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Canadian Federation of Poets By-Laws

        Poetry Canada


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1.1 Membership in the Canadian Federation of Poets is on an individual or Federation Affiliate basis, and all members have equal privileges and the same responsibilities to the Federation. To qualify as a 'Federation Affiliate' this is determined by the president based on core mission of the Affiliate.

1.2 Membership in the Federation may be attained in the following manner:
(a) Full Membership: All poets are immediately accepted by receipt of payment, however membership can be revoked at any time.
(b) Federation Affiliate Membership: You must qualify to become a federation/associate member.
(c) Members starting a Federation/Chapter: You must qualify to become a Federation/Chapter.

1.3 Honorary Life membership in the Federation may bestow from time to time any persons deemed worthy of membership in the organization an honorary life member status by virtue of their contribution to the Federation of their services over a period of time or with respect to overall contributions to poetry. An honorary life member may have full privileges within the Federation and may hold a position. Such membership shall be without fee.

1.4 All members of the Federation shall subscribe to and be governed by the Constitution and Bylaws of this Society and by the following standards of conduct and code of ethics:
(a) Members of the Federation shall strive for a consistently high standard of poetic work and ethics in business and shall conduct themselves in a professional manner at all times in keeping with the aims and goals of the Canadian Federation of Poets.
(b) Members of the Federation shall so conduct themselves as to avoid controversies with fellow members and will compete with them on an honourable and fair basis and will at all times co-operate with other poets in any effort directed to the betterment and advancement of poetry.
(c) In the best interests of the Federation and of their own profession or avocation, members shall be LOYAL to the Canadian Federation of Poets and be active in its work; and members shall willingly share with fellow members information and the lessons of their experience.

1.5 The annual membership dues shall be determined by the president.

1.6 A person ceases to be a member of the Federation and will cease to be able to represent themselves as a member;
(a) by delivering his resignation in writing to the secretary of the Federation or by mailing or delivering it to the business address of the Federation; or
(b) on being expelled; or
(c) on having been a member not in good standing for six consecutive months.

1.7 A member may be expelled at any time, with a refund of any outstanding dues for any activity that is considered disloyal, including posting of negative comments on any online source or in person.  It is effective immediately as deemed by the president.

1.8 All members are in good standing except a member who has failed to pay his current annual membership fee or any other subscription or debt due and owing by him to the Federation and he is not in good standing so long as the debt remains unpaid.

1.9 All members in good standing shall be entitled take part in the events and activities of the Federation.

1.10 Membership in the Federation shall be effective from the date of payment of initial membership. All memberships expire one year from the end of the month of which they joined.


2.1 The CFP is an online community that meets in the CFP forum and is able to express any negative issues or dis-satisfaction directly to the president to be responded to and addressed between any member or members.  There are no offline meetings or votes.  If anyone is not satisfied, there is no need to vote, simply ask for a refund and leave.


3.1 A member in good standing may contact the president directly to discuss any matter of concern to them to come to the best conclusion for all parties involved.


4.1 The Board of Directors shall consist of the  President/Executive Director and Vice-President who are employees of the Federation and elected Executive Officers of the Federation plus the Chairpersons appointed by the Board of Directors of the following standing committees:
Standards,  Membership, Public Relations, Fundraising, and Education.

The Board of Directors may also appoint to the Board, at their discretion, up to two (2) Members-At-Large.

4.2 The property and business of the Federation shall be managed by the parent company, InnerSurf International.

4.3 If a director resigns his office or otherwise ceases to hold office, the remaining directors shall appoint a member to take the place of the former director. No act or proceeding of the directors is invalid only by reason of there being less than the prescribed number of directors in office if a quorum is present.

4.4 The Executive Officers of the Federation shall be the President, Vice-President, Treasurer and Secretary. The immediate Past President of the Federation shall also be ex officio an Executive Officer.

4.5 The Executive Committee shall consist of the appointed Officers of the Federation and shall be empowered to act on its behalf to conduct the business of the Federation in emergencies.

4.6 The President may at any time and from time to time appoint a member to fill a vacancy on the Executive Committee.

4.8 Every director or member of the Executive Committee of the Federation or other person who has undertaken or is about to undertake any liability on behalf of the Federation or any company controlled by it and their heirs, executors, and administrators, and estate and effects, respectively, shall from time to time and at all times, be indemnified and saved harmless out of the funds of the Federation, from and against:
(a) all costs charges and expenses which such director, member of the Executive Committee or other person sustains or incurs in or about any action, suit or proceedings which is brought, commenced or prosecuted against him 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 or in respect of any such liability.
(b) all other costs, charges and expenses which 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.


5.1 The Executive Officers are not elected, but appointed by the president and founder.  5.2 Any Member shall be eligible to volunteer for a position as long as he is a member in good standing and has consented to the position.


6.1 The directors may consult via email or phone. 6.2 The President shall be chairperson of all meetings of the directors, but if at any meeting the President is not present within thirty (30) minutes after the time appointed for holding the meeting, the First Vice-President shall act as chairperson, and in his absence the Treasurer shall act as chairperson but if none of the three is present the Directors present may choose one of their number to be chairperson at the meeting, or adjourn the meeting until another time.

6.3 The Executive Committee may meet together or communicate by phone or internet as necessary for the dispatch of business between Board meetings and when Board members are unavailable. Resolutions passed by the Executive Committee shall be ratified by the Board at its next regular meeting.


7.1 The President is responsible for all operations and success of the Federation of Poets, and shall act in the best interest of its mission, purpose, and strategic direction. 7.3 The Vice-president shall carry out the duties of the President during his absence, and will have the particular responsibility of co-coordinating the work of the various committees.

7.4 The Secretary shall be responsible for the correspondence of the Federation; for notices of meetings of the Federation and directors; for the minutes of all meetings of the Federation and directors; and for the safekeeping of all records and documents of the Federation except those for which the Treasurer is responsible.

7.5 The Treasurer shall be responsible for the collection of accounts receivable, the payment of accounts payable and other financial matters pertaining to the Federation; for keeping an accurate account of all monies received or disbursed from the account of the Federation; for the preparation of an annual financial report for the Annual General Meeting; for submitting interim financial statements at any time at the request of the Board of Directors.

7.6 All cheques and other negotiable instruments drawn on the funds of the Federation shall be signed by the president or treasurer. 

7.7 The members of the Executive Committee shall not be entitled to any remuneration as such. Persons considered employees of the Federation will receive a remuneration by either the President.


8.1 Without limiting the generality of the foregoing there shall be in particular the following permanent standing committees: Membership, Fundraising/Public Relations, Contests/Awards and Education.

8.2 The Membership committee shall be charged with responsibility for all matters pertaining to members, the general well being of individual members and of the Federation as it relates to members.

8.3 The Fund-raising/Public Relations committee shall be in charge of fundraising and publicity/marketing/communication and public relations activities.

8.4 The Contest/Awards committee shall be in charge of establishing contests, rules, regulations, dates, awards and judges.

8.5 The Education committee shall be responsible for all courses and workshops conducted by the Federation.

8.6 Contracts, documents or any instruments in writing requiring the signature of the Federation, shall be signed by the President or the Executive Director and one other member of the Executive Committee and all contracts, documents and instruments in writing so signed shall be binding upon the Federation without any further authorization or formality.


9.1 Membership in the Canadian Federation of Poets is on an individual basis, however, the Federation recognizes that in areas far distant from Ontario, members might want to join together and form Chapters/Federations for the purposes of information gathering, joint communication and other local activities. Formation of CFP Chapters is optional, member participation in Chapters is optional and Chapters must be self-supporting.

9.2 The President will authorize a Chapter/Federation to be formed:
(a) When there is the required number of Active members involved. That number is determined by the Board of Directors of the Federation from time to time as they see fit.
(b) If the members agree to operate the Chapter in compliance with the Constitution and Bylaws of the Federation and to follow its standards of conduct and code of ethics.


10.1 The CFP does not have a seal.  Activities are under the umbrella of InnerSurf International and are supported by this corporation as well, as in most times the CFP is not viable without it. 


11.1 The CFP shall not borrow or invest. Being a poetry organization, there isn't a great deal of profit, and if it gets into a situation where it requires a loan, the organization will simply fold and cease to operate. 


12.1 All CFP Funds are separated as a department, under InnerSurf International, which supports activities such as website development and hosting.  Most CFP funds are allocated to Poetry Canada magazine production, and advertising. 

12.2 An accountant is determined by InnerSurf and is currently on record as Barj Bedi, of Toronto, ON.

12.3 An accountant shall be informed forthwith in writing of appointment or removal.

12.4 No director, employee, or member of the Federation shall be the filing accountant.


13.1 On being admitted to membership, each member is entitled to and the society shall provide them online access to the CFPChat area upon signing, access to the CFP newsletter, and submission to all open calls. 


14.1 In all matters of procedure not specified in these Bylaws of the Federation, Robert's Rules of Order shall apply.

March 1, 2004
Canadian Federation of Poets