BYLAWS OF THE STUDENT ASSOCIATION OF THE BRITISH COLUMBIA INSTITUTE OF TECHNOLOGY Accepted by Special General Meeting – April 2nd, 2012
INTERPRETATION In these Bylaws, unless the context otherwise requires: ATC – shall refer to the Aerospace Technology Campus Association Director - shall refer to the senior paid staff member responsible for the day-to-day operations of the Association. BCIT – shall refer to the British Columbia Institute of Technology. BCITSA or Association– shall be the authorized identification abbreviation of the organization, Student Association - British Columbia Institute of Technology. Clubs – shall refer to student organizations that have been recognized by the BCITSA pursuant to the procedures set out in Bylaw 16. Council – shall refer to the BCITSA student representatives acting as such, made up of 11 Executives and approximately 20 Councilors. Executive – shall refer to the BCITSA Executive acting as such. Member – shall refer to any registered student at British Columbia Institute of Technology paying activity fees. Quorum – shall mean the simple majority of sixty (60) percent of the Executive at Executive Meetings and sixty (60) percent of Council members at Council Meetings. Satellite Campus – shall refer to the BCIT Campuses other than Burnaby Campus (i.e. Aerospace Campus, Marine Campus, and Great Northern Way and Downtown Campus).
BYLAW 1 â€“ MEMBERSHIP The Association shall be comprised of active and honorary members. 1.1
The active members shall comprise of all students of BCIT (full and parttime) who have paid the required student activity fees for the current period.
The Honorary members shall be comprised of all persons upon whom honorary memberships may be conferred by the Association or its governing body. Honorary membership will be conferred upon those that have shown outstanding service to the Association. Honorary members do not have any voting privileges.
The rights and obligations of the members of the Association shall be as stated in the Bylaws of the Association.
All members shall be considered to be in good standing until: 1.4.1 A member ceases to be a registered student of BCIT. 1.4.2 Or by a resolution of a two-thirds majority of Council.
BYLAW 2 â€“ ORGANIZATION CHARTS
Appointed Student Councilors
Council Elected Student Executive
Support Services Standing Committee
Business Services Standing Committee
BCITSA Student Executive
President (Chair of the Board) 4 Vice-Presidents 6 School Chairs
Set Representatives report to School Chairs Director
Management & Staff
BY LAW 3 â€“ GOVERNING BODY OF THE ASSOCIATION, MEMBERS & ELIGIBILITY 3.1
The name of the governing body of the Association shall be the Student Association Council, hereinafter referred to as the Council.
Council members shall consist of the following elected and appointed representatives: 3.2.1 The elected members on Council shall consist of:
Vice President Finance & Administration
Vice President Student Affairs
Vice President External
Vice President Campus Life
Chair of the School of Business
Chair of the School of Health Sciences
Chair of the School of Energy
Chair of the School of Transportation, Construction & the Environment, from here after shall exclude Chair of ATC
Chair of the School of Computing & Academic Studies
Chair of ATC
These 11elected members shall be the BCITSA directors as defined by the Society Act. 3.2.2 The appointed members on Council shall consist of:
Councilors from the School of Business
Councilors from the School of Health Sciences
Councilors from the School of Energy
Councilors from the School of Transportation, Construction & the Environment 5
Councilors from the School of Computing & Academic Studies
Councilors from ATC
International Student Councilor
Residence Student Councilor
Aboriginal Student Councilor
Duties of Council shall be: 3.3.1 To act as the governing body of the Association. 3.3.2 Subject to the provisions of the Constitution and its Bylaws, the Council shall; 188.8.131.52
have full control of all activities under the Association
have the power to recommend amendments to the Bylaws by special resolution of its members concerning powers and duties of the Association, all officers, committees and clubs
have the power to prescribe matters of procedure which are not provided for in the Constitution, or in the Societies Act.
3.3.3 To conduct all meetings of the Association according to the latest edition of Robertâ€™s Rules of Order. 3.3.4 To receive, administer, and have audited all monies that may be placed in the custody of or may become the property of the Association. 3.3.5 To oversee all services offered by the Association to its members. 3.3.6 To be able to alter, modify, or set aside any action of officers, committees, or clubs to whom powers of which may have been conferred by the Constitution or any of its Bylaws. 3.3.7 To review the student activity fees on an annual basis and if changes are recommended to follow the procedural guidelines as stated in the College and Institute Act. 3.4
Any Council Member shall be entitled to one vote on any motion coming before Council. 6
BYLAW 4 â€“ DUTIES OF THE MEMBERS OF COUNCIL 4.1
Duties of Councilors: 4.1.1 Shall be entitled to participate fully in all Council meetings including proposing motions and voting on any motion coming before Council. 184.108.40.206
ATC Councilors shall be entitled to alternate participation in all Council meeting at Burnaby Campus with ATC Chair and are required to attend the Annual General Meeting and Special General Meetings.
4.1.2 Review the student activity fees on an annual basis and if changes are recommended to follow the procedural guidelines as stated in the College and Institute Act. 4.1.3 Provide direct communication between the Council and their respective Schools or Community. (students, faculty, and staff). 4.1.4 Assist other Council Members in the performance of their duties. 4.1.5 Sit on at least one Association or Institute committee as requested, and attend all Council meetings. 220.127.116.11
ATC Councilors are not required to sit on an Association or Institute committee.
4.1.6 Receive a monthly honorarium. 4.1.7 Be subject to Bylaws, and/or regulations. 18.104.22.168
Read and understand the Associationâ€™s Constitution and Bylaws.
Failure to abide by Constitution and Bylaws and /or regulation shall lead to a verbal warning followed by a written warning before termination of position. Serious offences are subject to immediate termination.
4.1.8 Attending Annual and General Meetings and Special General Meetings. 4.2
Duties of Executives: 4.2.1 Assume office on June 1st until May 31st of the following year.
4.2.2 Meet at the call of the President. 4.2.3 Set an example for Council; therefore, they shall be in full attendance at all regularly scheduled Executive and Council meetings. 4.2.4. Be subject to Bylaws, and/or regulations. 4.2.5. Exercise to oneâ€™s best abilities all or any part of the powers, authority or discretion vested in the Council, save and except the power to enact or to amend Bylaws enacted by the Council. 4.2.6 Allow for the employment during the summer months (June to August) of the following Executive Members: 22.214.171.124
Vice President Finance & Administration
Vice President Campus Life (specifically to organize Orientation)
4.2.7. Be issued a copy of the Constitution and Bylaws by the Vice President Finance & Administration prior to the start of their term in office. The Executive shall be expected to have a working knowledge of the Constitution and Bylaws. 4.2.8 Executives shall, if possible, meet at least once per month over the summer. 4.2.9 Executives must meet one week before school begins. 4.2.10 Executives must attend all Orientations as scheduled by the Association Director. 4.2.11 It is expected that the Executive would curtail any extra curricular activities that interfere with Executive duties, or cause the Executive to fail to be in full attendance at all scheduled Executive and Council Meetings. 4.2.12 Executives must remain full-time students as defined by BCIT for their term in office. 4.2.13 Attending Annual and General Meetings and Special General Meetings.
4.2.14 Be responsible for a proper transition, as per the transition policy. 4.2.15 Be responsible for submitting progress reports bi-weekly. 4.3
The Duties of Executive Members of Council: 4.3.1 The President of the Association shall: 126.96.36.199
Preside over Council and Executive meetings.
Assume the role of Chief Returning Officer should the Vice President of Finance and Administration not be able to fulfill the role.
Act as ex-officio member of all committees of the Association should the President see fit.
Present the Annual Report at the Annual General Meeting.
Make sure that the performance of the Executive Members is of the high quality expected, according to their duties outlined in this Constitution.
Have the power to recommend to the Executive that appropriate action be taken in cases where an Executive Member is not fulfilling his/her duties in accordance with this Constitution.
Sit on, or be represented on, all committees struck by the Association, Administration, Staff, BCIT Board of Governors, BCIT Educational Council where it is deemed of importance to students. If an invitation is not extended by outside groups to sit on such committees, it will be the Presidentâ€™s duty to negotiate for such representation.
Be available to Executive members and membership on a regular basis during accepted working hours.
Coordinate and assign all responsibilities to the Executive, the representatives, and appointees, as he/she deems necessary, except as defined in this Constitution.
Be the official spokesperson for the Association. 9
Act as one of the student co-signatoryâ€™s on the Association cheques.
By the annual SA election, the President becomes automatically one of the elected student representative to sit on the BCIT Board of Governors.
4.3.2 The Vice President Finance and Administration of the Association shall: 188.8.131.52
Assume the responsibilities of the President in the absence of the President.
Be responsible for arranging Council and Executive meetings and notifying the membership of such meetings.
Ensure that Executive and Councilors receive minutes from all Council Meetings.
Be responsible for the review of the minutes of all meetings under the jurisdiction of the Association for the purpose of ensuring that the Constitution and Bylaws of the Association are not violated and they are kept up to date.
Preside as Chair of the Business Committee (See Bylaw 7).
Be responsible for assisting the Chairs in their responsibilities.
Be the Executive Member responsible for all Association employees. He/she will also be responsible to call special Executive meetings to deal with business, employees and/or management related issues.
Be responsible for managing budget process. Budgets must be presented to Council for approval by May 15th.
Obtain and evaluate monthly financial reports for the Association.
Be responsible for the closing of the fiscal year.
Read the Annual Financial Report at the Annual General Meeting.
Be responsible to ensure that controls are in place for the disbursement of all funds.
Act as one of the student co-signatoryâ€™s on the Association cheques.
184.108.40.206 Ensure that executive progress reports are received from executives on time. 4.3.3. Vice President External shall: 220.127.116.11 Promote good public relations between the BCIT community (Students, Faculty, and Staff) Post-Secondary Institutions, Municipality, and Industry. 18.104.22.168 Attend or oversee any Association-related conferences to take place on and off campus. 22.214.171.124 Handle inquiries and promote friendly relations with external student unions. 126.96.36.199 Liaise with Ministry and Government officials regarding issues which affect BCIT. 188.8.131.52 Represent the BCIT Student Association of British Columbia Institute of Technology through: 184.108.40.206.1 By the Annual BCITSA election, the VP External becomes the Association representative on the BCIT Alumni Board. .220.127.116.11 Any Municipal or Provincial government lobbying efforts 18.104.22.168 Be responsible to keep Executive and Council informed of Provincial and Federal Government educational policy. 22.214.171.124 In consultation with the Executive, and subject to the approval of Council, will be responsible for the preparation of any briefs, discussions, or negotiations with respect to higher education prior to their submission to the Municipal and/or Provincial Governments;
126.96.36.199 Be responsible for liaison with BCIT Alumni Association. 188.8.131.52 Liaise with Ministry and Government officials regarding issues, which affect BCIT 4.3.4 Vice President Student Affairs shall: 184.108.40.206 Be responsible for handling student issues and concerns. 220.127.116.11 Liaise with the Administration on all matters affecting student life at BCIT. 18.104.22.168 Act as the Association representative on the Decision Review Board, when applicable. 22.214.171.124 Preside as Chair of the Student Services Committee and Co-chair of the Clubs Committee (See Bylaw 7). 126.96.36.199 By the annual SA election, the VP Student Affairs becomes automatically one of the elected student representatives to sit on the BCIT Education Council. 4.3.5 The Vice President Campus Life shall: 188.8.131.52 Keep membership informed, through representatives, of extra-curricular activities. 184.108.40.206 Serve as Orientation Coordinator for the September intake. 220.127.116.11 Preside as Co-Chair of the Student Services Committee (See Bylaw 7). 18.104.22.168 Oversee and provide assistance to all Clubs and report to the Executive and Council 22.214.171.124 Preside as Chair of the Clubs Committee.
4.3.6. Chair of ATC Chair of the School of Business Chair of the School of Health Sciences Chair of the School of Energy Chair of the School of Computing & Academic Studies Chair of the School of Transportation, Construction & the Environment Each position will be responsible for: 126.96.36.199 Participating in Council meetings. 188.8.131.52 Chairing Set Representatives Committee meetings at least once a month. 184.108.40.206 Liaising with BCIT, to ensure that Set Representatives are elected 220.127.116.11 Acting as a liaison between Council and their respective School or Satellite Campus. 18.104.22.168 Expressing the viewpoint of the School or Satellite Campus at Executive or Council meetings. 22.214.171.124 Providing direction to Student Association members in the following areas: a. b. c.
Instructor difficulties Access to Administration Access to Executives
126.96.36.199 Soliciting and appointing Councilors from the membership of their respective School and submitting the list of Councilors to the Vice President Finance & Administration by the end of September. 188.8.131.52 Maintaining an equal balance of first and second year Councilors. 184.108.40.206.1 In the event of an uneven number of Councilors, the Chair of that School shall decide if the additional person will be from the 1st or 2nd year.
BYLAW 5 â€“SET REPRESENTATIVES 5.1
Set Representatives Committee 5.1.1 One Committee will be formed for each School or Satellite Campus and the Chair of that School or Satellite shall be the Chair of the Committee: 220.127.116.11
The Committee will consist of Set Representatives
Shall meet at the call of the Chair, at least every four to six weeks.
Set Representatives shall report to their Chairs.
Set Representatives shall establish and maintain communications between their student body, and the Chair of their respective School or Satellite Campus.
BYLAW 6 â€“ MEETINGS 6.1
Council Meeting 6.1.1 If Council quorum is not met, then the meeting will be considered an Executive Meeting. 6.1.2 Council Meetings shall be held bi-weekly during the school year, with the exception of statutory holidays, unless otherwise voted by Council. 6.1.3 The President, and in his/her absence, the Vice-President Finance and Administration will act as the Chairperson of all Council meetings. 6.1.4 Attendance:
The Executive must submit a reasonable request to the Chair prior to a meeting stating a valid reason for his/her absence from that meeting or early departure from the regular meeting.
Councilors must submit a reasonable request to their Chair prior to a meeting stating a valid reason for his/her absence from that meeting or early departure from the regular meeting.
At the discretion of the President the request may be brought to Council. If the question is defeated by a majority of the voting members, the Controller shall be authorized by the Chair to deduct 50% of the delinquent Executive / Council Members honorarium for the next month.
Annual General Meeting: 6.2.1 The Association shall hold one Annual General Meeting, which will be held within six (6) months after fiscal year end. 18.104.22.168
The Vice President Finance & Administration shall call the Annual General Meeting.
No less than fourteen (14) days notice shall be given specifying the date, place, and hour of the meeting.
The Annual General Meeting notice shall be given by publishing such notice in the official Association newspaper and website at a minimum.
The agenda for the Annual General Meeting will be closed and pre-determined by Council.
At the Annual General Meeting the Vice President Finance & Administration shall read a report on the audited financial statements for the previous fiscal year.
The President shall read a report on the Association activities for the previous fiscal year.
Special General Meetings: 6.3.1 The President shall call the Special General Meeting upon: 22.214.171.124
The request by Council or,
Upon a written request duly signed by thirty (30) Members of the Association and approved by the Council or,
Upon a written request duly signed by members (with student ID numbers) the number of which total at least ten (10) percent of full-time members, without approval of Council.
6.3.2 Such Special General Meetings shall be held within three weeks of approval by Council or membership. 6.3.3 No less than fourteen (14) days notice shall be given specifying the date, place, and hour of the meeting. 126.96.36.199
The Special General Meeting notice shall be given by publishing such notice in the official Association newspaper.
At these Special General Meetings, no business may be discussed or transacted except that for which the meeting has been called.
At these Special General Meetings the President shall be the Chair. 16
6.3.4. Quorum at any Special General Meeting shall be 31 members. A decision of the Association may be brought about by a majority vote of the active Members present, unless as otherwise stipulated in the Constitution and its Bylaws. 6.4
Active Members only may vote at an Annual General Meeting and/or a Special General Meeting.
Voting by proxy at meetings of the Association shall not be allowed. The show of hands shall be used at all meetings.
A Member shall perform voting by secret ballot at a meeting on specific request. This request must be upheld by a majority vote.
The Director shall act as Parliamentarian at all Council and Association meetings.
BYLAW 7 â€“ STANDING COMMITTEES CLUBS COMMITTEE 7.1
The Clubs Committee mandate shall encompass all Associationâ€™s Clubs. 7.1.1 The Vice President Campus Life shall chair and the Vice President Student Affairs shall co-chair the Clubs Committee. 7.1.2 The Committee shall be made up of the Vice President Campus Life and/or the Vice President Student Affairs as well as a representative from each club. The Association Director or designate shall sit as an ex-officio member of the Committee 7.1.3 The Committee shall meet at least once a month to discuss any issues related to club activities and events affecting student life. Emergency meetings may be held at the call of the Vice President Campus Life with a 24 hour notice. 7.1.4 The Committee shall facilitate in determining the distribution of the annual club funds provided by the Student Association in March. 7.1.5 The Committee shall work by co-operation; however, decisions are reached with 50% plus one majority of the voting members. 7.1.6 The Committee will report at Council Meetings any appropriate information. 7.1.7 A clubs shall attend a mandatory training session scheduled by the VP Campus Life. 7.1.8 Attendance from all clubs is mandatory at all club committee meetings to receive their allocated funds. In cases where clubs do not receive funding (whether by choice, enforcement actions, or religious/political status), extended absence and lack of communication may cause them to lose their sanctioned club status as determined by Council, recommended by the VP Campus Life.
BYLAW 8 â€“ ELECTIONS AND APPOINTMENTS 8.1
The elections of the Executives shall be conducted annually between the last school week of March and the last school week of April.
The elections of the ATC Chair shall be conducted annually in the first week of April.
The Vice President Student Affairs shall serve as the Chief Returning Officer, hereinafter referred to as the CRO, and shall chair the Election Committee, and shall be responsible for the administration and conduct all elections, including ATC elections.
Election Committee 8.4.1 Council shall vote for the Elections Committee members by resolution for the duration of the annual election. 8.4.2 The Election Committee, chaired by the CRO or Vice President Student Affairs shall be composed of: a. Deputy Returning Officer b. Two (2) Councilors 8.4.3. The election Committee shall be responsible for the interpretation of the electoral Bylaws, and electoral process. All decision made by the Committee shall be final and binding 8.4.4. The Elections Committee shall made decisions by consensus. If no consensus can be reached, the Committee shall bring the issue to Executive for ratification. 8.4.5. No Committee members shall be allowed to stand for office.
Elections 8.5.1. The Notice of Elections shall be posted at least two (2) weeks prior to the opening date for nominations in the official Association newspaper and will include the following: 188.8.131.52
The date of the elections and the hours during which the polls will be open.
The location(s) and method(s) of the polling.
The opening and closing dates for nominations, where the nomination forms may be obtained and submitted to the BCITSA.
The positions of the Executives for which Nominations are being called.
The dates, times and locations of campaign speeches.
Nominations 8.6.1 All candidates must be 184.108.40.206
Members of the Association
Full-time students based on BCIT criteria
In good standing with the Association
With a minimum of sixty-five percent (65%) previous term standing GPA.
ATC candidates must be full-time students within Level 1 or 2 of first term.
8.6.2 Completed nominations packages must be submitted to the CRO within dates provided. 8.7
Elected Executive posts shall be as follows: a. President b. Vice President Finance & Administration c. Vice President Student Affairs d. Vice President External e. Vice President Campus Life f. Chair of the School of Business g. Chair of the School of Health Sciences h. Chair of the School of Energy i. Chair of the School of Transportation, Construction & the Environment 20
j. Chair of the School of Computing & Academic Studies 8.8
Election posts at ATC shall be as follows: a. Chair of ATC
Campaigning 8.9.1 Campaigning shall begin upon the adjournment of the â€œAll candidates meetingâ€? until the close of the polls. 8.9.2 The use of lewd, indecent, or suggestive material or the defamation of campaign materials, irrespective of the form they may take is prohibited. A candidate using such materials or acting in such a manner shall be disqualified upon the decision of the Elections Committee. 8.9.3 The campaign expenses incurred by any one candidate must not exceed seventy-five (75) dollars. The use of club funds or Association funds is prohibited. All campaign expenditures are to be accounted and submitted to the CRO after the date of the elections. 8.9.4 All campaign materials must be taken down from all buildings by 5:30pm on the day of school prior to the first day of balloting.
Polls and Voting 8.10.1 The elections shall be by secret ballot. 8.10.2 Candidates will be identified on the ballots in alphabetic order. 8.10.3 All members (full and part-time) in good standing as defined by BCIT will be eligible to cast a vote. 8.10.4 Candidates shall not campaign within 10 meters of a polling station. 8.10.5Vote count should occur immediately upon the closing of the last poll station or termination of electronic voting system. Once counting has begun, no scrutineers, counters or members of the committee shall leave the count without the CRO. 220.127.116.11
ATC count is done by the ATC DRO who shall then report to the CRO.
8.10.6The candidate who receives the largest number of accepted ballots shall be declared elected subject to ratification by Council. 8.10.7Candidates can appeal the results to the Committee within 24 hours of the results being announced. 8.11
Elected Officers 8.11.1 Elected Officers shall attend the Association Executive orientation as scheduled by the Association Director and attend Council meetings, as guests, to familiarize themselves with the affairs of the Association.
Appointment of Councilors: 8.12.1 The students of the five (5) Schools and the ATC Chair listed in the Bylaws shall be represented on the Association Council according to the following method based on enrollment figures as of September 15th of that academic year. Council ratio is one Councilor per every 300 students. 8.12.2 Each School shall be represented by at least one Councilor from that School. 8.12.3 Each Councilor shall be selected by the School Chair and is responsible to them. It is intended that the selection of Councilors if possible reflect the make-up of students within the School they are chosen from. 8.12.4 The Residence Student Councilor and International Student Councilor shall be selected by the Chair of the School of Computing and Academic Studies. 8.12.5 The Aboriginal Councilor shall be selected by the Chair of the School of Computing and Academic Studies.
BYLAW 9 â€“ REFERENDA 9.1
Referenda shall be a process that asks the student members a specific question that will address a specific issue. Two types of referendum can be conducted: binding and plebiscite
A binding referendum shall be required when matters relating to such issues as the increase or addition of membership fees.
Council shall have the authority to bring forward a referendum question to the membership. The question shall address a specific issue for the approval and/or feedback of the membership, and follow the election processes of the Association.
The Council shall call a referendum: 9.4.1 upon the majority vote of the Council; 9.4.2 And shall specify if the referendum is a binding referendum or a plebiscite.
9.5 A binding referendum shall be binding upon the Association when there is a 50% plus one majority of the voting members.
BYLAW 10 â€“ CONDITIONS OF OFFICE & IMPEACHMENT 10.1
The officers of the Association shall be required to resign from office under the following conditions: 10.1.1 If the officer or officer elect fails to pass the academic term. 10.1.2 If the officer fails to meet to be in full attendance at any two regularly scheduled meetings (per school term) of the Executive and Council without approval of the members. 10.1.3 If at any meeting of the Council, a vote of non-confidence is moved against an officer of the Association and the motion is carried by a two-thirds majority of those voting. 10.1.4 If an officer fails to fulfill his/her duties and the motion carried by two-thirds majority of those voting.
BYLAW 11 â€“ REPLACEMENT OF OFFICERS 11.1
In the event of resignation, death or impeachment of any officer of the Association, the following procedures will be followed: 11.1.1 In the event of the resignation or impeachment of the President, the Vice President Finance & Administration shall assume the office of the President on a part-time basis, until the Council selects a new full-time President. This selection must be by two-thirds majority of Council and the selection shall be made within one month of the office becoming vacant. 11.1.2 In the event of the resignation or impeachment of the ATC Chair, an ATC Councilor shall assume the office of the ATC Chair on a part-time basis, until the ATC Set Representative Committee selects a new full-time ATC Chair. The selection of the new ATC Chair shall be two-thirds majority vote by the Set Representative Committee and the selection shall be made within one month of the office becoming vacant. 11.1.3 In the event of the resignation of the Vice President Finance & Administration, or their being selected to the office of President, a new Vice President Finance & Administration shall be elected by the Council members of the Council. 11.1.4 In the event of the resignation of the Vice External, the Vice President Student Affairs, or the Vice President Campus Life, the Council shall elect a successor from the members of Council. 11.1.5 In the event of the resignation of any other officer, a successor shall be elected according to the following priority 18.104.22.168
By and from the Councilors of the Schools directly associated with the office in question
By the Council
11.1.6 In the event that a successor cannot be found from the members of Council, then the position will be appointed from the student body and be appointed by Council.
BYLAW 12 â€“ FUNDS 12.1
The funds of the Association shall consist of the following: 12.1.1 All fees for admission to the Association are to be collected by BCIT at the time of payment of fees. 12.1.2 All monies received by the organizations as a result of the Association sponsored activities and operated businesses.
Disbursements of the funds of the Association: 12.2.1 Monies to be spent in excess of approved budget limits must be approved by the Executive and reported to Council. 12.2.2 Monies required for out of plan capital assets acquisitions in excess of $5,000 must be approved by the Business Committee or Executive and reported to Council 12.2.3 Disbursements shall be in the form of cheques drawn on the Association approved bank account; two signatures must be on each cheque. The Vice President Finance & Administration or the President together with the Association Director or the Controller. 12.2.4 There must always be a sinking fund of at least three (3) months of staff wages in investments or in a saving account at the Associationâ€™s bank account.
BYLAW 13 â€“ AUDITORS 13.1
Appointing Auditors 13.1.1 The auditors of the Association shall be appointed at each Annual General Meeting by the membership of the Association. The remuneration of the auditors shall be disclosed to the membership prior to their appointment. 13.1.1 The Association shall be required to change auditors at least once every five (5) years.
The auditors of the Association shall have the right to access at all times all of the books and records of the Association and all of its Clubs. They shall be entitled to require from any and all members, officers, or staff of the Association and its Clubs any explanation as may be necessary, for performing their duties as auditors.
The auditors shall make an annual report for the year ending May 31st, to the members of the Association, and the report shall include: 13.3.1 Whether or not they have obtained all the information and explanations they have required. 13.3.2 Whether in their opinion the balance sheet referred to in the report properly drawn up so as to exhibit a true and correct view of the affairs of the Association according to the best of their information, the explanations given to them, and shown by the books of the Association and GAAP (Generally Accepted Accounting Principles).
BYLAW 14 â€“ BORROWING POWERS 14.1
Borrowing 14.1.1 Subject to the provisions contained in the Societies Act of British Columbia, the Council may for the purpose of carrying out the objectives of the Association, borrow, raise or secure the repayment of such sum or sums of money in such manner and upon such conditions and terms in all respects as the Association may be resolution prescribe, and in particular by the issue of bonds, perpetual or redeemable debentures, or any mortgage, charge, or other security on the whole or in part of the property or assets of the Association, both present and future, including all fees or membership dues now or hereafter due or payable.
BYLAW 15 â€“ INSURANCE 15.1
The Association shall carry sufficient Third Party Liability Insurance, in respect of any injury sustained by any member or other person participating in any Association activity. This figure shall be reviewed each year at the budget meeting.
BYLAW 16 – CLUBS 16.1
The Vice President Campus Life shall oversee and provide assistance to all Clubs and report to the Executive and Council.
Formation of Clubs 16.2.1 Any group of students proposing to form a Club shall make an application to the Vice President Campus Life. 16.2.2 The formation of the Club requires the filing of the proposed Club constitution and bylaws with the Vice President Campus Life and the approval of Council of the constitution, bylaws, and proposal.
Constitution and Bylaws of Clubs 16.3.1 The Constitution and Bylaws of Clubs be in accordance with the Constitution and Bylaws of the Association. 16.3.2 The Constitution and Bylaws of Clubs shall be subject to the approval of or amendment by the Council of the Association 16.3.3 The Association shall keep a record of all current Club Constitutions and Bylaws. Clubs shall file any changes to their Constitution or Bylaws with the Vice President Campus Life. Any changes not filed with the Association are null and void. 16.3.4 Election of Club Executives shall be in accordance with the SA’s own framework, based on Elections Canada’s process.
Transparency and financial accountability 16.4.1 Clubs must be transparent and financially accountable. 16.4.2 Clubs shall submit their annual and financial reports to the Vice President Campus Life twenty-one (21) days before the Association Annual General Meeting. The Vice President Campus Life shall pass on the reports to the Vice President Finance & Administration 16.4.3 Any member of the Association Executive shall have the right to access the minutes and reports of all Clubs of the Association. 16.4.4 Any member of a Club shall have the right to access the minutes and reports of that Club.
16.5 All Clubs which propose to organize special functions, fundraising drives or appeals on or off the campus shall first secure the permission of the VP Campus Life (hereafter referred to as VPCL) before organizing or conducting such functions, drives or Appeals. 16.5.1 In the incidence of a competitively conflicting event, the appeal process outlined in the Policies & Procedures must be carried out. 22.214.171.124 Meeting between the affected clubs, may invite VPCL as mediator but at this meeting the VPCL shall not make any decisions but rather guide the parties to come to a consensus. 126.96.36.199 If the clubs cannot arrive to a consensus, a 2nd meeting with the VPCL will be arranged and a decision will be made by the VPCL. 188.8.131.52 Should any party not be satisfied with the VPCLâ€™s decision, a Board of Appeal may be called forth by the VPCL (consisting of the VPCL, another VP/director, and 2 non-affiliated club presidents); the decision made at this stage will be considered final. 16.5.2 In the event of the loss incurred by Clubs in sponsoring such an event, the Association shall not be held liable for the loss. 16.6 Each Club shall be so named as to indicate that it is a student organization under the Association and in no way purports to be separate. 16.7 Student political and religious clubs may be organized under the Vice President Campus Life to bear the name and to profess the policies of political parties or religious organizations (or comparable organizations) subject to the following regulations: 16.7.1 Such Clubs shall in all respects be subject to the Constitution, Bylaws, and rules of the Association. 16.7.2 Except as specifically provided by resolution of the Council, such Clubs shall not receive funds from any outside organizations without approval of Council. 16.7.3 The Association in no way will provide financial assistance for the political or religious Clubs, or be liable in any way for the action of such clubs.
16.7.4 Violation of any of the aforesaid regulations shall render the clubs concerned liable for suspension. 16.8 Other than designed political clubs, no organization in the Association shall become or allow it to become an instrument in partisan politics. 16.8.1 Any such deemed by the Council to be or to have been improperly acting in interests of a political party (or comparable organization) shall be liable for suspension of its charter. The Council may restore such charter only if and when the Council is satisfied that the organization concerned will service the purpose and only the purposes for which it was organized. 16.9
The Vice President Campus Life shall review all Clubs by the last Council meeting before the year end (May31st) and may recommend to Council to revoke any sanctioned Club status, at any time, due to: 16.9.1 Defunct Club 16.9.2 Financial misconduct 16.9.3 Disregarding Association or Club constitution or Bylaws
16.10 No Club shall participate directly, or otherwise, in elections to any student offices outside the club itself and acceptance of any such support shall render any candidate for office ineligible. 16.11 Duties of Club Presidents 16.11.1 Be in full attendance at all regularly scheduled Clubs Committee Meetings. 16.11.2 Be subject to SA Bylaws, and/or regulations in conjunction of their own Club Bylaws, in which SA bylaws take precedence.
BYLAW 17 â€“ AMENDMENTS OF THE CONSTITUTION AND BYLAWS 17.1
The Constitution and Bylaws can only be changed at Annual General Meeting and/or Special General Meeting.
BYLAW 18 â€“ SEAL OF THE ASSOCIATION 18.1
The directors may provide for a common seal for the Society and may from time to time destroy it and substitute a new seal in its place.
Affixing the Seal: 18.2.1 The common seal for the Society must not be affixed except in the presence of the following persons: 18.2.2 The President, or the Vice President Finance & Administration together with the Association Director or Controller.
BYLAW 19 â€“ RECORDS 19.1
The minutes of the meetings of the Association, Council, and Executive shall be kept at the offices of the Association at the British Columbia Institute of Technology, 3700 Willingdon Avenue, Burnaby, BC.
19.2 The following books, records and documents only of the Association may be inspected by an active member in good standing of the Association at the Associationâ€™s office between the hours of 10:00am and 4:00pm on any business day, excluding Saturday and Sunday, of the Association and only during the academic year of the British Columbia Institute of Technology: 19.2.1 Except as restricted by Bylaw 19.2.4, any annual or monthly financial statements of the Association, any report, letter, account, book, advice or other document or record, in printed or other form, which is in final and not draft form and which has been approved by resolution of the Council or the Executive for access thereto by such members 19.2.2 Adopted minutes of meetings of the Council 19.2.3 The Constitution and Bylaws of the Association; and 19.2.4 Contracts and agreements, to which the Association is a party, if access thereto by such members has been approved by resolution of the Council or the Executive, except that neither the council nor the Executive shall approve access thereto by such members if the contract or agreement: 184.108.40.206
Relates to personal services provided by an individual to the Association;
Relates to a relationship of employer and employee between the Association and an individual; respectively; or
By its terms requires the Association to preserve its confidentiality in whole or in part.
19.3 The member wishing to inspect books, records and documents of the Association pursuant to Bylaw 19.2 shall first make an appointment to do so in person at the offices of the Association, provided such appointment time is mutually and reasonably convenient for the attendance at such appointment of two members of the Executive; the Controller or Director, and the member wishing to make such inspection. 35 April-12
All documents shall be the copyright of the Association and shall not be reproduced without express written consent of Council.
BYLAW 20 â€“ GENERAL POWERS OF THE ASSOCIATION 20.1
The Association shall have the power to make such regulations from time to time as it may deem necessary or advisable concerning the activities of the Council, its Clubs, and members and to repeal, vary, alter, or amend the same in such a manner as it may seem fit. Such regulations shall be made by a resolution at Council or Executive meetings.