TCMO BYLAWS

Traditional Chinese Medicine Ontario

BYLAWS

ARTICLE I – GENERAL

Section I-Name:  The name of the organization shall be Traditional Chinese Medicine Ontario (TCMO).

Section II – Location:  The principal office shall be in the Province of Ontario, at a location established from time to time by motion of the Board of Directors.

Section III – Fiscal Year:  The fiscal year shall be the calendar year.

ARTICLE II – PURPOSE

Section I- Purpose:  The purpose of this organization shall be as follows:

To protect the philosophy, science, and art of Acupuncture and Traditional Chinese Medicine, and the professional welfare of its members while maintaining a balance between diversity and high professional standards.

To provide professional support and benefits to R.Acs and R.TCMPs.

To foster and promote the profession of Acupuncture and Traditional Chinese Medicine, and R.Acs and R.TCMPs as primary experts in the field, amongst the public, other health professionals, regulators and the legislature.

To promote public awareness of the benefits and educational standards of the field of TCM & Acupuncture.

To achieve and maintain payment parity with other health professions vis-à-vis the practice of needling below the dermis.

To serve as official representatives of, and spokespersons for, registered Acupuncturists and Traditional Chinese Medicine practitioners in the province of Ontario.

To lobby the government, healthcare and insurance industries to promote the profession and the health benefits of Traditional Chinese Medicine and Acupuncture.

ARTICLE III – MEMBERSHIP

Section I – Eligibility and Good Standing: Professional Membership shall be open to persons who are Registered Acupuncturists (R.Ac) and Registered Traditional Chinese Medicine Practitioners (R.TCMP) with current valid registration with the College of Traditional Chinese Medicine Practitioners and Acupuncturists of Ontario (CTCMPAO), who are in good standing and accord with the principles, purposes, and objectives of TCMO. “Good Standing” includes payment of dues, maintaining a valid Ontario R.Ac or R.TCMP membership with the CTCMPAO, and not having registration revoked in other provinces or by the CTCMPAO. Additional categories of membership are defined in Section IV, B & C. Membership may be revoked if payment is more than 60 days overdue. Membership may be revoked for incompetence, unethical practice or unethical
behaviour upon a majority vote of the Executive Board. Revocation may be repealed by a 2/3’s vote of the membership. Individual circumstances may be taken into consideration. Challenges may be evaluated on a case by case basis, based on extenuating circumstances.

Section II – Application: Application of membership shall be made on forms prescribed by the Board of Directors of TCMO and modified from time to time. Approval of membership shall be made by the Board pursuant to the procedures set forth in these Bylaws.

Section III – Categories of Membership: There shall be four (4) categories of membership:

  1. Professional

  2. Student

  3. Supporter

  4. School

Section IV – Categories Defined:

  1. Professional: Eligible if registered in the Province of Ontario. Each individual member has all the rights and privileges of membership and has the right to vote and hold office.

  2. Student: Anyone currently enrolled as a student in a professional Acupuncture and/or TCM program in Ontario. Entitled to all the rights of membership including participation in committees as outlined in Article VII section III, but cannot vote or hold office.

  3. Supporter: Any person, organization, or business which supports the purposes of the TCMO and who is not eligible for the professional, or student category. Entitled to all rights of membership but cannot vote or hold office.

  4. School: Any accredited establishment that offers programs in Acupuncture, Traditional Chinese Medicine and/or Chinese Herbs, and supports the purposes of the TCMO.

ARTICLE IV – BOARD OF DIRECTORS

Section I – Composition: TCMO shall be governed by a Board of Directors consisting of the President, Vice-President, Secretary, and Treasurer (collectively known as the Executive Committee), plus the Immediate Past President and up to six additional board members elected from the general membership.

Section II – Authority and Responsibility:

  1. The Board of Directors shall be responsible for all matters pertaining to the organization, except those specifically stated otherwise in these Bylaws.

  2. The Board of Directors may delegate authority to the Executive Committee to act on its behalf between meetings.

  3. The Directors shall perform those duties and responsibilities normally performed by the directors of a corporation, and other such duties as are delegated to the individual directors by the President or the Board of Directors.

Section III – Authority and Responsibility of the Officers and Directors:

  1. The President shall:

    1. Preside over all meetings of members, the Board of Directors and the Executive Committee.

    2. Prepare an agenda for all meetings.

    3. Serve as a member ex-officio, with the right to vote on all committees.

    4. Keep the Executive Committee up to date on all affairs.

    5. Act as a representative of the organization to the public, government and other acupuncture organizations.

  2. The Vice-President shall:

    1. Assist the President in all duties.

    2. Act as liaison between committee chairs and the Board of Directors.

    3. Preside over meetings in absence of the President.

    4. Perform the duties of the President in the event of the latter’s inability to serve.

  3. The Treasurer shall:

    1. Manage the organization’s funds.

    2. Be responsible for the collection of all members’ dues.

    3. Maintain proper accounting principles and be responsible for keeping TCMO funds in the account designated for this purpose.

    4. Oversee the preparation and filing of all tax returns.

    5. Report the financial condition of the organization at all meetings as needed.

  4. The Secretary shall:

    1. Maintain all organization records, except financial.

    2. Record and distribute as appropriate the proceedings of TCMO meetings, including the annual
      general meetings, Board of Directors and Executive Committee meetings.

    3. Maintain a current list of the membership.

    4. Work closely with the membership committee and act
      a liaison between the latter and the Executive Committee.

    5. Ensure a Board member is fulfilling the recording role at any meeting the Secretary will be
      absent from.

  5. The Immediate Past President shall:

    1. Attend meetings and vote as a regular Board member.

    2. Lend assistance and advice to the current President.

    3. Be available to fill Board office positions in the event of urgent need such as a resignation of another Board member.

  6. The President and the Treasurer shall be signatories to all bank accounts and funds.

Section IV – Qualifications:

  1. A candidate for the office on the Board of Directors shall be a Professional member in good standing, shall have held an R.Ac. or R.TCMP designation for no less than one year, and is currently residing in the province of Ontario.

  2. A candidate for election to the office of the President of the organization shall meet all of the above criteria and shall have been a member of TCMO for at least one year, and shall have served at least one full year as a seated member of the Executive Committee of the Board of Directors.

ARTICLE V – MEETINGS

Section I – General Meetings:

An Annual General Meeting of the organization, for the purpose of electing members of the Board of Directors, receiving the annual reports and committee reports, approving the financial reports, approving the actions of the Board, amending the Bylaws and other such businesses and educational activities of importance to the organization, shall be held each year in the first five months of the calendar year in Toronto. The date, time and location of the next annual meeting must be announced as soon as possible following each annual meeting, but no later than 60 days before the event.

An Annual Provincial Meeting will be scheduled during the final five months of the calendar year for the purpose of general information, educational activities, and professional interaction. This meeting is to be held in alternating districts on a rotating basis.

Section II – Board of Director Meetings:

  1. The Board of Directors shall meet 6 (six) times a year:

    1. At the General Meeting in person

    2. At the Provincial Meeting in person

    3. Approximately every other month for the remaining 4 meetings via web or telephone conference. An in-person meeting may replace a web conference with the consent of the majority of members of the Board of Directors. TCMO will contribute a per diem to travel expenses for all Board members to the General and Provincial meetings as funds permit.

  2. The date and place of the next meeting will be determined in advance at the prior meeting.

  3. Emergency meetings may be called by the President or any three (3) directors. All reasonable efforts shall be made to notify all Board members with information concerning date, time, place and agenda.

  4. A quorum shall consist of no fewer than five (5) members of the Board, of which three (3) members must be from the Executive Committee.

  5. All meetings of the Board of Directors shall be open to the public, unless specified in advance by the Board as a closed meeting.

  6. The Secretary shall ensure that the minutes of each Board meeting shall be summarized and emailed to all Board members within fifteen (15) days following the meeting.

Section III – Executive Committee Meetings: The Executive Committee shall meet between Board of Directors meetings.

Section IV – Membership Input<: Members in good standing are encouraged to attend Board meetings and provide input on issues. As well, members are encouraged to discuss issues pertaining to our profession in any forum (including by email or on our facebook page). Any actionable items need to be presented in writing to the President of the Board to be added to the agenda, and presented at a monthly meeting in a timely manner.

Section V – Conduct of Meetingsngs: Meetings shall be conducted according to Robert’s Rules of Order. Decisions shall be made by a majority vote of 2/3rds of those present.

ARTICLE VI – ELECTION AND TERMS

Section I – Election of Directors: General election of the Board of Directors and officers will take place during the Annual General Meeting. All professional members in good standing are entitled to vote and/or hold office.

Section II – Term of Office: Each director shall hold office until the expiration of the term for which they were elected and until their successor has been elected, or until their prior resignation or removal. Each Director shall serve a two-year term, with staggered terms, such that no more than one-half of the Directors terms expire in any particular year. No Director shall serve for more than three consecutive terms, but any qualified person may be re-elected to the Board after a one year absence from the Board of Directors.

Section III – Responsibility of Directors: No Director may miss more than two consecutive meetings of the Board, and must serve on at least one of the committees.

Section IV – Vacancy on Board: If a position on the Board of Directors is declared vacant either by resignation or non-attendance, the Board may appoint a member to serve for the remainder of the term of office.

ARTICLE VII – COMMITTEES AND TASK FORCES

Section I – General: Committees and Task Forces shall be created and disbanded by the Board as needed for the smooth and proper functioning of the Organization.

Section II – Authority and Responsibilities:

  1. The President, with the consent of a majority of the Board, shall appoint Committee and Task Force chairpersons. All Committee and Task Force Chairs must be professional members in good standing with the TCMO.

  2. The President and the Committee and Task Force Chairs shall each have the power to appoint committee members.

  3. The duties of each committee shall be set forth by the President with the advice of the Board. The committees shall follow policies and procedures prescribed by the Board where existing, and shall submit proposed policies and procedures when they do not.

  4. Task Forces shall be given very specific and limited responsibilities; they must report back to the Board of Directors in a timely manner.

Section III – Standing Committees: The following standing committees may be established:

  1. Membership

  2. Legislation and Bylaws

  3. Public Relations, social media, marketing and outreach

  4. Professional liaisons

  5. Professional Development and Education

  6. Member benefits

  7. Fundraising

  8. General Meeting and Provincial Meeting organizing

ARTICLE VIII – AMENDMENTS TO BYLAWS

Section I: Process to Amend Bylaws: Any voting member of the Board may move to amend the Bylaws by submitting such a motion in writing to the Executive Board at least six months prior to the Annual General Meeting. The Legislative and Bylaws Committee will consider the amendment and make recommendations to the Board of Directors. The Board of Directors will vote on the amendments; two-thirds of the vote of the Directors present at the meeting is required to present the amendment to the membership at the Annual General Meeting. A notice to the membership detailing the amendments must be distributed 30 days prior to the Annual General Meeting. A majority of two-thirds of the voting membership present at an Annual General Meeting is required ratify any change or amendment to the Bylaws.

Effective Date: August 20, 2018