PART 1 - CONSTITUTION

SECTION 1 - GENERAL

NAME

101. The CANADIAN FORCES INTELLIGENCE BRANCH ASSOCIATION, henceforth “The Association”, shall be the name of the Association. The Association executive shall be jointly located between Ottawa and Kingston, Ontario, Canada, with a primary mailing address at the Canadian Forces School of Military intelligence in Kingston. If necessary when referring to the Association, “Canadian Forces” may be replaced by “Canadian Military” in order to avoid confusion with official Canadian Forces organizations or activities.

PURPOSE

102. The Association exists to serve all the members of The Association while fostering, maintaining and promoting the traditions and well-being of the Canadian Forces Intelligence Branch and the Canadian Defence Intelligence function.

EXECUTIVE AND ADVISORY COMMITTEES

103. The Association shall be administered by an Executive Committee, hereinafter referred to as “the Executive”. Pragmatically, the majority of the members of the Executive should be residents of the Ottawa-Kingston-Montreal area.

104. The Executive Committee shall be assisted in its duties by an Advisory Committee, consisting of members elected or appointed to represent specific elements of the Association membership and to provide advice on specific areas of membership concerns.

SECTION 2 MEMBERSHIP

ELIGIBILITY

201. Membership in The Association is open to:

a. all serving Regular and Reserve Force members of the Intelligence Branch;

b. all former members of the Intelligence Branch and of its historical predecessors;

c. all serving or former serving members of the Canadian Forces, who, at any time, are or were primarily employed on intelligence duties or in an area of work that provided primary support to the intelligence function and whose nomination for membership is approved by a minimum of three members of the Executive;

d. all former and serving members of associated and Allied Intelligence organizations and/or their Associations, both military and civilian, and whose nomination for membership is approved by a minimum of three members of the Executive;

e. all former and serving Canadian Public Servants who are serving or have served in a Canadian Defence Intelligence organization or agency and whose nomination for membership is approved by a minimum of three members of the Executive; and

f. such other persons as may be approved by a minimum of three members of the Executive on the recommendation of any Chapter or individual member of The Association.

TYPES

202. There shall be two types of membership in The Association Regular and Honorary:

a. Regular Member

(1) All serving and retired members of the Canadian Forces Intelligence Branch or its historical predecessors shall be granted Regular membership automatically on payment of the prescribed annual dues or on establishment of the appropriate pay allotment; and

(2) All other applicants, as outlined in Article 201, and subsequently approved by a minimum of three members of the Executive, shall be granted Regular membership in The Association on payment of the prescribed annual dues. Such members shall receive an Association coin (A serial) and be assigned an associate number in lieu of a Branch Number.

b. Honorary Member

(1) Noteworthy persons may be nominated to the Executive by any Association member or Chapter for Honorary Membership. A serving member of the Intelligence Branch cannot be an Honorary Member. Appointment of an Honorary Member requires a majority vote by the Executive;

(2) An Honorary Member shall have all rights and privileges of a Regular Member except that an Honorary Member may not hold any Officer position on the Executive. The only exception shall be an Honorary Member who holds the appointment of Colonel-Commandant of the Intelligence Branch, who shall sit on the Executive as Senior Advisor; and

(3) An Honorary Member shall receive from the Association President, on behalf of the Executive, an Association coin (H serial) and Membership Card suitably inscribed to acknowledge such membership. While selection of Branch Colonels-Commandants and the awarding of suitably inscribed scrolls acknowledging such appointments is an Intelligence Branch function conducted in accordance with CF and Branch policies, the Association is responsible for offering Honorary Membership to Colonels-Commandant who do not hold Regular Membership.

(4) The Executive may extend to appointees in the appointment of Colonel-Commandant appropriate offers of assistance for the purchase of uniform accoutrements. Such offers shall not be made to any other Honorary Members.

TERM

203. A Regular Member shall be considered in good standing upon continued payment of the prescribed dues or continued payment through the military allotment system. The Executive may revoke membership at any time for good and just reason.

204. An Honorary Member shall be granted membership for life. The Executive may revoke membership at any time for good and just reason.

DUES

205. Regular Members shall be required to pay dues to maintain active membership in The Association. The amount of said dues shall be established and reviewed by the Executive to ensure that The Association has sufficient funds to meet its obligations. At the discretion of the Executive, a lifetime membership due may be established, upon payment of which a Regular Member will receive a lifetime membership with no further financial obligation.

206. Regular Members who fail to submit the required dues shall be placed on inactive status, upon which they lose entitlements to membership benefits. Membership, and benefits, shall be reinstated upon submission of dues. At the request of the member, past dues may be submitted and the member shall be credited with past membership time, however such past dues shall be submitted at the current rate of dues as set out by the Executive and not at the rate then prevailing in the past.

207. Regular members may submit dues to cover subsequent years at the current rate set by the Executive. The member will be credited for the appropriate number of years as determined by the current rate when the cheque is received and this number shall not be pro-rated by future changes in dues.

208. The call for dues shall be made annually, with membership effective 1 January to 31 December inclusive. Late payment of annual dues will normally result in only a delay in receipt of Association goods and services to the member, such as The Association Journal, in the calendar year in which payment was late.

209. Honorary members are not required to pay dues.

210. On payment of annual dues, members may be given, upon request, an Association Membership Card to confirm that the individual is a member in good standing for the year(s) for which membership dues were paid.

211. Membership dues are not refundable. In cases where The Association failed to deliver appropriate goods and services (e.g. The Association Journal) to the member and upon concurrence of both The Association and member, the member will be entitled to membership during the next calendar year at no cost to the Member.

APPLICATION FOR MEMBERSHIP

212. Application for membership in The Association shall be submitted using the form as prescribed by and promulgated by the Executive. Applicants are required to fully complete all portions of the form; incomplete data may be grounds for the rejection of the application. It is the responsibility of the member to update their personal information as required; as a minimum once annually upon submission of the application. This form shall normally be completed on an annual basis by each member paying by cheque and forwarded to the Membership Secretary not later than 31 January of the year for which membership or membership renewal is sought. Members paying by allotment shall not be required to submit the form while the allotment remains active but will be required to keep their membership data updated by the most convenient and reasonable means available.

213. To cover initial membership costs, The Association shall require from new applicants a commitment to remain a member for a minimum initial period of two (2) years for which fees must be paid prior to becoming a member in good standing.

214. Applications for initial membership from any other individuals shall be supported by a brief outline of the individual’s current or previous involvement or interest in the intelligence field or, in the case of an active Public Servant, of the name of the intelligence organization in which they are currently serving and their position/appointment within that organization.

215. Nominations for Honorary membership shall contain the aforementioned requirements plus substantiation by the sponsoring member or Chapter as to why membership should be granted. Such nominations shall be reviewed by a sub-committee of at least two members of the Executive appointed for the purpose and, if found satisfactory, shall be forwarded to the Executive.

APPROVAL FOR MEMBERSHIP

216. Applications for membership from individuals who are serving or retired members of the Canadian Forces Intelligence Branch, either Regular Force or Primary Reserve, or its historical predecessors, may be approved by the Membership Secretary without consultation with the executive.

217. Applications for initial membership from any other individuals shall be reviewed by the Membership Secretary and, if found satisfactory, shall be forwarded to the Executive for review. Such submission may be made either electronically, by means of e-mail or submitted at a meeting of the Executive. At their discretion, the membership secretary may also make a recommendation of approval or disapproval to the executive. An application for Regular Membership shall be considered approved if accepted by a minimum of three (3) members of the Executive.

218. Nominations for Honorary membership shall review by the Executive and requires a majority vote of the Executive for approval.

SECTION 3 ADMINISTRATION

THE EXECUTIVE COMMITTEE

301. The Executive Committee, henceforth “the Executive”, shall be comprised of Regular Members in good standing, with the exception of the position of Colonel-Commandant who may be an Honorary Member. It shall consist of Senior Advisors and Officers. If committees are established by the Executive to administer specific activities or events (e.g. dinners), Committee Chairs who are not regular members of the Executive shall be granted ex-officio, voting status on the Executive on all matters under their purview which are brought to the attention of the Executive for the duration of their appointment.

302. The Executive shall consist of the following:

a. Senior Advisors:

(1) Intelligence Branch Colonel-Commandant;

(2) Intelligence Branch Advisor; and

(3) Intelligence Branch Chief.

b. Officers:

(1) President;

(2) First Vice-president;

(3) Second Vice-president;

(4) Treasurer; and

(5) Membership Secretary.

303. The methods of appointment or election for members of the Executive are as set out below:

POSITION	METHOD OF APPOINTMENT
Colonel-Commandant	Appointed by MND
Intelligence Branch Advisor	Appointed by CMP
Intelligence Branch Chief	Appointed by CMP
President	Elected by Membership
First Vice-president	Elected by Membership
Second Vice-president	Elected by Membership
Treasurer	Elected by Membership
Membership Secretary	Elected by Membership
Historian	Elected by Membership
Secretary	Elected by Membership

Table 1 – Executive Positions, Appointments, Elections and Selections

304. Every effort shall be made to fill vacant positions as soon as possible to ensure the efficient administration of The Association’s affairs. Election of Officers may be done secretarially by means of a majority vote by the membership of The Association through electronic means or through a general meeting. Should neither of these options be practical, election may be done through a meeting of the Executive or secretarially, in which case a 75% majority vote shall be required for election. Selection of Officers may be based either on a submitted nomination or a submitted request to volunteer for the position. If only one nomination is received for a vacant position, appointment of that individual may be made by acclamation upon the approval of a majority of the Executive. Any deviance to stated selection and election procedures may occur with the concurrence of the majority of the Executive.

305. Senior Advisors may not hold a position as an Officer. It shall be normal practice that no Officer hold more than one position, except as an interim measure in the event that a position is vacant and there is a critical requirement to occupy that position. If any Officer holds more than one position, that Officer shall have no more than one vote on any matter brought before the Executive.

306. Committee chairs and members must be members of The Association, but need not ordinarily be Officers of the Executive.

307. Should the President, for whatever reason, vacate the position of President, the Intelligence Branch Advisor, in consultation with the Executive, shall select an interim President to fill the position until such time that The Association can select a replacement. In the event that the Branch Advisor is not a member of The Association, the Officers of The Association, under the guidance of the Vice-presidents, shall, either secretarially or through a meeting of the Executive, select an interim President. Until the position of the President is filled, the First Vice-President or, in their absence the Second Vice-President, shall be designated President pro tem.

308. Should any other Officer vacate a post, or because of duty, be unavailable to fulfill critical duties, the President with the concurrence of three other Executive officers shall appoint an interim replacement.

THE ADVISORY COMMITTEE

309. The Advisory Committee, henceforth “the Advisory”, may be comprised either of Regular Members in good standing or Honorary Members. The Advisory shall assist the Executive in its duties through the representation of specific elements of the Association membership and the provision of advice on specific areas of membership concerns.

310. Members of the Advisory shall receive an invitation to and, at their discretion, may attend any and all meetings of the Executive. Generally, members of the Advisory shall be non-voting members at such meetings, however they may speak at any time to provide advice and, at the discretion of the President, they may vote on individual motions or issues which directly concern the specific members or elements that they represent. At the discretion of the President, members of the Advisory may be included in any secretarial actions or votes undertaken by the Executive and have voting rights within these actions or votes.

311. The Advisory shall consist of the following:

a. Honorary Advisors:

(1) Former Intelligence Branch Colonels-Commandant;

(2) Former, retired, Intelligence Branch Advisors; and

(3) Former, retired, Intelligence Branch Chiefs.

b. Advisors:

(1) Past Association President;

(2) Journal Editor;

(3) Navy Representative;

(4) Army Representative;

(5) Air Force Representative;

(6) CFSMI Representative;

(7) Overseas Representative; and

(8) Retired Members Representative.

(9) Kit Shop Owner; and

(10) Web Master.

312. The methods of appointment or election for members of the Advisory are as set out below:

POSITION	METHOD OF APPOINTMENT
Former Colonels-Commandant	Upon Completion of Appointment
Former Intelligence Branch Advisors	Upon Retirement
Former Intelligence Branch Chief	Upon Retirement
Past Association President	Upon Completion of Appointment
Journal Editor	Volunteer approved by Executive or Member selected by executive
Journal Production Officer	Volunteer approved by Executive or Member selected by executive
Navy Representative	Filled by appointment (Senior Intelligence Officer in CMS)
Army Representative	Filled by appointment (CLS G2)
Air Force Representative	Filled by appointment (1 CAD A2)



CFSMI Representative	Appointed by Commandant CFSMI
Overseas Representative	Elected by Overseas Members
Retired Members Representative	Elected by Retired Members
Kit Shop Owner	Kit Shop Owner
Web Master	Volunteer approved by Executive or Member selected by executive

Table 2 – Advisory Positions, Appointments, Elections and Selections

313. Every effort shall be made to fill vacant positions as soon as possible to ensure the efficient delivery of advice to the Executive and continuous representation of the views of Association members. Election of those advisors who are selected by the Executive shall occur either at a meeting of the Executive, with each voting member of the Executive having a ballot vote, or may be done secretarially. Selection of these advisors shall be based on a submitted nomination or submitted request to volunteer for the position or by selection by the Executive. Any deviance to stated selection and election procedures may occur with the concurrence of the majority of the Executive.

314. Advisory positions filled by appointment shall become effective either the date of change of strength to a designated position or, in the case of an Advisor appointed by a designated appointment, on the date that the President is notified of the appointment of such an Advisor.

315. In the case of Advisors who are selected from, and are elected by a designated portion of the membership, the election may be done secretarially, by means of a majority vote by the designated element of The Association through electronic means, or through a mail vote. Selection of these Advisors may be based either on a submitted nomination or a submitted request to volunteer for the position. Only if no nomination is received for a vacant position, the Executive may, upon consultation with the appropriate element of the membership, select and appoint an Advisor upon the approval of a majority of the Executive.

316. It shall be normal practice that no Advisor hold more than one position, except as an interim measure in the event that a position is vacant.

ASSOCIATION PUBLICATIONS

317. The official newsletter of The Association shall be the “INTELLIGENCE BRANCH ASSOCIATION JOURNAL” (short-title “JOURNAL”) which shall be published annually or semi-annually as decreed by the Executive. Publication shall normally be at year’s end or, in the case of semi-annual issues, additionally at mid-year. This decision will be based on the number of article submissions received by the Journal Production Officer and financial costs associated with publication and mailing. Dates for submission of articles shall be made known at least three months prior to the intended date of publication.

318. Members of the Association shall receive, in as timely a manner as possible, and at no additional cost to their dues a copy of each issue of the JOURNAL. Preference will be for electronic dissemination in PDF format, however members may make an election on their membership application for a hard copy issue. Costs shall be recovered from the Treasurer. Although it will not be standard practice for the JOURNAL to be disseminated to non-members of The Association, copies may be made available in exceptional circumstances as a goodwill gesture to those who request it in exchange for the cost of mailing. At the discretion of the Executive, a number of copies may be sent to designated appointments within the Defence intelligence function for situational awareness of Branch matters or for distribution as goodwill copies.

319. Included with each edition of the JOURNAL shall be information pertaining to Association services, any special notices of interest to members, and, where appropriate, a Membership Application/Renewal form and Membership Card.

320. The Executive from time to time may publish and disseminate additional items of interest to the membership. Costs associated with such publications shall be absorbed by The Association and recorded by the Treasurer.

ASSOCIATION HISTORICAL COMMITTEE

321. The Association Historical Committee, when established by the Executive, shall be chaired by the Historian. The Committee, when established, shall be a standing committee and shall assist the Historian in promoting activities and in the performance of the following duties:

a. enhance the understanding of the history of Canadian military intelligence;

b. protect artifacts, documents and implements of historical significance to the Intelligence Branch and The Association; and

c. perpetuate traditions and values endemic to the Intelligence Branch.

USE OF THE INTELLIGENCE BRANCH/ASSOCIATION BADGE/LOGO

322. Use of the Intelligence Branch or Branch Association badge/logo on any item of civilian or military clothing or equipment must be of such high standard that such use reflects positively on the Intelligence Branch and The Association.

323. The Silver Star Kit Shop, in consultation with the Intelligence Branch and The Association, shall serve as the official point of contact for use of Intelligence Branch/Association badges or logos. In order to maintain quality control, establish long-term working relationships with suppliers, and obtain the best possible prices through bulk purchases, the Silver Star Kit Shop shall normally be the designated purchasing agent for The Association.

SECTION 4 AMENDMENT

AMENDMENTS TO THE CONSTITUTION

401. The Executive may make such amendments to the Constitution as may be necessary to remain current with accepted rules and procedures or to reflect resources available to the Executive.

402. Members-at-large may submit proposed Constitution amendments in writing to the Secretary. Such proposals shall be reviewed at the next scheduled meeting of the Executive or secretarially, at the discretion of the President. Proposed amendments and comments discussed at a meeting of the Executive, or handled secretarially, shall be included as an Annex to the Minutes of the meeting following discussion of the issue.

403. At the discretion of the Executive, proposed amendments may be circulated to Regular members-at-large along with a voting form and a date by which the member’s vote must be received by the Executive. When such a procedure is followed, a majority vote of sixty percent of completed and valid returns from Regular Members shall be required for the proposal to be adopted.

404. Any approved amendments to the Constitution shall be published in the JOURNAL for the notification of the members or, at the discretion of the Executive, shall be published on The Association web-site and the attention of the members drawn to the particular web page by an announcement published in the JOURNAL.

AMENDMENTS TO THE BYLAWS

405. The Executive may from time to time enact additional Bylaws to amplify the Constitution and/or to set out rules of operation of the Association.

406. The Executive or members may submit proposals to add or amend by-laws. The process for such additions or amendments shall follow the same general procedures as have been put into place for amendments to the Constitution.

PART 2 - BYLAWS

BYLAW ONE THE EXECUTIVE AND ADVISORY COMMITTEES

GENERAL

1.01 The Executive shall be responsible to the members for the efficient operation of The Association. In addition to such other duties as may be assigned, the Executive shall be the sole authority for the following:

a. conducting all business for The Association;

b. appointing committee chairs to carry out any project or business of The Association;

c. accounting for, control of and expenditure of all funds of The Association in accordance with generally accepted accounting procedures;

d. setting, collecting, recording and administrating membership dues;

e. producing and issuing membership cards and premiums and retirement gifts;

f. setting rates to be charged for all goods and services, including dues, provided by, or owed to, The Association;

g. liaising with of the owner of the Silver Star Kit Shop;

h. liaising with select foreign military intelligence associations and private organizations that promote our past and present military intelligence linkages; and

i. maintaining an internet web-site to promote contact with Association members and those in the community interested in the Branch and Association.

1.02 The Advisory shall be responsible for assisting the Executive in the execution of its duties through the provision of representation for specific elements of The association and the provision of advice on specific areas of membership concerns.

TERM OF OFFICE

1.03 No term limit shall be placed on any member of the Executive or Advisory, provided:

a. their performance meets the expectations of the membership, the Executive, or the Advisory; and

b. no member of The Association has expressed an interest in occupying the position forthwith.

1.04 The nomination, election, replacement, or dismissal of members of the Executive and of the Advisory shall be in accordance with the forms and procedures as set out in the appropriate sections of the main body of the Constitution of The Association. Additionally, filling of vacancies shall also be in accordance with the appropriate sections of the Consitution.

PROTECTION OF EXECUTIVE OFFICERS

1.05 No member of The Executive or Advisory shall be liable for the act, deceit, neglect or default of any other Executive or Advisory member, or for joining in any deceit or other act for conformity, or for any loss or expense occurring to The Association through the insufficiency or deficiency of title to any property acquired by order of the Executive or Advisory for or on behalf of The Association, for the insufficiency or deficiency of any security in or upon which any of the monies of The Association shall be invested, or for any loss or damage arising from the bankruptcy, insolvency or tortious act of any person with whom any of the monies, securities or effects of The Association shall be deposited, or for any loss occasioned by any error of judgement or oversight on his part, or for any other loss, damage or misfortune whatever which shall happen in the execution of the duties of his office or in relation thereto unless the same shall happen through his own dishonesty.

INDEMNITY OF EXECUTIVE OR ADVISORY

1.06 Every member of the Executive or Advisory and their heirs, executors and administrators, and estate and effects respectively, from time to time at all times, shall be indemnified and save harmless out of the funds of The Association, from and against:

a. all costs, charges and expenses whatsoever which such Executive or Advisory member sustains or incurs in or about any action, suit or proceeding which is brought, commenced or prosecuted against him, for or in respect of any act, deed, matter or thing whatsoever, made done or permitted by him, in or about the execution of the duties of his office; and

b. all other costs, charges and expenses that he sustains or incurs in or about or in relation to the affairs thereof; except such costs, charges or expenses as are occasioned by his own willful neglect or default.

DUTIES OF THE EXECUTIVE

1.07 The Intelligence Branch Colonel–Commandant, Intelligence Branch Advisor and Intelligence Branch Chief are voting members of the Executive. They shall provide guidance and advice on Association matters.

1.08 The President shall:

a. preside at meetings of the Executive;

b. ensure that proceedings of meetings are recorded and shall sign the Minutes;

c. be responsible for all matters of policy relating to the operation of The Association;

d. ensure the safekeeping and accounting of all funds and property held in trust;

e. report on business at each meeting; and

f. ensure that a Vice-president is available to act in the absence of the President.

1.09 The First Vice-president shall:

a. understudy and assist the President in the discharge of the President’s duties;

b. perform such other duties as may be detailed by the President; and

c. assume the duties of the President in their absence.

1.10 The Second Vice-president shall:

a. co-ordinate and supervise fund raising operations and social functions of The Association;

b. act as a point of contact for Chapters of The Association;

c. perform such other duties as may be detailed by the President; and

d. assume the duties of the First Vice-president in their absence.

1.11 The Treasurer shall:

a. ensure that the accounts of The Association are kept by means of a suitable system of accounting;

b. prepare financial statements for meetings of the Executive;

c. be responsible for the handling and safekeeping of cash, for deposit in the bank and for originating cheques in payment of Association accounts;

d. liase with the owner of the Sliver Star Kit Shop in matters dealing with financial issues and on matters dealing with the acquisition and sale of items required by The Association; and

e. make suitable arrangements for the safekeeping of financial documents and vouchers.

1.12 The Membership Secretary shall:

a. maintain a record of current and former members of The Association together with their addresses and, where possible, electronic contact details;

b. initiate the annual call for dues, receive all dues, and pass all such monies to the Treasurer for deposit;

c. issue Association membership cards;

d. assist in the dissemination of The Association’s publications in a timely manner to Association members;

e. understudy the Secretary and act in this capacity when the Secretary is absent;

f. maintain and update, in accordance with amendments passed by the Executive, such forms as are required for the provision of membership services to the Members of The Association, particularly the Membership Application and the Request for Retirement Gift;

g. in accordance with membership provisions as set out in the Constitution, review and, as required, approve or forward for approval applications for membership; and

h. serve as the point of contact for membership premiums and Retirement Gift processing.

1.13 The Historian shall:

a. chair the Association’s Historical Committee;

b. alone, or in conjunction with the established Historical Committee, collect, catalogue, preserve and arrange for the display of any and all times of historical interest to The Association; and

c. alone, or in conjunction with the established Historical Committee, promote significant dates in Canadian intelligence history and sponsor research activities into matters of historical interest to The Association.

1.14 The Secretary shall:

a. maintain a record, in consultation with the Membership Secretary, of serving Regular and Reserve Force members of the Intelligence Branch together with their Branch number and their current locations and contact details;

b. as directed by the President, coordinate meetings of the Executive or general membership and promulgate notifications of such meetings to the required attendees;

c. record the proceedings of all meetings and prepare written Minutes of such meetings;

d. ensure that permanent records are maintained of all electronic correspondence dealing with matters discussed/approved by the executive

e. sign the Minutes and present them to the President as soon as possible after a meeting;

f. be charged with the maintenance of an on-going file of the Minutes of all meetings and with the safekeeping of the Constitution and Bylaws and with the entering of approved amendments thereto; and

g. conduct correspondence on behalf of The Association as directed by the President.

DUTIES OF THE ADVISORY

1.15 Former Intelligence Branch Colonels–Commandant and retired former Intelligence Branch Advisors and Intelligence Branch Chiefs are Honorary Advisors. They shall provide guidance and advice to the Advisory and, where required, to the Executive on Association matters.

1.16 The Past President shall offer advice and continuity based on their past experience as the President of the Association.

1.17 The Journal Editor shall:

a. receive from the Journal Production Officer publication items for edit, and return these publication items to the Journal Production Officer as soon as possible so that them may be forwarded to the designated authority for Journal integration, printing and mailing;

b. as required, carry out some or all of the functions of the Journal Production Officer; and

c. offer advice on the suitability, length and content of submissions.

1.18 The Journal Production Officer shall:

a. maintain and retain software templates used in the production of the Association’s publications;

b. collect submissions from members of The Association, the Intelligence Branch, and others for inclusion in the Association’s publications;

c. ensure that appropriate environment, Reserve, Overseas, CFSMI or Retired Members representatives have approved items submitted for publishing;

d. conduct first level editing of prepared publications;

e. refer any matter pertaining to the suitability of submissions to the Executive for decision;

f. submit prepared publications to the Journal Editor for review;

g. forward edited publications to the authority as designated by the Executive for Journal printing and mailing; and

h. as required, make any recommendations to the Executive on the feasibility of a supplementary edition of the Journal.

1.19 The Navy, Army and Air Force Representatives shall:

a. promote Association membership;

b. encourage Association members throughout the environments to take an active role in the affairs of The Association;

c. forward appropriate items generated within their environments for inclusion in The Association’s publications; and

d. offer advice to the Executive on matters and developments within their environmental areas of interest.

1.20 The Navy, Army and Air Force Reserve Representatives shall:

a. promote Association membership within their component of the Reserve Force[SPO1] [c2] ;

b. encourage Association members throughout the Reserve to take an active role in the affairs of The Association;

c. forward appropriate items generated within the Reserves for inclusion in The Association’s publications; and

d. offer advice to the Executive on matters and developments within their Reserve environmental area.

1.21 The CFSMI Representative shall:

a. encourage new members of the Branch in a non-coercive manner to become aware of benefits to joining The Association;

b. encourage Association members at CFSMI, students attending courses at the School, and new members of the Intelligence Branch to take an active role in the affairs of The Association;

c. forward appropriate items generated within CFSMI for inclusion in the Association’s publications;

d. offer advice to the Executive on matters and developments within CFSMI and the Canadian Forces training establishment; and

e. assist as necessary with the printing and mailing of the Association’s publications, forwarding an account of expenses occurred to the Treasurer for appropriate reimbursement.

1.22 The Overseas Representative shall:

a. encourage Association members posted overseas (and in nations “other than Canada”) to take an active role in the affairs of The Association;

b. forward appropriate items generated overseas (and in nations “other than Canada”) for inclusion in the Association’s publications;

c. establish and maintain contact overseas with Allied intelligence agencies and their Associations; and

d. offer advice to the Executive on matters and developments outside Canada.

1.23 The Retired Members Representative shall[SPO3] [c4] :

a. encourage Intelligence Branch retirees and retired Association members to develop and maintain an interest, and, where possible, to take an active role in the affairs of The Association;

b. forward appropriate items produced by retirees for inclusion in The Association’s publications; and

c. offer advice to the Executive on matters and developments within the “retiree community”.

1.24 The Kit Shop Owner is requested to:

a. in accordance with the agreement between The Association and the Owner maintain an adequate stock of those items of uniform accoutrements and Association items which are required for the use of members of the Branch and The Association;

b. abide by policies pertaining the authorized use of the Intelligence Branch badge and logo and those of the Association;

c. submit invoices as required to the Treasurer;

d. bring to the attention of the Executive matters involving matters of mutual concern to the Kit Shop and The Association; and

e. bring to the attention of the Executive any matter involving potential sale items, obsolescent stock or the acquisition of items for the Association as the Owner believes worthy of the Executive’s consideration.

1.25 The Web Master shall:

a. maintain the Association’s web-site in a user-friendly manner;

b. work with the Historian and other members of the Executive to create an interesting and useful web site that brings credit to The Association and pride in its members;

c. refer any matter pertaining to the suitability of submissions to the Executive for decision;

d. ensure that appropriate measures are undertaken to retain Association control over those domain names in which The Association has a proprietary interest; and

e. submit to the Treasurer, in a timely fashion, any bills required to maintain the web-site’s existence or to retain the exclusive right to any domain names in which The association has a proprietary interest.

COMMITTEES

1.26 The Executive may, at their discretion, appoint Committees to assist in its work or to oversee particular projects or events (e.g. Branch/Association dinners). Committee members become members of the Advisory upon appointment and relinquish such appointment upon termination of the committee. Committee chairs are given ex-officio status on the Executive. Any Committee Representative appointed to manage a particular event or activity shall:

a. take overall direction and guidance from the Executive;

b. liaise with the treasurer on any financial matters, particularly involving use of The Association’s financial system to support any event;

c. supervise the activities of committee members selected to conduct a particular event or activity; and

d. monitor and report developments to the Executive on an “as required” basis.

POWERS GRANTED/DILUTED

1.27 From time to time, the Executive may vary, add to or limit the powers and duties of any member of The Executive or Advisory.

MEETINGS

1.28 All meetings of the Executive shall be open to all Association members and conducted in accordance with Robert’s Rules of Parliamentary Procedures.

1.29 The agenda for meetings will generally adhere to the following format:

a. Review and approval of Minutes of the last meeting;

b. Treasurer’s Report;

c. Committee(s) Reports;

d. Old Business;

e. New Business;

f. Other Business; and

g. Adjournment.

1.30 Meetings of the Executive shall be held at convenient locations agreed upon by a majority of the Executive. The Secretary is responsible for the coordination of all meeting locations which will normally coincide with the Spring and Fall Intelligence Branch Council Meetings.

1.31 Notice of meetings shall be forwarded by the Secretary to each member of the Executive not later than fourteen days prior to the date of such meeting. Where possible, notice shall also be posted on the Association’s web-site at least twelve days ahead of the meeting. The Secretary shall provide to all members of the Executive a copy of the proposed Agenda, with a call for additional agenda topics which are to be received by the secretary not later than 10 days prior to the meeting. A final Agenda will be made available to all members of the Executive, and posted on the Association web-site not later than seven days before the meeting. Where possible, notice shall also be posted on the Association’s web-site at least twelve days prior to the meeting.

1.32 At all meetings of the Executive, every motion shall be decided by a simple majority of votes cast by those members of the Executive present, with the exception of special votes required for the election of officers to the Executive as described in the Constitution. The chair of the meeting shall, when appropriate and clear, include any proxy vote submitted in advance of a meeting by an Executive member.

1.33 The presence at any meeting of three Executive Officers shall constitute a quorum, with the provisio that a minimum of two Officers must form part of that quorum. No particular Officer, or Senior Advisor, must be present at a meeting to establish a quorum; however, at least the President, First Vice-president or Second Vice-president must be available to chair the meeting. In the event that the President is not present at the meeting, the meeting shall be chaired jointly by the two Vice-presidents, or by whichever Vice-president is available to attend the meeting. In the event that the Secretary is not present at any particular meeting, a secretary shall be appointed to take minutes.

SECRETARIAL ACTIONS

1.34 It is anticipated that a majority of routine business and motions can be disposed of by means of secretarial action. Any member of the Executive, upon approval of the President, can put forth a motion secretarially, as follows:

a. the motion shall be sent, by e-mail, to all members of the Executive and any Advisors within whose purview the issue may fall;

b. the message should contain a brief description of the issue and clearly set out the proposed motion;

c. the message should provide for a date by which a response/decision is required, said date should be sufficiently far into the future to allow discussion of the matter being presented;

d. unless the motion deals with an election of an Officer and requires otherwise, a secretarial motion shall be passed upon a simple majority vote of returns from the members of the Executive and Advisors addressed, with a minimum of three returns forming a secretarial quorum, with the provisio that a minimum of two Officers must form part of that quorum.

MOTIONS BY MEMBERS OF THE ASSOCIATION

1.35 Any member may place before any meeting of the Executive any motion, notice of which shall be submitted in writing to the Executive at least eight days prior to the date of such meeting.

BYLAW TWO CHAPTERS OF THE ASSOCIATION

GENERAL

2.01 Any group of at least three members from The Association may make a written application to the Executive to establish a Chapter. Unless the Executive has good and substantial reason to refuse, the president shall accept such application and issue a letter establishing the Chapter and setting out any conditions, in accordance with this Bylaw, that must be met to establish and maintain that Chapter.

CHAPTER COMMITTEE

2.02 Association Chapters shall be administered by a Chapter Committee consisting of at least three Officers: a President, a Vice President and a Secretary/Treasurer. The initial Committee will be appointed by the group making application. The names of the Committee and all members will be submitted to the Executive on the application and changes shall be submitted to the President as required.

ELECTION OF OFFICERS

2.03 Chapters will hold a Committee election meeting, which may be combined with an annual meeting, within one year of recognition by the Executive as a Chapter. Committee members shall thereafter be elected by free vote of the majority of members of the Chapter. There shall be no limit set to the length of time Chapter officers may hold office, but their election to office shall be renewed annually by the members of the Chapter.

CONSTITUTION

2.04 Chapters will function within the Constitution of The Association. Chapters have the right to set policies, procedures and bylaws to assist in their administration, however, the Constitution of The Association shall take precedence at all times.

CHAPTER NAMES

2.05 Chapters will submit Chapter names to the Executive for registration.

ANNUAL MEETING

2.06 Chapters will hold an annual meeting.

FILING OF MINUTES

2.07 Minutes of Chapter annual meetings will be filed with the Executive. A copy of the Minutes will also be posted as soon as practical on the Association web-site.

MEMBERSHIP FEES AND CARDS

2.08 Membership in a Chapter will not preclude any member from paying such dues as are owed to The Association; such dues will be paid directly to the Association’s Membership Secretary. A Chapter may, by majority vote, opt to collect additional Chapter-specific fees in addition to Association fees; the Chapter Committee shall account for such additional fees to its members in accordance with standard accounting procedures.

FINANCIAL COMMITMENT

2.09 No Chapter shall make any financial commitment in the name of The Association without first obtaining consent in writing to such commitment from the Executive.

PROPERTY

2.10 No Chapter shall hold title to or encumber any real property without the prior approval of the Executive.

SUSPEND OR REVOKE CHARTER

2.11 The Executive may, at any time and from time to time, for good and just reasons, suspend or cancel approval for any Chapter. Should a Chapter’s level of membership drop below the three person threshold, that Chapter shall be automatically suspended unless it is decreed otherwise by the Executive.

BYLAW THREE FINANCE

GENERAL

3.01 The Association’s financial affairs, including expenditures, collection of dues, and bursary accounts shall be governed by the following general guidelines:

a. The Association shall be a non-profit organization;

b. financial assets of a size and nature determined by the Executive shall be maintained to provide required services to the Association’s members; and

c. the Executive shall determine, on behalf of members, how monies owned by The Association are expended.

3.02 The Association shall account for money and property in accordance with generally accepted accounting practices.

3.03 Unless excepted otherwise in this bylaw, no expenditures shall be made without the authority of the Executive. On those occasions when time is of the essence and delay may result in a financial cost to The Association, the President, with the consent of at least two officers of the Executive, may authorize expenditure of Association monies on behalf of the Executive.

TREASURER

3.04 The Treasurer shall be elected by the membership of the Association and shall be responsible to the membership, through the Executive, for all financial matters.

DUES

3.05 The Executive shall establish membership dues which will be paid by all Regular members and publish the amounts and conditions of such dues on a regular basis.

3.06 The Executive may waive all or part of a member’s dues without notification to the membership.

3.07 The Executive shall collect, administer and account to the membership for all dues levied and collected.

3.08 Membership fees shall be due on the first day of January each year.

EXPENDITURES

3.09 The Executive shall pay out of Association funds such expenses as are reasonable and necessary to conduct the business of The Association. Generally, where such expenses are less than $50.00 for any particular administrative expense, Executive approval need not be sought, however, records of such expenses must be retained and mentioned at meetings.

3.10 Notwithstanding the limits set out in the previous paragraph, the Treasurer may, upon standing authority being granted by the Executive, liaise with, initiate agreements, authorize purchases, and make payments on the following matters, subject to limits prescribed by the executive:

a. to offer standard financial services (i.e. cheque deposit capabilities, bridge financing, payment of invoices) to the Association or Branch dinners or any other such authorized function, subject to the following limitations:

(1) that it be understood and agreed to by the organizers that the function is expected to make all reasonable attempts to break even;

(2) that The Association will cover any reasonable deficit, from surplus funds accrued from previous functions, subject to verification by the Treasurer and the Executive that such reasonable attempts as described above were made;

(3) that, in return, The Association will retain any surpluses that may result from any such functions, such funds to be retained for use for future functions only and which are to be accounted for separately by the Treasurer; and

(4) that the presence or use of such funds cannot be used to provide any premiums without the approval of the Executive.

b. to acquire, as required, valises, or any other initial membership premiums as prescribed by the Executive, on an as-required basis to permit awarding of premiums to new Association members, subject to the following limitations:

(1) the Treasurer and Membership Secretary will ensure that an adequate control system is in place to track stocks of said premiums, which remain assets of the Association until presented;

(2) the Treasurer will inform the Executive if the cost of such premiums increase to the point that financial costs become a concern; and

(3) the Treasurer will inform the Executive if the continuance of a premium program may, in combination with other costs or concerns, threaten the financial stability of the Association.

c. to acquire, as required, retirement gifts as prescribed by the Executive, on an as-required basis to permit awarding of such gifts to retiring Association members, subject to the following limitations:

(1) the Treasurer and Kit Shop Owner will ensure that an adequate control system is in place to track stocks of said gifts, which remain assets of the Association until presented;

(2) the Treasurer will inform the Executive if the cost of such gifts increase to the point that financial costs become a concern; and

(3) the Treasurer will inform the Executive if the continuance of a premium program may, in combination with other costs or concerns, threaten the financial stability of the Association.

d. to acquire, as required, Branch coins subject to the following:

(1). that the coins be of sufficient quality to bring credit to the Branch and The Association;

(2) that the price is affordable given the current state of The Association' s finances;

(3) that the Treasurer may order a joint purchase with the Kit Shop in order to reduce overall price;

(4) that the Treasurer will inform the Executive prior to any purchase if, in the eyes of the Treasurer, the cost or quality of the coins is a concern.

BANKING

3.11 The banking business of The Association shall be transacted with such bank, trust company or other firm or corporation carrying on a banking business as the Executive may designate, appoint or authorize from time to time by resolution. All banking business or any part thereof shall be transacted on the Association’s behalf by the Treasurer and any other Officer(s) such as the Executive may designate, direct or authorize from time to time by resolution and to the extent therein provided, including; but without restricting the generality of the foregoing, the operation of The Association’s accounts; the making, signing, drawing, accepting, endorsing, negotiating, lodging, depositing or transferring of any cheques, promissory notes, drafts, acceptance; bills of exchange and orders for the payment of money; to giving of receipts for the orders for the relating to any property of The Association, the execution of any agreement relating to any such banking business and defining the rights and powers of the parties thereto; and the authorizing of any officer of such bank to do any act or thing on The Association’s behalf to facilitate such banking business.

3.12 Cheques, deeds, transfers, assignments, contracts and obligations on behalf of The Association shall be signed by the Treasurer and at least one other Executive member having signing authority.

3.13 In addition, the Executive may at any time and from time to time direct the manner in which the person or persons by whom any particular deed, transfer, assignment, contract or obligation of The Association or any class thereof may or shall be signed.

BYLAW FOUR RETIREMENT GIFT

GENERAL

4.01 A gift shall be provided by The Association to all eligible members of The Association upon:

a. for military members, their retirement or release from the Canadian Forces (Regular and Primary Reserve Components); and

b. for Public Service members, their retirement or transfer from a Canadian military Intelligence organization or agency

4.02 This gift programme shall be effective for eligible members retiring after 1 June 1985. Members who would otherwise have been eligible, but who retired during the period 1 October 1982 and 30 May 1985, and who were active members in good standing at the time of retirement or release, shall also be authorized to receive a retirement gift.

TYPE AND VALUE OF GIFT

4.03 The form, cost and nature of the gift shall be as prescribed and promulgated by the Executive.

4.04 The Association shall pay for, on a pro-rated basis, for any part, or all, of the retirement gift in accordance with such directives as the Executive shall prescribe and promulgate from time to time. The terms of this payment shall be set out in the form used to apply for said gift and shall be promulgated to the members on a regular basis, preferably through the JOURNAL.

GIFT ELIGIBILITY CRITERIA

4.05 A member is entitled to a retirement gift if he/she contributed a full day’s pay at the formation of the CF Intelligence Branch in October 1982 to become a Founding Member of the Intelligence Branch Fund.

4.06 Entitlement to a retirement gift for any other member shall be in accordance with the criteria as the Executive shall prescribe and promulgate from time to time. The terms of this entitlement shall be set out in the form used to apply for said gift and shall be promulgated to the members on a regular basis, preferably through the JOURNAL.

4.07 The Association shall pay for the engraving of a plaque to be affixed to the gift, said engraving to be limited to the minimum standards as shall be described on the application for the gift. Nothing in this requirement, however, precludes the recipient of the gift from requesting a more detailed engraving, however the member shall be responsible for the difference in costs between their request and that amount that The Association will normally pay for.

4.08 Presentation of retirement gifts shall be made known to the general membership through notation in the Minutes of meetings.

ADMINISTRATION

4.09 Retirement gifts will be available from The Association once an application has been received and reviewed by the Membership Secretary and approved by the Treasurer, who shall maintain control over the stock of retirement gifts.

REQUISITION PROCESS

4.10 Application for a retirement gift shall be in the form s the Executive shall prescribe and promulgate from time to time. Forms shall be available through The Association web-site or from the Membership Secretary. The completed form shall be submitted to the Membership Secretary, preferably not less than 30 days before the intended presentation date. If an application is submitted via e-mail, the transmission of a completed application form by the member, or a person representing the member, to The Association shall be taken in the same meaning of a signature on the application as attestation that the information provided in the application is correct.

GIFT CANCELLATIONS

4.11 In the event that a gift is ordered (and perhaps even presented) and a member’s release is subsequently cancelled at their own request, the member shall keep the gift and be responsible for amending their engraved plaque at their own expense. The member shall not be entitled to any further gift upon retirement at a later date.

4.12 In the event that a gift is improperly inscribed, the Association shall reimburse the member for correcting engraving costs if the error results from the actions of The association. However, where the error results from inaccurate information provided on the requisition form, The Association shall not be held accountable for correcting errors in engraving.

GIFT PRESENTATIONS

4.13 The gift will normally be presented to the retiring member in the Depart with Dignity presentation, or the civilian equivalent, by the senior Association member present at the function.

BYLAW FIVE KIT SHOP

This By-law has been revoked and replaced by the agreement between The Association and the Kit shop owner.

BYLAW SIX – PUBLICATIONS

GENERAL

6.01 The Intelligence Branch Association JOURNAL is published exclusively for distribution to, and use by, members of the Intelligence Branch Association. The Executive reserves the right to select and edit articles submitted for publication. Views contained in these articles are those of the contributor, and do not necessarily reflect those of the Executive, the Association, or any other organisation.

6.02 The JOURNAL shall be published once or twice a year, as directed by the Executive, depending on submissions received, volunteer availability, and The Association’s financial ability to produce and mail two editions. Normally, the JOURNAL will be published at year’s end with any supplementary edition, if so required, being published mid-year. The JOURNAL shall be published in an UNCLASSIFIED format.

DISTRIBUTION

6.03 Publishing and mailing costs are borne by the Association. The JOURNAL shall be distributed to all members in good standing as recorded by the Membership Secretary. Preference will be for electronic dissemination of the JOURNAL in PDF format, however members may make an election on their membership form for hard copy. Hard copies will, by default, be provided for all members for whom The Association does not have an e-mail address. At the discretion of the Executive, a number of hard copies may be sent to designated appointments within the Defence Intelligence function for situational awareness of Branch matters or for distribution as goodwill copies. CFILO offices will also receive a number of copies, as the Executive sees fit, for dissemination to Allied Intelligence agencies.

6.04 Included with each edition of the JOURNAL shall be information pertaining to Association services and, where appropriate, a Membership Application/Renewal form and Membership Card as well as any other information required by the Constitution or Bylaws or as designated by the Executive.

CONTENT

6.05 The content of the JOURNAL will include, when possible, the following:

a. notes from the Branch Advisor and Branch Chief Warrant Officer;

b. a general section, including the Editor’s Corner, President’s Notes, Association updates, Executive Summary of meeting Minutes, Financial Statements, listings of the Executive and Advisory Committees, etc;

c. Branch activities and developments, operational deployments by members, new equipment, doctrine, employment, etc;

d. Branch social and recreational activities;

e. special features, such as articles of intelligence nature, historical features, etc; and

f. milestones, including promotions, releases, decorations and awards, etc if the information is provided to a member of the executive or the editor directly.

6.06 Production of the JOURNAL is a complex and time consuming task. Members’ cooperation, time and submissions are paramount if success is to be achieved. Articles should be submitted to the Journal Production Officer either directly or through members of the Executive or Advisory where appropriate (e.g. Army Representative, Reserve Force Representative, CFSMI Representative, etc.)

6.07 Specific responsibilities pertaining to publication production and dissemination are as outlined within the Constitution and Bylaw One.

6.08 Copies of the JOURNAL may be provided to non-members of the Association on a case-by-case basis, provided the Association is reimbursed for mailing costs.

6.09 Two copies of each issue of the JOURNAL shall be provided to the Historian for the historical record.

6.10 Spare copies shall be provided to the Membership Secretary who, until stocks are depleted, may issue them as requested to members joining the Association in the following year.

BYLAW SEVEN - HISTORICAL COMMITTEE

GENERAL

7.01 The Association Historical Committee shall be responsible, through the Historian, to the Executive for promoting any activity designed to enhance understanding of Canadian military intelligence history, to include the following:

a. collection, cataloguing, preserving and displaying of any and all items of historical intelligence interest;

b. promotion of significant dates in Canadian intelligence history; and

c. sponsorship of research into Canadian military intelligence history.

COMMITTEE COMPOSITION

7.02 The Historian shall act as the Chair of the Historical Committee. The Chair may appoint between two and ten members to the Committee. Members may serve on the Committee for as long as they desire, subject to Executive review of their contributions to the Committee. Collectively, members of the Committee should be representative of the Regular and Reserve forces as well as retired personnel. Preferably, Committee members should be drawn from all parts of Canada.

COMMITTEE COORDINATION AND CORRESPONDENCE

7.03 Much of the business of the Historical Committee will be accomplished by correspondence.

FINANCES

7.04 The Chair, when appropriate and in conjunction with the Treasurer, shall prepare an annual budget for submission to the Executive to seek monies from The Association’s current accounts. Reimbursable expenses incurred by the Historical Committee may include:

a. restoration of memorabilia; and

b. purchase of memorabilia and display equipment.

CFSMI MEMORABILIA AND ARTEFACT DISPLAY

7.05 An agreement with CFSMI for the display of intelligence memorabilia and artefacts shall be maintained subject to:

a. CFSMI providing adequate security; and

b. CFSMI having adequate display space.

7.06 Items placed in CFSMI display areas shall be a joint undertaking by members of the Historical Committee under direction of the Historian and Commandant CFSMI. The Chair shall annually recommend to the Executive whether the arrangement should be continued and whether financial support should be provided to CFSMI for this undertaking.

MEMORABILIA DISPLAYS

7.07 Memorabilia assembled by the Historian and/or Historical Committee shall be grouped where possible to facilitate Chapters of The Association displaying items at their respective locations. Each chapter may appoint a representative to liaise with the Historian and/or Historical Committee for this purpose. When no Chapter exists, intelligence units or staff may request items for display at their location. In such cases, the Executive, acting on advice of the Historian and CFSMI Representative, shall determine whether or not a request for a temporary loan or permanent move of artefacts from CFSMI is in the best interest of the Association.

REPORTING

7.08 The Chair shall formally report at least annually to the Executive.

BYLAW EIGHT - BURSARY FUND

GENERAL

8.01 The Association shall, finances permitting, offer an annual bursary, henceforth “The Intelligence Branch Association Bursary” or “Bursary”. This bursary is intended to provide financial assistance to dependants of members of the Intelligence Branch Association who are pursuing full-time post-secondary education.

ELIGIBILITY

8.02 The Bursary is available to all dependants of members of The Association to assist them to offset the costs incurred in obtaining a post-secondary education. Preference will be given to those who are commencing the first or second year of a programme of studies at the post-secondary level. In the absence of suitable first or second year candidates, consideration may be given to candidates in later years of study. Applications are encouraged from any member whose dependant would be eligible. Applications shall be in the form as the Executive shall prescribe and promulgate from time to time.

VALUE

8.03 The number of bursaries awarded, and their value, will be set annually by the Executive in consultation with the Treasurer who shall make recommendations based on the funds available in that year for the bursary.

APPLICATION PROCEDURE

8.04 Bursary applications are to be submitted no later than 30 June for the up-coming academic year to the First Vice President.

8.05 Candidates must submit a completed copy of the application form, and the following in either official language:

a. a transcript of their marks from their previous year’s study;

b. ; and

c. an essay (approximately 300-500 words) indicating their interest in the military (if possible in military intelligence) a description of their activity in the community and outline of the planned programme of studies and career aspirations.

8.06 If a successful applicant does not enrol or is not accepted for post-secondary education, the Executive shall determine whether or not to award the bursary to another applicant or to withhold granting a bursary/bursaries until the following year.

8.07 A student who is awarded a bursary and is subsequently not enrolled may apply for a bursary again the following year. Unsuccessful applicants may continue to apply in subsequent years.

8.08 All dependants of Association members in good standing may apply.

SELECTION PROCEDURE

8.09 The Selection Committee for the Bursary will be comprised of three members of the Executive. Every attempt will be made to have the Selection Committee represent a cross-section of Association members. The Selection Committee shall normally meet in July to select a successful candidate not later than 1 September.

8.10 The Selection Committee will take into consideration, but not be limited to consideration of, the following:

a. academic performance;

b. career aspirations;

c. evidence of financial need; and

d. quality of the application essay.

8.11 In the event that the Selection Committee deems that no application meets the required standard, it shall recommend that no bursary be awarded for that year and that the award be held over to the next year.

8.12 A reminder of the bursary competition shall be included in at least one copy of the JOURNAL each year and be posted on the web-site.

BURSARY FUND

8.13 In order to achieve a goal of sufficient support to award the bursary annually, fundraising is required as follows:

a. ten percent of annual Association membership dues;

b. any voluntary donations from members and friends of the Intelligence Branch; and

c. any other fund raising schemes determined necessary by the Executive.

8.14 Members of The Association are encouraged to make donations to the Bursary Fund. These should be sent to the Association Treasurer.

8.15 The Bursary Fund is not recognised by Revenue Canada to be a registered charity. Thus, contributions to the Fund cannot be considered a “charitable contribution” for tax purposes nor can the Treasurer issue any form of tax receipt[SPO5] [c6] .

AWARD

8.16 Upon the completion of the selection process, the President shall notify the Treasurer of the successful applicant(s) who shall prepare cheques for the appropriate amounts. Cheques shall then be sent, accompanied by a congratulatory letter from the President, to the successful applicant(s).

BYLAW NINE - INTERNET WEB-SITE

GENERAL

9.01 The Association Web Master shall maintain a web-site in both official languages.

CONTENT

9.02 The web-site will include pages for Association activities, kit shop items and prices, museum, updates, and links. Application forms for membership, retirement gifts, and the bursary will also be posted.

9.03 All web-site pages are accessible by the general public, and will contain nothing more than UNCLASSIFIED information. In keeping with DND policy, the web-site will disclose no more information than necessary to keep Association members informed of its activities and developments.

9.04 The identification of serving members, retired members who are still active within the intelligence function, detailed descriptions of intelligence processes and procedures used in current or recent operations or any other material that may compromise with security of personnel working in the intelligence function or the processes, policies and procedures used in current operations is expressly forbidden. Descriptions of members of the Executive, if posted, will[SPO7] make reference to initials and surname only – ranks, positional data or any contact means other than an e-mail link are expressly forbidden.

9.05 Items for inclusion on the web-site will first be approved by at least two Officers of the Executive before posting by the Web Master.

BYLAW TEN – BRANCH PRAYER

GENERAL

10.1 The Branch Prayer may be used at all functions of the Branch or Association and shall be recited in the form as presented below.

ALTERATIONS

10.2 Alterations to the prayer are not permitted.

BRANCH PRAYER

Almighty God,

By who's grace we are called upon to positions of trust and responsibility,

We ask for Your blessing upon all who serve in the Intelligence Branch of the Canadian Forces, at home and abroad.

Inspire us with the courage to always seek the truth,

and the wisdom to give proper counsel to our comrades.

Give us the strength to persevere in the face of doubt and adversity,

and clarity of vision that we may always know the light

when it is revealed from the darkness;

that by serving others honourably and with wisdom,

we may serve You well and be worthy of our calling.

Amen

TABLE OF CONTENTS

PART ONE

CONSTITUTION

SECTION 1 - GENERAL

SECTION 2 - MEMBERSHIP

SECTION 3 - ADMINISTRATION

SECTION 4 - AMENDMENT

BYLAWS

BYLAW ONE - THE EXECUTIVE

BYLAW TWO - CHAPTERS OF THE ASSOCIATION

BYLAW THREE - FINANCE

BYLAW FOUR - RETIREMENT GIFT

BYLAW FIVE - KIT SHOP

BYLAW SIX - PUBLICATIONS

BYLAW SEVEN – HISTORICAL COMMITTEE

BYLAW EIGHT - BURSARY FUND

BYLAW NINE - INTERNET WEBSITE

PART 1 - CONSTITUTION

SECTION 1 - GENERAL

NAME

PURPOSE

EXECUTIVE AND ADVISORY COMMITTEES

SECTION 2 ­ MEMBERSHIP

ELIGIBILITY

TYPES

DUES

APPLICATION FOR MEMBERSHIP

APPROVAL FOR MEMBERSHIP

SECTION 3 ­ ADMINISTRATION

THE EXECUTIVE COMMITTEE

THE ADVISORY COMMITTEE

ASSOCIATION PUBLICATIONS

ASSOCIATION HISTORICAL COMMITTEE

USE OF THE INTELLIGENCE BRANCH/ASSOCIATION BADGE/LOGO

SECTION 4 ­ AMENDMENT

AMENDMENTS TO THE CONSTITUTION

AMENDMENTS TO THE BYLAWS

BYLAW ONE ­ THE EXECUTIVE AND ADVISORY COMMITTEES

GENERAL

TERM OF OFFICE

PROTECTION OF EXECUTIVE OFFICERS

INDEMNITY OF EXECUTIVE OR ADVISORY

DUTIES OF THE EXECUTIVE

MEETINGS

MOTIONS BY MEMBERS OF THE ASSOCIATION

BYLAW TWO ­ CHAPTERS OF THE ASSOCIATION

GENERAL

CHAPTER COMMITTEE

ELECTION OF OFFICERS

CONSTITUTION

CHAPTER NAMES

ANNUAL MEETING

FILING OF MINUTES

MEMBERSHIP FEES AND CARDS

FINANCIAL COMMITMENT

PROPERTY

SUSPEND OR REVOKE CHARTER

BYLAW THREE ­ FINANCE

GENERAL

DUES

EXPENDITURES

BANKING

BYLAW FOUR ­ RETIREMENT GIFT

GENERAL

TYPE AND VALUE OF GIFT

GIFT ELIGIBILITY CRITERIA

ADMINISTRATION

REQUISITION PROCESS

GIFT CANCELLATIONS

GIFT PRESENTATIONS

This By-law has been revoked and replaced by the agreement between The Association and the Kit shop owner.

BYLAW SIX – PUBLICATIONS

GENERAL

CONTENT

BYLAW SEVEN - HISTORICAL COMMITTEE

GENERAL

COMMITTEE COMPOSITION

COMMITTEE COORDINATION AND CORRESPONDENCE

FINANCES

CFSMI MEMORABILIA AND ARTEFACT DISPLAY

SECTION 2 MEMBERSHIP

SECTION 3 ADMINISTRATION

SECTION 4 AMENDMENT

BYLAW ONE THE EXECUTIVE AND ADVISORY COMMITTEES

BYLAW TWO CHAPTERS OF THE ASSOCIATION

BYLAW THREE FINANCE

BYLAW FOUR RETIREMENT GIFT