeting to be known as a “Nominating Meeting” shall be held, for the nomination of candidates to run for civic office with the Organization’s endorsement.
  2.  To be eligible for nomination, a candidate must:
  1. be a member in good standing,
  2. be legally entitled to run for civic office,
  3. be a current or former resident of the City of Vancouver, and
  4. pledge his or her support for the policies and purposes of the Organization.

 

  1. At each Nominating Meeting, the board shall recommend how many candidates the Organization will nominate and endorse to run for each of Mayor, Council, Park Board and School Board.  The Voting Membership shall, by simple majority vote:
  1. approve one or more of the board’s recommendations; or
  2. to the extent that a recommendation of the board is not approved, approve a motion from the floor, made and seconded by Voting Members (or Voting Delegates from affiliated organizations, as the case may be) who are in good standing.
  1. Nomination shall take place by way of ballots (the “Nomination Ballots”) bearing the names of all candidates put forward and approved to stand for nomination to run for Council, Park Board and School Board, respectively.
  2. A candidate’s name may be included on a Nomination Ballot provided:
  1. A completed application of intention to run is received by PROVANCOUVER no later than 15 days prior to the Nominating Meeting
  2. The candidate has signed off on the eligibility requirements.
  3. The candidate has submitted nomination papers signed by 10 PROVANCOUVER Voting Members in good standing
  4. The candidate has been vetted and approved by the Election Planning Committee.
  1. Candidates may run for one (1) of Mayor, Council, Parks Board or School Board.
  2. Nominees for Mayoral Candidate and may run for Council if not elected as Mayoral Candidate provided they have stated this intention in their nominee candidate application.
  3. Any persons with a cultural, language and or heritage identity running for election to a slate may self-identify in their candidate speech should they choose to do so.
  4. All Voting Members and Voting Delegates from affiliated organizations, who are in each case in good standing and present at the Nominating Meeting, are entitled to vote to nominate candidates by marking a Nomination Ballot in respect of each of Council, Park Board and School Board.
  5. A marked Nomination Ballot shall be deemed spoiled if more than the maximum number of candidates for nomination, are marked.
  6. The Nominating Meeting and the Policy Meeting may be combined in one general meeting.

 

PART 8 – MISCELLANEOUS

  1.  Borrowing Powers: In order to carry out the purposes of the Organization, the Board may, on behalf of and in the name of the Organization, raise or secure the payment or repayment of money in the manner they decide and, in particular but without limiting that power, by the issue of debentures.
  2. A debenture must not be issued without the authorization of a special resolution.