Constitution and By-laws

The CAC System Framework

By-laws of the National Executive Committee (NEC) of Citizen Advisory Committees (CAC)

Article 1: Name

1.1

National Executive Committee of Citizen Advisory Committees. The committee is called the National Executive Committee of Citizen Advisory Committees.

1.2

Legislative and administrative basis Paragraphs 4(c) and (f) of the Corrections and Conditional Release Act, subsections 7(1) to 7(5) of the Corrections and Conditional Release Regulations, and Commissioner’s Directive 023.

Article 2: Roles and Objectives

The National Executive Committee of Citizen Advisory Committees, in accordance with the Missions of the Correctional Service Canada and of the Citizen Advisory Committees, works to achieve the following roles and objectives:

2.1

to serve as a national coordinating committee for regional and local Citizen Advisory Committees;

2.2

to recognize and support the autonomy of each individual Citizen Advisory Committees in the respect of national guidelines;

2.3

to promote the humane, just and effective operation and development of all units of the Correctional Service Canada;

2.4

to plan and organize the National Conference of Citizen Advisory Committees in conjunction with Correctional Service Canada;

2.5

to facilitate the exchange of information between Correctional Service Canada and Citizen Advisory Committees at the national, regional and local levels;

2.6

to foster public awareness of the Correctional Service Canada’s programs and activities;

2.7

to promote and facilitate preliminary and ongoing orientation for Citizen Advisory Committee members;

2.8

to receive, document, discuss and present for approval the recommendations and/or resolutions of the regions at the national meeting held for this purpose;

2.9

to participate in consultations on national issues, relevant to the federal correctional system of Canada;

2.10

to act as impartial observers, and provide advice, to the Correctional Service Canada regarding correctional operations, programs, policies, and plans; and,

2.11

to liaise with staff and offenders and their representatives, other organizations including criminal justice and advocacy groups and the community to address correctional issues.

Article 3: Members

3.1

The National Executive Committee consists of six (6) members – the National Chairperson and the Chairpersons or a designate of the five (5) administrative regions, one of whom performs the role of Vice-Chair. It also includes a non-voting representative of the Correctional Service Canada, who serves as Co-Chairperson at National Executive Committee meetings.

3.2

Regional Chairs shall be elected in accordance with the method provided within the regional by-laws.

3.3

Upon the election of the National Chairperson, the region until then represented by the new Chairperson shall appoint a new Regional Chairperson in accordance with the By-laws of that region. The newly elected Regional Chairperson shall become a member of the National Executive Committee and shall represent his/her region.

3.4

Upon completion of his/her term, the National Chairperson shall continue to be a non-voting member of the National Executive Committee for a term of six (6) months.

Article 4: The Administration of the National Executive Committee

4.1

The National Executive Committee plans and organizes, jointly with the representatives of Correctional Service Canada the various activities for which it is responsible in accordance with the roles and objectives set out in Article 2 of this By-law.

4.2

The National Executive Committee works in partnership with Correctional Service Canada, which shall identify staff members at the national and regional levels to provide support and maintain a strong relationship with Citizen Advisory Committees.

Article 5: The Responsibilities of the National Executive Committee

5.1

The Chairperson shall:

5.1.1

call meetings of the National Executive Committee and the annual National Conference;

5.1.2

chair and direct the meetings of the National Committee and the annual National Conference and may request that another person be designated for this task;

5.1.3

represent the National Executive Committee of Citizen Advisory Committees and act as the official spokesperson;

5.1.4

take part in the meetings of partner groups, where invited to do so;

5.1.5

ensure that decisions taken by the National Executive Committee and the National Conference are implemented and monitored;

5.1.6

sign all documents requiring a signature; and

5.1.7

provide the annual report on the activities of the National Executive Committee.

5.2

The Vice-Chairperson shall:

5.2.1

perform the Chairperson’s duties if the latter is absent or unable to act; and

5.2.2

fulfill in addition, the responsibilities conferred on him/her by the National Executive Committee.

Article 6: Delegation of Responsibilities

6.1

The National Executive Committee may delegate responsibilities, give a mandate to committees or persons, or form "ad hoc" committees concerning specific issues.

6.2

The National Executive Committee will receive the recommendations of the Regional Committees, take appropriate action, and report back to the region.

Article 7: Appointments of a Chairperson and Vice Chairperson

7.1

The National Executive Committee recognizes that each region shall assume the position of Chairperson and Vice-Chairperson on a rotational basis for a term of two (2) years for each position.

7.2

To establish the order of which regions will assume the chair and vice chair positions the National Executive Committee will perform a draw. The order in which the regions are drawn (1-5) will be the order of succession for the position of Chair and vice chair.

7.3

The position of chairperson will be determined by the National Executive Committee agreeing to the establishment of a rotational sharing of the positions.

7.4

Once a region has been identified to fill the first two year term as chairperson the subsequent region identified in the rotation will assume the position of vice chairperson for a period of two years.

7.5

Upon the designation of the national chairperson, that region shall elect a chairperson to represent them at the National Executive Committee.

7.6

The Chairperson of the designated region shall assume the duties set out in the National Executive Committee by-law for the positions of Chairperson and Vice Chairperson.

7.7

At the end of a two (2) year term, the Vice-Chairperson shall automatically become the National Executive Committee Chairperson.

7.8

The Chairperson of a region designated to assume the position for which he or she was selected, may refuse the appointment. Should this occur, the region identified next in the order of succession will fill the vacancy.

***Below is an example only as to what the proposal might look like over a ten year period starting in 2007 once a rotation is established.***

	Quebec	Ontario	Prairies	Pacific	Atlantic
2007	Chair	Vice-Chair
2009		Chair	Vice-Chair
2011			Chair	Vice-Chair
2013				Chair	Vice-Chair
2015	Vice-Chair				Chair

Article 8: Meetings

8.1

The National Executive Committee shall meet five (5) times annually jointly with the Correctional Service Canada.

8.2

A minimum of three (3) National Executive Committee members in consultation with the Correctional Service Canada may call additional meetings, as it deems necessary and urgent in order to take a decision on issues that are judged essential. This meeting should be held at a time and place set by the National Executive Committee within 30 days of a written notice to the Chair.

8.3

A quorum of any meeting of the National Executive Committee is constituted by the presence of representatives of three (3) regions.

8.4

Decision of National Executive Committee shall be taken by a simple majority of the members present.

Article 9: Annual National Conference

9.1

The National Conference brings together delegates of Citizen Advisory Committees from all operational units of the Correctional Service Canada.

9.2

The National Conference is held annually at a time and place determined jointly by the National Executive Committee and representatives of Correctional Service Canada.

Article 10: Recommendations and Resolutions

10.1

Recommendations and/or resolutions are presented by a Regional Committee to the National Executive Committee for consideration.

10.2

The National Executive Committee review and respond to recommendations and/or resolutions at their meeting and report on their decision and actions at the next Annual Conference or in the National Executive Committee Annual Report.

10.3

The National Executive Committee can:

10.3.1

accept recommendations and/or resolutions;

10.3.2

send back to the originator to request
clarification and/or rewrite;

10.3.3

or dismiss if it feels that it is not properly
supported.

10.4

Recommendations and/or resolutions being brought forward to be presented at the National Conference must reach the National Executive Committee at least one hundred and twenty (120) days before the National Conference.

10.5

Recommendations and/or resolutions that have been accepted by the National Executive Committee must reach the delegates at least sixty (60) days before the National Conference.

10.6

Voting delegates at the National Conference shall be composed of five (5) equal delegates per region as chosen by their respective regional Citizen Advisory Committee. The National Executive Committee members shall be excluded as voting delegate.

10.7

Any voting delegate attending the conference may submit recommendations and/or resolutions from the floor once recommendations and/or resolutions already on the agenda have been considered.

10.8

Resolutions shall be adopted by simple majority.

Article 11: Languages of Communication and Work

11.1

The languages of communication and work at meetings, National Conferences and committees are those recognized by Canada’s official languages policy.

Article 12: Amendments to the By-Laws

12.1

Draft amendment(s) to the by-laws must reach the National Executive Committee at least one hundred and twenty (120) days before the National Conference.

12.2

Regional Committees shall submit proposed amendments, if any, within the time limits provided for in subsection 10.4.

12.3

The Na tional Executive Committee shall review the amendment(s) proposed and decide whether to recommend it/them to the delegates at the National Conference.

12.4

Draft amendment(s) that have been accepted by the National Executive Committee must reach the delegates at least sixty (60) days prior.

12.5

Amendments to the by-laws shall be ratified by a vote of not less than two-thirds (2/3) of the voting delegates present at the National Conference.

Article 13: Procedures

13.1

Generally accepted Parliamentary procedure shall be followed at all general and committee meetings.

Approved at March 2008 Annual CAC Conference.