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REMOTE NOTARIAL DEED: Since April 1st, notaries are allowed to sign a notarized document remotely. This is not compulsory and notaries are free to use this additional tool or not. Consult the steps and application procedures.
CHAMBRE DES NOTAIRES OFFICES: The Chamber's offices are open, but due to the circumstances related to the coronavirus some services are offered remotely. Additional delays apply for requests for searches in Registers of Testamentary Dispositions and Mandates, as well as for requests for a Certificate of Quality and Authenticity.

 

 
Home > The Chambre > Organization

Organization

Board of Directors
Office of the President
Executive Assistant
General Directorate
Client Communications Department
Finance, Information and Technology Department
Support and Quality of the Profession Department
Secretariat, Legal services and Governance 
Human Resources Department
Statutory Committees
Non-statutory Committees associated with the governance of the Order

Règlement intérieur du Comité d'enquête (available in French only)

Board of Directors

The board of directors shall have the general supervision of the order and the management and supervision of the conduct of its affairs, see to the application of the Professional Code, the Notaries Act and the regulations made under this Code or such Act. To this end, the Board of Directors exercises all the rights, powers and prerogatives of the Order, except those that are the privilege of the members of the Order gathered at the general assembly. The responsibilities of the members of the Board of Directors include electing the vice-president of the Chambre des notaires.

The president and directors are elected by universal suffrage by all members of the Order for a term of 4 years. In a spirit of sound governance and to ensure the continuity of the Order's business, the directors' terms of office have been rotated. To this end, an election will be held every two years, alternating every two years. Transitional measures have been provided for in the 2020 elections and 4 directors have been elected for a 2-year term and these positions will be re-elected in 2022 for a 4-year term. They are 2 administrators from the Metropolitan Electoral District, 1 administrator from the Central Electoral District and 1 administrator from the Western Electoral District.

The term of the vice-president is 2 years. The Council of the Order is made up of 15 administrators, including the President. The external members, four (4) directors, are appointed by the Office des professions after consultation with the Interprofessional Council and various socio-economic groups; among them, two are not members of a professional order.

Members' list (available in French only)
Code d'éthique et de déontologie des administrateurs et des membres de comités (available in French only)
Code d'éthique et de conduite des employés (available in French only)
Strategic Plan 2018-2023 (available in French only)

 

Office of the President
The President presides over the discussions of the Board of Directors meetings and the general assemblies of the members. The President also serves as the official spokesperson of the Chambre des notaires.

The President exercises a right of general supervision over the affairs of the Order. The President is also responsible for applying the decisions of the Board of Directors and the members of the Order at the general meeting. In the President's absence or incapacity, he or she will be replaced with full rights by the Vice-President elected by the Board of Directors.

Finally, the President attends the presidential mediation sessions among notaries when a dispute opposes a notary to a colleague on a matter related to the practise of the profession.

President of the Order: Me Hélène Potvin

Executive Assistant
The executive assistant serves as a strategic advisor to the president, supporting him in his functions and coordinating all the operations of the Office of the President. The executive assistant works closely with the General Directorate and all other departments to ensure optimal coordination of the president’s activities with operational activities.

General Directorate
It is the Executive Director who is responsible for coordinating and controlling the administration of all of the Chambre's activities. The Executive Director participates in the planning and controls and applies the objectives, strategies, policies and procedures or standards of the Chambre.

It is also the Executive Director who coordinates the tasks of the personnel and directs their daily activities, in addition to maintaining a sound financial situation and controlling income and expenses, in accordance with the budget approved by the Board of Directors.
The Executive Director contributes to the work of the Board of Directors in an advisory capacity and liaises between these two authorities and with the members. The executive director also executes the resolutions of the Board of Directors.

Director General : Me Stéphane Brunelle

Client Communications Department
This department puts the Chambre’s “client focus” into action by identifying and establishing programs and activities to improve client experiences for the public and the members. To do this, it establishes and implements appropriate communications standards and client satisfaction measures for the services offered by the Chambre and its members.

This department also publishes high-quality legal information intended for the public and the members. In this capacity, it oversees the 1-800-notaire service.

It is also responsible for promoting the Chambre des notaires and the notarial profession by developing effective, mobilizing communications strategies. It carries out promotional and advertising activities through different media, including social media, and is responsible for organizing a variety of events.

Finally, this department monitors partnerships to spread the Chambre’s influence and carry out strategic interventions to improve access to justice.

Finance, Information and Technology Department
This department provides the administrative support required to accomplish the various missions of the Chambre, including accounting and financial activities, material resources and the delivery of certificates of authenticity and status signed by the Secretariat of the Order. Its mandate is to oversee the sound administration of the Chambre’s resources and the implementation of the investment strategies chosen by the Investment Committee. It also provides advisory support concerning the building that will house the Chambre’s future offices. It works closely with all the other departments to provide operational support.

This department supports the following committees:

  • Investment Committee
  • Audit and Financial Projections Committee 

Support and Quality of the Profession Department
The mandate of this department is to oversee the exercise of the profession and its improvement to ensure that the notarial practice is innovative, working in the interests of the public and constantly striving toward excellence. It offers the following services:

  • Professional inspection: With a view to prevention and improvement, it oversees the exercise of the profession and ensures that the members maintain their competencies. As part of this oversight mission, it audits members’ in-trust accounts, checks the proper form of deeds and files, ascertains compliance with the duty of counsel and the rules of good practice and identifies and suggests improvements for the members.
  • Professional training and development: This service is responsible for pre-admission training and professional development. Through its activities, it supports the members in the development of their competencies and professional skills.
  • Notarial library: This service offers notaries and employees high-quality information through the Notarial library and publications of the Chambre des notaires. It is also in charge of document management for the entire organization.

In addition, it has been entrusted with the mission to identify and implement initiatives to promote access to justice.

This department supports the following committees:

  • Professional Development Committee
  • Selection Committee for the Graduate Scholarship Program
  • Evaluation Committee
  • Notary Training Committee
  • Admissions Committee
  • Professional Inspection Committee
  • Notarial Studies Fund Committee
  • “Notariat 2025” Financial Aid Program Consulting Committee


Secretariat, Legal Services and Governance
The principal responsibilities of this department are as follows:

Electoral process and support for decision-making authorities (Board of Directors and Executive Committee): This department plans, holds and follows up on the meetings of the Board of Directors and the Executive Committee, as well as the general assemblies. It also manages the electoral process.

Management of the Roll of the Order and regulatory formalities: This service administers and controls the information in the Roll of the Order, in compliance with the Professional Code. It is also responsible for issues related to notaries’ records, professional status, annual registration renewal, the signature of certificates of authenticity and status, as well as follow-up required by members on various matters and arising from applicable legislation and regulations.

Legal Services : Plans and directs all of the Order’s legal services, in particular by coordinating the drafting of various legal opinions and contracts required by the various bodies and departments of the Order, as well as the legislative and regulatory amendments required to accomplish the Order's mission. In addition, this department collaborates with the Institutional Relations sector in drafting the Order's briefs for government consultations. This sector is responsible for requests for access to documents and personal information held by the Order in connection with the supervision of the practice of the profession.

This department supports the following committees:

  • Review Committee
  • Compensation Fund Committee
  • Disciplinary Council
  • Arbitration Board for notaries’ statements of fees
  • Governance and Ethics Committee
  • Bylaw Committee

 Finally, he provides support and advice to the Order in matters of corporate law to the entities of the Order.

Institutional Relations : This sector oversees the maintenance and development of the Order's relations with the various institutional stakeholders (government, financial institutions, professional orders, etc.). It also coordinates the Order's public interventions by conducting societal and legal monitoring, analyzing bills and regulations and drafting briefs and comments, all in order to ensure the influence and influence of the notarial profession.

Governance and Compliance : This service provides advice and support to the Chamber's authorities and management in matters of governance (a set of measures designed to ensure the smooth operation of the Chamber) and compliance (meeting obligations).

Human Resources Department
This department is mandated to support the other departments in their management of human resources and organizational development. It develops and implements human resources management policies and practices to maintain a harmonious working environment. It is responsible for social benefits, training, recruitment, labour relations, compensation and workplace health and safety.

This department supports the following committees:

  • Remuneration Committee
  • Internal Employee Pension Plan Committee

 

Statutory Committees
Disciplinary Council
Professional Inspection Committee
Review Committee
Committee on (intitial) Training of Notaries
Arbitration Board for Notaries’ Statements of Fees
Compensation Fund Committee
Admissions Committee
Notarial Profession Governance Committee
Investment Committee
Audit, Financial Projections and Notarial Studies Fund Committee
Inquiry Committe
Insurance Fund Committee

Disciplinary Council
The tasks of this committee are as follows:

  • Rule on any complaint lodged against a notary or any person who has been a member of the Order for infractions of the laws and regulations governing the exercise of the profession of notary (PC section 116).
  • Hear any request for striking off the roll, suspension or provisional  restriction of the right to engage in professional activities and issue any related order if it considers that the protection of the public requires it (PC section 122.0.3 and 133).
  • Issue an opinion on the resumption of practice for a notary struck off the roll for a derogatory act referred to in section 59.1 of the Professional Code or for an act of a similar nature set out in the Code of ethics  of notaries (PC section 161.0.1).
  • Decide on disciplinary requests or orders (PC section 133).
  • Decide on any question of law or fact necessary to the exercise of its jurisdiction (PC section 143).

Professional Inspection Committee
The role of the Professional Inspection Committee is to optimize the contribution to the Order’s mission of protection of the public using a preventive approach while supervising the practice of the profession (PC section 112). The tasks of this committee are as follows:

  •  Ensure compliance and maintenance of the notary’s competence, particularly through inspections carried out by inspectors.
  • Recommend a refresher course (Reg. section 25) or reassess a restriction to engage in professional activities against a notary (PC section 55.0.1, paragraph 2)
  • Define measures to support notaries and ensure they are enforced.

Review Committee
The role of the Review Committee is to give an opinion, to a person who so asks and has asked the syndic to hold an investigation, on any decision of the syndic or assistant syndic not to lodge a complaint (PC sections 123.3 and 123.5). The Committee recommend, for approval by the Board of Directors, rules of procedure for files under review by the committee.

Committee on (initial) Training of Notaries
The role of the Committee on (initial) Training of Notaries is to examine, in concordance with the respective and complementary jurisdictions of the parties present, matters relating to the quality of the training giving access to the notarial profession, based on the conditions set out in the Regulation respecting the committee on training of notaries (sections 2 and 5).

Arbitration Board for Notaries' Statements of Fees
The role of the Arbitration Board for notaries' Statements of Fees is to enforce the arbitration of accounts procedure, in accordance with the Regulation respecting the conciliation and arbitration procedure for the accounts of notaries.

Compensation Fund Committee
The role of the Compensation Fund Committee is to study all claims submitted to the Compensation Fund, in accordance with the conditions of the Regulation respecting the compensation fund of the Chambre des notaires du Québec.

Admissions Committee
The role of the Admissions Committee is to ensure the application of the Regulation respecting terms and conditions for the issuance of permits, particularly:

  • Whether or not to grant an extension to the two-year period to complete the Professional Training Program (Reg. section 5).
  • Hear cases of expulsion from the Program (14 Reg.).
  • Consider and decide on any diploma or training equivalence request in accordance with the Règlement sur les normes d'équivalence [available in French only].
  • Propose measures to the Board of Directors to ensure the fairness, objectivity, impartiality, transparency, effectiveness and promptness of the admission processes and make sure that those processes facilitate admission to the notary profession, in particular for persons trained outside Québec (PC section 62.0.1(7)).

Notarial Profession Governance Committee
The role of the Notarial Profession Governance Committee is to exercise the powers provided under article 12 of the Notaries Act and the following powers delegated by the Board of Directors:

  • Powers conferred to the Executive Committee through section 12 of the Notaries Act, including the powers set out in a regulation adopted under section 94 of the Professional Code and the power to rule on matters relating to resuming the right to practise.
  • Rule on certain permit issuance applications.
  • Rule on any request to review a decision rendered by the Admissions Committee following an application for equivalence recognition.
  • Analyze and make recommendations to the Board of Directors for certain requests to confer the title of honorary notary.

Investment Committee
The role of the Investment Committee is to act in an advisory capacity with regard to investments.

The tasks of this committee are as follows:

  • Advise the Board of Directors in the development and application of the Order’s investment policy (Regulation respecting the notarial studies fund, c. N-3, r.8, art. 3), all while complying with the Integrated Risk Management Policy.
  • Supervise investment management of various funds, based on the economic outlook and the Chambre’s cash flow.
  • Work with the Professional Liability Insurance Fund Committee on matters related to its competence in the Order’s insurance business.
  • Recommend to the Executive Director a trustee and various fund managers (Reg. section 5) as well as the actuarial firm that will support the Order in administering funds.

Audit, Financial Projections and Notarial Studies Fund Committee
The tasks of this committee are as follows:

  • Ensure the quality of financial information and monitor the organization’s performance
  • Monitor the organization's financial information and performance
  • Advise directors with regard to risk management
  • Monitor external audit activities
  • Ensure operations are compliant with the Notarial Studies Fund (NSF)

Inquiry Committee

The tasks of this committee are as follows:

  • Perform the duties of a “committee of inquiry in ethics and  professional conduct” mentioned in the Regulation respecting the standards of ethics and professional conduct of directors on the board of directors of a professional order. As such, this committee examines and inquires into any      information received in respect to a violation of the standards of ethics and professional conduct, contained in the above-mentioned Regulation and      in the Code of Ethics and Professional Conduct for Directors and Committees’ Members (Code), by one of these people.
  • Also perform the duties of a “committee of inquiry” mentioned in the Code of ethics applicable to members of the disciplinary councils of professional orders.
  • Take action for some reporting mentioned in the Code of Ethics and Conduct for Employees.

Insurance Fund Committee

The mandate of the Insurance Fund Committee is to act as the “professional liability insurance decision-making committee.”

As such, the Board of Directors delegates the following duties and powers to the committee:

  • Perform all duties and exercise all powers for handling claims  that could involve the coverage provided under the insurance contracts issued by the Professional Liability Insurance Fund, based on the procedure and rules that the committee would have adopted, and considering that the Board of Directors must preserve the committee’s autonomy at all times (Insurers Act section 354);
  • Develop the procedure for handling claims to be integrated into the insurance contract (Reg. section 8);
  • Adopt, review and monitor the reinsurance program and reinsurance assignment (Reg. section 8);
  • Monitor investment activities for insurance fund assets to ensure that the Insurance Fund can satisfy its obligations (Reg. section 8);
  • Work with the Investment Committee to recommend the Fund Investment Policy (Reg. section 8) to the Board of Directors.
  • Provide general supervision of the activities of the Order’s insurer, particularly by ensuring that the procedure for handling claims provided under the insurance contract is respected as well as applying the “Governance of Insurer Activities” Policy.
  • Make recommendations on the activities of the Order’s insurer  to the Board of Directors as well as to other committees.

Insurance Fund Committee

The mandate of the Insurance Fund Committee is to act as the “professional liability insurance decision-making committee.”

The Board of Directors delegates the following duties and powers to the committee:

  • Perform all duties and exercise all powers for handling claims that could involve the coverage provided under the insurance contracts issued by the Professional Liability Insurance Fund, based on the procedure and rules that the committee would have adopted, and considering that the Board of Directors must preserve the committee’s autonomy at all times (Insurers Act section 354).
  • Develop the procedure for handling claims to be integrated into the insurance contract (Reg. section 8).
  • Adopt, review and monitor the reinsurance program and reinsurance assignment (Reg. section 8).
  • Monitor investment activities for insurance fund assets to ensure that the Insurance Fund can fulfill its obligations (Reg. section 8).
  • Work with the Investment Committee to recommend the Fund Investment Policy (Reg. section 8) to the Board of Directors.
  • Provide general supervision of the activities of the Order’s insurer, particularly by ensuring that the procedure for handling claims provided under the insurance contract is respected as well as applying the “Governance of Insurer Activities” Policy.
  • Make recommendations on the activities of the Order’s insurer to the Board of Directors as well as to other committees.

Non-statutory Committees associated with the governance of the Order
Governance and Ethics Committee
Human Ressources Committee
Professional Development Committee
Bylaw Committee
Financial assistance attribution committee

 

Governance and Ethics Committee
The Governance and Ethics Committee acts in an advisory capacity with regard to the following themes:

  • Monitor sound governance trends and the development of best governance practices
  • Develop and revise governance policies and frameworks
  • Advise on ethical issues 
  • Structure, profiles, appointments, practice conditions and assessment
  • Work with the Professional Liability Insurance Fund Committee on matters related to its competence in the Order’s insurance business.
  • Orientation and training of members of the Board of Directors and committees 

 

Human Ressources Committee
The role of the Human Resources Committee is to recommend  to the Board of Directors the strategic orientations and policies governing  the management of human resources at the Order (hiring, skills development, performance assessment, compensation, maintenance of a sound environment,  succession strategy, etc.) and to ensure effective monitoring of their application.

The committee recommends material changes to management’s organization structure as well as the result of the annual review of Management Committee members to the Board of Directors.

Professional Development Committee
The tasks of this committee are as follows:

  • Review and recommend to the Board of Directors the orientations concerning professional development activities, courses or internships offered to notaries by the Order (PC section 62, paragraph 1(3)).
  • Work with the Admissions Committee and the Committee on (initial) Training of Notaries to review and recommend the Chart of Competencies Required for Notarial Practice to the Board of Directors.
  • Recommend to the Board of Directors the terms and conditions for a professional development activities program that all notaries or some notaries must take, all pursuant to section 5 of the Règlement sur la formation continue obligatoire des notaires.
  • Approve training eligible for accreditation, after being validated by a group of experts in the field of law related to such accreditation.

Bylaw Committee
The tasks of this committee are as follows:

  • Ensure monitoring of professional legislation and regulation.
  • Comment on bylaws and amendments to professional laws targeting notaries, particularly by ensuring consistency between the different texts and the notarial practice, while ensuring the protection of the public.
  • Recommend to the Board of Directors annual bylaw priorities and bylaw texts.
  • Follow the approval by government authorities process, particularly by commenting on amendments tabled by these authorities.
  • Evaluate the opportunity to develop guidelines and, if  applicable, analyze draft guidelines on the application of a law or regulation.

Financial assistance attribution committee

This committee’s mandate is to approve, in whole or in part, or reject applications for financial assistance addressed to the Notarial Studies Fund (“NSF”) by external parties.

 

 
 

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