Finnish Expatriate Parliament, Canadian Region, Operating Policy

Approved by AGM on 25.6. 2016

Definitions: Finnish Expatriate Parliament is a discussion forum, where expatriate Finns living across the world decide together on issues important to them. FEP is an open and democratic channel through which the joint decisions are forwarded to the Government of Finland and to non-governmental organizations. In addition, FEP will function as a channel of influence so that the expatriate point of view will be considered in the making of public policy.

Finnish Expatriate Parliament, Canada Region, is a geographic region of the Finnish Expatriate Parliament, operating within the country of Canada.

Abbreviations: Ulkosuomalaisparlamentti – USP Finnish Expatriate Parliament – FEP
Annual General Meeting – AGM USP / FEP full sitting – Congress

General: The operation and the work of the Finnish Expatriate Parliament, Canada Region, will be based on the objectives and operating principles of the Finnish Expatriate Parliament. (www.usp.fi)

Purpose: The purpose of the Finnish Expatriate Parliament, Canada Region, is to support the goals and the work of the Finnish Expatriate Parliament within the country of Canada.

Language: Finnish Expatriate Parliament, Canada Region, shall use English as the primary official language, with Finnish used as often as practical, especially on ceremonial occasions. In case of discrepancies between the two languages, the English version shall have precedence.

Membership: The membership of the Finnish Expatriate Parliament, Canada Region, consists of organizations that have fulfilled the Finnish Expatriate Parliament membership requirements, have been accepted as members of USP / FEP and continue to function.

Elected officers: Finnish Expatriate Parliament, Canadian Region, shall elect two officers, namely

Chairman – responsible for leading, representing and furthering the work of Finnish Expatriate Parliament, Canadian Region, and

Vice Chairman – responsible for assisting the Chairman and representing the Finnish Expatriate Parliament, Canadian Region, in the Chairman’s absence. Vice Chairman shall act as a meeting secretary whenever possible.

Initiatives: Every member organization in good standing can make initiatives directly to the Finnish Expatriate Parliament. (See submission form at www.usp.fi) It is suggested that initiatives are reviewed by the Chairman, Vice Chairman and/or by the USP secretary prior to submission.
Types of meetings held in Finland
1. USP / FEP Congress is held approximately every 2.5 years in Helsinki. Every member organization is entitled to send one delegate, two if membership exceeds 500 members, three if membership exceeds 1,000 members. Member organizations may send additional representatives as observers, who do not have the right to speak or vote, nor attend working committee meetings without the permission of the meeting chairman.

2. Regional Meeting for Canada region is held in Helsinki just prior to the sitting of the Finnish Expatriate Parliament in order to prepare for the Congress. The Chairman shall inform the time and location at least 30 days prior to the meeting. Delegates, observers and interested members can attend, however only delegates may vote. The main functions of the meeting are to assign delegates to working committees and discuss positions on the key issues on the agenda at the Congress.

3. Speakers Council convenes in Helsinki twice a year to meet with Finnish politicians and officials in order to further the initiatives approved by the Congress and to deal with current matters. Regional Chairmen attend it. Vice chairmen may attend with Council’s permission and at his/her own expense.

Types of meetings held in Canada
1. Annual General Meeting shall be held annually to report and decide on the work of Finnish Expatriate Parliament, Canada Region. The Chairman shall inform member organizations the time and location of the AGM at least 60 days prior to the meeting. Member organizations shall inform the Chairman and the Vice-Chairman as to who will be their voting delegate at least 15 days prior to the AGM or bring proof to the meeting of the delegate’s right to represent his/her club. All matters requiring decisions or elections shall be dealt with at the AGM. Generally the AGM is held in conjunction with the Finnish-Canadian Grand Festival. Meeting times and locations should be arranged in cooperation with the local Finnish-Canadian Grand Festival host organization.

Quorum for the AGM shall be seven (7) voting members. If quorum is not achieved, the meeting becomes an information meeting without the right to decide on any matter. If quorum is not reached in an election year, USP/FEP will appoint both the Chairman and the Vice Chairman based on the recommendations by the Regional meeting held in Helsinki under USP/FEP supervision just prior to the USP/FEP Congress.

Participation rights: All those interested in Finnish culture or heritage are invited to participate at the AGM either as delegates or observers.

Speaking rights: All delegates shall have the right to speak at the AGM. The Chairman may permit observers to speak. The Chairman may limit speaking time.

Voting rights: Every member organization shall have a single vote. Chairman and Vice Chairman may vote as organizational delegates.

Minutes: The Vice Chairman or a meeting secretary appointed at the meeting shall record the AGM minutes. The minutes shall be sent for a review by all delegates. After all corrections are made, the minutes become official. After that they shall be sent to all member organizations within 30 days. A copy of the minutes shall be archived in the USP/FEP office in Helsinki.

Meeting rules: Roberts Rules of Order shall be followed as necessary.

2. Information Meetings shall be organized on ad hoc basis in Finnish communities throughout Canada for the purpose of informing local Finnish-Canadian expatriates regarding the work of the Finnish Expatriate Parliament both in Finland and in the region. The meetings are open to all interested persons.
Related matters

Communication: Communication shall be primarily by electronic means such as e-mail or telephone. Member organizations shall be responsible for informing USP secretariat and the Chairman, Canada region, of changes to the contact person and his/her contact information.
Important news and reports shall be posted on the Finnish Expatriate Parliament, Canada Region page of the Finnish Expatriate Parliament website (www.usp.fi). Social media shall be used as a discussion platform.

Elections: The positions of Chairman and Vice Chairman shall be elected at the AGM just prior to the Finnish Expatriate Parliament Congress. Nominations can be submitted to the Chairman with copies to Vice-Chairman and the USP / FEP secretary. Candidates are encouraged to submit a short electronic summary of themselves and may be given the option to speak briefly about their candidacy. Nominations submitted 30 days prior to AGM will be distributed as information to member organizations. Secret ballots shall be used, with the nominee receiving the largest number of votes in the first round being declared the winner. In case of equal number of votes, a second round of voting shall be held among the two tied candidates. If there is still a tie vote, the Chairman shall cast the deciding vote. Vice Chairman shall be elected after the Chairman has been elected. Two scrutineers are appointed by the AGM to count the votes. In case of only a single nominee, he/she shall be declared elected by acclamation. The Finnish Expatriate Parliament ratifies the results of the elections at the following Congress.

If for any reason the election is not held in the Canada region, then the elections shall be held at the regional meeting just prior to the Congress under USP / FEP supervision.

Nominees: Nominees must be Canadian residents.

Term of Office: The term of office for the two elected positions starts on the day after the Finnish Expatriate Parliament Congress ends. The term ends on the last day of the Finnish Expatriate Parliament Congress.

Amendments: Amendments to the operating policy shall be made only at the AGM with at least 30 days notice of the proposed amendment(s) and with 2/3 majority votes.

Come into force: June 26, 2016

Suggested skill set for the elected officials:
- Good command of English to communicate with member organizations and the Canadian public.
- Good command of Finnish to be able to participate in Finnish Expatriate Parliament and the Speakers’ Council meetings and to communicate with the Finnish-Canadian expatriates in their mother tongue.
- Computer skills to use and maintain a communication network of member organizations and key individuals and to post information on the USP homepage
- Public speaking skills to represent the Finnish Expatriate Parliament, Canadian Region and to present the work of USP to expatriate groups, politicians and the media.
- Ability to attend Speakers’ Council meetings in Helsinki as required
Means to travel within Canada to meet with Finnish-Canadian communities.

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