Officers
A. PRESIDENT: Shall preside over all meetings, direct all official business, and supervise and approve of all club functions. Shall create an agenda (with assistance from the Vice-President), and preserve order throughout all club meetings. Signing authority is bestowed upon the President so that he/she may approve or reject all financial transactions.
B. VICE-PRESIDENT: Shall assume all duties of the President in the event of his/her death or resignation, until the position is filled in accordance with the by-laws. Shall act as an aide to the President and will represent the President upon request. Signing authority is bestowed upon the Vice-President should the President be unavailable to grant authority, the Vice-President will represent the President upon request.
C. DIRECTOR OF FINANCE: Shall be responsible of keeping track of all club finances, both the deposit and withdrawal of funds. Shall have charge of all funds of the club, and shall place same in a bank approved by the Executive Committee. Such money shall be withdrawn by check, by both the Director of Finance and the President, or in case of emergency, the Vice-President. Shall complete an annual financial report providing details on all transactions made and have subsequent documents and receipts to prove each transaction is valid. The financial report will include journal entries & a balance sheet, which will be signed and approved by the President.
D. DIRECTOR OF MARKETING: Shall be responsible for the promotion of all club events to both members and non-members. Shall have charge of designing all tickets and posters for club events and for displaying posters in public areas. Shall also be responsible for coordinating ticket sales. Will manage, design, and update club web site.
E. DIRECTOR OF INTERNAL/EXTERNAL RELATIONS: Shall be responsible for updating members with events being held by the club. These updates will be provided to members by email. Shall also be the club’s link to the Students’ Federation of the University of Ottawa. Being this link requires informing the Executive Committee of any news regarding either the International House or SFUO meetings or regulation changes as well as collecting the club’s mail from the mailbox located in the SFUO office. External duties include keeping open communication with other University associations for future joint ventures. Shall be responsible for sponsorship coordination with Executive Committee. Shall be responsible for contacting and meeting any other establishments to organize events off of campus, for example nightclubs for dances, restaurants, or other social establishments, this can be coordinated with other Executive Committee members.
F. DIRECTOR OF COMMUNICATIONS/TRANSLATION: Shall be responsible for keeping Executive Committee informed of meeting times. Knowledge of other languages is recommended in order to provide translation assistance for print or for interacting with members. Assisting all other executives in their duties. Shall compose formal letters or proposals if required by SFUO.
Section 3: Elections:
A. Elections of Officers will occur once a year, near the end of the second semester.
B. Only members of the club may be nominated/elected for an Officer’s position.
C. The nominations of Officers will be held annually at the beginning of March.
D. Platforms for elections will be held towards the end of March.
E. The election of Officers will be held annually the first week of April. Elections will be by secret ballot determined by plurality vote. No proxy votes are allowed and no votes by email will be accepted. Elections for each Officer shall be held separately in the order listed in Article V, Section 2.
F. It is the decision of the current Executive Committee whether to hold a voting booth in the University Centre or have voting commence during a set meeting for all members.
G. Tallying of the ballots will be done in private and the elected officers will be personally notified.
H. In the unlikely chance of a tie, the nominees will be given a second platform with which a second secret ballot vote will decide the outcome. Should another tie result from the voting, the current Executive Committee may hold a private interview with the nominees and select the nominee best suited for the office.
Section 4: Eligibility to Vote
Only members of the association are entitled to vote. Proxy Votes are NOT PERMITTED.
Section 5: Term of Office
The term of office is one year. The term shall begin at the end of the second semester
and continue until the next election is held.
Section 6: Vacancies
A. In the event of an office becoming vacant, nominations shall be requested and an election will be held to fill the unexpired term of the individual vacating the office.
B. Should an office be left vacant after elections, with no nominees, the Executive Committee can choose to either keep the office vacant, or nominate a member, upon the member’s acceptance, who can best fulfill the requirements of the position.
Section 7: Turnover
A. Upon completion of their term in office, each Officer is required to hand over a turnover report to the new Executive Committee as in explained Article III, Section 1.
B. Financial Turnover will be discussed in Article VI, Section 1.
Article IV: Meetings
Section 1: General Information
A. General meetings for all members will be held at least once a term.
B. Executive Committee meetings will be held at least once a month, but closed to members. There will be preset time set aside prior to Executive Committee meetings for members to address the committee.
C. Each meeting will have an agenda (created by the president and vice-president) and is open to anyone who is interested in suggesting ideas, who would like more information, or who would like to help out in the planning of any club activities.
D. At least two weeks notice must be given to all members prior to meetings.
Section 2: Quorum
A. 25% of the general membership constitutes quorum for voting purposes
B. At least four out of the six officers must be present at the Executive Committee meeting.
Section 3: Voting
A. Only members of the Chinese Students’ Association have the right to vote. NO proxy votes are permitted.
B. Upon voting must show that they are a member of the association by providing their membership card and that they are a student at the University of Ottawa by providing their student identification.
C. A member’s vote will be consider invalid if proper identification cannot be provided. A member’s right to vote will be removed upon expulsion of member or officer.
Article V: Expulsion
Section 1: Members
A. A member may be expelled from the club for any of the following reasons:
1) Any action, which would reflect, dishonors or disgraces the club.
2) Any racial discriminatory or prejudicial statement or action towards any member.
3) If the membership feels that a members’ participation is no longer mutually beneficial to the organization.
B. In order to remove a member from the club, the following procedure must be followed:
1) All charges must be submitted in writing, along with any supporting affidavits and exhibits, to the Executive Committee. (By appointment only)
2) The Executive Committee will investigate all charges and present its findings to the membership at the next regular or special club meeting.
3) Upon achieving quorum, a secret ballot vote of the membership in attendance at said meeting is required for removal.
C. Reinstatement into the club can only be done, should all requirements be met (Article II, Section 1), at the beginning of the next semester.
Section 2: Officers
Any Officer or Executive Committee member may be removed from office by following the procedures outlined in Article VI, Section 1.
Article VI: Finance & Spending
Section 1: Financial Turnover
A. At the end of their term in office, the President, Vice-President, and the Director of of Finance, must provide a signed letter of authorization to hand over the club’s financial account to the new Executive Committee (Appendix B).
B. Along with the letter, ALL financial statements & records, including all forms of receipts must be handed over to the new Director of Finance. This also includes the chequebook, receipt book, and bankcard.
C. There must be three separate officers who have signing authority on all cheques. NO LESS THAN two signatures are required for each cheque. Only the President, Vice-President, and the Director of Finance are allowed signing authority.
D. A minimum amount of $500 is required to be handed over to the next Executive Committee upon turnover.
Section 2: Funding
A. Club funds shall be donated from the club dues, events, ticket sales, fundraisers, and sponsors.
B. Funds received in Cash must be counted by at least the Director of Finance and one other Executive Committee member, preferably the President or Vice-President. A Funds Acceptance Form must also be filled out and signed (Appendix C).
Section 3: Authorized Spending
A. No Executive Committee member will be authorized to expend funds without the permission either of the President, Vice-President, and/or the Director of Finance.
B. Reimbursement of personal spending for the club will only occur if authorization for any purchases has been approved by at least the President or Vice-President.
C. All club cheques must be signed by AT LEAST the President or Vice-President and the Director of Finance.
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