1. Meetings of the Council shall be conducted in accordance with the Robert’s Rules of Order, unless otherwise specified herein.
2. Number of Meetings
(1) At least 3 meetings of Council shall be held in each year, one of which shall be a meeting held after July 31 in each year for the purpose of electing the Chairperson, Vice-chairperson and Deputy Registrar (hereinafter referred to collectively as the “Council officers”) in accordance with subsection 10(1) of the Act.
(2) A meeting of Council may be called at any time by the Chairperson, the Registrar, or by request in writing to the Registrar from any 3 Council members.
3. Notice of meetings
(1) The Registrar shall give at least 7 days’ notice of a Council meeting, unless
(a) the Chairperson or, in the Chairperson’s absence, the Vice-chairperson determines that due to urgency a meeting should be called on shorter notice; or
(b) two-thirds of Council members consent to shorter notice.
(2) Notice of meetings may be given initially by telephone, and subsequently by hand delivery, courier, ordinary mail, facsimile or electronic means.
(3) Each Council member shall provide the Registrar with the member’s delivery address, mailing address, facsimile number, telephone number, and other contact information, for purposes of delivery of notice of meetings.
(4) Notice shall be deemed to have been delivered to a member
(a) in the case of notice by courier, on the second business day after the date the notice was so sent;
(b) in the case of notice by ordinary mail, on the third business day after the date the notice was mailed;
(c) in the case of all forms of notice other than by courier or ordinary mail, on the date the notice was transmitted, provided the notice is transmitted before 5:00 pm, or otherwise on the first business day after the date the notice was transmitted.
(5) The notice of meeting shall include a statement of the business to be conducted at the meeting.
(6) The Registrar shall make reasonable efforts to provide Council members with copies of documents to be considered at the meeting prior to the meeting. Where a document is of a highly confidential nature, or where it was not practical to provide all Council members with a document prior to the meeting, the document may be provided at the meeting itself.
(7) Notwithstanding any other provision of this By-Law, the inadvertent failure to give notice to a member of a meeting of the Council, or a member’s non-receipt of notice, or any actual or asserted defect in the notice or in any document provided to members in advance of the meeting, does not invalidate anything done at the meeting.
4. Participation by teleconference
(1) With reference to subsection 10(7) of the Act, by giving their unanimous consent all Council members may provide that any Council member may participate in a Council meeting and future Council meetings by means of telephone or other telecommunication device. Such consent may be stated to be effective for future Council meetings for an indefinite period or for such period as the consent may specify.
(2) Notwithstanding subsection 4(1) of this By-Law, a consent to participation in future Council meetings by means of telephone or other telecommunication device may be terminated at any time by a two-thirds majority of Council members participating in a meeting of Council. Notice of the termination of the consent shall be provided with the notice of the next Council meeting and shall only be effective as of the next Council meeting, unless a two-thirds majority of Council members participating in the meeting declare that due to the need for a greater assurance of confidentiality, the termination of the consent is to take immediate effect.
(3) Notwithstanding the existence of a consent to participation in a Council meeting by means of telephone or other telecommunication device, the impracticality of one or more Council members participating or continuing to participate in a Council meeting by telephone or other telecommunication device shall not prevent the meeting from proceeding or continuing, nor be deemed to invalidate anything done at such a meeting, provided there continues to be the participation of a quorum of Council in the meeting.
5. Election of Officers
(1) With reference to subsection 10(1) of the Act, the election of the Chairperson, Vice-chairperson and Deputy Registrar (the “Council officers”) shall be at a meeting of Council called for that purpose in accordance with subsection 2(1) of this By-Law (hereinafter referred to as the “election meeting”).
(2) Any Council member may declare himself or herself as a candidate willing to serve in a particular Council officer position, either by notice to all Council members in advance of the election meeting or by declaration at the election meeting, without any requirement to be nominated.
(3) At the election meeting, any Council member may propose one or more Council members as candidates for Council officer positions, provided that no Council member shall be considered to be a candidate unless he or she declares herself or himself willing to stand for election.
(4) The election of the Council officers shall be by secret ballot taken from each Council member participating in the election meeting. An accountant with the College’s auditors shall count the votes cast, and in the case of Council members participating in the election meeting by telephone or other telecommunication device, such accountant shall arrange to receive privately the vote of each of those members, upon taking an oath to maintain the confidentiality of all members’ votes.
(5) If only one candidate is declared for a Council officer position, that candidate shall be elected to that position by acclamation.
(6) If there is more than one candidate declared for a Council officer position, the candidate for that position who receives the lowest number of votes on a ballot shall be eliminated, and the balloting repeated as many times as may be necessary, until one candidate obtains a majority of the votes cast by the members at the election meeting.
(7) A Council officer shall hold office until his or her successor is elected, or until he or she ceases to be a member of Council, whichever occurs first.