Constitution

Name | Objectives | Membership General Assembly | Meetings | Officers & Council | FCD Representation | Elections | Finance | Management | Amendments | Language | By-Laws | Dissolution

Name

1.1 The name of the Association shall be the Canadian Population Society (called Society below), abbreviated to CPS.

Objectives

2.1 The objectives of the Society shall be:

  1. to work toward the improvement of knowledge and understanding about the quantitative and qualitative characteristics of human population
  2. to promote the study and development of the science of demography in both its empirical and theoretical aspects
  3. and to foster interest in, and the interchange of ideas on population, among professional and other interested persons working in the field of population studies

2.2 For the realization of its objectives the Society may:

  1. publish periodicals, pamphlets, books, information circulars, or other materials, independently or in collaboration with other organizations
  2. organize meetings, seminars, conferences, research and training programs and theoretical or practical investigations independently or in collaboration with other organizations
  3. set up working groups to offer professional comments and to counsel outside bodies
  4. collaborate with international, national, regional, and other organizations and institutions having objectives similar to those of the Society
  5. make business transactions, undertake or participate in cooperative activities and take all necessary action for the promotion and advancement of the objectives of the Society either independently, or in collaboration with other agencies
  6. become a member of a federation which unites member groups of demographers in Canada
  7. set up local or regional chapters to provide members in a given area a basis for professional interaction

2.3 The Society shall be carried on without purpose of gain for its members; any profits or other accretions to the Society shall be used to promote its objectives.

Membership

3.1 The membership of CPS shall be of two types without any restriction on number, so long as the general condition of membership have been met, as follows:

  1. individual members: any individual may join the Society provided he/she meets at least one of the four following conditions:
  1. has completed or is completing formal university training in population studies
  2. spends a substantial portion of his/her working hours in the field of population studies
  3. has made a contribution in the field of population studies
  4. has willingness or considerable interest in the promotion of scientific studies of human populations;
  1. institutional members such as educational and scientific institutions, government and non-profit organizations, or business enterprises, each of which shall be represented by its nominee who shall have the same rights as an individual member, except that he/she may not hold office.

3.2 Membership in CPS will be subject to the decision of a selection committee for the admission of members, except for charter members who joined at the invitation of the Steering Committee.

3.3 Membership in CPS will be terminated either by resignation of the member or for non-payment of dues or for other reasons as may be prescribed by the By-laws.

3.4 The Council as defined in Article 6.7 may, for good and clearly stated reasons, and with majority support, suspend or revoke membership. Such a measure must be brought to the attention of the General Assembly, and the member who has been suspended or revoked may appeal directly to that Assembly. The decision rendered by the General Assembly shall be final.

General Assembly

4.1 The members in good standing of CPS assembled at a meeting convened in the manner set forth in Article 5.1 to 5.4 or casting their votes by mail on questions referred to them shall constitute the General Assembly and shall be the highest authority of the Society.

4.2 The business transactions of the General Assembly shall include:

  1. consideration and adoption with or without modification of reports of the Council on the activities and finances of the Society
  2. announcing the election of Officers and members of the Council;
  3. consideration of reports of committees appointed by the General Assembly, if any; and proposals regarding policy and programs of the Society
  4. amendments to the Constitution, if any, and approval or rejection of proposed new By-laws and changes in By-laws
  5. all other business necessary for the promotion of the objectives of the Society

4.3 The decisions of the General Assembly shall be made by a majority of votes cast at a meeting or by mail except for amendments of the Constitution which shall be carried out in accordance with Article 11.

4.4 Each member including institutional members, shall have one vote.

4.5 If it is considered necessary by the Council to ascertain the views of the members of the Society by mail, the questions under reference shall be sent to all members of the Society not less than six weeks before the date by which the replies from members shall have to reach the Secretary-Treasurer.

Meetings of the Society

5.1 The General Assembly meetings of the Society shall be held at such times and places as the Council may direct.

5.2 A notice specifying the place, date, time and the agenda of a General Assembly meeting shall be sent to all members of the Society not less than six weeks before the date of the General Assembly meeting.

5.3 A quorum shall consist of 25 per cent of the registered membership or 25 members, which ever is the smaller number.

5.4 The Vice-President shall chair the Program Committee for the Annual meeting. The Program Committee will be appointed by the Council. The CPS shall hold this Annual meeting to promote scientific discussion among the members and other interested persons. In regard to active participation in the program of this conference, preference normally will be given to members of the association.

Officers and the Council

6.1 The Officers of the Society shall be elected from members in good standing and shall consist of a President, a Vice-President, and a Secretary-Treasurer.

6.2 The term of office of all officers shall be two years. The President on retirement shall not be eligible for re-election to the offices of Vice-President or President. The Secretary-Treasurer shall be eligible for re-election to the same office for one further consecutive term of two years and on retirement shall be eligible for re-election after a break of not less than two years.

6.3 The President shall represent the Society on all official occasions and shall preside over the meetings of the General Assembly and the Council and shall have general responsibility for the execution of the policies and decisions of the General Assembly and Council. The President shall have authority, subject to ratification of Council, to appoint committees, sub-committees, and working groups for assigned tasks when Council is not in session. If the Presidency is vacant or for any reason the President is unable to fulfill his/her responsibilities, the Vice-President will function in his/her stead for the necessary period of time, but not longer than the expiration of the balance of the term of the Presidency.

6.4 The Vice-President's main duty shall be the Chair of the Program Committee of the annual scientific meeting of CPS. If the Vice-Presidency is vacant, or for any reason the Vice-President is unable to fulfill his/her responsibilities, the Council shall elect one of its members to act as Acting Vice-President. This Acting Vice-President shall serve the unexpired term for which the former Vice-President was elected.

6.5 The Secretary-Treasurer shall be responsible for the maintenance of the accounts of the Society, and shall arrange for an audit of those accounts, in accordance with Canadian law, at least once a year by a certified auditor or by two members of CPS appointed by Council. Proper books of accounts shall be kept which shall be open to inspection of the Council members upon request.

The Secretary-Treasurer shall record minutes of the General Assembly and of meetings of Council, shall issue all notices of such meetings and shall circulate to members of the Society and Council all required materials as prescribed by the Constitution and By-laws. The Council shall elect one of its members as Acting Secretary-Treasurer if this position is vacant or for any reason the Secretary-Treasurer is unable to fulfill his/her responsibilities, for up to the unexpired term of the former Secretary-Treasurer.

6.6 Vacancies in the office of the President, Vice-President and Secretary-Treasurer shall be filled as in 6.3, 6.4, and 6.5. In all other cases, when these positions are vacant, the Council shall elect the President, Vice-President and Secretary-Treasurer from among its members for terms, up to the unexpired terms of the former President, Vice-President and Secretary-Treasurer. If the Council resigned or is expelled by the General Assembly, the last three Past Presidents shall constitute a Nominating Committee for new elections.

6.7 The Council of the Society shall consist of:

  1. three officers (President, Vice-President, and Secretary-Treasurer)
  2. six additional members who shall hold two-year termsn -- with three members elected every year -- and who on completion of a full two-year term shall be eligible for re-election after a break of not less than two years. One of the six Councillors shall serve as a delegate to the Federation of Canadian Demographers.
  3. one graduate student for a two-year term, and who on completion of that two-year term will not be eligible for re-election as a graduate student.

6.8 The Council shall administer the affairs of the Society and for this purpose shall have power in accordance with the Constitution and By-laws and according to the guidance of the General Assembly:

  1. to appoint necessary staff and incur necessary expenditure for the work of the Society;
  2. to appoint committees, sub-committees, and working groups for assigned tasks and to delegate its power to such committees and sub-committees or to one or more officers or members of the Council for assigned purposes; and to ratify such appointment made by the President
  3. to extend the term of the Officers and other members of the Council for a period not exceeding eight months pending a meeting of the General Assembly
  4. to conduct its own business at meetings or by mail as and when necessary
  5. to create regional or local chapters with the necessary authority to conduct professional business related to the Society in a given area. Each chapter shall be free to conduct its business as long as it does not contravene the CPS Statutes.

6.9 In the event of a vacancy in the Council through death, resignation or suspension from the Society, the Council may appoint a member in good standing to serve up to the remaining portion of that Councillor.

Representation in the Federation of Canadian Demographers

7.1 In accord with Articles 4.2 and 4.3 of the constitution of the Federation of Canadian Demographers, CPS shall alternate with ADQ in the nomination of the President and Vice-President of FCD. The nominations by CPS shall be made by the President of CPS after consultation with Council.

7.2 In accord with Article 4.1 of the FCD constitution, CPS shall appoint two members in good standing as delegates to the FCD Board of Directors for terms not to exceed three years, subject to renewal for an additional term not to exceed three years. Of these two delegates to FCD:

  1. one shall be an officer of CPS, the choice to be made by the President of CPS in consultation with Council;
  2. the other shall be elected by the membership specifically as a delegate to FCD, and shall become a member of CPS Council.

Election of Officers and Councillors

8.1 The term of office shall be from July 1 to June 30 of the second year, depending upon the time span for which the Officer or Councillor is elected, as specified by 6.2 and 6.7.

8.2 Members of the Council, including the officers, shall be elected by secret vote either on mail ballot papers or on secure electronic ballots that assure voters' anonymity. The ballots are to be sent to all members of the General Assembly before March 31 of each election year, and to be returned to the Chairperson of the Nominating Committee within a period of 30 days.

8.3 The Council shall appoint, not less than four months before the date of issue of ballot papers, a nominating committee consisting of three members with the outgoing President as the chairperson of the committee. The committee shall circulate to the membership its initial slate of nominations, before 15 February of each election year, with a call for further nominations. All further nominations that are supported by two members shall be added to the final slate of nominations. Nominations shall close on 25 March of each election year. The final list of nominations shall be sent by the nominating committee to the General Assembly by 31 March of each election year.

Finance

9.1 Financial resources of the Society shall consist of membership fees, donations, contributions and income, if any, from other sources.

9.2 The membership fees to be paid by members, which may be different for individual and institutional members, shall be voted by the General Assembly.

9.3 The funds of the Society may be used to meet the normal operating expenses of the Society and the expenses of conferences, meetings, publications, and other activities of the Society.

9.4 Council may authorize the provision of grants of financial assistance, or may attempt to secure such grants or financial assistance from other organizations, in connection with research or development projects or other suitable purposes in line with the objectives of the Society.

Management, Regulations

10.1 The Council shall make suitable arrangements for signing contracts, agreements and other relevant documents, for maintenance of bank accounts, and for all procedural matters relating to business transactions, meetings, publications and other activities of the Society.

Amendments to Constitution

11.1 Proposals to amend the Constitution may be made in writing to the President by any five members of the Council or by ten members of the Society. The President shall arrange through the Secretary-Treasurer for all such proposals along with relevant documentation to be sent to all members.

The vote may be taken either by mail or at the General Assembly meeting. If the amendment is approved by a simple majority of members of the Council, then its ratification by the membership will require a simple majority of all those voting. If an amendment is not approved by the majority of the Council, then its passage by membership will require two-thirds of all votes cast.

11.2 The dissolution of the Society or the alteration of its name, or the affiliation of the Society with any other body or under terms other than those provided by 2.2 (e) shall be treated as an amendment to the Constitution.

Language

12.1 The working language of the Society shall be English, but mechanisms to accept written or verbal communications in French to the General Assembly, the Executive or any sub-committee or working group of the Society will be established when necessary to meet the needs of members or to facilitate goals of the Society.

By-Laws

13.1 Matters of procedure that require administrative flexibility, such as the method of conducting mail ballots, shall be governed by By-laws, provided that these are not in conflict with the Constitution.

Dissolution of the Society

14.1 In the event of the dissolution or winding up of the Society all remaining assets, after payment of just debts and obligations, shall be distributed to one or more recognized charitable organizations in Canada.