DRAFT - CSSS Constitution

8/7/2019 DRAFT - CSSS Constitution

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Constitution of the Carleton Student Science Society

BY-LAW 1

A by-law relating generally to the transaction of the affairs and business of the Society

BE IT ENACTED as a by-law of the Carleton Student Science Society, as follows:

Part I Society

Article 1 Objective of the Society 2.1 The objective of the Society shall be as stated in the Letters Patent of the Society.

Article 2 Equal Treatment3.1 The Society in its affairs shall strive to ensure equal treatment of all individuals without discrimination

based on personal beliefs or characteristics, and in particular, without discrimination based on race, politicalviews, national or ethnic origin, colour, religion, sex, sexual orientation, age, residency, language, or mental

or physical disability.

Article 3 Dissolution of the Society4.1 Upon dissolution of the Society, all its remaining assets after payment of its liabilities shall be distributed to

one or more recognized charitable organizations as determined by the Members prior to dissolution.

Part II Non-Voting Members

Article 1 Conditions of Non-Voting Members1.1 Any student that is not enrolled within the Faculty of Science at Carleton University1.2 Allowed to attend Meeting of the Members but not allowed to attend Council or Executive Meetings1.3 Allowed to speak at the Meeting of Members once at least two-thirds (2/3) grants them permission

1.4 Not allowed to vote on any subject, make motions or second a motion

1.5 Non-Voting Members need to be motioned to stay if during the Meeting of Members a motion in camera willbe taken place

1.6 Non-Voting Member cannot hold a council position within the Carleton Science Student Society

Part III Members

Article 1 Classes of Membership 1.1 There shall be three classes of membership in the Society, namely:

a) Honourary; b) Alumni; and,

c) Regular.1.2 Honourary membership shall be available to those persons nominated by the Members and passed by at

least two-thirds (2/3) of the Members at a Meeting of the Members.1.2.1 Honourary membership will be bestowed upon those persons in recognition of their outstanding

contribution to science and the sciences.

1.2.2 Honourary members are granted permanent speaking rights at Meeting of the Members1.2.3 Honourary membership follows all other rules of Non-Voting Members

1.3 Alumni membership shall be available to all former Regular Members that graduate with a degree inScience from Carleton University.

1.4 Regular membership shall be available to all science students registered at Carleton University.

1.5 A person previously expelled from the Society shall be ineligible for any class of membership.

Article 2 Conditions of Membership 2.1 Membership in the Society shall be limited to persons eligible for membership interested in furthering the

Objects of the Society and shall consist of anyone whose application for admission as a Member is accepted

by the Society.

2.2 An application for membership shall be accepted, and the applicant admitted as a Member, when theapplication is submitted to and received by the Society in the form and in the manner prescribed by theCouncil.

2.3 Membership in the Society is non-transferable

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Co

stit

tio

of t

e Carleto

t

e

t cie

ce ociety

rticle 3

erm of

em

ers

i

3.1

embership in the

ociety shall commence on the date the application

or admission is accepted.

3.2

embership in the ociety terminates at the completion o

the term o

membership, upon

ithdra

al, uponexpulsion

rom the ociety or ithdra al o

dues.3.3 The term o

honourary and alumni membership in the

ociety shall be

or li

e.

3.4 The term o

regular membership shall end hen the

ember ceases to be a science student registered at

arleton

niversity.3.5

ember may ithdra

rom the

ociety by delivering a ritten resignation to the

ice-

residentInternal during the term being ithdra n

rom.

Article 4

! s"

e#

sio#

&$

x"

! lsio#

of%

em&

ers4.1 The

ouncil may, by a resolution adopted by at least t o-thirds (2/3) o

the

ouncillors at a

ouncil

meeting duly called

or the purpose, suspend

or a period o

up to one (1) year, a

embera) Who

ails to comply ith any by-la s, rules, regulations, or policies o

the

ociety; or,b) Whose conduct or activities are deemed detrimental to the ell being or

unctioning o

the ociety

4.2 The

embers may, by a resolution adopted by at lea st three-quarters (3/4) o

the regular

embers presentat a

eeting o

the

embers duly called

or that purpose, may expel a suspended

ember.4.3

resolution to expel a

ember

rom the ociety shall be moved only by at least t o-thirds (2/3) o

the'

xecutive.

4.4

ember shall cease to be in good standing

hen suspended.

Article 5 Rig(

ts of%

em&

ers(

i"

5.1'

very

ember o

the ociety in good standing shall be entitled to:a.

ttend

eetings o

the

embers, and participate in any debates thereat; and,

b.

ttend open meetings o

the

ouncil and the'

xecutive.5.2

regular

ember in good standing shall be entitled t o:a.

ove or second motions at

eetings o

the

embers;

b.

ote on any and all questions arising at

eetings o

the

embers;c.

ote in elections

or elected positions

or hich that

ember is eligible, ith the exception o

'

xecutive positions;

d.eek to hold any position ithin the

ociety

or hich that

ember is eligible; and,

e.

pply

or employment opportunities ithin the ociety5.3 The rights and privileges o

all

embers, or o

a class o

embers, in good standing may include suchother rights and privileges as the

ouncil may con

er

rom time to time, provided that at no time shall the

rights and privileges o

honourary or alumni

embers exceed those o

regular

embers.

5.4

ll rights and privileges granted to the

ember are sub)

ect to the provisions o

the

onstitution.

Article 6 0

&

ligatio#

s of%

em&

ers(

i"

6.1

'

ach

ember shall uphold, con

orm to and abide by the by-la s, rules, regulations and policies o

the

ociety.

6.2'

ach

ember shall be expected to:a.

ct in a manner consistent ith the ideals and ethics o

the cience

ro

ession.

b. ho respect to ards all individuals regardless o

personal belie

s or characteristics, and inparticular, regardless o

race, political vie s, national or ethnic origin, colour, religion, sex, sexualorientation, age, residency, language, or mental or physical disability.

Article 7 Annual%

em&

ers(

i" Fee7.1 The

ouncil may

ix

rom time to time an annual membership

ee

or regular

embers.7.2

ny change in the annual membership

ee shall not come into e

ect until the commencement o

theociety

Year

ollo ing the rati

ication o

the change by the

embers at a

eeting o

the

embers.

7.3 The

ouncil shall determine

rom time to time the manner in and dates by hich the annual membership

eeshall be collected and paid.

7.4

regular

ember ho

ails to pay the annual membership

ee in the manner or by the dates prescribed

shall cease to be in good standing until such time as all

ees due are paid in

ull7.5

regular member may request to ithdra their

ee and

rom the society by submitting ritten resignationto the

ice-

resident Internal during the term being ithdra n

rom.

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Constitution of t1

e Carleton 2 tudent 2 cience 2 ociety

Article 8 Freedom of Information8.1 The

3ecretary shall provide to any

4

ember in good standing on request,5

ree o5

charge, any o5

the5

ollo6

ing:a. The

7

onstitutionb.

8

ny by-la6 s, rules, regulations or policies o5

the 3 ociety;

c.4

inutes5

rom any4

eeting o5

the4

embers;

d.4

inutes5

rom any open meeting o5

the7

ouncil and the9

xecutive;e.

@

ocuments tabled at any4

eeting o5

the4

embers; and,5

.@

ocuments tabled at any open4

eeting o5

the7

ouncil and the9

xecutive.

8.2 The 3 ecretary shall not be obliged to release in5

ormation, documents or minutes concerning discussions or

motions upon 6 hich no action 6 as taken.

A

ARB

IC

Council

Article 1 ComD osition1.1 The property and business o

5

the 3 ociety shall be managed by a7

ouncil, comprised o5

a minimum o5

eight(8) to a maximum o

5

5

i5

ty (50)7

ouncillors, consisting o5

:

a. The eight (8) executiveE

5 5

icers;

b. Zero (0) to thirty-t6

o (32) program7

ouncillors; and,c. Zero (0) to ten (10)

5

irst-year7

ouncillors; and,1.2 The

7

ouncil shall also consist o5

the5

ollo6 ing members that have non-voting member rights during allmeetings;

a. The 3 ecretary;

b. The7

hair;c. The

7

ouncillors-elect;

1.39

ach program7

ouncillor shall be assigned a list o5

science programs o5 5

ered by theF

aculty, provided that

each science program o5 5

ered by theF

aculty is assigned to at least one program7

ouncillor.1.4 The number o

5

program and5

irst-year7

ouncillors, and the science programs assigned to each program7

ouncillor, shall be determined5

rom time to time by a resolution adopted by at least t 6 o-thirds (2/3) o5

theregular

4

embers present at a4

eeting o5

the4

embers called5

or that purpose.1.5

8

ll changes in the number o5

7

ouncillors, or in the science programs assigned to a program7

ouncillor, shall

come into e5 5

ect on the5

irst day o5

the3

ociety Year5

ollo6 ing the adoption o5

the resolution directing the

change.

Article 2 G

ligiH

ility2.1

7

ouncillors must:

a.I

e individuals;b.

P

ave po6 er to contract under la 6 ;

c.I

eQ

egular4

embers in good standing;d.

I

e available to attend regular meetings;

e.7

omplete tasks required o5

their position; and5

.Q

epresent the students o5

their program o5

charge.2.2

8

n individual may hold only one (1) o5 5

ice o5

a7

ouncillor at the same time

2.38

program7

ouncillor shall be enrolled in one o5

the science programs assigned to that program7

ouncillor.

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2.4 A first-year Councillor shall be a first-year student at the time of election or appointment and be in their

first-year in Science at Carleton University.

Article 3 Selection andR

emoval3.1 Councillors shall be elected at an election for a term ending on the last day of the Society

S

ear.3.2 A Councillor may be removed at any time by a resolution passed;

a. By at least two-thirds (2/3) of regular Members present at a Meeting of the Members duly called for

that purpose; or,b. By at least two-thirds (2/3) of the Councillors at a meeting duly called for that purpose.

3.3 The office of Councillor shall be automatically vacated:

a. Upon passage of a resolution calling for that Councillors removal;b. If the Councillor ceases to be a regular Member in good standing;c. If the Councillor resigns the office by delivering a written resignation to the President or to the

Speaker;

d. Where the Councillor is an executive officer, when that Councillor ceases to be an executive Officer;e. Where the Councillor is a program Councillor, if that Councillor ceases to be enrolled in one of the

science programs that Councillor is assigned;

f. If the Councillor is found by a court to be a lunatic or of unsound mind; or,

g. On death.3.4 If a vacancy shall occur in the office of a Councillor for any reason, the Council by resolution may appoint

an eligible Member to fill the vacancy for the balance of the term or until an elected successor assumes theoffice.

3.5 In the event of an appointment, the appointment must be ratified by a resolution passed by at least two-thirds (2/3) of regular Members present at a Meeting of the Members within one month of the date of theappointment.

3.6 If at any time there is not a quorum of Councillors, the remaining Councillors shall forthwith call a Meetingof the Members, at which the Members shall elect eligible Members to fill any vacancies.

Article 4 Powers4.1 The Council may administer the affairs of the Society in all things and make or cause to be made for the

Society, in its name, any kind of contract into which the Society may lawfully enter and, save as hereinafterprovided, generally, may exercise all such other powers and do all such other acts and things as the Societyis, by its Charter or otherwise, authorized to exercise and do.

4.2 Without restricting the generality of the foregoing, the Council may:

a. Administer the property and funds of the Society;b. Authorize expenditures on behalf of the Society from time to time;

c. Delegate by resolution to an executive Officer the right to employ and pay salaries to employees;d. Enter into a trust arrangement with a trust company for the purpose of creating a trust fund in which

the capital and interest may be made available to the benefit of promoting the interests of the Society inaccordance with such terms as the Council may prescribe;

e. Take such steps as it deems requisite to enable the Society to acquire, accept, solicit or receive

legacies, gifts, grants, settlements, bequests, endowments and donations of any kind whatsoever for thepurpose of furthering the Objects of the Society; and

f. Appoint such agents and engage such employees as it deems necessary from time to time and such

persons shall have authority and shall perform such duties as shall be prescribed by the Council at thetime of such appointment, and whose terms of employment the Council may terminate in its discretion.

4.3 The Council may establish policies governing the achievement of the Objects of the Society

4.4 The Council shall determine the rules of order governing meetings of the Council and the variouscommittees of the Society.

4.5 The Council may at any time review, alter, or reverse any act or decision of any Officer or committee of theSociety.

Article 5 Meetings

5.1 Meetings of the Council may be held at any time and place to be determined by the Council, the Presidentor any two (2) Councillors provided that seventy-two (72) hours notice of such meeting shall be given to

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Constitution of the Carleton Student Scien ce Society

each Member of the Council, provided that there shall be at least three (3) meetings of the Council in each

half of a school year.5.2 Each Councillor is authorized to exercise one (1) vote.5.3 A majority of Councillors shall constitute a quorum for meetings of the Council.

5.4 Any meeting of the Council at which a quorum is present shall be competent to exercise all or any of the

authorities, power and discretions by or under the by-laws of the Society.

5.5 If all Councillors consent thereto generally or in respect of a particular meeting, a Member of the Council

may participate in a meeting of the Council by means of teleconference or other communications facilitiesthat permit all persons participating in the meeting to hear each other, and a Member of the Council

participating in such a meeting by such means is deemed to be present at the meeting.5.6 At all meetings of the Council, every question shall be determined by a majority of votes cast unless the

consent of a greater number is required by the Constitution or any rules of order adopted by the Council.5.7 Meetings of the Council shall be open to the general membership of the Society, unless the Council

resolves otherwise.

5.8 The minutes of the Council shall be available to the Members of the Council, each of who shall receive acopy of such minutes.

5.9 In the event of emergency business, proper notice for a meeting may be waived by a resolution adopted at

said meeting, by at least two-thirds (2/3) of all Councillors.

Article 6 T

emuneration6.1 The Councillors shall serve as such without remuneration and no Councillor shall directly or indirectly

receive any profit from the position as such, provided that a Councillor may be paid reasonable expenses

incurred in the performance of that Councillors duties.6.2 Nothing herein contained shall be construed to preclude any Councillor from serving the Society in any

other capacity and receiving compensation therefore.

Part V Officers

Article 1 Officers1.1 The Officers of the Society shall consist of eight (8) executive Officers, a Secretary, a Chair, a Chief

Electoral Officer and any such other Officers as the Council may by resolution determine.1.2 The executive Officers of the Society shall consist of a President, a Vice-President Internal, a Vice-

President Finance, Vice-President Social, Vice-President External, Vice-President Publications, Vice-

President Academic, and Vice-President Services.

Article 2 Eligibility2.1 One person may hold more than one (1) office, with the following exceptions:

a. One person may hold no more than one (1) office of an executive Officer, and

b. One person may not hold the office of the Chair and the office of the Chief Electoral Officer at thesame time

2.2 Officers need not be Members, with the following exceptionsa. The executive Officers must be regular Members in good standing; and

b. The Chair and the Chief Electoral Officer must be Members,2.3 The executive Officers shall be Councillors of the Society and they shall cease to be executive Officers if

they cease to be Councillors.

2.4 The Chief Electoral Officer shall not be a candidate for any elected office during the Chief Electoral

Officers term.

2.5 The candidates for the position of President must have prior Council experience.

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Article 3 SelectionU

V

emoval

3.1 The executive Officers shall be elected at an election for a term ending on the last day of the Society year.

3.2 Officers other than the executive Officers shall be appointed by resolution of the Council to hold office fora term determined at the time of appointment or until a successor is appointed, with t he following

exceptions:a. The Chief Electoral Officers term of office shall not extend past the end of the Society

W

ear.

3.3 The Chair and the Chief Electoral Officer may be at any time removed by resolution of the Council

passed by at least two-thirds (2/3) of the Councillors at a meeting duly called for that purpose.

3.4 Officers other than the executive Officers, the Chair and the Chief Electoral Officer shall be subject toremoval at any time by a resolution of the Council.

3.5 An Officer may resign their office by presenting a written resignation to the Council.

3.6 If a vacancy shall occur in the office of an executive Officer for any reason, the Council by resolution mayappoint an eligible Member to fill the vacancy for the balance of the term or until an elected successor

assumes the office.3.7 In the event of an appointment, the appointment must be ratified by a resolution passed by at least two-

thirds (2/3) of regular Members present at a Meeting of the Members within one month of the date of theappointment.

Article 4 Duties

4.1 Each Officer shall exercise any power and execute all duties in accordance with the policies established bythe Council.4.2 Each executive Officer shall:

a. Perform all duties inherent and incident to their officers;

b. Have such other powers and duties as may be required by the Council from time to time; and,c. Execute any mandate handed to the Officer by the Members at a Meeting of the Members, unless the

mandate is later revoked by the Members or by a resolution passed by the Council.4.3 The President shall:

a. Be the chief executive officer of the Society;b. Have the general and active management of the affairs of the Society;

c. See that all orders and resolutions of the Council and the Executive are carried into effect;

d. Be a non-voting Member of every committee of the Society of which the President is not a votingMember;

e. Where the Chair is the subject of a question arising at a meeting of the Council or of the Executive,

perform the duties and exercise the powers of the Chair;

4.4 The Vice-President Internal shall:a. During the absence or disability of the President, perform the duties and exercise the powers of the

President;

b. Make provisions to obtain all names of present Members of the societyc. Oversee the workings of the different committees of the Society, and coordinate the activities of those

committees;

d. Be a non-voting Member of every committee of the Society of which the Vice-President Internal is nota voting Member; and,

e. Give notice of all Meetings of the Members.

4.5 The Vice-President Finance shall:a. Have custody of the funds and securities of the Society;

b. Keep, or cause to be kept, full and accurate accounts of all assets, liabilities, receipts, anddisbursements of the Society in the books belonging to the Society;

c. Under the direction of the Council, supervise and control the deposit of money, the safekeeping ofsecurities and the disbursement of the funds of the Society; and,

d. Render to the Council, and to the Executive, at regular meetings, or whenever they may require it, anaccounting of all the transactions and a statement of the financial position, of the Society.

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Constitution of tX

e Carleton Y tudent Y cience Y ociety

4.6 The ecretary shall:

a.a

ttend allb

eetings oc

theb

embers, thed

ouncil and thee

xecutive and act as clerk thereoc

and recordall votes and minutes o

c

all proceedings in the books to keepc

or that purpose.4.7 The

d

hair shall:a.

f

ive notice oc

all meetings oc

thed

ouncil and oc

thee

xecutive.

b. When present and not the subg

ect oc

a question, preside at meetings oc

thed

ouncil and oc

thee

xecutive.

4.8 Thed

hiec

e

lectoralh

c c

icer shall:

a.e

nsure that public notice is givenc

or all i rits oc

election and election proceedings;b.

p

e responsiblec

or the collection and distribution oc

nominationc

orms, ballots and all other documentspertaining to elections;

c.e

nsure all rules relating to elections are executed andc

olloi ed;d.

e

xhibit no political or other bias inc

avour oc

, or against any candidate; and,e.

q

erc

orm all duties inherent and incident to the oc c

ice.

4.9 The duties oc

all otherh

c c

icers oc

the ociety shall bec

or such as the terms oc

their engagement call or asthe

d

ouncil requires oc

them.

Article 5 Remuneration5.1 The executive

h

c c

icers shall serve as such i ithout remuneration and no executiveh

c c

icer shall directly or

indirectly receive any pro

c

it

c

rom the position as such, provided that an executive

hc c

icer may be paidreasonable expenses incurred in the perc

ormance oc

thath

c c

icers duties.5.2

r

othing herein contained shall be construed to preclude any executiveh

c c

icerc

rom serving the ociety in

any other capacity and receiving compensation therec

ore.

s

artt

I Committees

Article 1 u

xecutive1.1 There shall be an executive committee o

c

the ociety rec

erred to as thee

xecutive and composed oc

theexecutive

h

c c

icers and such otherh

c c

icers as appointed by thed

ouncil

1.2 Thee

xecutive shall also consist oc

thec

olloi ing non-votingb

embers:a. The

ecretary;

b. Thed

hair; and,c. The

e

xecutive-elect.

1.3 Thee

xecutive shall:

a.v

ave poi er at any time beti een meetings oc

thed

ouncil to exercise any or all po i ers oc

thed

ouncil

undera

rticle 4 inq

art Iw

, subg

ect to such limits as thed

ouncil may prescribec

rom time to time.

b.

e

xecute any mandate handed to the

e

xecutive by the

b

embers at a

b

eeting o

c

the

b

embers, unless themandate is later revoked by theb

embers or by a resolution passed by thed

ouncil; and,

c. ubmit minutes oc

its meetings to thed

ouncil.1.4 The

e

xecutive may study, advise and make recommendations to thed

ouncil or theb

embers on any matter.

1.5a

nyb

ember oc

thee

xecutive i ho is not an executiveh

c c

icer shall be subg

ect to removal at any time by aresolution o

c

thed

ouncil.

Article 2 Committees2.1 The council may establish standing committees, i hose composition shall be determined by the

d

ouncil.

2.2b

embers oc

a standing committee shall be elected or appointed in the manner prescribed by thed

ouncilsub

g

ect to removal at any time by a resolution oc

thed

ouncil.

2.3 Thed

ouncil may appoint select committees i hose members i ill hold their oc c

ices at the i ill oc

thed

ouncil.2.4 The

d

ouncil shall determine the duties and poi ers oc

all standing and select committees.

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Article 3 Meetings

3.1 Meetings of a committee shall be held at any time and place to be determined by the Members of such

committee, provided that twenty-four (24) hours notice of such meeting shall be given to each member ofthe committee.

3.2 Each member of a committee, except non-voting members, shall be entitled to exercise one (1) vote.3.3 A majority of members of a committee, except non-voting members, shall constitute a quorum.

3.4 If all members of a committee, except non-voting members, consent thereto generally or in respect of a

particular meeting, a committee member may participate in a meeting of the committee by means of

teleconference or other communications facilities that permit all persons participating in the meeting to

hear each other, and a committee member participating in such a meeting by such means is deemed to bepresent at the meeting.

3.5 At all meetings of a committee, every question shall be determined by a majority of votes cast unless theconsent of a greater number is required by any rules of order adopted by the Council.

3.6 Meetings of a committee shall be open to the general membership of the Society, unless the committeeresolves otherwise or the Council requires a closed meeting.

3.7 The minutes of a committee shall be available to the members of the committee, each of whom shallreceive a copy of such minutes, and to the Councillors if required by the Council.

Part VI I Elections

Article 1 Timex

Place

1.1 A general election shall be held after February 1st

and prior to the Annual General Meeting to elect the

program Councillors and the executive Officers.1.2 A fall election shall be held after September 1st and prior to the Fall General Meeting to elect the first-year

Councillors.

1.3 A by-election to fill a vacancy in the office of a Councillor or an executive officer, or to replace aCouncillor or executive Officer appointed to fill a vacancy, may be held concurrently at the fall election or

at any other time during the Societyy

ear prior to February 1st

1.4 The Vice-President Internal in each Societyy

ear shall determine the specific dates for each election to be

held during that Societyy

ear, provided that all elections fall on a school day.1.5 For every election, the Vice-President Internal shall present a Writ of Election or By-Election for the

approval of Council. Council may amend or reject a Writ when presented, but may not make furthermodifications to it once it has been approved.

1.6 A Writ of Election or By-Election shall include:a. The list of elected offices to be filled, and the number of nomination signatures required for each;

b. Where nomination forms may be obtained; andc. All important dates, times and locations for the various components of the election.

1.7 An election may not commence without the approval of a corresponding Writ.1.8 All election proceedings shall be held at the head office and all polling stations shall be located in

prominent locations where the Members normally congregate.1.9 Seven (7) days prior to the nomination period of each election, the Chief Electoral Officer shall post the

Writ in prominent locations where the Members normally congregate.

Article 2 Voter and Nominator Eligibility2.1 The executive Officers shall be nominated and elected by regular Members in good standing.

2.2 The program Councillors shall be nominated and elected by regular Members in good standing who are

science students enrolled in one of the science programs assigned to that Councillor.2.3 The first-year Councillors shall be nominated and elected by regular Members in good standing who are

first-year students at the time of election and be in their first-year in science at Carleton University.2.4 Every candidate for an elected office must, at the close of the Nomination Period, be eligible to hold the

office in accordance with the restrictions and regulations outlined in this By-Law.2.5 On or before the close of the Nomination Period, the Vice-President Internal shall provide to the Chief

Electoral Officer the list of all Members entitled to nominate and vote.

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Article 3 Nominations

3.1 At least fourteen (14) days prior to the date on which polling commences, the Nomination Period shall

commence and the Chief Electoral Officer shall make nomination forms for each office freely available tothe Members.

3.2 To be included on the ballot, an eligible Member seeking an office shall obtain on the nomination formprovided by the Chief Electoral Officer, or a reasonable facsimile, the required number of nominationsrequired for that office.

3.3 The required number of signatures for each office in an election shall be not less than two (2) and not

greater than twenty (20).3.4 Completed nomination forms must be submitted to the Chief Electoral Officer no later than the date and

time stated on the Writ, provided there be a minimum of seven (7) days between the date on which

nomination forms are due and the date on which polling commences.

Article 4 - Ballots4.1 The Chief Electoral Officer shall prepare a ballot, listing as candidates those Members seeking office who

have submitted a completed nomination form by the nomination deadline and who have been deemedeligible.

4.2 Prior to the date on which polling commences, the Chief Electoral Officer shall remove a candidate from

the ballot only under the following conditions:a. Upon receipt of a signed statement from the candidate indicating that the candidate no longer wishes to

be a candidate;b. Where the candidate is no longer eligible for the office the candidate is seeking; or,c. Where the Chief Electoral Officer has found that the candidate has violated an election rule for which

the penalty prescribed is the candidates removal from the ballot.4.3 After the polling period, but prior to submitting final results to the Council, the Chief Electoral Officer shall

disqualify and discard any votes for the candidate only under the following conditions:

d. Where the candidate is no longer eligible for the office the candidate is seeking; or,e. Where the Chief Electoral Officer has found that the candidate has violated an election rule for which

the penalty prescribed is the candidates removal from the ballot.

Article 5 Voting5.1 All voting shall be by secret ballot.5.2 Polling stations shall be open at least six (6) consecutive hours and close no later than 5:30PM EST on each

polling date.5.3 Voting can occur using online means, through a trusted site that has been approved by two-thirds (2/3) of

Council, upon the recommendation of the Chief Electoral Officer or the Vice-President Internal.

Article 6 Election

esults6.1 After the closing of polls, the Chief Electoral Officer shall forthwith tabulate the votes.6.2 A candidate shall be elected with a plurality of unspoiled votes cast.6.3 In the event of only one candidate for an office, they must receive a majority vote in a vote of confidence as

part of the election.

6.4 a. In the event of a tie between two or more candidates for an office, the elected candidate shall be

determined by a runoff election between the tied candidates, officiated by the Chief Electoral Officer andtaking place within seven (7) days after the el ection.

b. In the event of a tie following a runoff election between tied candidates, the Chief Electoral Officershall determine the tie-breaking format.

6.5 In the event that, following a general election, a Councillor position is vacant, the Members may appoint aneligible Member to the position at a Meeting of the Members held prior to the end of that Society

ear.

6.6 No later than seven (7) days after the election, the Chief Electoral Officer shall notify the candidates and theMembers of the final election results, and submit to the Council and the Secretary a signed written statementlisting and certifying those results, including all findings and rulings, and such statement shall be entered

into the minutes of the council.

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Article 7 Transition ofPower

7.1 Following a general election, all those elected shall assume office on the first day of the next Society

ear.

7.2 Following any other election, all those elected shall assume office one (1) week after final election resultsare submitted to the Council.

Article 8 Election

ules8.1 The Council may from time to time by a resolution passed by at least two thirds (2/3) of the Councillors

present at a meeting, prescribe further election rules not inconsistent with this Part, which shall come into

effect at the next posting of a notice of election.8.2 No election rule prescribed by the Council shall restrict the eligibility of a regular Member for any office

beyond the restrictions and regulations outlined in this By-Law, except for the office of an executiveOfficer that is not explicitly defined in this By-Law.

Part V II I Lega l Matters

Article 1 Indemnities1.1 Every Councillor and Officer of the Society, and any other person who has undertaken or is about to

undertake any liability on behalf of the Society or any company controlled by it and their heirs, executorsand administrators, and estate and effects, respectively, shall from time to time and at all times, be

indemnified and saved harmless out of the funds of the Society, from and against:a. All costs, charges and expenses which such Councillor, Officer or other person sustains or incurs in or

about any action, suit or proceedings which is brought, commenced or prosecuted against him, or inrespect of any act, deed, matter of thing whatsoever, made, done or permitted by him, in or about the

execution of the duties of his office or in respect of any such liability; and,b. All other costs, charges and expenses which he sustains or incurs in or about or in relation to the affairs

thereof, except such costs, charges or expenses as are occasioned by his own wilful neglect or default.

1.2 The Councillors may rely upon the accuracy of any statement or reports prepared by the Societys auditorsand shall not be responsible or held liable for any loss or damage resulting from any action based upon

such statement or report.

Article 2 E ecution of Documents2.1 Contracts, documents or any instruments in writing requiring the signature of the Society, shall be signed by

any two Officers, and all contracts, documents and instruments in writing so signed shall be binding upon the

Society without any further authorization or formality.2.2 The Council by resolution may direct the manner in which, and the Officer or Officers by whom any

particular instrument, contract or obligation of the Society may or shall be executed.

2.3 The Council may give the Societys Power of Attorney to any registered dealer in securities for the purposeof and dealing with any stocks, bonds, and other securities of the Society.

Article 3 Books and

ecords

3.1 The Councillors shall see that all necessary books and records of the Society required by the Constitution orby any applicable law are regularly and properly kept.

PA

T IX

inancial Matters

Article 1

iscal Year1.1 Unless otherwise ordered by the Council, the Fiscal

ear of the Society shall end on April 30th.

Article 2 Auditor2.1 The accounts of the Society shall be maintained according to standard accounting practice and annual

financial statements shall be made available to the members upon request.

2.2 Any Regular Member of the Society can demand an independent audit by a chartered accountant by

presenting a written Motion to the Society Council. If the Motion is passed, then the audit shall be

performed, with the cost being absorbed by the Society.

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Article 3 - Banking 3.1 The banking business of the Society, or any part thereof, shall be transacted with such banks, trust

companies or other financial institutions as the Council may designate from time to ti me, and shall be

transacted on the Societys behalf by the Vice-President Finance and any other Officer or employeedesignated by the Council.

Article 4 -

emuneration4.1 Remuneration for all Officers, agents, employees and committee members shall be fixed by the Council by

resolution.

Article 5 - Budget5.1 The Council shall, prior to the end Fiscal

ear, prepare and present to the Members at a Meeting of the

Members a budget setting forth estimated revenues and expenses of the Society for the following Fiscal

ear.

5.2 The budget shall be reviewed by the Members and, prior to implementation, shall be approved by theMembers in the form presented or with such changes as the Members may resolve.

5.3 Upon any budget being approved, the Officers and committees of the Society, for the Fiscal

ear to whichthe budget relates, shall be entitled to carry out any actions contemplated by the budget and in compliancetherewith without further authorization by the Council.

5.4 The Executive may, prior to or during the Fiscal

ear to which a particular budget relates, present to theCouncil amendments to the budget, and any such amendment may be reviewed and amended by the

Council, and shall be approved by two-thirds (2/3) of the Councillors present at a meeting.

5.5 Any expenditure not contemplated in the budget and in excess of one-thousand five-hundred dollars($1500.00) must be authorized by a resolution passed by at least two-thirds (2/3) of the Councillors present

at a meeting.

5.6 Prior to assuming office as the Executive, the Executive-Elect may elect to assume the duties of theExecutive under this Article.

5.7 The Society shall not operate at a deficit unless as outlined in Article 6.

PA

T X Meetings of Members

Article 1

iscal Year1.1 All Meetings of the Members shall be held in a room on campus prescribed by the Society and, subject to

this Part, on such dates and at such times as the Council may determine.1.2 A meeting of the Members may be held only on a weekday and, during the academic year, only on a school

day.

Article 2 General Meeting 2.1 There shall be three general Meetings of the Members held each Society

ear as follows:

a. The Annual General Meeting within the last two weeks of March.

b. A Fall General Meeting within the first two weeks of October.c. A Winter General Meeting within the last two weeks of January.

2.2 At every Annual General Meeting, in addition to any other business that may be transacted, the following

business shall be conducted:a. The report of the Councillors, and the financial statements shall be presented;

b. Any vacancies in the office of a Councillor shall be filled;c. Any mandates to the elected Officers or the Officers-elect shall be given.

2.3 At every Fall and Winter General Meeting, in addition to any other business that may be transacted, the

following business shall be conducted:a. The activities of the Society since the last Meeting of the Members shall be reviewed;

b. Any vacancies in the office of a Councillor shall be filled;

c. Any mandates to the elected Officers shall be given.2.4 At any general Meeting of the Members, the Members may consider and transact any business either

special or general.

11

Comment [JN1]: Is this section missing Articl

6?


12/13

Constitution of t

e Carleton tudent cience ociety

Article 3

ecial

eetings

3.1 The

ouncil or the

resident may call, at any time, a special

eeting o

the

embers.3.2 The

resident shall call a special

eeting o

the

embers upon receipt o

a ritten requisition o

not lessthan

ive-percent (5%) o

the

egular

embers.

Article 4

oting4.1

ach regular

ember in good standing shall be entitled to exercise one (1) vote either in person or by

proxy.4.2

regular

ember in good standing may, by means o

a ritten proxy, appoint a proxy holder to attend and

act on that

embers behal

, at a speci

ic

eeting o

the

embers, in the manner and to the

extent authorized in the proxy.4.3

proxy holder must be a regular

ember o

thej

ociety and shall be limited to holding one (1) proxy per

meeting.

Article 5 Procedure

5.1k

i

teen (15) regular

embers present in person at a

eeting o

the

embers shall constitute a quorum.

5.2 The

resident shall preside at meetings o

the

embers unless the

embers elect another

ember topreside.

5.3

eetings o

the

embers shall be conducted in accordance

ith the rules o

order as adopted

rom time totime by at least t o-thirds (2/3) o

the

embers present at a

eeting o

the

embers, here such rules o

order are not inconsistent ith the

onstitution.5.4

t all

eetings o

the

embers, every question shall be determined by a mal

ority o

votes cast unless theconsent o

a greater number is required by la , the

onstitution or any rules o

order adopted by the

embers.

5.5

t any

eeting o

the

embers, the

ouncil and the

xecutive have the right to propose ith no need o

a

seconder.

Article 6 -m

otice6.1

k

ourteen (14) days ritten notice shall be given to the

embers o

any

eeting o

the

embers.6.2

n

otice o

a

eeting o

the

embers shall:

a.o

uring the academic year, be posted in a prominent location here the

embers normally congregate;or,

b.

t any other time, be sent by electronic mail.6.3 In addition to posted notice or notice sent by electronic mail, notice may also be given in person, by

telephone, by mail, by

ax or in any o

icial publication o

thejociety.

6.4 Where special business is to be conducted, any notice shall contain su

icient in

ormation to permit a

ember to

orm a reasonedl

udgment on the decision to be taken.6.5

orm o

proxy or a reminder o

the right to proxy shall be included in all notices

or a

eeting o

the

embers.

PAR

X I

eneral

Article 1 Constitution1.1 The provisions o

this by-la repeal and annul all previous by-la s o

thej

ociety to date.

1.2 The by-la s o

the j ociety may be repealed or amended by by-la enacted by a mal

ority o

the

ouncil ata meeting and sanctioned by an a

irmative vote o

at least t o-thirds (2/3) o

the members at a meeting

duly called

or the purpose o

considering the said by-la .

1.3 The enactment, repeal or amendment o

a by-la shall not e

ect or be acted upon until the approval o

the

inister o

Industry has been obtained.

Article 2

eetings &m

otice2.1

nless other rules are adopted in accordance ith the

onstitution, the rules contained in the most current

edition o

oberts

ules o

rder shall be used at all meetings inso

ar as they are not inconsistent ith

the

onstitution.2.2

nless other ise stated, all notice o

meetings shall be given in person or by telephone,

ax, or electronic

mail.2.3

n

o error or omission in giving notice o

any meeting, or any adl

ourned meeting, shall invalidate suchmeeting or make void any proceedings taken therein and any person entitled to such notice may at any time

aive notice o

any such meeting and may rati

y, approve and con

irm any or all proceedings taken or had

thereat.

12

Comment [J

2]: Is t

is part

eeded? Effect

w at? Or is it affect?


13/13

Constitution of the Carleton Student Scien ce Society

Article 3

egulations3.1 The Council may prescribe such rules and regulations not inconsistent with these by-laws relating to the

management and operation of the Society as they deem expedient, provided that such rules andregulations shall have force and effect only until the next Annual General Meeting when they shall be

confirmed, and failing such confirmation at such Annual General Meeting, shall at and from that timecease to have any force and effect.

Article 4 Interpretation4.1 In the Constitution and in all other by-laws, rules, regulations, and policies of the Society hereafter passed,

unless the context otherwise requires, the following definitions shall apply:

a.

Constitution means the present by-laws of the Society.

b.

Councillors-elect means the Members elected as Councillors who have not yet assumed office.

c.

science program means a program of study offered by the Faculty of Science.d.

science student means a student registered in a degree offered by the Faculty of Science.

e.

Executive-elect means the Members elected as executive Officers who have not yet assumed office.f.

Faculty means the Faculty of Science at Carleton University.

g.

first year student means a student who has first year standing as defined by Carleton University.

h.

Members present means Members present in person or represented by proxy.

i.

school day means a weekday on which Carleton University is open and classes are scheduled, but

not a day during an official examination period.j.

school year means the period of time commencing on the first day of the fall term, and ending on

the last day of the winter examination period, as determined by Carleton University.

4.2 In this by-law and in all other by-laws, rules, regulations, and policies of the Society hereafter passedunless the context otherwise requires, words importing the singular number or the masculine gender shall

include the plural number or the feminine gender, as the case may be, and vice versa, and references to

person shall include firms and corporations.

Enacted this day of , 2011

Witness the seal of the corporation

, President , Vice-President Internal

13

Comment [JN3]: Why comma before?

Comment [JN4]: Same as above