SMUSC Constitution
The following is the proposed constitution for Saint Mary's University's Sailing Club. These are the rules that will be used to govern the club and how it is operated.
Definitions
Abstain – to refrain from voting.
SMUSA – acronym for Saint Mary’s University Student’s Association.
SRC – acronym for Students’ Representative Council of Saint Mary’s University Student’s Association. (SMUSA).
Quorum - The number of members eligible to vote who must be present in order for a decision to be binding.
Vote by Proxy - A vote that is cast by one entity on behalf of another.
The society shall be known as Saint Mary’s University Sailing Club, herein referred to as the Society.
The Society was established to provide Saint Mary’s University students at all levels of sailing the opportunity to interact, to sail in the Halifax area and to further their knowledge of sailing theory. Objectives of the society shall be:
1. to provide opportunities for Saint Mary’s University students with a common interest in sailing to interact.
2. to provide a sailing program tailored for the needs of the University students.
3. to introduce students with no prior experience of sailing to the sport.
4. to provide sailing opportunities for intermediate and experienced sailors.
5. to arrange lectures and courses for those interested in furthering their knowledge of sailing theory.
6. to promote sailing at Saint Mary’s University and within the community.
In order to become a member of the Society, one must:
1. be a current member of SMUSA,
2. send an email to a member of the Executive indicating interest in membership and providing the following information:
(a) full name,
(b) Banner ID number,
(c) telephone number,
(d) email address
3. have paid in full any membership fees.
The Society or its members shall not discriminate on the grounds of race, colour, religion, sex, gender, sexual orientation, political orientation, nationality, ethnicity, age, mental or physical ability, nor shall we as a society, or any member thereof, promote or subscribe to such discriminations. (As outlined in the SMUSA Constitution).
The officers of the society shall be known collectively as the Executive and consist of:
1. the President of the the Society,
2. the Vice President (Executive) of the Society,
3. the Vice President (Finance) of the Society,
4. the Vice President (Communications) of the Society,
5. the Sailing Coordinator of the Society,
6. the Social Events Coordinator of the Society.
1. All members of the Society shall be able to seek candidacy for an Executive position as permitted by the articles of this constitution.
2. A potential Executive candidate must be a member of the Society at the time of his/her nomination and/or election to position and remain such throughout his/her term.
3. A nominated and/or elected member of the Executive shall cease to be eligible to remain in such a position:
(a) if he/she ceases membership with the Society,
(b) upon the submission of his/her resignation,
(c) upon his/she removal from such position as outlined in Article 9,
(d) if death shall occur.
4. An election shall take place once every academy year no earlier than March 1st and no later than March 31st of the same year. The election shall be for all Executive positions and by means of secret ballot of the eligible membership.
5. The election must take place at a general meeting during the prescribed election timeframe outlined in Article 6, Section 4.
6. The Society’s membership list must be closed no later than two (2) weeks prior to elections.
7. A call for nominations must be advertised no less than two(2) weeks prior to the election.
8. A member may be nominated for more than one position, but may only declare candidacy for one position.
9. In order to be considered a candidate for an Executive position, one must:
(a) be a member of the club as outlined in Article 3,
(b) be nominated by two(2) current members of the society
(c) have their nomination submitted to the Chief Returning Officer prior to the day of the election.
10. A Chief Returning Officer (CRO) shall be appointed during the February Executive meeting. The CRO shall:
(a) be appointed by a vote of the Executive, with the following condition:
i. any member of the Executive who intends to run for re-election or run for another Executive position must abstain.
(b) hold an Election Meeting where:
i. any member of the club may attend,
ii. the election is held no earlier than two(2) weeks after the meeting,
iii. a call for candidates and nominations is made to the membership,
iv. the election schedule is announced and voted on.
(c) act as chair of the Election Meeting
(d) be responsible for the counting of ballots during the election.
(e) at the end of the election, report to the Vice President (Communications) with the result of the election so that they can be communicated to the club.
11. The candidate receiving a plurality of votes (the most votes) shall be declared elected to the position.
12. Once the election schedule has been ratified by the election meeting members, it can only be amended by a two-thirds (2/3) majority vote of the Executive.
13. In the event of a tie vote, there shall be a by-election between the tied candidates within 14 days of the vote being declared.
14. Any candidates declared elected shall take office on May 1st following the election.
15. Should a vacancy arise in any elected position after the election has been held, the council shall appoint a replacement by vote during an Executive meeting.
ARTICLE 7: EXECUTIVE COMMITTEE AND GENERAL MEETINGS
1. Meeting of the Executive shall be subject to the following provisions:
(a) that they be held at least once a month during the academic year,
(b) that at least 48 hours notice must be given before an Executive meeting is held,
(c) that any member of the Society may attend an Executive meeting,
(d) that only members of the Executive (as outlined in Article 5) may vote during Executive meetings,
(e) that a quorum shall consist of half the officers,
(f) that all motions at an Executive meeting shall require a fifty percent plus one(50% + 1) majority to be carried,
(g) that no officer may vote by proxy.
(h) that prior to the adjournment of a meeting, the President of the Society shall confirm the time and date of the next scheduled meeting.
2. General Meetings of the Society shall be subject to the following provisions:
(a) that the Executive must call at least one general meeting per academic year.
(b) that at least five(5) school days notice must be given before a general meeting is held.
(c) that any member of the Society may attend.
(d) that a quorum for a general meeting shall be five percent(5%) of the Society’s membership, and at least half (50%) of the Executive,
(e) that all members of the Society shall be eligible to vote.
(f) that in order for a motion to be carried at a General Meeting, there must be a fifty percent plus one(50% + 1) majority, with the exception of constitutional amendments (as outlined in Article 11).
(g) that no member may vote by proxy.
(h) that a general meeting may only be called by:
i. a motion supported by a fifty percent plus one (50% + 1) majority of the Executive,
ii. a written petition to the Executive signed by no less than 15% of the club’s membership.
iii. that prior to the adjournment of a meeting, the President shall confirm the time and date of the next scheduled meeting, if any.
1. No officer of the Society shall be recalled without just cause.
2. Such just cause includes:
(a) failure of an officer to perform his/her duties as outlined in Article 12.
(b) any misconduct likely to bring the Society into disrepute.
(c) non-attendance of two(2) council meetings without reasonable excuse.
(d) non-compliance of this constitution without reasonable cause.
3. Any member of the society may file a confidential compliant against an officer to the President or any other officer.
4. In the event of an officer’s position comes into question, a General Meeting (as outlined in Article 7, Section 2) will be called and a vote taken.
1. The signing officers of the Society shall be the Vice President (Finance) and the President
2. Each cheque must have the signature of at least one(1) signing officer.
3. Any expenditure over two hundred dollars ($200) must be authorized by a vote at an Executive meeting.
4. All purchases made on behalf of the Society must be authorized by the Vice President (Finance).
5. The fiscal period of the Society shall be from May 1, to April 30.
6. The budget for the Society must be presented to the Executive no later than October 1.
ARTICLE 11: CONSTITUTIONAL AMENDMENTS
Constitutional amendments must be passed by a two-thirds (2/3) majority at a General Meeting.
ARTICLE 12: EXECUTIVE JOB DESCRIPTIONS
1. The President of the Society shall:
(b) be responsible for the general management of the society, including coordinating the activities of the officers.
(c) enforce the Society’s constitution,
(d) be responsible for the holding and reviewing of this constitution,
(e) act as the spokesperson for the Society,
(f) represent the opinions of the Society within the community,
(g) act as Chair of the Executive and General Meetings,
(h) present an annual written report to the Executive,
(i) present any reports to SMUSA Executive and/or SRC in regards to the Society on behalf of the Society,
(j) from time to time perform additional duties as deemed necessary by the Executive.
2. The Vice President (Executive) of the Society shall:
(a) in the absence of the President, perform the duties of the President,
(b) organize classes and lectures related to sailing, including, but not limited to:
i. bringing in guest coaches and speakers,
ii. hosting an Exhibition Regatta,
iii. holding discussion groups,
(c) be responsible for the development and implementation of academic resources for students interested in Sailing,
(d) assign the office hours to the Officers and insure that they are adhered to,
(e) present an annual written report to the Executive,
(f) from time to time perform addition duties as deemed necessary by the Executive.
3. The Vice President (Finance) of the Society shall:
(a) be responsible for the financial administration of the Society,
(b) be responsible for receiving and accounting for all money belonging to the Society.
(c) arrange payment for expenses incurred by the Society,
(d) prepare an annual budget for the Society and present this budget to the Executive for approval as outlined in Article 10, Section 6.
(e) insure that the budget allocations are adhered to,
(f) upon the request of the Executive, provide a detailed financial statement within two(2) weeks of the request.
(g) present an annual written report to the Executive,
(h) from time to time perform additional duties as deemed necessary by the Executive.
4. The Vice President (Communications) of the Society shall:
(a) be responsible for the maintenance of the Society’s mailing list,
(b) take the minutes of the following meetings:
i. the Executive Committee meetings
ii. the General Society meetings
iii. the Annual General meeting,
iv. the Election meeting,
(c) distribute the minutes from the previous meeting to the Executive before the commencement of the next meeting,
(d) maintain the Society’s website,
(e) publish and distribute the monthly newsletter of the Society,
(f) act as chair of the Communications Committee,
(g) present an annual written report to the Executive,
(h) from time to time perform addition duties as deemed necessary by the Executive.
5. The Sailing Coordinator of the Society shall:
(a) in conjunction with the President, liaise with other sailing organizations in the community.
(b) coordinate the sharing of resources between sailing organizations and the Society,
(c) organize sailing events on behalf of the Society,
(d) in conjunction with the Vice President (Communications), advertise any sailing events or team sponsored/organized by the Society,
(e) from time to time perform addition duties as deemed necessary by the Executive.
6. The Social Events Coordinator of the Society shall:
(a) plan all social events put on by the Society,
(b) in conjunction with the Vice President (Finance), organize events to raise funds for the Society,
(c) operate of all the Society’s social events and be responsible for everything including, but not limited to:
i. advertising,
ii. set up,
iii. clean up,
iv. purchasing products,
v. booking spaces,
(d) act as chair of the Social Events Committee,
(e) present an annual written report to the Executive,
(f) from time to time perform addition duties as deemed necessary by the Executive.
8) In addition to the above sections in this article, each member of the Executive Council member shall:
(a) become familiar with this constitution.
(b) keep accurate records concerning their activities and responsibilities.
(c) orient his/her successor.
ARTICLE 13: COMMITTEES
1. In addition to the Executive Committee, the Society will also form other committees designed to assist the Executive with the operation of the club. Each committee is chaired by a member of the Executive.
2. Committee Members shall be appointed by the Executive member in charged of each committee.
3. The Communications Committee shall:
(a) assist the Vice President Communications in carrying out his/her duties as outlined in Article 12, Section 4.
(b) Assist in the publication of the society’s newsletter and web page content.
(c) from time to time perform addition duties as deemed necessary by the Executive.
4. The Sailing Events Committee shall:
(a) assist the Sailing Events Coordinator in carrying out his/her duties outlined in Article 12 Section 5.
(b) from time to time perform addition duties as deemed necessary by the Executive.
5. The Social Events Committee shall:
(a) assist the Sailing Coordinator in carrying out his/her duties outlined in Article 12, Section 6.
(b) from time to time perform addition duties as deemed necessary by the Executive.
Last Updated by Danny Young 08 Dec 05.