Constitution - Liberal Party of Prince Edward Island

CONSTITUTION
of
THE PRINCE EDWARD ISLAND LIBERAL ASSOCIATION INC.

ARTICLE 1 – NAME

The name of the Association shall be “The Prince Edward Island Liberal Association Inc., herein referred to as the “Association”.
“Party” means the Liberal Party of Prince Edward Island, unless otherwise specified.

ARTICLE II – OBJECTS

The objects of the Association are:
1. to promote the political, economic and social advancement of citizens of Canada in general, and of Prince Edward Island in particular, by advocating and supporting the political principles and policies of the Association;
2. to promote the interest of the Liberal Party in Prince Edward Island generally, and the election of Liberal candidates to the House of Commons of Canada and the Legislative Assembly of the Province of Prince Edward Island in particular;
3. to develop, coordinate and maintain at all times a thorough and efficient political organization in all provincial electoral districts in the province;
4. to foster and promote among the citizens of Prince Edward Island interest in political affairs by encouraging and promoting good candidates to seek elective political office; and

ARTICLE III – JOINING THE PARTY

Every person who:
1. is aged fourteen (14) years or over;
2. is ordinarily resident in the Province of Prince Edward Island as defined in the Election Act, R.S.P.E.I. 1998;
3. subscribes to the objects set out in Article II above;
4. pays any fees prescribed by the Provincial Executive;
5. is not a member of any other provincial political party; and
6. has either i) become a Registered Liberal of the Liberal Party of Canada (“LPC”), or ii) Registered to join the Association with the request not to become a Registered Liberal of the LPC;
7. shall be a PEI Liberal in good standing with the Association.
The Officers of the Association may, after written notice to the person affected and after providing him or her with an opportunity for a hearing, by a two-thirds vote of the Officers present at a meeting, for cause dismiss any Officer or Director of the Association, deny entry into the Association to an applicant or suspend or expel any PEI Liberal from the Association.
A decision of the Officers made pursuant to section (2) may be appealed by the affected person to the Executive of the Association which, after providing to the Appellant an opportunity to be heard, may either confirm the decision made by the Officers, reverse in whole or in part the decision made by the Officers or substitute such other discipline as the Provincial Executive deems appropriate in the circumstances.

ARTICLE IV – PROVINCIAL EXECUTIVE

There shall be a Provincial Executive of the Association which shall be responsible for promoting the aims and objectives of the Association and for management supervision and control of the affairs of the Association.
The Provincial Executive shall be comprised of the following:
1. The Leader of the Party, who shall be a non-voting member, and who shall be the honorary President of the Association;
2. The President, two Vice-Presidents, one of whom shall be male and one of whom shall be female, Secretary and Treasurer of the Association, each whom shall be elected at large at an Annual Meeting;
3. The immediate past President of the Association;
4. The President of each of the provincial electoral districts;
5. The President of the Prince Edward Island Women’s Liberal Association;
6. The President of the Prince Edward Island Young Liberal Association;
7. The President of the Prince Edward Island Indigenous Liberal Commission;
8. The President of the Senior Liberals Commission of Prince Edward Island. (Amended 2005)
9. The Executive Director of the Association, who shall be a non-voting member;
10. One member of the caucus of the Party;
11. The Chief Fundraiser of the Association, who shall be a member of the Finance Committee, and shall be appointed by the Leader of the Party;
12. The Official Agent of the Party, who shall be appointed by the Leader of the Party;
13. The Chair of the following Provincial Standing Committees, namely;
  1. Policy;
  2. Constitutional and Legal Affairs;
  3. Election Readiness;
  4. Organization; and
  5. Communications & Public Relations.
The term of office of each member elected or appointed directly to the Provincial Executive shall be until the next annual general meeting of the Association or thereafter until his or her successor is elected or appointed.
Any vacancies occurring during a term shall be filled for the duration of the term by the appropriate association.
Any member of the provincial Executive elected or appointed directly to the Provincial Executive who is absent from three meetings of the Provincial Executive in any year shall automatically be removed from the Provincial Executive unless his or her absence is excused by a vote of the Provincial Executive.

ARTICLE V – OFFICERS

The officers of the Provincial Executive shall be responsible for the management, supervision and control of the affairs of the Association between meetings of the Provincial executive. The officers of the Provincial Executive shall be as follows:
1. Provincial leader, who is the Honorary President and a non-voting officer;
2. Immediate past President;
3. President;
4. Two Vice-Presidents;
5. Secretary;
6. Treasurer;
7. The Official Agent;
8. The Chief Fundraiser;
9. The Executive Director, who shall be a non-voting officer;
10. The Chair of the Election Readiness Committee;
11. The Chair of the Constitutional and Legal Affairs Committee;
12. The Chair of the Policy Committee;
13. The Chair of the Organization Committee
14. The Chair of the Communications and Public Relations Committee; and
15. Such other members as a majority of the officers of the Provincial Executive approve, having regard to the objectives of inclusion and representativeness.
Any vacancies occurring among the officers shall be filled for the duration of the term by and from the Provincial Executive.

ARTICLE VI – DUTIES OF OFFICERS

The President shall:
1. be the Chief Executive officer of the Association;
2. preside at all meetings of the Association, of the Provincial Executive and of the officers of the Association;
3. supervise the general management of the Association;
4. be the spokesperson for the Association; and
5. shall by virtue of seeking nomination for this office also be the a nominee for the role of Director described in section 23(A) of the LPC Constitution of the Liberal Party of Canada (Prince Edward Island) Provincial and Territorial Board (the “PTB”), which nomination is subject to confirmation at the PTB Annual General Meeting.
Each Vice-President shall:
1. Assist the President in carrying out his or her duties;
2. in the absence of the President, co-chair all meetings of the Association, of the Provincial Executive and of the officers of the Association;
3. be eligible to assume the role of President of the Association upon election by a majority of the Provincial Executive if, during the President’s term of office, he or she, for whatever reason, ceases to perform the functions of President; and
4. be a member of the Policy Committee; and
5. in the case of the Vice-President Female, shall by virtue of seeking nominee for this office be a nominee for the role of vice-chair described in section 23(B) of the LPC Constitution for the PTB, which nomination is subject to confirmation at the PTB Annual General Meeting.
The Secretary shall:
1. in conjunction with the Executive Director, ensure the safe custody of the minute books, records, and correspondence of the Association, ensure that accurate minutes are kept of all meetings of the officers, Provincial Executive, and general membership of the Association, and ensure that agendas are prepared and proper notice is given as required for all meetings;
2. perform such other duties as may be assigned from time to time by the President or the Provincial Executive; and
3. shall by virtue of seeking nomination to this office be a nominee for the role of secretary described in section 23(C) of the LPC Constitution for the PTB, which nomination is subject to confirmation at the PTB Annual General Meeting.
The Treasurer shall:
1. have the care and custody of all funds of the Association;
2. ensure that accurate books of account showing the financial transactions, assets and liabilities of the Association are kept;
3. regularly report to the Provincial Executive, and report to the Annual Meeting of the Association;
4. act as Chair of the Finance Committee and regularly report to the officers of the Association on the activities of that Committee; and
5. perform such other duties as may be assigned from time to time by the President or the Provincial Executive.

ARTICLE VII – DISTRICT ASSOCIATIONS

There shall be, affiliated with the Provincial Association, a District Association for each of the provincial electoral districts of the Province.
Those who are eligible to join the Provincial Association under the provisions of Article III shall also join the district association of the provincial electoral district in which they
reside.
There shall be a district executive for each district association consisting of such directors and officers as are required by the district constitutions.
Each district association, shall hold an annual meeting upon 10 days’ notice, in each calendar year, at which each PEI Liberal in good standing residing within the district association shall have one vote, provided however that the district executive shall have the authority to postpone the annual general meeting for a period of up to six months as a result of a provincial or federal election or by-election.
A District Association may conduct fund raising activities to raise funds for the benefit of the District Association or of the Provincial Association.
Each District Association shall have a written constitution which shall contain provisions which comply with Article XII of this constitution. Any provision in the constitution of a district which is inconsistent with the provisions of this constitution shall be deemed to be amended to comply with the provisions of this constitution.

ARTICLE VIII – MEETINGS

An Annual Meeting of the Association shall be held where practical annually but in any event at least every 18 months at such time and place as may be determined by the Provincial Executive, unless the Provincial Executive decides to postpone the Annual Meeting as a result of a Provincial or Federal Election, or By-Election. At least 28 days public notice of the date, time and place of the Annual Meeting shall be given.
Special General meetings of the Association shall be called by the President on the written request of the ten (10) members of the Provincial Executive, or on the written request of seventy-five (75) PEI Liberals in good standing with the Association or may be called by the President on his own initiative, provided at least seven (7) days public notice of any Special General meeting is given.
The Provincial Executive shall meet regularly, and at any rate, at least six (6) times a year.
Special meetings of the Provincial Executive may be called at any time by the President or on the written request of ten (10) members of the Provincial Executive.
The Provincial Executive shall call a Policy Convention at the time and place of the Annual Meeting; or at such time and place as circumstances may warrant, provided that in any event a Policy Convention shall be held at least once in every four (4) years.
Subject to the provisions of this Constitution, the Provincial Executive shall have the authority to prescribe rules and regulations governing convention procedure, delegate selection and accreditation, voting procedures and all other matters pertaining to the orderly conduct of business at all meetings or conventions of the Association. The Provincial Executive may delegate the organization of such meetings or conventions in whole or in part to a convention committee or to subcommittees.

ARTICLE IX – ORDER OF BUSINESS

The order of business at an Annual Convention of the Association shall include the following:
1. Call to Order;
2. Report on last Annual Meeting;
3. Minutes of any Special General Meetings held during the year;
4. Business Arising from Minutes;
5. Leader’s report;
6. President’s report;
7. Treasurer’s report;
8. Report of the President of the Prince Edward Island Women’s Liberal Association;
9. Report of the President of the Prince Edward Island Young Liberal Association;
10. Report of the President of the Prince Edward Island Indigenous Liberal Commission;
11. Report of the President of the PEI Senior Liberals Commission;
12. Standing Committee reports;
13. Election of Officers;
14. New Business;
15. Special Speakers; and
16. Adjournment.
The order of business at any Special General Meetings of the Association shall be prescribed by the Provincial Executive subject to the approval of the PEI Liberals in good standing with the Association present at such meeting.
The order of business at any regular or special meeting of the Provincial Executive shall be prescribed by the Provincial Executive.

ARTICLE X – NOMINATION PROCEDURE

Nominations for positions of President, Vice-Presidents, Secretary and Treasurer of the Association, who are to be elected at the Annual Meeting, must be actually received by the Executive Director at least fourteen days before the date scheduled for the Annual Meeting.
Each nomination submitted shall indicate the name of the person being nominated, and the position for which that person is being nominated.
Each nomination submitted shall be signed by the person being nominated signifying that person’s consent to stand for nomination.
Following the close of nominations, the list of nominees shall be open for inspection by any PEI Liberal in good standing.
Any nominee may withdraw from the election at any time before or after the close of nominations by delivering notice in writing of the withdrawal, signed by the nominee, to the Executive Director.
Notice of the call for nominations and of the date by which such nominations must be received by the Executive Director shall be included in the public notice given concerning the date, time and place of the Annual Meeting.
Rules governing the conduct of the election of such officers shall be prescribed by the Executive.

ARTICLE XI – QUORUM

The attendance of seventy-five (75) PEI Liberals in good standing with the Association at any Annual Meeting or Special General Meeting shall constitute a quorum.
The attendance of fifteen (15) voting members of the Provincial Executive at any regular or special meeting of the Provincial Executive shall constitute a quorum.
The attendance of five (5) of the officers, at least two (2) of whom shall be members elected to the Executive, at any regular or special meeting of the officers of the Association shall constitute quorum.
If, at any meeting of PEI Liberals in good standing with the Association, the Provincial Executive or the officers, a quorum is not in attendance, the meeting shall be adjourned to a later date and reasonable notice of that date shall be given to the appropriate group and at the re-convening of the meeting a quorum shall be deemed to be in attendance notwithstanding the provisions of paragraphs (1), (2) and (3) of this Article.

ARTICLE XII – VOTING

Unless otherwise specified in this Constitution, at all meetings or conventions of the Association each PEI Liberal in good standing shall have one vote on all question upon which a vote is called, despite any multiple qualification, with the exception of the Chair of the meeting or convention, who shall cast a vote only in the event of a tie.
At all regular and special meetings of the Provincial Executive, each voting member of the Provincial Executive shall have one (1) vote, provided that a District Association President may designate the Vice President in that district to vote in his or her place. The Chair shall cast a vote only in the event of a tie. (Amended 1998).
Every PEI Liberal in good standing with the Association shall be entitled to vote at any provincial leadership convention provided:
1. the person has been a PEI Liberal in good standing with the Association for not less than ten (10) days prior to the scheduled starting time of the meeting; or
2. the person was a PEI Liberal in good standing with the Association for any ten (10) day period within the last five years and rejoins the Association prior to the scheduled starting time of the meeting.
Every PEI Liberal in good standing with the Association shall be entitled to vote at any nomination convention called for the provincial district in which that person resides, provided:
1. the person has been a PEI Liberal in good standing with the Association for not less than ten (10) days prior to the scheduled starting time of the meeting; or
2. the person was a PEI Liberal in good standing with the Association for any ten (10) day period within the last five years and rejoins the Association prior to the scheduled starting time of the meeting.
Voting by proxy shall be prohibited at all meetings of PEI Liberals in good standing with the Association or of the Provincial Executive.
Unless otherwise specified in this Constitution, all questions upon which a vote is taken at any meeting of the Provincial Executive or of the general membership of the PEI Liberals in good standing with the Association shall be decided by a simple majority.
Voting for the election of officers shall be conducted by secret ballot.
All other voting shall be verbal, by a show of hands, or by a standing vote, unless a special resolution authorizing a secret ballot on any question has been passed.

ARTICLE XIII – COMMITTEES

There shall be seven (7) standing committees of the Association , namely:
1. Finance;
2. Election Readiness;
3. Constitution and Legal Affairs;
4. Policy;
5. Communications and Public Relations; and
6. Organization.
The Treasurer shall be the Chair of the Finance Committee. The Chair of the Election Readiness Committee shall be appointed by the Leader of the Party. The Chairs of the Constitutional and Legal Affairs Committee, Organization, Communications & Public Relations, and the Policy Committee shall be appointed by Provincial Executive or the officers of the Association. All other members of each committee shall be appointed by the Provincial Executive, in consultation with the respective committee Chairs.
Ad Hoc Committees may be appointed by the Provincial Executive, or the officers of the Association at any time.
The Provincial Executive may delegate authority to the President to appoint any and all such Special Committees.
All Committees of the Association shall be accountable to and make their reports, together with any recommendations to the Provincial Executive.

ARTICLE XIV – DUTIES AND POWERS OF COMMITTEES

The Finance Committee, acting under the direction of the Treasurer, and subject to the approval of the Provincial Executive, shall:
1. have general responsibility for the finances of the party and prepare and implement annual operating budgets and long range financial plans;
2. plan, coordinate and organize fundraising activities for the party; and
3. coordinate the financing of elections with the province.
The Election Readiness Committee shall:
1. supervise the organization, expansion and coordination of the activities of the party throughout the province;
2. coordinate efforts to stimulate, develop and solicit engagement from citizens in the province and to retain and expand the number of PEI Liberals in good standing with the Association; and
3. direct and coordinate all election-related functions both during elections and between elections.
The Constitution and Legal Affairs Committee shall:
1. advise the party generally on constitutional and legal affairs; and
2. review the Constitution and draft constitutional amendments at the request of the Provincial Executive.
The following provisions relate to the Policy Committee:
1. The Policy Committee shall consist of:
  1. The Policy Chair;
  2. the Policy Vice-Chair appointed by the Leader;
  3. the Chair of the Election Readiness Committee;
  4. the Executive Director, non-voting;
  5. one representative of each of the commissions appointed in accordance with the Constitution of the Commission;
  6. four members of the Caucus appointed by the Caucus;
  7. one member representing provincial districts 1,2,3,4,5,6,and 7;
  8. one member representing provincial districts 8,9,16,17,18,19,and 20;
  9. one member representing provincial districts 10,11,12,13,14,and 15;
  10. one member representing provincial districts 21,22,23,24,25,26,and 27;
  11. members at large as the committee may deem appropriate; and
  12. any member may hold more than one position.
2. The Policy Chair shall:
  1. by virtue of her appointment to this position be the presumptive nominee for the role of policy chair described in section 23(E) of the LPC Constitution for the PTB, which nomination is subject to confirmation at the PTB Annual General Meeting;
  2. sit as a member of the Election Readiness Committee;
  3. chair all meetings, or in his/or her absence, the Vice Chair, of the committee;
  4. cause appropriate records to be maintained; and
  5. present reports to the Provincial Executive as required.
3. The Policy Committee shall:
  1. provide a forum for members of the Party to have their say and influence the policies and platform of the Party;
  2. formulate and prepare policies for the Party;
  3. organize and conduct such seminars, workshops, conventions and other events as may be required for the discovery, development and formulation of Party policy at the provincial level;
  4. coordinate the policy development process with a view to maintaining a current written statement of the policies of the Party that will, together with contributions from the Leader and the Caucus, and subject to the approval of the Leader, form the basis for the platform of the Party for use in the next general election;
  5. establish written procedures for the policy development process and publish these procedures on the public website of the Party.
4. The Leader shall designate one of the members of the Policy Committee who is a member of the Caucus (and who if the Leader is also the Premier of the Prince Edward Island, is a member of the Cabinet) as the Caucus Accountability Officer who shall report in writing to the Provincial Executive on an annual basis and to each biennial convention of the Party or to the Policy Committee as requested on the implementation of the Party policies by the Caucus.
5. The Leader shall designate the person(s) responsible to co-ordinate the drafting of the provincial Party platform. The designated person(s) shall consult with the Policy Chair during development of the platform
  1. No PEI Liberal in good standing with the Association, including a member of the Caucus and a candidate for election to the Legislature may represent in any way that a policy or platform is a Party policy or part of the Party platform unless the policy or platform has been approved by: a majority of the group consisting of the Provincial President, both Vice Presidents and the Policy Chair (the “Policy Approval Subcommittee”);
    or
  2. The Leader after consultation with the Policy Approval Subcommittee.
6. The Policy Committee, by resolution, may establish any number of subcommittees for any purpose. Each subcommittee (other than the Policy Approval Subcommittee) established by the Policy Committee shall consist of;
  1. The Chair who must be a member of the Policy Committee; and
  2. Any number of other persons.
The Communications & Public Relations Committee shall:
1. provide assistance to districts in the development and maintenance of effective social media profiles;
2. coordinate with the Executive Director and third party contractors to ensure effective and accurate communications on behalf of the Association;
3. coordinate with the Executive Director to develop and maintain an effective social media profile for the Association; and
4. Such other activities as may be directed by the Provincial Executive from time to time.
Organization Committee shall:
1. assist provincial districts with district management, election readiness and election campaign management;
2. promote election readiness among the provincial districts;
3. maintain an accurate record of PEI Liberals in good standing with the Association and of anyone who has been a PEI Liberal in good standing with the Association in any of the previous five (5) years;
4. establish and enforce policies for the issuance of contact lists of PEI Liberals;
5. receive applications to join the Party;
6. issue proof to PEI Liberals that they are in good standing with the Association;
7. coordinate all district annual general meetings and fundraising events to avoid conflict of dates.

ARTICLE XV – ASSOCATIONS AND COMMITTEES

The following Associations and Committees shall be affiliated with the Party: The Prince Edward Island Senior Liberal Association, The Prince Edward Island Young Liberal Association, The Prince Edward Island Women’s Liberal Association and The Prince Edward Island Indigenous Liberal Association.
The Prince Edward Island Senior Liberal Association shall identify the needs of seniors in Prince Edward Island, shall encourage and facilitate participation of seniors in the affairs of the Party and advise the Party on strategies, policies and programs which address these needs.
The Prince Edward Island Young Liberal Association shall represent and promote the interests of youth in the Party, shall encourage active participation of youth at all levels of the Party and shall gather the views of young liberals on a regular basis and communicate them to the Party. Every Registered Liberal in good standing with the Association who has not celebrated their 26th birthday is a member of the Prince Edward Island Young Liberal Association.
The Prince Edward Island Women’s Liberal Association shall represent and promote the interests of Women to the Party and encourage equal participation of women at all levels of the Party, shall advise the Party on strategies, policies and programs to facilitate these goals.

The Prince Edward Island Indigenous Liberal Association shall represent and promote the interests of indigenous people of PEI in the Party, shall encourage participation of indigenous peoples in the affairs of the Party and gather the views of indigenous people on a regular basis and communicate these views to the Party

ARTICLE XVI – PARTY LEADERSHIP

The Leader of the Party shall be chosen at a Leadership Convention called by the Provincial Executive in the event of a vacancy in the Leadership of the Party.
In the event that the Leadership of the Party becomes vacant, a caucus of the Liberal Members of the Legislative Assembly, together with the Provincial Executive of the Association, shall jointly appoint an interim House Leader who shall be a Liberal Member of the Legislative Assembly, and such House Leader shall carry on the Leadership of the Party until a Leader is chosen at a Leadership Convention.

ARTICLE XVIII – BY-LAWS

The Provincial Executive of the Association may prescribe fees and make by-laws, rules and regulations for the efficient administration and better management of the Association.

ARTICLE XIX – SIGNING AUTHORITY

Subject to the Provincial Executive appointing alternate signing officers when deemed necessary, the signing officers of the Party shall be the President and Secretary acting together, or with either one of them acting in conjunction with the Executive Director of the Association or the Chief Fundraiser of the Association.

ARTICLE XX – RULES OF PROCEDURE

The Rules of Procedure to be used at all meetings or conventions of PEI Liberals in good standing with the Association shall be Robert’s Rules of Order as amended at the opening of each such meeting or convention.

ARTICLE XXI – AMENDMENTS TO CONSTITUTION

This Constitution may be amended by a two-thirds majority vote of any legally constituted Annual Meeting, Policy Convention, Leadership Convention, or Special General Meeting of PEI Liberals in good standing with the Association provided that either the Provincial Executive has proposed the amendments, or notice of the proposed amendments, signed by a minimum of then (10) members in good standing has been given, in writing, to the Secretary of the Association at least four (4) weeks prior to the date of the meeting or convention.

ARTICLE XXII – APPOINTMENT OF AUDITOR

The Provincial Executive shall appoint the auditors for the Association and determine the term of said appointment.


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CONSTITUTION of THE PRINCE EDWARD ISLAND LIBERAL ASSOCIATION INC.