Southeastern United States – Canadian Provinces Alliance (SEUS – CP)
Amended 21 May 2012
Southeastern United States – Canadian Provinces Alliance
The goals of the Alliance are to present opportunities for participating members which will enhance trade, promote business alliances, and encourage technological and scientific exchanges between and among the States and Provinces. The Alliance seeks to bring focus to these relationships and to expand opportunities in industry-specific sectors and markets through new partnerships The Alliance also seeks to provide a forum for Governors and Premiers to share their views on ways to expand commerce between members of the Alliance and exchange on other subjects of common interest.
A. States (Southeastern United States) – Members of the Southeastern United States – Canadian Provinces Alliance (hereinafter called “the Alliance”) shall consist of the states that signed the Alliance Joint Declaration in Montréal on November 16, 2007. The signatories are Alabama, Georgia, Mississippi, North Carolina, South Carolina, and Tennessee.
B. Provinces (Canadian Provinces) – Members of the Alliance shall consist of the provinces that signed the Alliance Joint Declaration in Montréal on November 16, 2007. The signatories are Manitoba, New Brunswick, Newfoundland and Labrador, Nova Scotia, Ontario, Prince Edward Island, and Québec.
C. Federal Governments – The Federal Governments of the United States of America, as represented by a designated official of the Embassy of the United States of the America in Ottawa, and Canada, as represented by a designated official of the Consulate General of Canada in Atlanta, are invited by the Alliance to assume an observer role during the annual event but do not have membership rights, including that of voting.
D. Addition of New Members – Addition of new member states or provinces is subject to a vote by current member states and provinces per the voting rules and procedures outlined in Section III of the Bylaws. Members must be a state from the Southeastern United States or a Canadian province.
E. Resignation of Members – Members of the Alliance may revoke their membership by submission of an email to the SEUS Alliance Coordinators followed by a resignation letter to the Governors and/or Premiers representing each jurisdiction in the Alliance. Such resignation will be accepted without penalty provided that the resigning member is not scheduled to host the event within three years of their withdrawal. If the resignation is within three years of hosting the event, the resigning member shall be required to pay a penalty fee of $2,000 per jurisdiction payable to the next hosting jurisdiction.
III. COORDINATORS / STEERING COMMITTEE
A. Definition – The Governor of each Member State and the Premier of each Member Province shall designate a Southeastern United States-Canadian Provinces Alliance Coordinator for his/her respective jurisdiction. The State and Provincial Coordinators shall serve as the liaison between his or her signatory state/province and the other members. Coordinators shall act upon business matters affecting the annual event and the Alliance on whole. The coordinator may appoint a designate to fill his/her role.
B. Responsibilities – The coordinator is responsible for adhering to the deadline dates issued by the host jurisdiction. See section VI A for the definition of “host jurisdiction.”1. Of primary importance, the coordinator must ensure that all information is submitted to the host in a timely manner. Such information includes, but is not limited to: delegation leader biographies and photographs, speaker biographies, and any information related to the annual event as requested by the host.2. The coordinator is responsible for designating and supervising a business- to-business meeting liaison for the purpose of facilitating recruitment and qualifying delegates.3. The coordinators shall serve as the Steering Committee for the Alliance and meet as needed and determined by the coordinator for the host jurisdiction. Date, time and location of such meetings shall be coordinated and set by the coordinator of the host jurisdiction.
C. Recording Secretary – A recording secretary shall be named by the host coordinator for purposes of taking minutes at the annual and steering committee meetings, housing minutes and archives of past meetings, housing meeting histories, and assisting in the writing of any official statement or communiqué, should there be one.
IV. VOTING PROCEDURES
A. Voting Process – A quorum is required to transact any official business. A quorum is defined as two-thirds of the membership of the Alliance from the Southeastern United States and two-thirds of the membership of the Alliance from the Canadian Provinces. Should an insufficient number of members be present to achieve quorum, quorum may be achieved through virtual means – e.g., video teleconference or electronic communications.
B. Items Requiring a Unanimous Consensus – Items that require a unanimous consent of a voting quorum are amendments to the bylaws, addition of new Alliance Members, and amendments to a Joint Declaration. Additionally, if the Governors, Premiers, or their designate Heads of Delegations deem it necessary to issue resolutions, joint statements, and/or communiqués, such items must be adopted or amended by unanimous consent of a voting quorum. Proposals for such changes or adoptions shall be presented in timely manner so as to allow for absentee balloting.
C. Items Requiring a Majority Vote – Items that require the majority vote by the voting quorum include but are not limited to rotational changes in hosts.
D. Authority to Vote – Only Governors or Premiers, or their designees, may cast votes on the addition of new Alliance Members, amendments to the Joint Declaration, and amendments to the bylaws. Other issues requiring votes may be decided by the State and Provincial Coordinators through the Steering Committee.
V. STATE/PROVINCIAL ASSESSMENT
In order to ensure that the annual event participation fee is as low as possible, an annual non-refundable assessment of $2,500 per member jurisdiction will be assessed. The current and next host jurisdiction shall be exempt from the annual membership assessment. The host jurisdiction shall invoice the alliance members in the second quarter of the calendar year. The fee will be payable to the host jurisdiction in the currency of the host jurisdiction.
VI. ANNUAL ALLIANCE EVENT
The Alliance shall convene once per year. The time, date, and location of the annual event shall be set by the host jurisdiction, in consultation with the other members, and should ideally occur each year either in the month of May or June.
The Governor of a State or the Premier of a Province or his/her designee shall lead that delegation to the annual event of the Alliance. Each Head of Delegation is encouraged to bring one or more CEOs to the annual meeting of the Alliance. The Host jurisdiction shall provide an opportunity for the Head of Delegations, CEOs and the Business Chair and Co-Chair to interact.
A. Host State or Province
- Order of Rotation – The annual event shall alternate locations between the Southeastern states and the Canadian provinces. Any Member may elect to change its order in the rotation by first finding another member state or province that is willing to switch and then securing a majority vote of the steering committee. The rotation order is set as follows:
Newfoundland and Labrador (2009)
New Brunswick (2011)
South Carolina (2012)
Nova Scotia (2013)
North Carolina (2014)
Prince Edward Island (2017)
- Role of the Host Jurisdiction – The host for the annual event shall accept its responsibility for up to three years. In the first year, there will be the option to host an activity at the event with the goal of promoting the event the following year. In the second year the jurisdiction shall serve as host of the event; in the third year the jurisdiction will serve as co-host of the event. The host government is the primary logistical and programmatic organizer for the event.
a. Chair of Steering Committee – The host coordinator shall chair each meeting of the coordinators. The host coordinator shall be the liaison among the members.
b. Coordination – The host shall coordinate all aspects of planning the annual event; such as selecting the venue, blocking hotel rooms, activities such as a welcome reception, meal functions, entertainment, arranging for simultaneous translation (if necessary), and the printing of event materials, all at the discretion of the host jurisdiction. The host shall also liaise and coordinate with the event’s Business Chair.
c. Gifts – Any gifts are at the discretion of the host jurisdiction.
d. Administrative Duties – The host shall be responsible for all administration duties relevant to the event.
e. Program – The host shall be the primary organizers of the event agenda and theme.
f. Media – The host shall coordinate all access for press who wish to attend and cover the annual event.
g. Logo and Branding – In order to establish a recognized brand for the annual event, the Coordinators shall select a common logo and each host jurisdiction shall use this logo on event materials. Each Alliance member’s logo also may be used in addition to the common logo.
h. Registration – The host shall set all policies and procedures governing regular delegate registration, late and on-site registration, applicable registration fees, cancellation of registration, spouse/guest registration, and the issuance and collection of invoices.
B. Annual Chair (Business Sector)
- Selection – The annual event chair is to be selected by the host. The event chair should come from the business sector.
- Term – The chair from the business sector shall serve for two years (host year and the succeeding year), although the person need not be the same person both years. During the host year, he/she shall be styled “event chair.” During the succeeding year, he/she shall be styled “event co-chair.”
- Duties – The business chair and co-chair will be the principal moderator of the event with duties shared with his or her counterpart from either the United States or Canada. The business chair and co-chair will participate as host at various receptions and events. The business chair, at the request of the host jurisdiction, may be asked to organize a private sector fundraising effort to raise money to cover the costs of the event.
C. Annual Event Logistics
- Delegation Size and Fees
a. Delegation Size – The total delegation number from each state or province shall not exceed forty (40). An exception is made for the host, which may add up to an additional forty (40) delegates without approval from the steering committee. Spouses, dependents, and security are not included in the delegate limit. A state or province may request permission from the host to bring additional delegates but the decision is at the sole discretion of the host.
b. Delegate Fees – In an effort to defray the costs of the annual event, the host state or province may assess a per participant fee to be collected at the time of registration. The amount of the fee and the acceptable manner(s) of payment shall be determined by the host. The fee also applies to spouses and/or guests of delegates, although the amount may be modified. A tiered pricing structure for conference participants is encouraged (conference attendee, conference attendee with matchmaking appointments, spouse program). The registration fee shall be waived for Heads of Delegation, his/her spouse, security traveling with the Heads of Delegation, Ambassador, and the Private sector Chair and Co-Chair.
The host jurisdiction should provide a SEUS-CP branded event that presents opportunities for business-to-business exchanges which enhance existing relationships and develop new ones. Economic development organizations are encouraged to attend the event, especially for networking purposes. However, meetings between private sector entities will be the focus of pre-arranged business exchanges.
Delegates should be presented a high-quality program that allows for the exchange of information with a view to identifying areas of potential collaboration.
- Annual Event Dates – Unless otherwise approved by the steering committee, the annual event date should ideally fall between May 1 and June 30 each calendar year.
- Format – The format and content of each event is at the sole discretion and direction of the host jurisdiction. One function at the event may be sponsored by the next year’s host jurisdiction. If a business matchmaking component is included, it will be open only to private sector companies located within SEUS-CP Alliance member jurisdictions.
- Special Program for Heads of Delegations – At the discretion of the host jurisdiction, a special and exclusive program may be organized for the Governors, Premiers, and their designated Heads of Delegations, for part of the event. Nevertheless, the host jurisdiction shall organize a meeting exclusively for the Heads of Delegation. The state and province serving as co-chairs shall host the meeting jointly. The meeting may take the form of a breakfast or any other suitable format to allow Heads of Delegation to discuss topics of common interest. The Ambassadors of Canada and the United States may be invited to participate.
- Non-delegate Program – At the sole discretion of the host, the event may offer a separate program for spouses and guests of delegates. Participation in this alternate program may be assessed a fee.
- Event Attendance Eligibility – SEUS-CP event attendance is open only to companies, organizations, and government agencies located within SEUS-CP member jurisdictions unless an invitation is extended by the host jurisdiction.
VII. HOST JURISDICTION ADMINISTRATIVE DUTIES
- Hotel Selection and Assignment – The host shall select a venue and hotel(s) suitable for hosting the annual event of the Alliance. When possible the selected venue should have a hotel that is able to accommodate all delegations. A sufficient number of suites must be reserved for each Head of Delegation, and if possible for the event chair and co-chair, Ambassadors (if in attendance), and other attending dignitaries. However, jurisdictions are not required to utilize a suite.
- Coordinators Working Room – The host is responsible for arranging a workroom during the annual meeting with access to business equipment.
- Simultaneous Interpretation – Simultaneous interpretation in both English and French is not mandatory when events are hosted in the United States. When events are hosted in Canada, simultaneous interpretation is at the discretion of the host jurisdiction.
- Transportation – When attending the annual event of the Alliance, the Head of Delegation and his/her security detail shall be provided appropriate transportation from the airport to the event site and throughout the event. The drivers of these vehicles should be law enforcement officers or drivers with law enforcement training.
- Coordinator’s Meeting – The host jurisdiction shall organize and host a coordinators steering committee for the primary purposes of conducting a walk-through of the facilities and finalizing the agenda for the annual event. Date, time and location of such meeting shall be coordinated and set by the host jurisdiction. Ideally the Coordinators meeting should take place approximately six months prior to the annual event. The Coordinator’s meeting will be open to voting Alliance members only unless invited by the host jurisdiction to discuss specific agenda items.
- Post – Event Debrief Meeting – At the discretion of the upcoming host jurisdiction, a post-event meeting may be held with the Coordinators to discuss best practices and lessons learned from the previous annual event and to coordinate opportunities for collaboration between the annual events. The ideal timing for this meeting is no later than two months after the conclusion of the annual event. Should such a meeting occur, participants may be assessed a fee to cover the cost of the meeting.
MOTION TO AMEND
Southeastern United States – Canadian Provinces Alliance Bylaws
As Adopted 21 May 2012 on Myrtle Beach, South Carolina U.S.A.
The undersigned members of the Southeastern United States – Canadian Provinces Alliance do hereby adopt a Motion to Amend the Bylaws. Order of Rotation of the Southeastern United States – Canadian Provinces
Alliance Bylaws as Adopted 21 May 2012 in Myrtle Beach, South Carolina, U.S.A. as follows:
Motion Adopted the ________ day of ______________, 2012
FOR THE SOUTHEASTERN UNITED STATES:
The State of South Carolina, represented by its Governor Nikki Haley
The State of Mississippi, represented by its Governor Phil Bryant
The State of Alabama, represented by its Secretary of Commerce Greg Canfield
The State of Georgia, represented by Secretary of State Brian Kemp
The State of North Carolina, represented by its Secretary of Commerce Keith Crisco
The State of Tennessee, represented by its Deputy Governor Claude Ramsey
FOR THE CANADIAN PROVINCES:
The Province of New Brunswick, represented by Deputy Premier and Minister of Economic Development, Paul Robichaud
The Province of Quebec, represented by Premier Jean Charest
The Province of Nova Scotia, represented by Premier Darrell Dexter
The Province of Newfoundland and Labrador, represented by Premier Kathy Dunderdale
The Province of Prince Edward Island, represented by Premier Robert Ghiz
The Province of Ontario, represented by Monte Kwinter
The Province of Manitoba, represented by To Be Named