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Understanding that you may have questions with respect to each of these proposed amendments, we have created a portal for you to submit these in advance of the meeting. This is in hopes that we can provide responses prior to the meeting, allowing us to get through the voting process in the allotted two hours for the meeting.

We will be responding to these a week prior to the Special Session of the Membership.

Please note we will not be responding directly to questions posted on the listserv about these by-laws.

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* 1. Revised By-law: Annual General Meeting and Special Member's Meeting Quorum

Annual General Meeting Quorum
A quorum for the Annual General Meeting of members shall consist of a minimum of 30 members in good standing, in addition to the presence of a quorum of members of the Board of Directors.

The quorum of Board of Directors members required shall be no less than a majority of the total number of Directors. If a quorum of members and a quorum of Board of Directors members are present at the commencement of the Annual General Meeting, the meeting may proceed to transact business, even if the quorum is not maintained throughout the meeting.

Special Member's Meeting Quorum
A quorum for any Special Member's Meeting shall be comprised of a minimum of 30 members in good standing, alongside the presence of a quorum of members of the Board of Directors. The quorum of Board of Directors members required shall be no less than a majority of the total number of Directors. In the event that both the minimum member quorum and the requisite Board of Directors quorum are satisfied at the commencement of the Special Member's Meeting, the meeting shall be authorized to conduct business, even if the quorum is not sustained throughout the meeting.

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* 2. Revised By-law: Notice of Meeting and Material Distribution Timeline

A. Notice of Meeting: Notice of any meeting, including the Annual General Meeting, shall be provided to members no less than 30 business days prior to the scheduled meeting date.

B. Distribution of Meeting Materials: All necessary meeting materials, including but not limited to the Annual Report and proposed By-law changes, shall be distributed to members no less than 15 business days prior to the scheduled meeting date.

C. Enhancements for Engagement: The Association may include multimedia formats, such as videos, infographics, or presentations, alongside traditional documents in the material distribution. These enhancements aim to facilitate member engagement and understanding of complex topics.

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* 3. Revised By-law: Proxy Voting and Electronic Voting

Proxy Voting By-law:

9.1 Proxy Voting Process - The process of proxy voting shall be revised to ensure that members are fully informed about how their proxies will be voted. Members shall be required to indicate their voting preferences on the proxy form, specifying how their proxy shall cast their vote on each matter.

Electronic Voting By-law:

9.2 Electronic Voting Implementation - The Corporation shall adopt electronic voting methods for By-laws, elections of new slates, and the election of new Board of Directors members. The electronic voting platform shall allow members to cast their votes remotely through secure and verified means, ensuring a fair and transparent voting process.

9.3 Pro-Democracy Measures - The introduction of electronic voting aligns with the Corporation's commitment to democracy, inclusivity, and member engagement. This contemporary approach aims to provide every member with a direct say in the decision-making process.

9.4 Interim Board of Directors Elections - The adoption of electronic voting also enables the Corporation to conduct elections for new Board of Directors members in between Annual General Meetings without the necessity of convening a Special Meeting of the Members. This facilitates the timely filling of vacant Board of Directors positions and the continued effective governance of the Corporation.

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* 4. Revised By-law: Officers of the Association

A. Officers of the Association
The Officers of the Society shall include a President, Vice-President, Secretary, and Treasurer.

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* 5. Revised By-law 3, Section E: Composition of the Board of Directors and Executive Committee

E. Composition of the Board of Directors and Executive Committee

The Board shall consist of a minimum of 5 directors.

I. The Board of Directors shall consist of the following members: President, Vice-President, Secretary, Treasurer, and Members-at-Large.

II. The Executive Committee shall consist of the following members: President, Vice-President, Secretary, Treasurer, and any additional Board members or members in good standing that the Executive may appoint from time to time. In the event that an Executive Director and/or Registrar is appointed, they shall serve as ex-officio members of the Provincial Executive.

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* 6. Revised By-law: Rotating Chair of Meetings

Chairs of Meetings

Any Board of Directors member, as determined by a simple majority of the Board of Directors members present at a meeting, shall have the authority to chair and preside over any type of meeting, including but not limited to Board of Directors meetings, Town Halls, Annual General Meetings, and Special Meetings of the Board of Directors. The selection of the meeting Chair shall be conducted prior to the commencement of the meeting, and shall be documented in the minutes by the minutetaker.

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* 7. Revised By-law 3, Section D: Removal of Reference to Past Chair

II. The President shall act as the leader of the Board of Directors and shall provide advice and leadership to the Board in governing the Society.

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* 8. Revised By-law: Standing Committees

Standing Committees

a. Establishment:
Standing Committees shall be established by the Board of Directors of the Ontario Society of Registered Psychotherapists, or as authorized at any annual or special meeting, the duties of which shall be determined and allocated by the Board of Directors.

b. Committee Chairs:
Any member of the Ontario Society of Registered Psychotherapists may serve as the Chair of a Standing Committee, provided they meet the qualifications set forth in the By-laws and are approved by the Board of Directors.

c. Committee Meetings:
Standing Committees shall meet at the call of the Chairpersons of the committees. A record of their work and deliberations shall be kept, which shall be submitted to the Executive Committee and the Board of Directors of the Ontario Society of Registered Psychotherapists monthly. The Chair of each Standing Committee shall provide regular reports to the Board of Directors of the Ontario Society of Registered Psychotherapists as necessary to keep the Board informed of committee activities and progress.

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* 9. Revised By-law 1, Classes of Membership: Friend of the Society Members

Friends of the Society
e. shall not be eligible for nomination for Directors or Officers of the Board of Directors but may be the Chair of any committee.

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* 10. Revised By-law 1, Classes of Membership: Retired Members

Retired members shall:
e. have the right to be the Chair of any committee in accordance with the provisions within the By-laws.

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* 11. Revision to Appendix A: Code of Ethics

Appendix A Code of Ethics The Ontario Society of Registered Psychotherapists recognized the necessity of providing a clear framework of guidelines for ethical behaviour, ensuring that members understand and uphold the organization's values, maintain trust with stakeholders, and navigate ethical dilemmas effectively.

We acknowledge that our membership is comprised of a variety of unique and diversely oriented psychotherapists who come together with a variety of ethical principles by which we identify ourselves. As such the Ontario Society of Registered Psychotherapists is committed to equity, diversity, and inclusion in the field of psychotherapy. We also recognize the historical and ongoing impact of systemic inequalities, including but not limited to anti-Black racism and anti-Indigenous racism. Through an equity and diversity lens, we are dedicated to working with diverse and inclusive therapists in an effort to provide relational support to ALL individuals, regardless of their race, ethnicity, gender, gender expression, abilities, religion, culture, age, sexuality, and financial means.

Members of the Ontario Society of Registered Psychotherapists, are obligated to uphold the following principles in their professional conduct:
1. Honesty and Integrity: Members commit to conducting their professional practices with honesty and integrity, ensuring that their interactions are free from bias and discrimination. They actively challenge and address any personal biases that may impact their work with clients from diverse backgrounds.

2. Privacy and Confidentiality: Members maintain the privacy and confidentiality of their clients, understanding the importance of creating safe spaces for individuals to share their experiences without fear of judgment or harm. They recognize the significance of protecting the sensitive information shared by clients. Members also recognize the limits of client confidentiality as outlined by College of Registered Psychotherapists of Ontario guidelines, and inform their clients from their first meeting of these rare exceptions to this cornerstone rule, such as the duty to report as specified in Standard 3.1 Confidentiality: Limits to Confidentiality under College of Registered Psychotherapists of Ontario frameworks. By providing clear and transparent communication regarding these exceptions, therapists ensure that clients are aware of the circumstances under which confidentiality may be breached, while still respecting and upholding the fundamental principles of privacy and confidentiality in their therapeutic relationships

3. Non-Exploitation: Members uphold the therapeutic relationship and refrain from exploiting it for social, personal, or financial gain. They are conscious of the historical exploitation experienced by marginalized communities and actively work to prevent any actions that perpetuate these injustices.

4. Power Dynamics: Members recognize the power imbalances inherent in the therapeutic relationship and the broader social context. They commit to avoiding actions that perpetuate or reinforce these imbalances, and to actively working towards dismantling systemic inequities that contribute to the marginalization of individuals and communities.

5. Ethical Reflection: Members engage in ongoing self-reflection and education to better understand the complexities of equity, diversity, and inclusion. They actively seek ethical solutions to address problematic situations that arise within their practice, taking into account the specific challenges faced by individuals from marginalized communities.

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* 12. Revision to Appendix A: Code of Ethics - Continued

6. Personal Well-being: Our organization is committed to promoting the holistic wellbeing of our members, recognizing that their physical, mental, and emotional health is essential to their overall happiness and productivity. We provide a supportive work environment that encourages work-life balance, offers resources for stress management, and promotes self-care practices. In addition, members recognize that their own biases and prejudices can impact their ability to provide effective and unbiased therapy. They commit to addressing their own biases and working towards their personal growth and development, ensuring that their well-being contributes to providing culturally sensitive care.

7. Community Engagement: Members actively engage with and contribute to their communities, taking into account the diverse needs and experiences of the populations they serve. They strive to create an inclusive and welcoming environment for all individuals, regardless of their backgrounds. They actively collaborate with community organizations and leaders to address systemic barriers and promote social justice.

8. Diversity and Respect for Freedom of Expression: Members acknowledge and embrace the diversity present among themselves and their clients while ensuring that the value of freedom of expression is upheld. They strive to create an inclusive and affirming environment where individuals can openly express their identities and experiences, fostering dialogue and understanding without compromising the rights and dignity of others. Through recognizing and respecting the intersectionality of identities, members actively work towards creating an environment that values diverse perspectives and promotes inclusivity for all clients.

9. Professional Growth: Professional growth is a continuous journey that empowers individuals to expand their knowledge, skills, and expertise within their field. It involves actively seeking opportunities for learning, such as attending workshops, pursuing advanced education, and engaging in ongoing professional development. Through professional growth, individuals enhance their competence, stay up-to-date with emerging trends and best practices, and adapt to the evolving needs of their profession. By investing in their growth, members of the Ontario Society of Registered Psychotherapists not only advance their careers but also contribute to the overall advancement of their field, fostering innovation, excellence, and positive impact. Members recognize that diverse perspectives and experiences contribute to positive therapeutic opportunities and the advancement of the profession. They actively seek to learn from and collaborate with therapists from various backgrounds and training, including those from marginalized communities. They value ongoing professional development to ensure culturally competent and responsive practice.

10. Constructive Dissent: Members value and encourage constructive dissent as a means to challenge and improve the field of psychotherapy. They actively engage with differing perspectives, particularly from marginalized voices, to foster critical thinking and create a more inclusive and equitable profession. They recognize that addressing systemic biases requires ongoing examination and a commitment to continual growth and change.

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* 13. Revisions to the Constitution: Mission Statement

The Ontario Society of Registered Psychotherapists is committed to fostering equity, diversity, and inclusion within the field of psychotherapy, while also serving as a prominent voice for Registered Psychotherapists (RPs) in Ontario. We are dedicated to uplifting the diverse and intersectional communities that our membership represents. Through inclusive advocacy, intentional relationship building, culturally-sensitive clinical mentorship, and the cultivation of meaningful practitioner connections, we strive to create an environment that is inclusive and welcoming. Our commitment is to collaboratively eliminate barriers to mental wellness and champion social justice. For RPs, by RPs.

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* 14. Revisions to the Constitution: Vision Statement

We envision a mental-wellness landscape in which individuals from all walks of life are holistically and compassionately centred. Our aspiration is to create a space where everyone feels valued, respected, and empowered to flourish, regardless of their background, identity, or lived experience.

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* 15. Revision to the Constitution: Land Acknowledgement

The Ontario Society of Registered Psychotherapists acknowledges that the land on which we operate are traditional Indigenous territories made up of 46 treaties and other agreements that cover the territory now called Ontario. The Ontario Society of Registered Psychotherapists would like to acknowledge the Original Custodians of these territories who have cared for this land since time immemorial and continue to uphold their Ancestral commitment, respect, and reverence to this land to this very day. The Ontario Society of Registered Psychotherapists is committed to learn from and support the Indigenous, First Nations Peoples, and their communities' healing and wellbeing as we strive to decolonize our practices and promote cultural safety and humility.

The Ontario Society of Registered Psychotherapists would also like to acknowledge that our Head Office is in Tkaronto and on the traditional territory of many nations including the Mississaugas of the Credit, the Anishnabeg, the Chippewa, the Haudenosaunee and the Wendat peoples and is now the home to many diverse First Nations, Inuit and Métis peoples. We also acknowledge that Tkaronto is covered by Treaty 13 signed with the Mississaugas of the Credit, and the Williams Treaties signed with multiple Mississaugas and Chippewa bands.

Acknowledging traditional Indigenous territories is one way to recognize contemporary and historical Indigenous presence and land rights. It is a small step towards dismantling the continued impacts of colonialism and undoing Indigenous erasure in our everyday lives. As an Association committed to embedding equity, diversity, and inclusion in all that we do, the Ontario Society of Registered Psychotherapists aims to move beyond Land Acknowledgements by demonstrating our commitment to Truth and Reconciliation in tangible ways. For more information on the purpose of Land Acknowledgements check out lspirg.org/knowtheland and native-land.ca.

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