C-26, r. 294 - Regulation respecting the conciliation and arbitration procedure for the accounts of members of the Ordre professionnel des travailleurs sociaux et des thérapeutes conjugaux et familiaux du Québec

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chapter C-26, r. 294
Regulation respecting the conciliation and arbitration procedure for the accounts of members of the Ordre professionnel des travailleurs sociaux et des thérapeutes conjugaux et familiaux du Québec
SOCIAL WORKERS — PROFESSIONAL CODE — CONCILIATION AND ARBITRATION OF ACCOUNTS
Professional Code
(chapter C-26, s. 88)
C-26
September 1 2012
DIVISION I
CONCILIATION
1. A client who has a dispute with a member of the Ordre professionnel des travailleurs sociaux et des thérapeutes conjugaux et familiaux du Québec concerning the amount of an unpaid account for professional services may file a written application for conciliation with the syndic, provided that the member has not instituted proceedings to recover the account.
O.C. 1358-93, s. 1.
2. A client who has a dispute with a social worker concerning the amount of an account for professional services that he has already paid, in whole or in part, may also file a written application for conciliation with the syndic within a 45-day period from the date of receipt of the account.
Where the amount of the account has been withdrawn or withheld by the social worker from the funds that he holds or receives for or on behalf of the client, the period runs from the day on which the client becomes aware of the withdrawal or withholding.
O.C. 1358-93, s. 2.
3. A social worker may not institute proceedings to recover an account for professional services before the expiry of a 45-day period from the date of receipt of the account by the client.
O.C. 1358-93, s. 3.
4. Within 3 days of receiving an application for conciliation, the syndic shall notify the social worker concerned or, where he is unable to notify him personally within that period, shall notify the social worker’s firm. He shall also send the client a copy of this Regulation.
Once the syndic has received the application for conciliation, the social worker may not institute proceedings to recover his account so long as the dispute may be settled by conciliation or arbitration.
Notwithstanding the foregoing, a social worker may request provisional measures in accordance with article 623 of the Code of Civil Procedure (chapter C-25.01).
O.C. 1358-93, s. 4; I.N. 2016-01-01 (NCCP).
5. The syndic shall proceed with the conciliation using such procedure as he considers appropriate.
O.C. 1358-93, s. 5.
6. Any agreement reached during conciliation shall be put in writing, shall be signed by the client and the social worker and shall be filed with the secretary of the Order.
O.C. 1358-93, s. 6.
7. Where conciliation does not lead to an agreement within 60 days from the date of receipt of the application for conciliation, the syndic shall send a report on the dispute to the client and to the social worker by registered mail.
The report shall contain the following information, where applicable:
(1)  the amount of the account in dispute;
(2)  the amount that the client acknowledges owing;
(3)  the amount that the social worker acknowledges having to reimburse or is willing to accept as a settlement of the dispute;
(4)  the amount suggested by the syndic during conciliation as a payment to the social worker or as a reimbursement to the client.
The syndic shall send the client the form in Schedule I and shall indicate to him the procedure and deadline for submitting the dispute to arbitration.
O.C. 1358-93, s. 7; I.N. 2016-01-01 (NCCP).
DIVISION II
ARBITRATION
§ 1.  — Application for arbitration
8. Within 20 days of receiving the conciliation report, the client may apply for arbitration of the account by sending the form in Schedule I to the secretary of the Order.
A copy of the conciliation report shall accompany the client’s application for arbitration.
O.C. 1358-93, s. 8.
9. Within 3 days of receiving an application for arbitration, the secretary of the Order shall notify the social worker concerned or, where he is unable to notify him personally within that period, shall notify the social worker’s firm.
O.C. 1358-93, s. 9.
10. A client who wishes to withdraw his application for arbitration shall so notify the secretary of the Order in writing.
O.C. 1358-93, s. 10.
11. A social worker who acknowledges having to reimburse an amount to a client shall deposit that amount with the secretary of the Order, who shall then remit it to the client.
In such case, the arbitration shall proceed and shall pertain only to the amount still in dispute.
O.C. 1358-93, s. 11.
12. Any agreement reached by the parties after the application for arbitration has been filed shall be put in writing, shall be signed by the parties and shall be filed with the secretary of the Order. Where the parties reach an agreement after a council of arbitration has been formed, the agreement shall be recorded in the arbitration award.
O.C. 1358-93, s. 12.
§ 2.  — Council of arbitration
13. The council of arbitration shall be composed of 3 arbitrators where the amount in dispute is $1,500 or more, and of a single arbitrator where the amount is less than $1,500.
O.C. 1358-93, s. 13.
14. The executive committee shall appoint the member or members of the council of arbitration from among the members of the Order and, if the council is composed of 3 arbitrators, shall designate the chair and the secretary thereof.
O.C. 1358-93, s. 14.
15. Before acting, the members of the council of arbitration shall take the oath in Schedule II.
O.C. 1358-93, s. 15.
16. The secretary of the Order shall send written notice to the arbitrators and to the parties informing them of the formation of the council of arbitration.
O.C. 1358-93, s. 16.
17. A request that an arbitrator be recused may be filed only for a reason provided for in article 202 of the Code of Civil Procedure (chapter C-25.01). The request shall be sent in writing to the secretary of the Order, to the council of arbitration and to the parties or their advocates within 20 days of receipt of the notice provided for in section 16 or of the day on which the reason for the request becomes known.
The executive committee shall decide the request and, where applicable, shall see that the arbitrator is replaced.
O.C. 1358-93, s. 17; I.N. 2016-01-01 (NCCP).
§ 3.  — Hearing
18. The secretary of the Order shall give the parties or their advocates and the arbitrators at least 10 days’ written notice of the date, time and place of the hearing.
O.C. 1358-93, s. 18.
19. The parties are entitled to be represented or assisted by an advocate.
O.C. 1358-93, s. 19.
20. The council of arbitration shall, as soon as possible, hear the parties, receive their evidence or record any failure on their part. For those purposes, it shall follow such procedure as it considers appropriate.
O.C. 1358-93, s. 20.
21. A party requesting that the testimony be recorded shall assume the cost thereof.
O.C. 1358-93, s. 21.
22. Should an arbitrator die or be unable to act, the other arbitrators shall see the matter through.
If the council of arbitration consists of a single arbitrator, he shall be replaced by a new arbitrator and the dispute shall be reheard.
O.C. 1358-93, s. 22.
§ 4.  — Arbitration award
23. The council of arbitration shall issue its award within 60 days of the end of the hearing.
O.C. 1358-93, s. 23.
24. The award shall be a majority award of the members of the council.
The award shall be substantiated and shall be signed by all the members. Where a member refuses or is unable to sign, the others shall mention that fact and the award shall have the same effect as though it were signed by all the members.
O.C. 1358-93, s. 24.
25. The costs incurred by a party for the arbitration shall be borne by that party.
O.C. 1358-93, s. 25.
26. In its award, the council of arbitration may uphold or reduce the amount of the account in dispute, determine the reimbursement or payment to which a party may be entitled, and rule on the amount that the client acknowledges owing and that accompanied his application for arbitration.
O.C. 1358-93, s. 26.
27. In its award, the council of arbitration may decide the arbitration expenses, which are the expenses incurred by the Order for the arbitration. The total expenses may not exceed 10% of the amount to which the arbitration pertains.
Where the account in dispute is upheld in whole or in part, or where a reimbursement is granted, the council of arbitration may add thereto interest and an indemnity calculated in accordance with articles 1618 and 1619 of the Civil Code from the date of the application for conciliation.
O.C. 1358-93, s. 27.
28. The arbitration award is binding on the parties but is subject to forced execution only after having been homologated in accordance with the procedure provided for in articles 645 to 647 of the Code of Civil Procedure (chapter C-25.01).
O.C. 1358-93, s. 28; I.N. 2016-01-01 (NCCP).
29. The arbitration award shall be filed with the secretary of the Order and shall be sent to each party or to their advocates within 10 days after being filed.
O.C. 1358-93, s. 29.
30. This Regulation replaces the Regulation respecting the procedure for conciliation and arbitration of accounts of social workers (R.R.Q., 1981, c. C-26, r. 186).
O.C. 1358-93, s. 30.
31. (Omitted).
O.C. 1358-93, s. 31.
APPLICATION FOR ARBITRATION OF AN ACCOUNT
I, the undersigned, ___________(client’s name)___________ ___________(address)___________ declare that:
(1) ___________(social worker’s name)___________ is claiming from me (or refuses to reimburse to me) a sum of money for professional services.
(2) I have enclosed a copy of the conciliation report.
(3) I am applying for arbitration of the account under the Regulation respecting the conciliation and arbitration procedure for the accounts of members of the Ordre professionnel des travailleurs sociaux et des thérapeutes conjugaux et familiaux du Québec (chapter C-26, r. 294).
(4) I have received a copy of the Regulation mentioned above and have taken cognizance thereof.
(5) I agree to submit to the procedure provided for in that Regulation and, where required, to pay to ___________(social worker’s name)___________ the amount of the arbitration award.
__________________________________________
Signature
O.C. 1358-93, Sch. I.
OATH
I swear to perform all my duties and to exercise all my powers as an arbitrator faithfully, impartially and honestly, to the best of my abilities and knowledge.
I also swear that I will not, without being so authorized by law, disclose or make known anything whatsoever of which I may take cognizance in the performance of my duties.
__________________________________________
Signature
Sworn before me at ______________________________ on ______________________________
__________________________________________
Commissioner for oaths
O.C. 1358-93, Sch. II.
REFERENCES
O.C. 1358-93, 1993 G.O. 2, 5385
S.Q. 2008, c. 11, s. 212
S.Q. 2009, c. 35, s. 78