Bylaws

BY-LAW # 33

1. Head office
2. Objectives
3. Interpretations 
4. Definitions 
5. Membership
6. Meetings
7. Board of Directors
8. Elections
9. Disqualification
10. Clubs and Organizations
11. Financial Operations
12. Amendments
13. Training and Development

A by-law rescinding bylaws nos. 1 to 31 and replacing them with this by-law.  This by-law relates generally to the conduct of the affairs of the SIR SANDFORD FLEMING COLLEGE OF APPLIED ARTS AND TECHNOLOGY STUDENT ADMINISTRATIVE COUNCIL, INC., Brealey, Cobourg and McRae Campuses.  BE IT ENACTED and it is hereby enacted as a by-law of the Sir Sandford Fleming College of Applied Arts and Technology (Sutherland Campus) Student Administrative Council, hereinafter referred to as the “Corporation” or S.A.C. as follows:

1. HEAD OFFICE
   The head office of the Corporation shall be situated on the campus of the Sir Sandford Fleming College of Applied Arts and Technology, Sutherland Campus, Brealey Building, in the City of Peterborough, in the County of Peterborough, in the Province of Ontario.
   
   
2. OBJECTIVES
   2.1    To ensure the rights of Students as individuals.
   2.2    To promote extra-curricular activities that are in the interests of the student body.
   2.3    To take an active part in the promotion of the student body interests in the community.
   2.4    To serve as a medium and liaison of communication between the student body, administration, and faculty.
   2.5    To serve as a bond between the student body and alumni.
   2.6    To be at all times open to constructive criticism and analysis in order to better represent the student body.
   2.7    To administer the membership fees payable to the Corporation by the students of Sir Sandford Fleming College of Applied Arts and Technology Sutherland, Cobourg and McRae Campuses, in an effective and prudent manner.
   2.8    To maintain the operations of services and assets administered by the corporation.
   
   
3. INTERPRETATIONS
   3.1    Singular/Plural Student
   
   • The word student shall not only apply to one student but also to a group of students.
     
     
4. DEFINITIONS
   4.1    Corporation
   
   • The eligible students, in accordance with clause 4.3, of Sir Sandford Fleming College of Applied Arts and Technology, (Sutherland, Cobourg and McRae Campuses) and the Student Administrative Council, hereinafter shall be known as the Corporation.
   4.2    Term
   
   • In these by-laws “Term” shall mean the period beginning the day following elections to the Board of Directors of the corporation and ending on the day of the elections the following year.  “Fall term”, “Winter term”, and “Summer term” shall mean the academic term as defined by Sir Sanford Fleming College.
     
     
5. MEMBERSHIP
   5.1    Eligibility
   
   • Members of the Corporation shall be full time or part time students who have paid the required student activity fee.  Said student must be registered at Sir Sandford Fleming College of Applied Arts and Technology.
   5.2    Student Activity Fees
   
   • The membership fees payable to the Corporation by students of the Sir Sandford Fleming College of Applied Arts and Technology, shall be set at an amount agreed to in negotiations with the college administration.  For any other students and/or situation, such fees as the Board of Directors shall deem reasonable.
   5.3    Non-Payment of Fees
   
   • Failure to make payment of membership fees by a student shall result in the automatic suspension of the membership of the student, except where the student has obtained permission through a resolution of the Board of Directors; which alters the prescribed manner of payment of membership fees for the student.
   5.4    Voting Rights
   
   • All members of the said Corporation shall have the right to vote in any general election, referendum, Annual General Meeting held by the Board of Directors upon the presentation of a valid student card.
     
     
6. MEETINGS
   6.1    Conduct of Meetings
   
   • The Board of Directors shall adopt, for all Board of Directors meetings, General Meetings and Annual General Meetings, the rules and procedures as set forth in “Robert’s Rules of Order, revised”.
   6.2    Executive Committee Meetings
   
   • 6.2.1    Quorum for an Executive Committee meeting shall be two members present in person or by teleconference.
   6.3    Board of Directors Meetings
   
   • Meetings of the Board of Directors shall be held at least bi-weekly throughout their term in office.  A meeting of the board the Board of Directors can be called by the President or any two voting members of the Board of Directors.
   • 6.3.1    Notice
     Notice of a Board meeting at which business is to be transacted must be given to all board members five business days in advance.
   • 6.3.2    Quorum
     shall be two thirds (2/3) of the voting members of the Board of Directors present in person or via teleconference.
   • 6.3.3    Constitutional Meeting
     There shall be an annual meeting of the Board of Directors held on or before February 15th to review the Constitution and job descriptions of the Board of Directors and make recommendations for any change.  All recommended changes must be presented and approved at an Annual General Meeting before they will come into effect.  The members of the Corporation are invited to make written recommendations for constitutional changes, to be considered by the Board of Directors.  The deadline for accepting these recommendations will be prior to noon, five working days before the beginning of the Constitutional Meeting. 
   6.4    General Meetings
   
   • General meetings must be held at least once a month during the academic year.  Voting members shall be the Board of Directors and the Student Representatives as defined by policies passed from time to time by the Board of Directors.
   • 6.4.3    Quorum
     Quorum for General Meetings shall be seventeen voting members present in person, or via tele-conference to constitute quorum for the transaction of business.
   6.5    Annual General Meeting
   
   • Annual General Meeting must be held at least once per year on or before October 31st of every board cycle.
   • Business to be Transacted
   • The annual general meeting shall include:
     i)    Current Director Reports
     ii)    Reading of the previous Directors reports End of Year Reports.
     iii)    Approved Financial Statements as audited
     iv)    The Appointment of the Auditor for the following year
     ii)    Presentation of by-law changes
   • 6.5.1    Quorum
     Quorum for Annual General Meetings shall be twenty-four members of the corporation present in person.
   6.6    Referenda
   
   • 6.6.1     Fee Increases
     Any total increase to Student levied fees over and above the Consumer Price Index (CPI) times three (3)  must be taken to Referendum.
   • 6.6.2     Negative Petitions
     Any group of one hundred (100) or more members of the Corporation may petition the Board of Directors in writing for a general referendum on any issue.  The Board of Directors must then present the said petition at the next general meeting to be voted on at that time.  A majority of the voting members in attendance at that general meeting will carry the petition.  At the subsequent referendum, a 50% plus one adopts the referendum.
     
     
7. BOARD OF DIRECTORS
   7.5    Board of Directors
   
   • Members of the Board of Directors shall be, in the year ending March 31, 1989 and subsequent years, the Student Administrative Council Board of Directors.  The Board of Directors shall be elected by the members of the Corporation, with the exception of the Chairperson and the  Vice President Finance who will be appointed in accordance with the procedures in 7.3.
   7.6    Appointed Procedures
   
   • The Chairperson and the Board Secretary will be appointed by a Committee consisting of, the incumbent President, the President elect, and the General Manager.  The Vice President of Finance will be appointed by a committee consisting of the General Manager, the incumbent Vice President Finance, and the President elect.
   7.7    Membership on the Board of Directors
   
   • The membership of the Board of Directors shall be composed of the following officers:
     Elected Positions – Voting
     i)    President
     ii)    Vice-President of Student Affairs
     iii)    Director of Programming
     iv)    Director of Sutherland Campus
     v)    Director of Cobourg Campus
     vi)    Director of Communications
     Appointed Positions – Voting
     i)    Vice President Finance
     Ex-Officio Membership
     There shall be the following ex-officio members of the Board of Directors:
     i)    General Manager
     ii)    Liaison Officer as selected by the College Administration and in mutual agreement with the Board of Directors as deemed necessary by the Board.
     iii)    Chairperson
     iv)    Board Secretary
   7.8    Executive Committee
   
   • The Executive Committee of the Corporation shall consist of the President, Vice President of Student Affairs, and Vice President of Finance. 
     
     
8. ELECTIONS
   8.1    General Elections for Board of Directors
   
   • There shall be a General Election held and it shall be completed prior to March 15.  There shall be at least one week for nominations and two weeks for campaigning and speeches prior to the General Election.     
   • 8.2.1    Candidate Qualifications
     Any student seeking election or appointment to the Board of Directors must be an eligible member of the Corporation, as defined in clause 4.3 and satisfy the requirements of the Corporations Act. 
   • 8.2.2    Student Eligibility
     Any student seeking election to the Board of Directors must also be attending classes during the term for which the candidate stands for election with the exception of the summer semester only.
   • 8.2.3    Academic Standing
     Any student seeking election or appointment to the Board of Directors must have a Final semester average of 60% or better, covering their most recent completed semester as issued by the College Registrar.  The successful candidate will be required to maintain the above academic standards for their term in office.
     Within the first two(2) working weeks following the completion of each semester, each member of the Board of Directors consents to the disclosure of his/her current Academic Standing to the General Manager by the Admissions and Records Department.
   • 8.2.4    Nominations
     Student seeking election to the Board of Directors shall be nominated by at least 30 members of the Corporation.
     
     
9. DISQUALIFICATION
   9.1    Removal from Office, Academics
   
   • Any elected or appointed member of the Board of Directors who fails to maintain a semester average of 60% or greater will be automatically removed from the Board of Directors
   9.2    Removal from Office, Automatic
   
   • Any member of the Board of Directors who ceases to be a member of the corporation or ceases to satisfy the requirements of the Corporations act shall be immediately removed from office. 
   9.3    Removal from Office, Other
   
   • Infractions will be dealt with at a special meeting called for this purpose.  The Board of Directors shall, by resolution pass with a majority vote, cast at the Board of Directors meeting. Notice specifying the intention to pass such a resolution shall be given in writing at a previous meeting.  At the special meeting any member of the board of Directors that have been involved in any wrong doing  that could affect the integrity and the credibility of the corporation shall be removed.  The said member of the Board of Directors shall, upon removal from his/her office, relinquish any other office or position held by that member and such offices shall be declared vacant by the Board of Directors effective immediately after final vote.
   9.4    Vacancies
   
   • 9.4.1    Vacancies Due to Lack of Candidates
     Any vacancy due to lack of nominees during the election will be subsequently filled by an interview process involving a committee consisting of the General Manager, the newly elected President, and the newly elected Vice-President of Student Affairs.
   • 9.4.2    Vacancies During Term in Office for non-executive positions
     In the event of vacancies during the first ten business days of the term in office for any reason other than lack of nominees, the position will be filled by the candidate who received the next highest number of votes.  From ten business days after the beginning of the term in office until the end of the winter term, the positions will be filled by a by-election.  Any vacancies occurring after the last day of the Fleming College winter term will be filled by an interview process involving a committee consisting of the General Manager, the newly elected President, and the newly elected Vice-President of Student Affairs. 
   • 9.4.3    Vacancy in the position of President during Term in Office
     In the event that the President has to vacate office for any reason, the Vice President of Student Affairs shall have the option to step into the position of President with the approval of the Board of Directors.
     If the required majority is not obtained or if the Vice President of Student Affairs chooses not to take the position, a by-election will be held to fill the position of the President, according to policies set from time to time by the Board of Directors.  If the Presidential vacancy occurs after the last day of the fall term, the position will be filled by an interview process involving a committee consisting of the General Manager, the Vice-President of Student Affairs and the Vice President of Finance.
   • 9.4.4    Vacancy in the position of Vice President of Student affairs during Term in Office
     In the event that the Vice President of Student Affairs has to vacate office for any reason, any member of the Board of Directors shall have the option to step into the position with the approval of the Board of Directors.
     If the required majority is not obtained or if no Board member chooses to take the position, a by-election will be held to fill the position according to policies set from time to time by the Board of Directors.  If the vacancy occurs after the last day of the fall term, the position will be filled by an interview process involving a committee consisting of the General Manager, the President and the Vice President of Finance.
   • 9.4.5    Vacancy in the position of Vice President or Finance during Term in Office
     Any vacancies in the position of Vice President of Finance will be filled according to the procedure outlined in 6.3.
     
     
10. CLUBS AND ORGANIZATIONS
    The Board of Directors shall take precedence over all other societies and student organizations.  They shall designate themselves as Sutherland/Cobourg Campus organizations, which takes its membership from the members of the Corporation and the following articles must be followed.
    10.1    Obtaining Formal Recognition
    
    • Any campus organization seeking formal recognition from the Board of Directors must present, on a yearly basis, a copy of its by-laws to the Board of Directors at least two (2) weeks in advance before it can receive a decision.  Any club or activity not complying with this ruling may be deprived of use of College facilities for meetings or events or promotion or advertising.
      
      
11. FINANCIAL OPERATIONS
    11.1    Fiscal Year
    
    • The fiscal year of the Corporation shall terminate on the thirty first (31) day of March of each year.
    11.2    Procedures
    
    • 11.2.1    Limits and Receipts
      All Board of Directors purchases must be accompanied by receipts and authorized by the Vice President Finance.  All purchases over $200.00 shall be passed by the Board of Directors; no splitting of orders is permitted.
    • 11.2.2    Cheque Signing Authority
      The President or designate, the General Manager and the Vice President Finance or designate shall have cheque signing authority.  Any two of these three must sign.
    • 11.2.2    Contracts
      Any contracts which have been approved by the Board of Directors requiring signatures are to be signed by the Board of Directors members involved, and two signing officers.
    • 11.2.3    Budget Review
      The Budget should be reviewed by the Board of Directors and the purpose of this review shall be to monitor and maintain the budget on an ongoing basis.  A final budget must be presented and approved by the Board of Directors on or before the first Monday of March.
      
      
12. AMENDMENTS
    By-laws may be adopted by
    
    • A two-thirds (2/3) Affirmative vote of the Board of Directors at the Annual Constitutional Meeting, and an approval of two-thirds (2/3) affirmative vote of the voting members in attendance at a general meeting called within 30 days of the constitutional weekend.  All proposed amendments will be publicized a minimum of seven (7) days before the reading at the Annual General Meeting and the results of the voting thereof will be published
      
      
13. TRAINING AND DEVELOPMENT
    Members of the Board of Directors will be required to be involved in ongoing management and training workshops related to Board Development.