About ACIFA
CONSTITUTION
(Ratified 1 June 1984; Amended 26 January 1985, 6 June 1986,30 May 1987,
5 June 1988, 9 June 1989, 16 May 1990, 10 June 1992, 2 June 1993, 31 May 1994,
4 June 1996, 12 May 1998, 11 May 1999, 19 May 2001, 13 May 2003, 1 June 2004,
31 May 2005, 30 May 2006)
Preamble
The ALBERTA COLLEGES & INSTITUTES FACULTIES ASSOCIATION (ACIFA) is a free association of the faculty associations at public colleges and institutes in the province of Alberta. ACIFA has been created to
- Represent member associations’ positions on relevant matters of provincial, national and international scope; and
- Provide support, wherever and whenever practical, to member associations at their
request
As its first principle, ACIFA recognizes the need to preserve the autonomy and freedom of
member associations. Therefore, all powers other than those that may be delegated to the
Association by this constitution, by the Annual General Meeting (AGM), or by a Special Assembly
shall remain with each member organization.
- TERMINOLOGY
1.1 ACIFA shall be the abbreviated title of the Association.
1.2 Alberta Colleges & Institutes Faculties Association shall be the official name of the
Association.
1.3 Association means the Alberta Colleges & Institutes Faculties Association.
1.4 Board means a Board of Governors of a College or Institute duly constituted under the
Post-secondary Learning Act.
1.5 Faculty Association(s) means an association of academic staff at a college or institute duly
constituted under the Post-secondary Learning Act.
1.6 Institutional Member(s) means an institutional membership of the ACIFA as defined in
article 3.1.
1.7 Member(s) or Association Member(s) means an individual member of the ACIFA as defined
in Articles 3.2, 3.3 and 3.4.
1.8 Post-secondary Learning Act means The Post-secondary Learning Act being Chapter P- 19.5 of the Revised Statutes of Alberta 2000.
1.9 Special Assembly means an Assembly of the ACIFA other than the Annual General
Meeting.
1.10 Whenever the singular or masculine is used herein, the same shall mean and include the
plural and/or the feminine as the context may require. - 2. MISSION STATEMENT & OBJECTIVES
2.1 Mission Statement
ACIFA (Alberta Colleges & Institutes Faculties Association) is a representative professional
association that acts as the provincial voice for its members: the academic staff
associations of Alberta's colleges and technical institutes. Through the collective action
and resources of its members, ACIFA promotes the professional and economic well-being
of college and technical institute faculty in the interest of advancing the quality of postsecondary
education in Alberta.
2.2 Objectives
2.2.1 To foster and promote the purposes of post-secondary education in Alberta
Colleges and Technical Institutes.
2.2.2 To advance and safeguard the professional and economic interest of postsecondary
faculty at the Colleges and Technical Institutes of Alberta.
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2.2.3 To facilitate effective communication and professional interaction among the
faculty and the academic staff associations at colleges and technical institutes.
2.2.4 To advocate the independence and freedom of faculty as it relates to instruction,
thought, research and publication at the post-secondary level.
2.2.5 To speak as the collective voice for the institutional member associations about
matters of provincial and national scope.
2.2.6 To pursue government legislation beneficial to the interests of its member
associations and their constituents.
2.2.7 To assume a leadership role in the provision of province-wide professional
development activities for faculty at large.
2.2.8 To assist member associations by providing appropriate services, research, and
information related to professional, legal, and administrative requirements that may
be needed from time to time.
3. MEMBERSHIP
3.1 Institutional Members
3.1.1 An institutional member of the Association shall be any academic staff association
defined under the Post-secondary Learning Act, and subject to approval by twothird
majority vote of Presidents’ Council, that agrees to pay the required fees as
established by clauses 9.1.1 (a) and (b), and any levies as established by duly
authorized meetings of this Association and to abide by the Constitution.
3.1.2 An academic staff association outside of the Post-secondary Learning Act may
apply to Presidents' Council for full membership. Such an application requires a twothirds
majority vote to pass. As a minimum, such an academic staff association must
meet the following criteria: The academic staff association’s institution enjoys not-forprofit
status; is governed by a collective agreement; and has a duly constituted and
democratically elected staff association executive.
3.1.3 There shall be only one (1) institutional member per institution.
3.2 Individual Members
All individual academic staff members of an Institutional Member shall be deemed to be an
Individual Member of this Association automatically. The rights and privileges of individual
members are identified in clauses 3.5, 6.3.2, 6.3.5, 6.3.8, and 8.6(a).
3.3 Associate Members
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3.3.1 Institutional Associate Members
An organization representing academic staff, but not eligible for full membership
may apply to Presidents' Council to become an Institutional Associate Member.
Such applications require a two-thirds majority vote to pass. An Institutional Associate
Member shall agree to pay dues as established by clause 9.1.1(d) and any levies as
established by duly authorized meetings of this Association and to abide by this
Constitution.
3.3.2 Individual Associate Members
Where no local association exists at a college or institute, or where a local association
is not an Institutional Member, individual faculty members may apply to the
Presidents' Council to become Associate Members of this Association. Where a local
association does exist at a college or institute, but individual faculty are excluded
from local association membership by board policy, those individuals may apply to
Presidents' Council to become Associate Members of this Association. Individual
Associate members shall pay dues as established in clause 9.1.1(e) and any levies as
established by duly authorized Assemblies of this Association.
3.3.3 Associate Members
Associate Members have no voting or office-holding privileges, but may attend
Association meetings in an observer capacity at their own expense.
3.4 Honorary Members
Honorary Membership in the ACIFA may be bestowed at an Assembly of this Association.
Such Honorary Membership is a titular position only, indicating a measure of respect and
admiration for the person so designated. Honorary Members have no voting or officeholding
privileges.
3.5 Rights and Obligations
Members shall have all the rights and privileges conferred by this Constitution. Members shall
receive regular information from this Association. Subject to clause 8.7, all Individual
Members of this Association may attend Assemblies with voice but no vote.
4. TERMINATION OF MEMBERSHIP
4.1 Membership Withdrawal
Any Institutional Member may voluntarily withdraw from the Association, provided twelve
(12) months' notice in writing of its intent to do so is given to the Association. An Individual
Associate Member can withdraw from the Association by notifying the office of the
Association or by withholding dues for sixty days.
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4.2 Revoking of Membership Privileges
Membership privileges may be limited or revoked by a two-thirds (2/3) majority vote of the
Presidents' Council.
5. PRESIDENTS' COUNCIL
5.1 Presidents' Council Members
The Presidents' Council shall consist of the following:
a. the President of the Association, Chair;
b. the Vice-President-Negotiations of the Association;
c. the Vice-President-Professional Affairs of the Association;
d. the Past President of the Association;
e. the Secretary (this clause will cease to have effect on June 30, 2007);
f. the Treasurer (this clause will cease to have effect on June 30, 2007);
e. Vice-President Finance and Records (this clause will take effect on July 1, 2007);
f. Executive Vice President (this clause will take effect on July 1, 2007); and
g. the President or designate of each Institutional Member organization.
5.2 The Presidents' Council shall:
a. implement policy set out at the Annual General Meeting;
b. be the governing body of this Association between Annual General Meetings;
c. be bound by this Constitution and by rulings and directives of the Annual General
Meeting or Special Assemblies;
d. assign responsibilities to members of the Council;
e. meet at least three (3) times per year at approximately equal intervals;
f. in the event of a vacancy, appoint Members to Executive offices and committees,
including a nominations committee.
6. THE EXECUTIVE COUNCIL
6.1 Executive Council Members
The Executive Council of the ACIFA shall consist of the Officers of the Association elected
according to clauses 6.3.3 and 6.3.4.
6.2 Executive Council Duties
The Executive Council shall:
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a. conduct the business of the Association, subject to the terms of this Constitution and
such other conditions as the Association may from time to time establish;
b. report to and be responsible to the Presidents' Council;
c. be responsible for implementing directives of the Presidents' Council;
d. call all Assemblies and the Annual General Meeting of the Association in the manner
set forth in article 8;
e. establish the agenda for all Assemblies and the Annual General Meeting;
f. on behalf of the Association, receive funds in the form of dues, assessments, or other
monies however tendered;
g. at the Annual General Meeting of the Association, present an audited financial
statement for the year ending March 31;
h. notwithstanding the term of any individual Officer, serve a term of two (2) years, except
for the Past President, who shall serve a single term of one (1) year;
i. communicate policies and reports through the communication vehicles of the
Association; and
j. engage such staff members as are necessary and fix their remuneration within the
budget limits established by the Annual General Meeting.
6.3 Officers, Terms and Functions of Office: General
6.3.1 In general, the Executive Council of the ACIFA shall fulfil their respective duties and
tasks for the well-being of the Association, and shall use their respective powers in
accord with the terms of this Constitution.
6.3.2 Any Individual member in good standing of ACIFA shall be eligible to hold office.
6.3.3 The Officers of the Association shall be:
a. the President;
b. the Past President;
c. the Vice-President-Negotiations;
d. the Vice-President Professional Affairs;
e. the Secretary (this clause will cease to have effect on June 30, 2007);
f. the Treasurer (this clause will cease to have effect on June 30, 2007);
g. Vice-President Finance and Records (this clause will take effect on July 1, 2007);
and
h. Executive Vice-President (this clause will take effect on July 1, 2007)
6.3.4 Officers of the Association, except the Past President, shall be elected at the
Annual General Meeting and shall assume office on July 1 following the election.
6.3.5 No Individual Member shall hold more than one (1) office simultaneously.
6.3.6 No Institutional Member shall have more than two (2) of its representatives on the
Executive Council.
6.3.7 No officer shall serve more than two (2) consecutive terms in the same office.
6.3.8 To provide continuity within Executive Council, the two-year terms of the
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Executive should be staggered. The terms of President and Vice-President
Negotiations commence and expire in even-numbered years, and the terms of the
Vice-President Executive, Vice-President Finance and Records and Vice-President
Professional Affairs commence and expire in odd-numbered years.
6.3.9 The Presidents' Council may, from time to time, choose to remunerate certain
Individual Members for services rendered.
6.4 Officers, Terms and Functions of Office: Specific
6.4.1 President: The President shall:
a. encourage and assist the development of, and adherence to, goals and
policies in the ACIFA which are consistent with its Objectives;
b. act as official spokesperson of the Association in all external contacts, as
directed by the Association, Executive Council or Presidents' Council;
c. have the authority to interpret the Constitution of this Association and his/her
interpretation shall be conclusive and in full force and effect unless reversed or
changed by the Presidents' Council, or an Annual General Meeting or Special
Assembly of the Members. Full and final authority shall rest with the Annual
General Meeting or Special Assembly of the Members.
d. chair all Association meetings, or designate the Vice-President;
e. be empowered to countersign cheques;
f. be an ex-officio member of all Association committees;
g. encourage liaison between the Association and other individuals and groups;
h. supervise employees of the Association;
i. assign duties and responsibilities of his/her office to of the Executive Council by
mutual agreement and in accordance with this Constitution; and
j. present an annual report to the Association.
6.4.2 Past President: The Past President shall:
a. act primarily in an advisory role to the Executive Council, the Presidents'
Council, and the Association;
b. accept such duties and functions as are requested by members of the
Executive Council; and
c. present, at the request of the President, an annual report to the Association.
6.4.3 Vice-President Negotiations: The Vice-President Negotiations shall::
a. chair the Negotiations Advisory Committee;
b. fulfil such other duties and responsibilities as are assigned by the President; and
c. present an annual report to the Association.
6.4.4 Vice-President Professional Affairs: The Vice-President Professional Affairs shall:
a. chair the Professional Affairs Committee;
b. fulfil such other duties and responsibilities as are assigned by the President; and
c. present an annual report to the Association.
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6.4.5 Secretary (Note: This section, in all its parts, will cease to have force and effect on
June 30, 2007)
The Secretary Treasurer:
a. shall be responsible for maintaining complete official records of the ACIFA, and
shall have custody of minute books and records, which shall be available for
inspection by members on reasonable notice;
b. shall arrange facilities for and ensure preparation and circulation of Agendas,
Minutes and Notices of Motion for all Association Assemblies and meetings;
c. shall report to the Executive Council as directed;
d. shall be empowered to countersign cheques;
e. shall, at the Annual General Meeting, present an annual report to the
Association;
f. shall be responsible for newsletters.
6.4.5 Vice-President Finance and Records: The Vice-President Finance and Records shall
(Note: This section, in all its parts, will have force and effect on July 1, 2007):
a. be responsible for maintaining complete official records of the ACIFA
b. ensure custody of minute books and records, which are to be made available
for inspection by members on reasonable notice;
c. arrange facilities for and ensure preparation and circulation of Agendas,
Minutes and Notices of Motion for all Association Assemblies and meetings;
d. report to the Executive Council as directed;
e. be empowered to countersign cheques;
f. administer the financial affairs of the ACIFA, as directed by the Executive
Council and as restricted by the budget;
g. at the Annual General Meeting, propose a budget for the fiscal year following
his/her term of office;
h. at the Annual General Meeting, present an annual report that includes an
audited financial statement, by a qualified auditor, for the fiscal year ending
March 31; and
i. ensure custody of the corporate seal that is used to execute legal documents
of the association.
6.4.6 Executive Vice-President: The Executive Vice-President shall (Note: This section, in
all its parts, will have force and effect on July 1, 2007):
a. assume the role of the President of the Association should the President be
unable to fulfil the duties of the President’s Office;
b. report to the executive as directed;
c. shall assume the role of Chair of the Presidents’ Council at the request of the
President; and
d. be empowered to countersign cheques.
6.4.6 Treasurer (Note: This section, in all its parts, will cease to have force and effect on
June 30, 2007)
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The Treasurer:
a. shall, upon written request, arrange a suitable time and place for any Member
in good standing to review the financial records of the Association;
b. shall administer the financial affairs of the ACIFA, as directed by the Executive
Council subject to budget limits;
c. shall maintain accurate and proper records of all financial transactions;
d. shall deposit those funds received by the ACIFA in accordance with clause
9.1.2, as directed by the association;
e. shall be empowered to countersign cheques;
f. shall report to the Executive Council as directed;
g. shall, at the Annual General Meeting, propose a budget for the fiscal year
following his/her term of office;
h. shall, at the Annual General Meeting, present an annual report to the
Association, which shall include an audited financial statement for the fiscal
year ending March 31, such audit to be conducted by a qualified auditor;
i. shall have custody of the corporate seal, if a seal is to be used in execution of
legal documents.
7. COMMITTEES
7.1 Committee Duties
7.1.1 In general, committees other than the Executive Council of the ACIFA shall:
a. perform those tasks designated by the Association;
b. report to the Association, the Presidents' Council, or the Executive Council, as
directed;
c. justify, if requested by the Association, the withholding of any information
deemed by the committee to confidential; and
d. adhere to clause 6.4.1 (b) and not make any public statements except through
the office of the President.
7.2 The Negotiations Advisory Committee
The Negotiations Advisory Committee shall be a standing committee of ACIFA.
7.3.1 The Vice-President-Negotiations shall be chairperson.
7.3.2 This committee is to be composed of the Negotiation Chairpersons or alternates
designated by the Institutional Members. It is the duty of this committee to aid
each Institutional Member with the development of its negotiation policies,
procedures and to carry out any duties assigned by the Presidents' Council.
7.3 The Professional Affairs Committee
the Professional Affairs Committee shall be a standing committee of ACIFA.
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7.4.1 The Vice-President-Professional Affairs shall be chairperson.
7.4.2 This committee provides a forum for discussing matters that affect:
a. the quality of teaching and learning; and
b. the personal and professional needs of the individual or institutional members.
7.4.3 The role of this committee is to:
a. advocate quality in education,
b. support the professional development activities and opportunities of ACIFA
members,
c. develop written positions relating to professional concerns and submit them to
the Executive and Presidents’ Council for consideration,
d. communicate the professional concerns of ACIFA members,
e. Develop professional practice policies and procedures that protect members
and encourage professionalism,
f. develop recommendations and provide direction for any ACIFA professional
support networks,
g. promote organizational development interventions for the Association; and
h. assist the organizing committee of the ACIFA conference.
8. MEETINGS
8.1 Rules of Order
All the Meetings of the Association, Presidents' Council, Executive Council, and Association
Committees shall be conducted according to such rules of order as the Association shall
from time to time adopt. In the absence of such adopted rules of order, or where such
adopted rules of order are silent as to a particular matter in question, then such matters
shall be governed by Robert's Rules of Order.
8.2 Presidents' Council Meetings
Presidents' Council must meet at least three (3) times per year at regular intervals. At any
Presidents' Council Meeting, the vote will carry by a simple majority of the number of
representatives present except when any Member calls for the vote to be conducted
according to the procedures for voting at General Assemblies, as specified in clause 8.7. A
quorum at a Presidents' Council shall be at least sixty per cent (60%) of the Institutional
Members.
8.3 Executive Council Meetings
At any meeting of the Executive Council, the vote will carry by a simple majority. Clause
8.7 notwithstanding, each member of the Executive Council shall have one vote. A
quorum at an Executive Council meeting shall be at least two-thirds (2/3) of the members
of the Council.
8.4 Assemblies
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There shall be two types of assemblies:
a. Annual General Meeting; and
b. Special Assembly.
8.4.1 All Members in good standing may attend these Assemblies.
8.5 Annual General Meeting
There shall be an Annual General Meeting of the Association to be held sometime in the
month of May or June, and shall be called by the Presidents' Council, which will announce
the time and place at least one (1) month prior to assembly. Such notice shall be
published in the ACIFA newsletter.
8.5.1
The Annual General Meeting of the Association shall have the final authority over
all Association matters.
8.5.2 The Annual General Meeting shall include the following:
a. the audited financial report;
b. Executive Council members' annual reports;
c. Committee reports;
d. elections; and
e. other pertinent Association business.
8.6 Special Assembly
A Special Assembly of the Association may be called:
a. upon presentation to the President of a request signed by at least three
hundred and fifty (350) Association Members; or
b. upon the request of any three (3) Institutional Members of the Association.
Notice of a Special Assembly shall be published at least one (1) month prior to assembly. A
Special Assembly shall only deal with the business or issue for which it was called.
8.7 Voting Procedures
To determine the number of delegate votes for each Institutional Member, each
Institutional Member will get one delegate vote for each fifty (50) full-time equivalent
members or portion thereof who pay Association dues, provided that the maximum
number of delegate votes received by any organization shall not be greater than seven
(7) votes. In addition each institutional member will get one institutional member vote. This
institutional vote is not counted as a delegate vote.
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8.7.1 Allocation: Notice of allocation to Members shall be distributed along with the
notice of the Annual General Meeting or the Special Assembly, to the president of
the faculty association of each Institutional Member.
8.7.2 Voting: Voting at Annual General Meetings or Special Assemblies shall be open,
conducted on a roll call basis on demand, recorded and reported in the minutes
on a membership basis. Notwithstanding Section 8.7.7, a motion to vote by secret
ballot requires the support of two-thirds (2/3) of delegate votes (only) to pass.
8.7.3 Motions: Motions to approve the budget, to amend the constitution and to adopt
policy require both delegate and institutional votes.
8.7.4 Removal of Officers: The Officers of the Association shall be capable of being
removed, at any time, by a majority vote of both delegate and institutional votes
at a Special Assembly.
8.7.5 Votes: Elections and all other motions shall be solely by delegate vote. Institutional
votes shall not be cast.
8.7.6 Elections: Notwithstanding Section 8.7.2, elections shall be conducted by secret
ballot.
8.7.7 A Motion requiring both delegate and institutional votes shall be declared carried if
the following two conditions exist:
a.) a simple majority of the delegate votes are affirmative; and
b.) at least, the highest integral number greater than fifty per cent (50%) of the
Institutional Member votes are affirmative.
A Motion requiring only delegate votes shall be declared carried if a simple
majority of the votes are affirmative.
8.7.8 Write-in votes: Write-in votes, in a form stipulated by the Association's Executive
Council, will be accepted for purposes of voting on any matter, but will not be
considered for quorum purposes.
8.7.9 Acclamation: When only a single person is nominated for a position, the Chair of
the AGM shall declare that person elected by acclamation.
8.8 Quorum
The quorum for the Annual General Meeting or any Special Assembly shall be twenty-five
(25) Individual Members and representation of at least sixty per cent (60%) of the
Institutional Members and at least sixty per cent (60%) of the delegate votes.
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8.9 Nominations
8.9.1 Nominations for all Officers of the Association must:
b. be submitted on a nomination form approved by the Executive Council;
c. be signed by the member nominating and the nominee; and
d. be placed on the agenda for the Assembly at which the election is to take
place.
8.9.2 Nominations will also be accepted from the floor of the Assembly where elections
are to be held as long as the nominee is present and indicates his/her willingness to
run.
9. FINANCES
9.1 Annual Dues
The revenue of the Association shall be derived in part from annual dues and levies
charged to members of the Association at rates determined at the Annual General
Meeting, or a Special Assembly called for that purpose.
9.1.1 Association dues are assessed as follows:
a. Institutional Member Association: one hundred dollars ($100).
b. Full-time Equivalent (FTE): a maximum of three hundred and seventy-five (375)
Members per Institutional Membership, at a rate established annually at the
AGM.
c. Interim Member: five hundred dollars ($500).
d. Associate Member: one hundred dollars ($100).
e. Individual Associate Member: rate set by Presidents' Council.
9.1.2 Each Institutional member organization shall make their annual dues payment to
the Association quarterly, based on invoices from the Association treasurer. The first
three quarters are to be paid in the form of three post-dated cheques as specified
in the first billing. The fourth quarter bill will reflect any necessary adjustments to the
total annual dues owing as a result of changes to the FTE numbers.
9.1.2.1 The FTE number used for billing purposes shall be the previous year's Academic Staff
FTE number as recorded for each member institution in Alberta Advanced
Education’s Financial Information Reporting System (FIRS).
9.1.2.2 Whereas FIRS provides both budgeted and actual FTE numbers for each institution
and Whereas in those instances where only budgeted FTEs are available at the
time of the first quarter billing, the Association shall use the budgeted number for
the first three billing periods and adjust for the actual numbers in the fourth quarter
billing.
9.2 Contingency Fund
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The Association shall maintain an educational action and legal contingency fund at a
level to be determined at the Annual General Meeting.
9.3 Financial Powers
For the purpose of carrying out its objectives, the Association may borrow or raise or secure
the payment of money in any manner as may be approved by a majority vote at a
Special Assembly or Annual General Meeting.
9.4 Expenses
Officers of the Executive Council, Members of the Presidents' Council, and Members of
other Association Committees may be reimbursed, within limits to be determined by the
Association, for normal and reasonable expenses incurred in the performance of
authorized Association duties, upon submission of approved expense claims and approval
of the Executive Council or the Association.
10. AMENDMENT OF CONSTITUTION
This Constitution may not be rescinded, altered or added to except by Special Resolution.
Notwithstanding Section 8.7.6, such resolution must be passed by a majority of not less than
three-fourths (3/4) of voting Institutional Members and voting Delegates at an Annual General
Meeting or Special Meeting called to amend this Constitution, where the notice of Motion for a
Special Resolution has been circulated to all Members, at least one (1) month prior to the
intended vote on the resolution.
This Constitution shall be reviewed at least every two (2) years by an ad hoc constitutional
review committee chaired by the President or Past President of the Association.
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Index (by clause)
Ad Hoc Committees 7.2.2
Allocation 8.7.1
Amendment of Constitution 10
Annual Dues 9.1
Annual General Meeting 8.5
Assemblies 8.4
Associate Members 3.4
Committee Duties 7.1
Committees 7
Contingency Fund 9.2
Elections 8.7.5
Executive Council 6
Executive Council Meetings 8.3
Executive Council Members 6.1
Expenses 9.4
Finances 9
Financial Powers 9.3
Honorary Members 3.5
Individual Associate Members 3.3.2
Individual Members 3.2
Institutional Associate Members 3.3.1
Institutional Members 3.1
Jurisdiction 8.5.1
Meetings 8
Membership 3
Mission Statement 2
Negotiations Advisory Committee 7.3
Nominations 8.9
Normal Termination 4.1
Objectives 2
Officers, Terms and
Functions of Office: General 6.3
Officers, Terms and
Functions of Office: Specific 6.4
Past President 6.4.2
President 6.4.1
Presidents' Council 5
Presidents' Council Meetings 8.2
Presidents' Council Members 5.0.1
Professional Affairs Committee 7.4
Quorum 8.8
Rights and Obligations 3.5
Rules of Order 8.1
Secretary 6.4.5
Special Assembly 8.6
Standing Committees 7.2.1
Suspension 4.2
Termination of Membership 4
Terminology 1
Treasurer 6.4.6
Types of Committees 7.2
Vice-President Negotiations 6.4.3
Vice-President Professional Affairs 6.4.4
Voting 8.7.2
Voting procedures 8.7
Withdrawal of membership 4.3
Write-in votes 8.7.5