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LSU By-Laws

Laurentian Students’ Union General Membership Meeting January 28 th , 2014. LSU By-Laws. Proposed Amendments. Bylaws in Consideration. BYLAW 1: DEFINITIONS (Grammatical Edits) BYLAW 3 – EXECUTION OF DOCUMENTS AND FINANCIAL POWERS OF THE UNION (Grammatical Edits)

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LSU By-Laws

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  1. Laurentian Students’ Union General Membership Meeting January 28th, 2014 LSU By-Laws Proposed Amendments

  2. Bylaws in Consideration BYLAW 1: DEFINITIONS (Grammatical Edits) BYLAW 3 – EXECUTION OF DOCUMENTS AND FINANCIAL POWERS OF THE UNION (Grammatical Edits) BYLAW 6 – MEMBERSHIP (Addition of Constituency Representative Clause) BYLAW 7: THE DIRECTORS OF THE UNION (Amending Board of Directors positions) BYLAW 9: MEETINGS OF THE BOARD OF DIRECTORS (Amending quorum for meetings) BYLAW 11: PROCEEDURE AT MEETINGS (Amending record holding period) BYBYLAW 14: DUTIES OF THE DIRECTORS (Addition of two new clauses) BYLAW 15: DISCIPLINING DIRECTORS (Addition of reference to Human Resources Policy #13-00) BYLAW 16: THE EXECUTIVE COMMITTEE (Amended to change titles and addition of new clauses)

  3. Bylaw 1: Definitions Bylaws often attach meanings to common terms are different to regular usage or that are specific to the constitution or bylaws. Provides clarity to terms used in the Bylaws. Allows every reading of the Bylaws to be read with the same understanding of the meaning of terms used. Prevents debate, misunderstanding, and conflict over terminology used in the Bylaws.

  4. Bylaw 2: Interpretation • Gender neutral terminology in all LSU Bylaws, Operational Policies, and Constitution. • Outlines resolution process in the case of dispute of interpretation of terminology or Article purpose. • The Chair can makes a ruling on any dispute involving the interpretation of terminology in the Bylaws. • If the ruling of the Chair falls into dispute, the Board of Directors make the final decision.

  5. Bylaw 3:– Execution of Documents and Financial Powers of the Union Outlines the fiscal year of the union Designates signatories and trustees Specifies responsibilities of cheques, deposits and other banking procedures

  6. Bylaw 4: Banking Arrangements Authorizes the Board of Directors and Executive Committee to entrust Union finances with a financial institution. Designates Union signing officers.

  7. Bylaw 5: Financial Year-End Authorizes Board of Directors to establish Financial Year-End.

  8. Bylaw 6: Membership Outlines requirements for membership in the union Amended to note that members may only run for constituency positions if they are members of that constituency group

  9. Bylaw 7: Directors of the Union Shrinks Union Board of Directors from 23 to 15 Directors Separates Board of Directors from Executive Committee Reducing the number of voting directors to represent the three main schools at Laurentian in Barrie to an equal number of representatives (Social Sciences and Humanities, Social Work, Business Administration) Changing the title of one of the voting director-commissioners Additions of one voting directors to represent clubs and associations on the Barrie campus. Addition of one to the Executive Committee.

  10. LSU Organizational Structure

  11. Visual Representation

  12. Bylaw 7: Directors of the Union – Purpose of the Board • Board of Directors act as the governing body of the Union. • Board meetings are once a month. • Directors positions (with exception of Executive Committee) are unpaid. • Acts as oversight body to the Executive Committee. • Executive Committee • Implements the will of the Board. • Reports to the Board at Monthly meetings.

  13. Bylaw 7: Directors of the Union - Composition • Composition of Academic Representatives • 1 director elected to represent School of Social Sciences and Humanities • 1 director elected to represent School of Social Work • 1 director elected to represent School of Business Administration. • Commissioners: • Womyn’s Issues Commissioner • Indigenous Students’ Commissioner • Students’ with Disabilities Commissioner • Racialized Students’ Commissioner

  14. Bylaw 7: Directors of the Union - Rules Position on the Board shall be held by no more than 1 person at any given time, except in an emergency situation. Directors, Commissioners, and the All Clubs Representative are unpaid. The Executive Committee, with the approval of the Board, may receive remuneration.

  15. Bylaw 9: Meetings of the Board of Directors - Overview • Outlines the 5 different types of Union meetings • Scheduled Meetings • Emergency Meetings • Consecutive Board Meetings • Annual General Meetings • Special General Meetings

  16. Bylaw 9: Meetings of the Board of Directors – Scheduled Meetings • Scheduled Meetings • Monthly meeting of the Board of Directors. • Executive Committee responsible for presenting schedule of meetings for approval at the beginning of each term • Quorum for conduct of business is 2/3rds of Directors present.

  17. Bylaw 9: Meetings of the Board of Directors – Emergency Meetings • Can be called with 72 hours notice by either: • The Executive Committee; or • A written request by a two-thirds majority of Directors • Quorum for Emergency Meetings are 7 directors • Approval of any action must be reported at the next regularly scheduled Board meeting.

  18. Bylaw 9: Meetings of the Board of Directors – Consecutive Meetings Held in April of each year Meeting of both incoming and outgoing Board of Directors. Serves as a welcoming/orientation meeting for incoming board of directors.

  19. Bylaw 9: Meetings of the Board of Directors – Annual General Meetings • Held during the fall of each year. • Is the supreme authoritative body of the Union • Each member of the Union has one vote. • AGM provides chance for Union Board of Directors to update membership on notable Union work/issues • Allows membership to guide the Board of Directors. • Transaction of business includes the following: • Presentation of the year to date report from the Board • Presentation of year to date financial statements of the Union • Constitutional/Bylaw amendments to be voted on. • Any business arising from the floor.

  20. Bylaw 9: Meetings of the Board of Directors – Special General Meeting • You are at a Special General Meeting right now! • Same rules apply as with the AGM. • Who can call a Special General Meeting? • Board of Directors. • Union membership can call a meeting by presenting to the Board a petition containing no less than 10% of the signatures of the membership.

  21. Bylaw 10: Right to Vote Directors elected or appointed to the Board shall have the to vote. All non-voting members of the Board shall have the right to speak, but shall not be allowed to move, second, or amend any motions put before the board. Each voting director is entitled to carry 2 proxy votes.

  22. Bylaw 11: Procedure at Meetings Procedure at the meetings of the Board shall follow Roberts Rules of Order Minutes shall be taken and kept on file for a minimum of 3 years.

  23. Bylaw 13: Director Qualifications • At all times, every Director must be: • At least 18 years of age • A registered student of Laurentian at the Barrie Campus • No director shall, at any time, be an elected member of an administrative group that does not belong to the University program. This includes SAC. • The President of the Union may not be enrolled in more than 3 courses during a given semester.

  24. Bylaw 14: Duties of the Directors • Directors shall • Act with diligence, fiduciary responsibility, honesty and good faith, and in the interest of the Union. • Act in the best interests of the constituents for which a director was elected to represent • Join a minimum of 1 Union committee • Attend ALL Board meetings • Strive to recruit students from his or her constituency to participate in Union events, projects, services, and campaigns; • Maintain confidentiality of all In-Camera proceedings • Maintain clear lines of communication with the rest of the Board • Are responsible to serve the minimum number of office hours allotted by the Board of Directors

  25. Bylaw 15: Disciplining Directors • Outlines the grounds for discipline by the Board. • Grounds for discipline include the following: • Missing more than 3 consecutive meetings; • Theft, fraud, embezzlement; • Harassment and or assault towards other members; • Failure to disclose conflict of interest; • Breach of confidentiality; • Failure to attend the April Consecutive Meeting; • Negligence of duties; and, • Disregard for the will of the Board.

  26. Bylaw 16: The Executive Committee - Overview • Executive Committee is tasked with the day to day management of the Unions affairs. • Vested with all executive powers, including but not limited to: • Negotiating contracts on behalf of the Union • Staffing and employment • Task delegation.

  27. Bylaw 16: The Executive Committee - Composition • The Executive Committee includes the following positions: • President • Vice President Campaigns and Advocacy • Vice President Finance • Vice President Administration • Vice President Events • Vice President Marketing

  28. Bylaw 16: The Executive Committee - VP Internal Affairs VP Internal Affairs is splitting up to create the VP Finance and VP Administration. Will be separating administrative and financial duties of the Union. The amalgamation of those positions proved to be a work load too heavy for one person

  29. Bylaw 16: The Executive Committee – VP Campaigns and Advocacy Formerly titled VP External Affairs. Responsible for maintaining line of communication with students’ groups, college and university administrations, and other parties external to the union. Chair of the Union Campaigns Committee Most responsible for developing and advancing the political and issues oriented objectives of the Union. Attends all Canadian Federation of Students meetings.

  30. Bylaw 17 – Chief Returning Officer And Standing Elections Committee Outlines procedures for choosing a CRO, DRO and Elections Committee Outlines criteria for each position involved in elections Describes time line for filling positions and procedure for filling any positions that become vacant

  31. Bylaw 18 - Elections, By-elections And Referenda Outlines procedures for running elections Outlines criteria for each position being filled by the election Describes time-line for all elections periods (nomination, campaigning, polling) Gives explicit instructions on forbidden actions in elections

  32. By-law 19: Elections, By-elections And Referenda – Complaints And Appeals Outlines procedures for filing a complaint regarding elections procedures Describes procedure for appeals to rulings on any grievances

  33. By-law 20 - Removal From An Office Of The Union Outlines three circumstances for immediate removal from office Describes procedure for Impeachment hearings

  34. By-law 21: Indemnities To Directors Of The Union Protects Directors from any personal liability in financial decisions made by the Union

  35. By-law 21: Issue Policies Of The Union Defines what constitutes an issues policy Describes procedures for implementation and amending issues policies of the Union

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