Our Constitution

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Constitution 2011-2012________________________________________ Table of Contents

Contents...........................................................................................................................1. Mission and Core Competencies 4

Mission 4

......................................................................................................................................Core Competencies 4.............................................................................................................................................2. Name of Associa7on 4

....................................................................................................................3. General Members of the Associa7on 4

..........................................................................................................................................Current Students 4

Alumni 5

..............................................................................................Past and Current Faculty and Staff Members 5

.............................................................................................................................Members of Community 5......................................................................................................4. Execu7ve Board Members of the Associa7on 5

.......................................................................................................................5. Execu7ve Board Member Eligibility 6

......................................................................................................................................................President 6

......................................................................................................................................................Secretary 6

.............................................................................................................................Chairperson of the Board 6

........................................................................................................................................D. Vice Presidents 7

..................................................................................................................................................E. Directors 7

........................................................................................................................................F. Representatives 7

...............................................................................................................................................G. Volunteers 7................................................................................................................6. Execu7ve Board Member Expecta7ons 7

.......................................................................................................................................Time Commitment 7

.........................................................................................................Executive Board Meeting Attendance 7

....................................................................................................................Event and Activity Attendance 8

.......................................................................................................................Organizational Commitment 8

............................................................................................................................................Communication 8

............................................................................................................Professionalism and Representation 8

.............................................................................................................................................Confidentiality 9

.......................................................................................................................................Conflict of Interest 9

Trent Business StudentsÊ Association Constitution 2011-2012

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..........................................................................................7. Execu7ve Board Member Du7es and Responsibili7es 9

......................................................................................................................................................President 9

....................................................................................................................................................Secretary 10

...........................................................................................................................Chairperson of the Board 10

...........................................................................................................................Executive Vice President 10

...............................................................................................................................Vice President Finance 11

................................................................................................................Vice President Communications 12

................................................................................................................................Director of Marketing 12

..............................................................................Director of International Affairs and Public Relations 12

...........................................................................................................Vice President Corporate Relations 13

.............................................................................................................................Director of Sponsorship 13

...............................................................................................................Vice President Academic Affairs 13

........................................................................................................Liaison of Professional Designations 14

.........................................................................................................................First Year Representatives 14

..................................................................................................................................JDCC Co-Captain(s) 15

.................................................................................................................Vice President Social Relations 15

....................................................................................................................Director of Alumni Relations 15

..................................................................................................................................Director of Athletics 16

.....................................................................................................................................General Volunteers 16

...............................................................................................................Volunteer - Event Photographers 16

...............................................................................................................Presidential Nomination Process 17

...........................................................................................................................General Election Process 17

...........................................................................................................................Official TBSA Transition 18

....................................................................................................................................Bi-Election Process 19

...............................................................................................Vacated Position Internal Election Process 20.................................................................................................9. Execu7ve Board Member Misconduct Protocol 21

.........................................................................................................................................10. Opera7onal Protocol 22

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1. Mission and Core Competencies

A. MissionTo strengthen and facilitate the relationship between all stakeholders within the Business Administration program by creating unity among students, faculty, alumni and the community at large. Through this relationship the Trent Business Students’ Association creates value by pursuing initiatives to engage all stakeholders. We aspire to challenge and assist Trent business to continually progress toward a diverse and unique school of business.

B. Core Competencies

Assisting students in recognizing the importance of experiential learning by creating the means necessary for personal and professional growth in an extracurricular setting.

Providing the platform for students to enhance their business education through social, athletic and philanthropic initiatives.

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2. Name of Association

Trent Business Students’ AssociationAbbreviated ‘TBSA’Herein ‘the association’

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3. General Members of the Association

Those individuals covered under this constitution as ‘General Members’ include:

A. Current Students


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All individuals enrolled in the Business Administration Program at Trent University; this includes major, joint-major, and minor concentrations.

B. Alumni

Graduated alumni from the Business Administration Program; this includes major, joint major, and minor concentrations.

C. Past and Current Faculty and Staff MembersAll past and current faculty and staff members of the Business Administration Program.

D. Members of CommunityAll members of the community who impact and are impacted by the initiatives of the association.

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4. Executive Board Members of the Association

A. President B. Secretary C. Chairperson of the Board D. Vice Presidents

i. Executive Vice Presidentii. Vice President Financeiii. Vice President Communicationsiv. Vice President Corporate Relationsv. Vice President Academic Affairsvi. Vice President Social Relationsvii.Vice President Athletics

E. Directors

i. Director Sponsorship Directorii. Director of Alumni Relationsiii. Director of Marketingiv. Director of International Affairs and Public Relations


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F. Representativesi. Liaison of Professional Designationsii. First Year Representatives (2)iii. JDCC Co-Captain (2)

G. Volunteersi. Event Photographerii. General Volunteers

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5. Executive Board Member Eligibility

To be considered for an Executive Board Member position, an individual shall have:

A. President

i. Status as a registered full or part-time, major, joint-major, or minor student in the Business Administration Program.

ii. A minimum of one year of previous experience as a TBSA Executive Board Member in the capacity of Secretary, Vice President, Director, Chairperson of the Board, or Representative.

iii. A minimum cumulative academic average of 75 percent

B. Secretary


ii. A minimum cumulative academic average of 70 percent.

C. Chairperson of the Boardi. Status as a registered full or part-time, major, joint-major, or

minor student in the Business Administration Program.ii. A minimum cumulative academic average of 70 percent. iii. This is an appointed position decided upon by the newly elected

board directly proceeding the election period.


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D. Vice Presidentsi. Status as a registered full or part-time, major, joint-major, or

minor student in the Business Administration Program.ii. A minimum cumulative academic average of 70 percent.

E. Directors



F. Representatives



G. Volunteers

i. Status as a registered full or part-time, major, joint-major, or minor student in any program at Trent University.

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6. Executive Board Member Expectations

Individuals elected as Executive Board Members are required to act and perform in a manner that conforms to the following expectations:

A. Time CommitmentIndividuals are required to spend a minimum of four hours per week attending to their duties and responsibilities as outlined in Section 7.

B. Executive Board Meeting Attendance


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Individuals are required to be in attendance at a minimum of 80 percent of scheduled Executive Board Meetings.

i. Under extenuating circumstances where this expectation cannot be fulfilled, the individual is required to provide notification of their absence to the President a minimum of 24 hours prior to the scheduled meeting time.

ii. Failure to provide such notification will result in a review of misconduct as outlined in Section 9.

C. Event and Activity AttendanceIndividuals are required to be in attendance at a minimum of 80 percent of non-cost associated and 50 percent of cost-associated scheduled events and activities.

i. Under extenuating circumstances where this expectation cannot be fulfilled, the individual is required to provide notification of their absence to the President a minimum of 24 hours prior to the scheduled meeting time.

ii. Failure to provide such notification will result in a review of misconduct as outlined in Section 9.

D. Organizational CommitmentIndividuals are prohibited from holding voting positions within other Trent University student organizations for the upcoming year.

i. Failure to adhere to this expectation will result in a review of misconduct as outlined in Section 9.

E. CommunicationIndividuals are required to be accessible via email and telephone,. In addition, individuals are expected to respond to all forms of communication within 24 hours of the message receipt.


F. Professionalism and RepresentationIndividuals are required to portray the association in a professional and positive manner, both internally and externally of the association,


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through proper demeanour and dress code, which should appropriately reflect the formality of events and activities.


G. ConGidentialityIndividuals are prohibited from divulging confidential information regarding the strategies, actions, and on-goings of the association.


H. ConGlict of Interest

Individuals are expected to refrain from affecting the association with the intent of personal gain


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7. Executive Board Member Duties and Responsibilities

A. Presidenti. Conduct and oversee the general operations of the association.ii. Act as the official representative and spokesperson for the

association.iii. Schedule weekly Executive Board Meetings.iv. Create and distribute an agenda for each Executive Board

Meeting at least 48 hours prior to the scheduled meeting time.v. Actively represent the viewpoints and concerns of the

association to the Business Administration Program.vi. Act as a representative of the association at official meetings

of the Trent Business Council.vii. Act as a co-signer with the Vice President Finance for all

financial matters. viii. Meet with each Executive Board Member individually at least

once per academic term to establish position related goals,


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clarify roles, discuss expectations, and to ensure clear communication within the association.

ix. Review the position responsibilities with each Executive Board Member individually at the beginning of their term

x. Attend the annual RoundTable conference and act as the official representative of the association. (If unable to attend, the acting president must send a proxy representative)

xi. Schedule and execute, along with the Vice President Finance, the change of financial authority over the TBSA bank account at BMO Bank of Montreal at the time of transition.

xii. Develop and execute a succession plan which facilitates a smooth transition between the elect and outgoing TBSA Executive Board Members.

xiii. Update and revise the TBSA Constitution by the end of the presidential term.

B. Secretaryi. Take the record of minutes at all Executive Board Meetings and

maintain a compilation of minutes in the secretarial binder.iii. Assist the President in facilitating meetings when necessary.iv. Distribute meeting minutes to TBSA Executive and Board

Members within forty-eight hours of the completion of the meeting.

v. Assist the Vice President Social Relations in planning and facilitating internal Executive Board Member events and activities.

C. Chairperson of the Boardi. Maintain conduct and ensure order during all board meetingsii. Preside over meetings in accordance with Robert’s Rules to

uphold the constitution principlesiii. Holds the right to remove a disorderly board member whom is

in violation of Robert’s Rules from the current meeting.iv. Holds the right to adjourn the meeting at any time should they

feel the meeting is not being run in accordance with the constitution

v. Remain impartial to board discussions and conflicts

D. Executive Vice President


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i. Complete and submit the TCSA Clubs and Groups Registration Package with the Vice President Finance.

ii. Assist Board Members in the completion of their positional requirements.

iii. Assist the President in organizational sustainability, tasks, and conflict resolution by ensuring cohesiveness amongst Executive Board Members through acting as a mediator.

vi. Initiate and maintain relationships between the association and other Trent University student organizations.

iv. Initiate and maintain relationships between the association and other external student and professional organizations.

vii. Assume the responsibilities of the President, temporarily/permanently, should the President resign, become absent, ill, or removed.

viii. Act as a representative of the association at official meetings of the Trent Business Council.

E. Vice President Financei. Oversee all financial matters of the association.ii.Act as a co-signer with the President for all financial matters.iii.Provide a presentation of the association’s financial position at

each weekly meetingiv.Create and present a proposed budget to the TCSA prior to the

registration of the association for each academic year.v.Complete and submit the TCSA Clubs and Groups Registration

Package with the Executive Vice Presidentvi.Maintain all accounting records of the association under a guided

system of accounting principles.vii.Manage the association bank account at BMO Bank of Montreal. viii.Facilitate the permission of expensing and return of expenses to

Executive Board Members while ensuring there is transparency, accountability, and consistency.

ix.Ensure that money is properly spent within budgeted allocations.x.Apply to obtain funding from the TCSA and each of the four Trent

University Colleges by preparing applications and delivering presentations.

xi.Participate, along with the President, in the change of financial authority over the association bank account at BMO Bank of Montreal at the time of transition.


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F. Vice President Communicationsi. Coordinate, assist, and oversee the operations of the

communications committee; made up of the Vice President Communications, Director of Public Relations and Director of International Affairs.

ii. Manage and ensure the professionalism of the association brand in all internal and external communication media.

iii. In partnership with an event committee, develop and distribute creative and aesthetically-appealing written, visual, and auditory advertisements of events and activities.

iv. Coordinate and maintain the association’s website, the association’s MyLearningSystem intranet page, and the association’s social media outlets on a weekly basis.

v. Facilitate all communications to be forwarded through Trent University and Peterborough communication channels.

vi. Coordinate and assist Executive and Board Members with in-class presentations and the associated advertising materials.

vii. In partnership with the Director of Public Relations, develop and maintain an effective network of contacts with the Peterborough media community, including newspapers, magazines, radio stations, and televisions stations.

viii. In partnership with the Director of Public Relations, produce and distribute the TBSA Quarterly newsletter four times per year; in September, November, January, and March.

G. Director of Marketingi. Produce and coordinate the execution of a year-long

marketing and communications framework for the association, including news releases, public service announcements, and brand enhancement initiatives.

ii. Assist in the production of the TBSA Quarterly newsletteriii. Assist with the operations of the communications committee;

made up of the Vice President Communications and Director of International Affairs and Public Relations.

H. Director of International Affairs and Public Relationsi. Initiate and maintain relationships between the association

and other external student organizations.ii. Attend the board meetings of the Trent International Student

Association and report as necessary at the associations meetings


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iii. Assist with the operations of the communications committee; made up of the Vice President Communications and Director of Marketing

iv. Provide continuity between the association and international business students for the benefit of both stakeholder groups.

I. Vice President Corporate Relationsi. Coordinate, assist, and oversee the operations of the corporate

relations committee; made up of the Vice President Corporate Relations and Director of Sponsorship.

ii. Coordinate the updating of the TBSA Corporate Partners Program and its distribution to businesses, industry, and professional associations.

iii. In partnership with the event committee, ensure all sponsorship benefits are provided and satisfactory to all of the association’s corporate partners.

iv. Actively pursue networking opportunities and a development of brand image within the local business community.

J. Director of Sponsorshipi. Assisting the Vice President Corporate Relations in forming

and maintaining relationships with potential corporate partners.

ii. Facilitate the recognition of corporate partners before, during and after their participation.

iii. Assist with the operations of the corporate relations committee; made up of the Vice President Corporate Relations and Director of Sponsorship.

K. Vice President Academic Affairsi. Coordinate, assist, and oversee the operations of the academic

affairs committee; made up of the Vice President Academic Affairs, and Liaison of Professional Designations.

ii.Coordinate internal and external academic events, conferences, competitions, and workshops in partnership with the Liaison of Professional Designations.

iii.Act as the primary contact for all external organizers of academic events, conferences, competitions, and workshops in partnership with the Liaison of Professional Designations.


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iv.Advertise and distribute information regarding all external academic events, conferences, competitions, and workshops and their associated funding opportunities to Trent Business Students in partnership with the Liaison of Professional Designations.

v.Develop and facilitate internal academic speaker events and workshops.

vi.Act as the official liaison between the association and the Trent University Career Centre. This includes attending regular Career Centre meetings and coordinating volunteers to assist in the execution of various Career Centre events throughout the academic year.

L. Liaison of Professional Designationsi. Build and maintain relationships with professional accounting rep,

human resource rep, finance and marketing designations.ii.Act as the representative in all communication between the

association and professional designation organizationsiii.Assist with all operations of the academic affairs committee; made

up of the Vice President Academic Affairs and Liaison of Professional Designations.

iv.Coordinate internal and external academic events, conferences, competitions, and workshops in partnership with the Vice President Academic Affairs

v.Act as the primary contact for all external organizers of academic events, conferences, competitions, and workshops in partnership with the Vice President Academic Affairs

vi.Advertise and distribute information regarding all external academic events, conferences, competitions, and workshops and their associated funding opportunities to Trent Business Students in partnership with the Vice President Academic Affairs.

M. First Year Representativesi. Assist in the coordination and execution of the duties and

responsibilities carried out by Executive Board Members.ii. Promote and create awareness about the association and its

related events and activities to first year Trent Business Students through class presentations, announcements, and marketing.


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iii. Develop and distribute an annual survey for Trent Business Students during the election period.

iv. In partnership with the Vice President Communications, create, execute and monitor the association’s bulletin board located in the Business Administration office.

N. JDCC Co-‐Captain(s)

i. Responsible for creating, managing, and training the Trent delegation to compete at the Jeux de Commerce Central competition

ii.Responsible for attending meetings as required by the members of the association

iii.Responsible for attending the meetings as required by the JDCC Organizing Committee

O. Vice President Social Relationsi. Coordinate, assist, and oversee the operations of the social

relations committee; made up of the Vice President Social Relations and Director of Alumni Relations.

ii. Oversee all social events and activities.iii. Develop strategies for increasing student, faculty, and staff

participation in events and activities.iv. Actively pursue networking opportunities and the development

of relationships with local entertainment and social establishments.

v. In partnership with the Secretary, plan and facilitate internal Executive Board Member events and activities.

P. Director of Alumni Relationsi. Develop, promote, and maintain a Trent Business Alumni

Association, including a secure website to aid in social networking.

ii. Maintain a list of Trent Business Alumni members and facilitate an ongoing relationship between those members and the association.

iii. Invite Trent Business Alumni members to relevant events and activities with a minimum of four weeks notice.


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iv. Actively recruit Trent Business Alumni members to speak at relevant events and activities.

v. In partnership with the Vice President Corporate Relations, generate sponsorship opportunities through communications with Trent Business Alumni members.

vi. Maintain a working relationship with the Trent Alumni Association

vii. Assist with the operations of the social relations committee; made up of the Vice President Social Relations and Director of Alumni Relations.

Q. Director of Athleticsi. Facilitate the entrance of a TBSA athletics team in a minimum

of one Trent University intramural sport league in both the fall and winter term. This includes advertising, team roster creation, registration, uniform distribution, and general team management.

ii. Actively promote the benefits of athletics and recreation to the health and wellness of Trent Business Students.

R. General Volunteersi. Assist in the coordination and execution of the duties and

responsibilities carried out by elected Executive Board Members.

S. Volunteer -‐ Event Photographersi. Photograph the association’s eventsii. Send photos to Vice President Communicationsiii. A contract must be signed indicating that all photos taken are

property of the association.iv. It is the responsibility of the event photographer to have their

own equipment

________________________________________ 8. Executive Board Member Election Protocol

Each year, the association conducts an election process in order to facilitate selection of the forthcoming academic year’s Executive Board Members. Prior to this process the TBSA Constitution must be reviewed and revised, if necessary, as outlined in Section 10, C, and made


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accessible to all individuals covered under this constitution. Once these preparatory steps have occurred, the election process may begin.

A. Presidential Nomination Processi. In the third week of January, candidate(s) who are eligible

and wish to be considered as the President for the forthcoming academic year must make their intentions known to the acting President.

ii. All Presidential candidates will be asked to present their platform to the current board.

iii. The presidential nomination process is subject to the following stipulations of conduct:a. All contests are subject to quorum rules, as outlined in

Section 10, E.b. Potential candidate(s) are required to publicly disclose

their campaign before the general election. c. In the event of a draw between the potential candidates,

a second round of voting will be held during the general election.

B. General Election Processi. In the fourth week of January and the first and second weeks

of February, a general election process will occur in which those eligible individuals who wish to be considered for a position as an Executive Board Member will be able to begin the process of application. The election process entails three phases: The application period, the campaign period, and the official election.

ii. The application period is subject to the following stipulations of conduct:a. During this period, eligible individuals are able to submit

an application indicating their interest in acting as an Executive Board Member. The application will be made available at the beginning of the application period.

b. Outstanding applications will be required for submission at a predetermined time in order to be considered for the election process. Once submitted, the current Executive Board will review the applications. Those successful applicants will be notified of their inclusion in the election.


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c. The successful applicants, once notified, will be allowed and encouraged to participate in an election campaign. Additionally, those successful applicants will be asked to submit a brief profile, election message, and personal photograph of themselves to be posted on the association’s website. The documents will be used for potential student voters to familiarize themselves with the election candidates.

iii. The campaign period is subject to the following stipulations of conduct:a. During this period, advertising via posters, flyers, email,

online social networking, in-class presentations, and word of mouth are allowed and encouraged. Prior to this period, however (during the application period), all forms of documented campaigning (i.e. posters, flyers, email, and in-class presentations) are not allowed and considered grounds for application disqualification. The use of online social networking and word of mouth, however, is allowed and encouraged.

iv. The official election is subject to the following stipulations of conduct:a. During the official election period, any individual

covered under this constitution is able to cast a ballot at an official election station, voting for the election candidates. Voting will take place during the election period. Those candidates who are successfully elected will be notified of their success.

C. OfGicial TBSA Transitioni. The association’s Transition is the ceremonial exchange of

power between the elect and outgoing Executive Board Members. During the transition there are two important steps, the association’s Transition Meeting and the Official Transition Day.

ii. The association’s Transition Meeting is subject to the following stipulations of conduct:a. During the mandatory meeting, each outgoing Executive

Board Member is required to provide each elect Executive Board Member with a package containing key protocols, references and materials. This meeting is to


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take place during the week prior to the Trent Business Spring Gala.

iii. The Official Transition Day is subject to the following stipulations of conduct:a. On the Sunday following the Trent Business Spring Gala,

the outgoing Executive Board Members officially exchange power, and all associated duties and responsibilities, with the elect Executive Board Members.

D. Bi-‐Election Process

i. In the third and fourth weeks of September and the first week of October, a bi-election process will occur in which those eligible individuals who wish to be considered for the First Year Representative positions or any vacant Executive Board Member positions will be able to begin the process of application. The bi-election process entails three phases: The application period, the campaign period, and the official election.

ii. The application period is subject to the following stipulations of conduct:a. During this period, eligible individuals are able to submit

an application indicating their interest in acting as an Executive Board Member. The application will be made available at the beginning of the application period.

b. Outstanding applications will be required for submission at a predetermined time in order to be considered for the election process. Once submitted, the current Executive Board will review the applications. Those successful applicants will be notified of their inclusion in the election.

c. The successful applicants, once notified, will be allowed and encouraged to participate in an election campaign. Additionally, those successful applicants will be asked to submit a brief profile, election message, and personal photograph of themselves to be posted on the association’s website. The documents will be used for potential student voters to familiarize themselves with the election candidates.

iii. The campaign period is subject to the following stipulations of conduct:


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a. During this period, advertising via posters, flyers, email, online social networking, in-class presentations, and word of mouth are allowed and encouraged. Prior to this period, however (during the application period), all forms of documented campaigning (i.e. posters, flyers, email, and in-class presentations) are not allowed and considered grounds for application disqualification. The use of online social networking and word of mouth, however, is allowed and encouraged.

iv. The official election is subject to the following stipulations of conduct:a. During the official election period, any individual

covered under this constitution is able to cast a ballot at an official election station, voting for the election candidates. Voting will take place during the official election period. Those candidates who are successfully elected will be notified of their success..

E. Vacated Position Internal Election Process

i. In the event that an Executive Board Member position becomes vacant during the year, or remains vacant after the general election process and bi-election process, a vacated position internal election process occurs. This election process takes place internally within the organization and is triggered by the nomination of an individual or individuals by Executive Board Members.

ii. The vacated position internal election process begins with a forwarding of the nomination by the nominating Executive Board Member(s). Once the nomination has been forwarded the individual(s) who wish to be considered for the vacated position will address the Executive Board and request a vote of confidence. In the instance that more than one individual is being considered for the position, a vote of confidence will be structured as a contest between the two or more candidates.

iii. The vacated position internal election process is subject to the following stipulations of conduct:a. All contests are subject to quorum rules, as outlined in

Section 10, E.b. Once the potential candidate(s) have addressed the

Executive Board, they will be required to leave the room


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while the vote of confidence is made and the successful individual is decided.

c. In the event of a draw between the potential candidates in contest, the Chairperson shall submit a deciding vote.

d. During the vacated position internal election process, in the event that all potential candidates are unsuccessful in achieving a vote of confidence, the floor will be opened for further nominations by Executive Board Members. Should no individual be nominated, the position will remain vacant until the next general election process, or until a further nomination is forwarded by an Executive Board Member. While vacated, the duties and responsibilities of the position shall be taken on by the appropriate committee or by the Executive Vice President in the absence of a committee structure.

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9. Executive Board Member Misconduct Protocol

Individuals who are elected into Executive Board Member positions and do not put forth an acceptable effort in fulfilling the duties and responsibilities of the position, as outlined in Section 7, or are not meeting the expectations of Executive Board Members, as outlined in Section 6, as defined by the judgement of the President and Executive Vice President, or who are found to be problematic, as defined by the judgement of the Executive Board Members, will receive two warnings, in the form of a written or electronic statement. Following these warnings, the individual will be placed on a four week probation as voted upon by the board. If no noticeable improvement occurs, the individual will be subject to a motion of impeachment.

A. Motion of Impeachment of any Executive Board Member

i. A motion of impeachment for any Executive Board Member can be forwarded by any board member, only after the individual in question has received two warnings of misconduct and experienced a period of probation of four weeks as voted upon by the board.

ii. Once the motion of impeachment has been forwarded, the individual will be provided with one final opportunity to


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address the Executive Board and provide explanation for the misconduct in question.

iii. Once the individual has addressed the Executive Board, they will be required to leave the room while a vote of conviction is made and the outcome of the impeachment motion is decided.

iv. The vote of conviction is subject to quorum voting rules, as outlined in Section 10, E.

v. If convicted, the individual is relieved of their duties as an Executive Board Member and is required to return all property of the association.

B. Motion of Impeachment of the President

i. A motion of impeachment for the President can be forwarded by the Chairperson, only after the President has received two warnings of misconduct and experienced a period of probation of four weeks as voted upon by the board.

ii. Once the motion of impeachment has been forwarded, the President will be provided with one final opportunity to address the Executive Board and provide explanation for the misconduct in question.

iii. Once the President has addressed the Executive Board, they will be required to leave the room while a vote of conviction is made and the outcome of the impeachment motion is decided.

iv. The vote of conviction is subject to quorum voting rules, as outlined in Section 10, E.

v. If convicted, the President is relieved of their duties and is required to return all property of the association.

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10. Operational Protocol

A. Meetingsi. All Executive Board Meetings are to be conducted under the

structure of Robert’s Rules, as chaired and directed by the Chairperson of the Board.

ii. All decisions made by the association require a motion to be put forth by any Executive Board Member. Once motioned, the decision making process is subject to regular voting rules.


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B. Electionsi. A vote of confidence, as it relates to the election process, as

outlined in Section 8, is subject to quorum voting rules, as outlined in Section 10, E.

ii. A contest, as it relates to the election process, as outlined in Section 8, arises when two or more candidates are in direct competition with each other in an attempt to obtain a vote of confidence for an Executive Board Member position, and is subject to quorum voting rules, as outlined in Section 10, E.

C. Constitutional Amendmentsi. Each year, the association’s Constitution must be reviewed and

amended prior to the general election process.ii. Prior to this review and amendment, the President is required

to notify the Executive Board of the review and request the submission of amendments. Those amendments are to be included or excluded at the discretion of the President.

iii. Once the review and amendments are completed, the updated Constitution must be presented to the Executive Board and approved under quorum voting rules, as outlined in Section 10, E.

iv. Once approved, the amendments and updated Constitution will be binding thereafter.

D. Regular Voting Rulesi. For regular voting rules, there is no minimum number of

Executive Board Members that must be present for the vote to occur; however, the vote must take place during a scheduled Executive Board Meeting.

ii. The decision, to be considered for a vote under regular voting rules, must first be put forward as a motion by any Executive Board Member.

iii. Once motioned, a decision is subject to a discussion. Once discussion has taken place, the motion must be supported by a second individual, or seconded. Once the motion has been seconded it must be voted upon whereby the Chairperson will request a showing of all individuals in favour of the motion, all individuals against the motion, and all individuals abstaining from the vote.


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iv. A decision will be made based on the approval or disapproval of the motion as determined by a majority in favour or a majority opposed. In the event that there is a majority abstaining, the motion will be considered opposed. Majority as defined by 50 percent of the total number of Executive Board Members in attendance plus one individual.

v. In the event of a draw, the Chairperson shall submit the deciding vote.

E. Quorum Voting Rulesi. For quorum voting rules, there must be a minimum of 75

percent attendance by Executive Board Members for the vote to occur; and, the vote must take place during a scheduled Executive Board Meeting.

ii. A decision governed by quorum voting rules is one which may result in a significant impact on the association, as defined by the President.

iii. The decision, to be considered for a vote under quorum voting rules, must first be put forward as a motion by any executive board member.

iv. Once motioned, a decision is subject to a discussion. Once discussion has taken place, the motion must be supported by a second individual, or seconded. Once the motion has been seconded it must be voted upon whereby the Chairperson will request a showing of all individuals in favour of the motion, all individuals against the motion, and all individuals abstaining from the vote.

v. A decision will be made based on the approval or disapproval of the motion as determined by a majority in favour or a majority opposed. In the event that there is a majority abstaining, the motion will be considered opposed. Majority as defined by 50 percent of the total number of Executive Board Members in attendance plus one individual.

vi. In the event of a draw, the Chairperson shall submit the deciding vote.

F. Electronic Voting Processi. In the event that extenuating circumstances prevent a decision that

requires quorum voting rules from taking place, an electronic voting process may be utilized.


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ii. Under the electronic voting process, a motion may be put forward by the president via email. That motion may then be discussed externally of a scheduled Executive Board Meeting.

iii. With the motion, the President will provide a time frame within which discussion and voting must occur.

iv. The decision will be made using modified regular voting rules, as defined by electronic response. To vote, an individual must clearly respond with an approval of the motion, a disapproval of the motion, or an abstinence from the vote.

v. In the event that an individual chooses not to participate in the vote, their vote will be considered an abstention,

vi. A decision will be made based on the approval or disapproval of the motion as determined by a majority in favour or a majority opposed. In the event that there is a majority abstaining, the motion will be considered opposed. Majority as defined by 50 percent of the total number of Executive Board Members plus one individual.

vii. In the event of a draw, the chairperson shall submit the deciding vote.


Our Constitution

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Transcript of Our Constitution