Proposed By-Law for API Member Consultation June 6 2017

Background on Planning in Atlantic Canada 1966- API became a regional association of planning professionals. 1967 – API became the Atlantic Canadian Affiliate to the Town Planning Institute of Canada (now CIP). API started out with four provincial chapters (currently titled as branches in the API bylaw), but provided region-wide member services in a context of membership standards set out and managed by CIP. In 2005, the Registered Professional Planners Act of NB and the NS Professional Planners Act were passed. As a result, both branches gained responsibility for the admission and regulation of their members. PEI and NL continue to work towards the introduction and adoption of professional legislation in their respective provinces.

Canada Not-for-Profit Corporations Act Members must be defined, including setting out voting and non-voting members. Not-for-profits board members are now required to be elected by all voting members. Currently, API Council (board) seats are designated for each Branch and filled by a process at the individual Branch level.

Why a new By-Law for API? API is a federally incorporated body. Without changes, API is not in compliance with the 2012 Canada Not-for-Profit Corporations Act, which governs it. Recent changes to the function, structure and By-Law of the Canadian Institute of Planners (CIP) require changes to API By-Law. As provinces have legislated the planning profession, the regulation of the profession has shifted from CIP to PTIAs (Provincial, Regional or Territorial Institute or Association). Therefore, changes to structure and function of API are required to better support planning in Atlantic Canada.

Proposed Structure API moves to an organization of organizations model. The voting membership of API becomes the four provincial associations. All current members of API become non-voting members of API. The four provincial associations continue to be responsible for: Admission and regulation of their members Continuous Professional Learning Discipline of their members Promoting the profession Student mentorship API becomes an administrative body providing secretariat-type support for the four provincial associations (to the extent each determines through individual MOUs).

API’s Role API will provide the four provincial associations services (as determined by individual MOUs) such as: Administration of admittance of members, including interprovincial transfers Member tracking and records Member billing on behalf of provinces Member admission and maintenance of records Communications to support the development and growth of the profession Member communication Supporting the rotating annual regional conference Coordination of regional and inter-provincial relationships and initiatives CPL tracking and administration Represent provinces on JAG

Key Provisions of New By-Law Purpose of the corporation (as outlined in the 2014 Articles of Continuance adopted at API 2014 AGM): 1) Provide services to the members of the Institute; 2) Advance the study and practice of professional planning; 3) Represent the practice of professional planning to the public; and 4) Promote a high standard of competence and conduct in the study and practice of professional planning.

Key Provisions of New By-Law Voting members: the Prince Edward Island Association of Planners; the Licensed Professional Planners Association of Nova Scotia; the New Brunswick Association of Planners; and the Newfoundland and Labrador Branch of the Atlantic Planners Institute. The term of membership of a Voting Member shall be annual, subject to renewal in accordance with the policies of the Institute. As set out in the Articles, each Voting Member is entitled to receive notice of, attend and vote at all Meetings of Members and each such Voting Member shall be entitled to one (1) vote at such Meetings. Each provincial association shall assign its vote to a proxyholder for the AGM.

Key Provisions of New By-Law Non-Voting Members: Non-Voting Member status shall be available automatically to all individual members of a provincial association that is a Voting Member. Non-Voting Member status shall also be available to individuals or organizations that have an interest in the planning profession and that have applied and have been accepted as Non-Voting Members in the Institute. The term of membership of a Non-Voting Member shall be annual, subject to renewal in accordance with the policies of the Institute. As set out in the Articles, Non-Voting Members are not entitled to receive notice of, attend or vote at Meetings of Members but may attend as observers at the invitation of the Chair.

Key Provisions of New By-Law The dues for membership in the Institute for a fiscal year shall be set at a level and in such a manner as prescribed by resolution. Members shall be notified in writing of the membership dues at any time payable by them and, if any are not paid within two (2) calendar months of the membership renewal date, the Members shall be considered to be in default.

Key Provisions of New By Law Board of Directors: The property and business of the Institute shall be managed by a Board of not more than ten Directors, which shall include: one individual who is a member of the Prince Edward Island Association of Planners; one individual who is a member of the Licensed Professional Planners Association of Nova Scotia; one individual who is a member of the New Brunswick Association of Planners; one individual who is a member of the Newfoundland and Labrador Branch of the Atlantic Planners Institute; and one individual who is a Student member. In addition to the above directors, the Board may, by ordinary resolution, add additional directors at large from among the members of the Institute up to the maximum as set out in the Articles of the corporation. The Board would be directly elected by the four voting members.

Key Provisions of New By-Law Once this By-Law has been adopted by the Members of the Institute, the existing Directors shall continue to hold office until the next Annual General Meeting of Members at which time elections shall occur. The next Annual General meeting is being scheduled for September 28, 2017 during the regional conference in Charlottetown.

How will this new By-Law affect me as a member? Voting members of provincial associations will automatically become Non-voting members of API and have full access to the benefits associated. API will continue to provide administrative support services for each province as required. This will maximize economies of scale. In the absence of professional legislation in PEI and NL, individual members in those provinces require representation in a recognized PTIA to have access to recognition as certified professionals through the use of the MCIP designation. API will continue to play the role of a recognized PTIA for these two provinces.

Next Steps API Council voted in favour of this new By-Law in May and will be putting it to a vote for adoption by the API membership. All API voting members will be eligible to vote on adopting the new By-Law.

Voting Process Pursuant to the process for amending the By-Law set out in the existing By-Law, ballots and instructions will be sent by email to all members eligible to vote. A specific date - at least 21 days after the notice has been sent – will be identified by which ballots need to b received to be counted. Members will be given several weeks to print the ballots, mark their vote and mail them to the API office. Votes will be counted within 7 days after the date set in the notice to members by which ballots are to be received.

Questions?