Constitution and Bylaws - SGM Approved March 4, 2013

BYLAWS OF THE STUDENT ASSOCIATION OF THE BRITISH COLUMBIA INSTITUTE OF TECHNOLOGY

Accepted by Special General Meeting – March 4, 2013

www.bcitsa.ca

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).

DTC – Shall refer to the Downtown Campus.

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BYLAW 1 – 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 part-time) who have paid the required student activity fees for the current period.

1.2

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.

1.3

The rights and obligations of the members of the Association shall be as stated in the Bylaws of the Association.

1.4

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.

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BYLAW 2 – ORGANIZATION CHARTS

Student Membership

Appointed Student Councilors

Council Elected Student Executives

Bylaw Standing Committee

Club and Student Spaces Standing Committee

BCITSA Student Executives

President (Chair of the Board) 4 Vice-Presidents 7 School Chairs

Set Representatives report to School Chairs Director

Management & Staff

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BY LAW 3 – 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.

3.2

Council members shall consist of the following elected and appointed representatives: 3.2.1

The elected members on Council shall consist of: 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 j. Chair of the School of Computing & Academic Studies k. Chair of the Aerospace Technology Campus (ATC) l. Chair of the Downtown Campus (DTC) These 12 elected members shall be the BCITSA directors as defined by the Society Act.

3.2.2

The appointed members on Council shall consist of: a. Councilors from the School of Business b. Councilors from the School of Health Sciences c. Councilors from the School of Energy d. Councilors from the School of Transportation, Construction & the Environment 5

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e. Councilors from the School of Computing & Academic Studies f.

Councilors from ATC

g. International Student Councilor h. Residence Student Councilor i.

3.3

3.4

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; 3.3.2.1

have full control of all activities under the Association

3.3.2.2

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

3.3.2.3

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 Robert’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.

Any Council Member shall be entitled to one vote on any motion coming before Council.

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BYLAW 4 – 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.

4.1.1.1

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.

4.1.5.1

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.

4.1.8 4.2

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.

4.1.7.1

Read and understand the Association’s Constitution and Bylaws.

4.1.7.2

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.

Attending Annual and General Meetings and Special General Meetings.

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.

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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 one’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: 4.2.6.1

President

4.2.6.2

One Vice President as selected by consensus of the Vice Presidents. Should no consensus be reached the tiebreaking vote shall be cast by the President. In the event that no Vice Presidents volunteer themselves for summer employment, the position shall be made available to the Chairs on the same basis.

4.2.6.3

In the case that no student executive accepts a summer position with the Student Association, the VP Campus Life is required to fill the position.

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 extracurricular 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.

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4.2

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.

The Duties of Executive Members of Council: 4.3.1 The President of the Association shall: 4.3.1.1

Preside over Council and Executive meetings.

4.3.1.2

Assume the role of Chief Returning Officer should the Vice President of Finance and Administration not be able to fulfill the role.

4.3.1.3

Act as ex-officio member of all committees of the Association should the President see fit.

4.3.1.4

Present the Annual Report at the Annual General Meeting.

4.3.1.5

Make sure that the performance of the Executive Members is of the high quality expected, according to their duties outlined in this Constitution.

4.3.1.6

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.

4.3.1.7

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 President’s duty to negotiate for such representation.

4.3.1.8

Be available to Executive members and membership on a regular basis during accepted working hours.

4.3.1.9

Coordinate and assign all responsibilities to the Executive, the representatives, and appointees, as he/she deems necessary, except as defined in this Constitution.

4.3.1.10

Be the official spokesperson for the Association.

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4.3.1.11

Act as one of the student co-signatories on the Association cheques.

4.3.1.12

By the annual SA election, the President becomes automatically one of the elected student representatives to sit on the BCIT Board of Governors.

4.3.2 The Vice President Finance and Administration of the Association shall: 4.3.2.1

Assume the responsibilities of the President in the absence of the President.

4.3.2.2

Be responsible for arranging Council and Executive meetings and notifying the membership of such meetings.

4.3.2.3

Ensure that Executive and Councilors receive minutes from all Council Meetings.

4.3.2.4

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.

4.3.2.5

Preside as Chair of the Bylaw Committee (See Bylaw 7).

4.3.2.6

Be responsible for assisting the Chairs in their responsibilities.

4.3.2.7

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.

4.3.2.8

Be responsible for managing budget process. Budgets must be presented to Council for approval by May 15th.

4.3.2.9

Obtain and evaluate monthly financial reports for the Association.

4.3.2.10

Be responsible for the closing of the fiscal year.

4.3.2.11

Read the Annual Financial Report at the Annual General Meeting.

4.3.2.12

Be responsible to ensure that controls are in place for the disbursement of all funds.

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4.3.2.13

Act as one of the student co-signatories on the Association cheques.

4.3.2.14

Ensure that executive progress reports are received from executives on time.

4.3.3. Vice President External shall: 4.3.3.1

Promote good public relations between the BCIT community (Students, Faculty, and Staff) Post-Secondary Institutions, Municipality, and Industry.

4.3.3.2

Attend or oversee any Association-related conferences to take place on and off campus.

4.3.3.3

Handle inquiries and promote friendly relations with external student unions.

4.3.3.4

Liaise with Ministry and Government officials regarding issues which affect BCIT.

4.3.3.5

Represent the BCIT Student Association of British Columbia Institute of Technology through: 4.3.3.5.1

By the Annual BCITSA election, the VP External becomes the Association representative on the BCIT Alumni Board.

4.3.3.5.2

Any Municipal or Provincial government lobbying efforts

4.3.3.6

Be responsible to keep Executive and Council informed of Provincial and Federal Government educational policy.

4.3.3.7

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;

4.3.3.8

Be responsible for liaison with BCIT Alumni Association.

4.3.3.9

Liaise with Ministry and Government officials regarding issues, which affect BCIT 11

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4.3.4 Vice President Student Affairs shall: 4.3.4.1

Be responsible for handling student issues and concerns.

4.3.4.2

Liaise with the Administration on all matters affecting student life at BCIT.

4.3.4.3

Act as the Association representative on the Decision Review Board, when applicable.

4.3.4.4

Preside as Co-chair of the Clubs Committee (See Bylaw 7).

4.3.4.5

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:

4.3.6.

4.3.5.1

Keep membership informed, through representatives, of extra-curricular activities.

4.3.5.2

Serve as Orientation Coordinator for the September intake.

4.3.5.3

Oversee and provide assistance to all Clubs and report to the Executive and Council

4.3.5.4

Preside as Co-chair of the Clubs Committee (see Bylaw 7).

Chair of ATC Chair of DTC 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

The chair positions shall be responsible for: 4.3.6.1

Participating in Council meetings either in person or by teleconferencing.

4.3.6.2

Chairing Set Representatives Committee meetings at least once a month.

4.3.6.3

Liaising with BCIT, to ensure that Set Representatives are elected 12

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4.3.6.4

Acting as a liaison between Council and their respective School or Satellite Campus.

4.3.6.5

Expressing the viewpoint of the School or Satellite Campus at Executive or Council meetings.

4.3.6.6

Providing direction to Student Association members in the following areas: a. Instructor difficulties b. Access to Administration c. Access to Executives

4.3.6.7

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.

4.3.6.8

Maintaining an equal balance of first and second year Councilors.

4.3.6.8.1

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.

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BYLAW 5 –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: 5.1.1.1

The Committee will consist of Set Representatives.

5.1.1.2

Shall meet at the call of the Chair, at least every four to six weeks.

5.2

Set Representatives shall report to their Chairs.

5.3

Set Representatives shall establish and maintain communications between their student body, and the Chair of their respective School or Satellite Campus.

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BYLAW 6 – MEETINGS 6.1

6.2.

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: 6.1.4.1

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.

6.1.4.2

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.

6.1.4.3

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.

6.2.1.1

The Vice President Finance & Administration shall call the Annual General Meeting.

6.2.1.2

No less than fourteen (14) days notice shall be given specifying the date, place, and hour of the meeting.

6.2.1.3

The Annual General Meeting notice shall be given by publishing such notice in the official Association newspaper and website at a minimum.

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6.3.

6.2.1.4

The agenda for the Annual General Meeting will be closed and pre-determined by Council.

6.2.1.5

At the Annual General Meeting the Vice President Finance & Administration shall read a report on the audited financial statements for the previous fiscal year.

6.2.1.6

The President shall read a report on the Association activities for the previous fiscal year.

6.2.1.7

Quorum at the Annual General Meeting shall be as determined for Council Meetings.

Special General Meetings: 6.3.1

The President shall call the Special General Meeting upon: 6.3.1.1

The request by Council or,

6.3.1.2

Upon a written request duly signed by thirty (30) Members of the Association and approved by the Council or,

6.3.1.3

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.

6.3.3.1

The Special General Meeting notice shall be given by publishing such notice in the official Association newspaper.

6.3.3.2

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.

6.3.3.3 6.3.4.

6.4

Quorum at any Special General Meeting shall be as determined for Council Meetings.

Active Members only may vote at an Annual General Meeting and/or a Special General Meeting.

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6.5

Voting by proxy at meetings of the Association shall not be allowed. The show of hands shall be used at all meetings.

6.6

A Member shall perform voting by secret ballot at a meeting on specific request.

This request must be upheld by a majority vote.

6.7

The Director shall act as Parliamentarian at all Council and Association meetings.

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BYLAW 7 – STANDING COMMITTEES Club Committee 7.1

The Clubs Committee mandate shall encompass all Association’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 exofficio member of the Committee

7.1.3

The Committee shall meet at least every other month during the academic year (September, November, January, March, and May) to discuss Orientation, funding, elections and 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 Vice President Campus Life.

7.1.8

The clubs must attend all meetings pertaining to funding and at least one other bi-monthly committee meeting in order to receive their allocated funds. Prolonged absence, inaction, and/or lack of communication with the Vice President Campus Life or Clubs Coordinator may result in the club being de-sanctioned by resolution of the Council

Student Spaces Development Committee 7.2

The Student Space Development Committee mandate shall encompass all Association Space Development.

7.2.1 The Vice President Student Affairs shall chair the Student Space Development Committee, and the co-chair shall be determined by Council.

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7.2.2

The Committee shall be made up of the chair (VP Campus Life), one other executive, and a minimum of three additional members of council.

The Association Director or designate shall sit as an ex-officio member of the Committee.

7.2.3

The Committee shall meet at least once a month to discuss any issues related to association space development. Emergency meetings may be held at the call of the chair with a 24 hour notice.

7.2.4

The Committee shall facilitate design development decisions as they pertain to Association owned or acquired spaces.

7.2.5

The Committee shall work by co-operation; however, decisions are reached with 50% plus one majority of the voting members.

7.2.6

The Committee will report at Council Meetings any appropriate information.

Bylaw Committee 7.3

The Bylaw Committee shall conduct an annual review of the Association’s bylaws 7.3.1

The Vice President Finance and Administration shall chair the Bylaw Committee, and the co-chair shall be determined by Council.

7.3.2

The Committee shall be made up of the chair (VP Finance and Administration) and a minimum of two additional members of Council.

7.3.3

The Committee shall meet at least bi-monthly to discuss any necessary amendments to the bylaws of the Association. Emergency meetings may be held at the call of the chair with a 24 hour notice.

7.3.4

The Committee shall work by co-operation; however, decisions are reached with 50% plus one majority of the voting members.

7.3.5

The Committee will report at Council Meetings any proposed amendments to the bylaws.

7.3.6

The Committee shall prepare such documents as are necessary to amend the bylaws at the Association’s Annual General Meeting and/or Special General Meeting(s).

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BYLAW 8 – 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.

8.2

The elections of the ATC Chair shall be conducted annually in the first week of April.

8.3

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.

8.4

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

8.5

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 reach decisions by consensus. If no consensus can be reached, the Committee shall bring the issue(s) in question to the 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: 8.5.1.1

The date of the elections and the hours during which the polls will be open.

8.5.1.2

The location(s) and method(s) of the polling.

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8.5.1.3

8.5.1.4 8.5.1.5 8.6

The positions of the Executives for which Nominations are being called.

The dates, times and locations of campaign speeches.

Nominations 8.6.1

8.6.2 8.7

The opening and closing dates for nominations, where the nomination forms may be obtained and submitted to the BCITSA.

All candidates must be 8.6.1.1

Members of the Association

8.6.1.2

Full-time students based on BCIT criteria

8.6.1.3

In good standing with the Association

8.6.1.4

With a minimum of sixty-five percent (65%) previous term standing GPA.

8.6.1.5

ATC candidates must be full-time students within Level 1 or 2 of first term.

Completed nominations packages must be submitted to the CRO within dates provided.

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 j. Chair of the School of Computing & Academic Studies 21

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k. Chair of ATC l. Chair of DTC 8.8

8.9

Campaigning 8.8.1

Campaigning shall begin upon the adjournment of the “All candidates meeting� until the close of the polls.

8.8.2

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.

8.8.3

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.

8.8.4

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 8.9.1 8.9.2

The elections shall be by secret ballot.

Candidates will be identified on the ballots in alphabetic order.

8.9.3

All members (full and part-time) in good standing as defined by BCIT will be eligible to cast a vote.

8.9.4

Candidates shall not campaign within 10 meters of a polling station.

8.9.5

Vote 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. 8.9.5.1

ATC count is done by the ATC DRO who shall then report to the CRO.

8.9.6

The candidate who receives the largest number of accepted ballots shall be declared elected subject to ratification by Council.

8.9.7

Candidates can appeal the results to the Committee within 24 hours of the results being announced.

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8.10

Elected Officers 8.10.1

8.11

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: 8.11.1

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.

8.11.2

Each School shall be represented by at least one Councilor from that School.

8.11.3

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.

8.11.4

The Residence Student Councilor and International Student Councilor shall be selected by the Chair of the School of Computing and Academic Studies.

8.11.5

The Aboriginal Councilor shall be selected by the Chair of the School of Computing and Academic Studies.

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BYLAW 9 – 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

9.2

A binding referendum shall be required when matters relating to such issues as the increase or addition of membership fees.

9.3

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.

9.4

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, and there are a minimum of 150 votes cast.

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BYLAW 10 – 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 twothirds majority of those voting.

10.1.4

If an officer fails to fulfill his/her duties and the motion carried by twothirds majority of those voting.

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BYLAW 11 – 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 until a by-election can be held for the position. This byelection shall take place no later than 30 days after the position becomes vacant.

11.1.2

In the event of the resignation or impeachment of any other officer, a temporary successor shall be selected until a by-election can be held for the position. This by-election shall take place no later than 30 days after the position becomes vacant.

11.1.3

Temporary successors for all officers except the President shall be selected according to the following priority.

11.1.3.1

By and from the Councilors of the Schools directly associated with the office in question

11.1.3.2

By the Council

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BYLAW 12 – FUNDS 12.1

12.2

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 operational and capital budget limits must be approved by resolution of the Council.

12.2.2

Capital asset acquisitions in excess of $5,000 must be approved by the 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 Association’s bank account.

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BYLAW 13 – 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.

13.2.1

The Association shall be required to change auditors at least once every five (5) years.

13.2 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.

13.3

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 financial statements of the Association are a fair representation, in all material respects, of the Association’s financial affairs for the preceding year in accordance with GAAP (Generally Accepted Accounting Principles).

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BYLAW 14 – 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.

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BYLAW 15 – 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.

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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.

16.2

16.3

16.4

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 must 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 or Clubs Coordinator. 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. No club shall establish or maintain bank accounts outside the purview of the Association. Should a club be found to be maintaining such an account, that club shall be subject to a penalty determined by the Clubs Committee, up to and including de-sanctioning.

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.

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16.4.4

Any member of a Club shall have the right to access the minutes and reports of that Club.

16.4.5

Club funding shall proceed according to policies established and maintained by the Clubs Committee.

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

Should losses be incurred by Clubs in sponsoring such an event, the Association shall not be held liable.

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 become or allow it to become an instrument in partisan politics.

16.8.1

shall

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 32

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concerned will service the purposes 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 Club Presidents shall: 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 with their own Club Bylaws, in which SA bylaws take precedence.

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BYLAW 17 – 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.

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BYLAW 18 – 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.

18.2

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.

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BYLAW 19 – 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 Association’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: 19.2.4.1

Relates to personal services provided by an individual to the Association;

19.2.4.2

Relates to a relationship of employer and employee between the Association and an individual; respectively; or

19.2.4.3

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.

19.4

All documents shall be the copyright of the Association and shall not be reproduced without express written consent of Council.

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BYLAW 20 – GENERAL POWERS OF THE ASSOCIATION 20.1

The Association shall have the power to make such regulations 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 meetings.

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