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Proposed amendments for the September meeting.

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Sean Hunt 9 years ago
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<header />
<section title="1. Name" anchor="name">
<ol><li> The name of this organization shall be the "Computer Science Club
of the University of Waterloo".</li>
</ol>
<ol>
<li> The name of this organization shall be the "Computer Science Club of
the University of Waterloo".</li>
</ol>
</section>
<section title="2. Purpose" anchor="purpose">
<ol><li>The Club is organized and will be operated exclusively for educational
and scientific purposes in furtherance of:
<ul>
<li>a) promoting an increased knowledge of computer science and its applications.</li>
<li>b) promoting a greater interest in computer science and
its applications; and</li>
<li>c) providing a means of communication between persons
having interest in computer science.</li>
</ul>
</li>
<li> the above purposes will be fulfilled by the organization of
discussions and lectures with professionals and academics in the field
of computer science and related fields, co-operation with the Student
Chapter of the ACM of the University of Waterloo, the maintenance of a
library of materials related to computer science, the maintenance of
an office containing the library as an aid to aim (<a
href="#comm">1c</a>) above, and such other means as
decided by the club membership.</li>
<ol>
<li>The Club is organized and will be operated exclusively for educational
and scientific purposes in furtherance of:
<ol>
<li>promoting an increased knowledge of computer science and its
applications;</li>
<li>promoting a greater interest in computer science and its
applications; and</li>
<li>providing a means of communication between persons having interest
in computer science.</li>
</ol>
</li>
<li> The above purposes will be fulfilled by the organization of discussions
and lectures with professionals and academics in the field of computer
science and related fields, the maintenance of a library of materials
related to computer science, the maintenance of an office containing the
library as an aid to aim (<a href="#comm">1c</a>) above, and such other
means as decided by the club membership.</li>
</ol>
</section>
<section title="3. Membership" anchor="membership">
<ol>
<li>In compliance
with MathSoc regulations and in recognition of the club being
primarily targeted at undergraduate students, full membership is open
to all Social Members of the Mathematics Society
and restricted to the same.</li>
<li> Affiliate membership in this Club shall be open to all other
persons. Affiliate members shall have all the rights of full members
except for the rights of voting and holding executive office.</li>
<li> A person is not a member until he or she has paid
the current membership
fee and has been issued a membership card.
Membership lasts until the end of the term in which it was issued.
The membership card indicates, at least, a member's name, membership number,
the term for which the membership is valid, and an indication that
the member is an associate member, if indeed that is true.
The membership fee is set from time to time by the Executive.</li>
</ol>
<ol>
<li> In compliance with MathSoc regulations and in recognition of the club
being primarily targeted at undergraduate students, full membership is
open to all Social Members of the Mathematics Society and restricted to
the same.</li>
<li> Affiliate membership in this Club shall be open to all members of the
University community, including alumni. Affiliate members shall have all
the rights of full members except for the rights of voting and holding
executive office.</li>
<li> Membership shall be accounted for on a termly basis, where a term
begins at the start of lectures in Winter or Spring, and at the start of
Orientation Week in Fall. </li>
<li> A person is not a member until he or she has paid the current
membership fee and has been enrolled in the member database. The termly
membership fee is set from time to time by the Executive. Under conditions
approved by the Executive, a member who purchases a membership at the end
of the current term may be given membership for both the current term and
the next term. If the membership fee changes, then this does not affect
the validity of any membership terms already paid for.</li>
<li> The Club may grant access to its systems, free of charge, to members of
the University community in order to offer them services. This does not
constitute membership.</li>
</ol>
</section>
<section title="4. Officers" anchor="officers">
<ol><li> The officers of the Club shall be:
<ol><li> President</li>
<li> Vice-President</li>
<li> Secretary</li>
<li> Treasurer</li>
<li> System Administrator</li>
</ol></li>
<li> The faculty advisor shall be an ex-officio member of the
Club.</li>
<li> The choice of officers shall be limited to full members of the
Club.</li>
<li> All officers, other than the System Administrator, shall be
elected at a meeting to be held no later than three weeks after the
start of each school term, such start defined as the beginning of
lectures in the Winter and Spring terms, and as the beginning of
Orientation Week in the Fall term.</li>
<li> The election of officers shall be accomplished by the following
procedure:
<ol>
<li> The past executive shall choose a willing Chief Returning
Officer, with duties defined below, set an election date, and set a
date for the opening of nominations such that the nomination period
(from the opening of nominations to 4:30 P.M. on the day preceding
the elections) is at least one week.</li>
<li> Announcements of the election and the nomination procedure must
be distributed to all members by one or more of electronic mail,
Usenet, or posters in at least the Math and Computer building.</li>
<li> During the nomination period, the Chief Returning Officer (CRO)
shall be available to receive nominations for the posts of officers of
the club, either in person, by depositing nomination forms in the
CSC's mailbox in the MathSoc office, or by writing the nomination in a
place in the CSC office to be specified by the CRO.</li>
<li> A nomination shall consist of the nominee's name, and post(s)
nominated for. Nominees must be full members of the Computer Science
Club.</li>
<li> The election shall commence with the offering of memberships for
sale. After a reasonable time, control of the meeting is given to the
CRO who will manage the election of the President, Vice-President,
Treasurer, and Secretary, in that order. Each election shall be
carried out by secret ballot, in a manner to be decided on by the CRO,
with the approval of the membership. An accurate count of votes for
each candidate for each position must be made and recorded by the CRO.
A simple heads-down-hands-up method is considered acceptable. As soon
as possible the CRO will announce the results of the election and the
winner will be removed from subsequent contests. If this removal or
lack of nominations results in a vacant post, elections for such posts
may not be held at the election meeting, but elections for such posts
may be held at a later date, in accordance with the election
procedures. The membership decides whether or not to hold extra
elections.</li>
</ol>
</li>
<li> Following the elections, it is the responsibility of the new executive
to select a System Administrator. The selection of System Administrator must
then be ratified by the membership of the Club. If a suitable System
Administrator is not available, then the executive may delay their selection
until one becomes available. In this case the selection of System
Administrator must be ratified at the next meeting of the Club.</li>
<li> The faculty advisor shall be appointed by the present executive council
within three (3) weeks of each term's elections. The faculty
advisor shall be a person having membership in the Association for Computing
Machinery and having a genuine interest in the Club.</li>
<li> Any two offices may be held by a single person if the President
deems this advisable, subject to the consent of the membership.</li>
<li> In the case of a resignation of an officer or officers, the membership
may call elections to replace such officer(s).
If they are called, they must follow the given election procedure.
Such elections would be for all offices which are vacant.</li>
</ol>
<ol>
<li> The officers of the Club shall be:
<ol>
<li> President</li>
<li> Vice-President</li>
<li> Secretary</li>
<li> Treasurer</li>
<li> System Administrator</li>
</ol>
</li>
<li> There shall additionally be a faculty advisor, selected by the
Executive from time to time from among the faculty of the School of
Computer Science. The faculty advisor shall be an ex-officio associate
member of the Club.</li>
<li> The choice of officers shall be limited to full members of the
Club.</li>
<li> All officers, other than the System Administrator, shall be elected at
a meeting to be held no later than three weeks after the start of lectures
in each term.</li>
<li> The election of officers shall be accomplished by the following
procedure:
<ol>
<li> Before the end of the prior term, the then-Executive shall choose a
willing Chief Returning Officer, who is responsible for carrying out
elections according to this procedure.</li>
<li> The CRO shall set the date and time of the election meeting, and
set the nomination period. The nomination shall be at least one week
long and shall end at least 24 hours before the start of the election
meeting.</li>
<li> Announcements of the election and the nomination procedure must be
distributed to all members by the members' mailing list, and should
also be advertised by posters in the MC building.</li>
<li> During the nomination period, the Chief Returning Officer (CRO)
shall be available to receive nominations for the posts of officers of
the club, either in person, by email, by depositing nomination forms
in the CSC's mailbox in the MathSoc office, or by writing the
nomination in a place in the CSC office to be specified by the
CRO.</li>
<li> A nomination shall consist of the nominee's userid, and post(s)
nominated for. Nominees must be full members of the Computer Science
Club. A member may decline a nomination at any point prior to the
taking of the vote.</li>
<li> The election shall commence with the offering of memberships for
sale. After a reasonable time, control of the meeting is given to the
CRO who will preside over the election of the President,
Vice-President, Treasurer, and Secretary, in that order.</li>
<li> Each election shall be carried out by secret vote, in a manner to
be decided on by the CRO, with the approval of the membership. An
accurate count of votes for each candidate for each position must be
made and recorded by the CRO. A simple heads-down-hands-up method is
considered acceptable.</li>
<li> The CRO shall not vote except to break a tie.</li>
<li> The CRO may, if feasible, accept absentee ballots from full
members. No absentee vote from a member shall be counted if the member
is present at the time the vote is taken. The CRO shall make a best
effort to ensure that absentee ballots are compatible with the method
of voting chosen; if this is not possible (for instance, if the CRO is
overruled by the membership), then the absentee votes shall not be
counted.</li>
<li> Immediately after the vote is taken, the CRO will announce the
results of the election and the winner will be removed from subsequent
contests. If, due to lack of candidates (because there were no
nominations, or candidates withdrew or were eliminated), there is no
one elected to an office, then the membership at the meeting will
decide whether or not to hold extra elections in accordance with the
procedure for vacancies. If they choose not to, this does not prevent
the Executive or a group of members from calling extra elections later
in the term in accordance with the usual vacancy provisions.</li>
</ol>
</li>
<li> Following the elections, it is the responsibility of the new executive
to select a System Administrator. The selection of System Administrator
must then be ratified by the membership of the Club. If a suitable System
Administrator is not available, then the executive may delay their
selection until one becomes available. In this case the selection of
System Administrator must be ratified at the next meeting of the
Club.</li>
<li> Any two offices may be held by a single person with the approval of the
President (if any), and the explicit approval of the membership.</li>
<li> In the case of a resignation of an officer or officers, including the
President, or if a vacancy occurs for any other reason, the Executive,
membership, or any ten (10) members may call extra elections to replace
such officer(s). If extra elections are held, they are held for all vacant
offices.</li>
<li> When extra elections are held, they shall follow the usual election
procedure. If they are held after elections failed to elect an officer,
then the nomination period may be shortened to less than a week in order
to allow the extra elections to take place at the same date and time in
the following week. The Executive (or the ten (10) members who called the
election) may appoint a replacement CRO if the previous CRO is unwilling
or unable to fulfill their duties.</li>
</ol>
</section>
<section title="5. Duties of Officers" anchor="duties">
<ol>
<li> The duties of the President shall be:
<ol>
<li> to call and preside at all general, special, and executive
meetings of the Club;</li>
<li> to appoint all committees of the Club and the committee chairmen
of such committees, except the chairman of the programmes committee;
and</li>
<li> to audit, or to appoint a representative to audit, the financial
records of the club at the end of each academic term.</li>
</ol>
</li>
<li> The duties of the Vice-President shall be:
<ol><li> to assume the duties of the President
in the event of the President's absence;</li>
<li> to act as chairman of the programmes committee; and</li>
<li> to assume those duties of the President
that are delegated to him by the President.</li>
</ol>
</li>
<li> The duties of the Secretary shall be:
<ol><li> to keep minutes of all Club meetings;</li>
<li> to prepare the annual Club report for
approval by the executive council;</li>
<li> to care for all Club correspondence;</li>
</ol>
</li>
<li> The duties of the Treasurer shall be:
<ol>
<li> to collect dues and maintain all financial and membership records;</li>
<li> to produce a financial or membership statement when requested;</li>
</ol>
</li>
<li> The duties of the System Administrator shall be:
<ol>
<li> to chair the Systems Committee</li>
<li> to perform in conjunction with the Systems Committee, the duties listed
in <a href="#sysduties">7.2</a>.</li>
</ol>
</li>
</ol>
<ol>
<li> The duties of the President shall be:
<ol>
<li> to call and preside at all general, special, and executive meetings
of the Club, except during the election of officers;</li>
<li> to appoint special committees of the Club and membership and
chairmen of such committees, with the approval of the Executive
Council; and</li>
<li> to audit, or to appoint a representative to audit, the financial
records of the club at the end of each academic term.</li>
<li> with the approval of the Faculty Advisor, rule on any point of
procedure under the constitution that arises outside of a meeting.</li>
</ol>
</li>
<li> The duties of the Vice-President shall be:
<ol>
<li> to assume the duties of the President in the event of the
President's absence;</li>
<li> to act as chairman of the Programme Committee;</li>
<li> to appoint members to and remove members from the Programme
Committee;</li>
<li> to ensure that Club events are held regularly; and</li>
<li> to assume those duties of the President that are delegated to him
by the President.</li>
</ol>
</li>
<li> The duties of the Secretary shall be:
<ol>
<li> to keep minutes of all Club meetings;</li>
<li> to care for all Club correspondence; and</li>
<li> manage any persons appointed to positions by the Executive.</li>
</ol>
</li>
<li> The duties of the Treasurer shall be:
<ol>
<li> to collect dues and maintain all financial and membership
records;</li>
<li> to produce a financial or membership statement when requested.</li>
</ol>
</li>
<li> The duties of the System Administrator shall be:
<ol>
<li> to chair the Systems Committee;</li>
<li> to appoint members to and remove members from the Programme
Committee.</li>
<li> to ensure that the duties of the Systems Committee are
performed.</li>
</ol>
</li>
</ol>
</section>
<section title="6. Executive Council" anchor="executive">
<ol>
<li> The executive council shall consist of the present officers of
the Club and the faculty advisor. The new executive council shall
take effect immediately following the installation of new officers or
a new faculty advisor.</li>
<li> The executive council has the power of a general assembly, though
an actual general assembly may overrule its decisions. Minutes of the
executive council meetings shall be available for inspection by any
member of the Club and shall be filed with the Club records. Further,
all recent executive council decisions shall be announced at the next
regular meeting of the club.</li>
</ol>
<ol>
<li> The Executive Council shall consist of the present officers of the Club
and the faculty advisor (as a non-voting member) and has the power to run
the affairs of this club within the limits of this constitution. This
includes the power to overrule or issue directions to any officer.</li>
<li> The Executive Council may appoint people to various positions to help
manage the Club.</li>
<li> The Executive Council must obey any instructions given to it by the
membership and can be overruled by the membership.</li>
<li> The Executive Council can act by consensus achieved on their mailing
list.</li>
<li>Minutes of the Executive Council meetings shall be available for
inspection by any member of the Club and shall be filed with the Club
records. On request, a member shall be shown the archive of any thread on
the Executive Council mailing list which resulted in a decision being
made.</li>
</ol>
</section>
<section title="7. Committees" anchor="committees">
<h3>1. Programme Committee</h3>
<ol><li>The programme committee shall be a standing committee.</li>
<li> The programme committee shall plan and arrange meetings of the Club in
accordance with apparent membership interests and the aims of the
Club as set forth in Section <a href="#purpose">2</a>.</li>
<li> The programme committee shall be responsible to the executive
council.</li>
</ol>
<h3><a id="sysduties">2. Systems Committee</a></h3>
<ol><li> The Systems Committee will be a standing committee, chaired by the
Systems Administrator.</li>
<li> The Executive Council shall appoint members to the Systems Committee.
Such members should show interest and ability in Systems Administration.</li>
<li> The Systems Committee will collectively, under the leadership of the
Systems Administrator,
<ol><li> to operate any and all equipment in the possession of the Club.</li>
<li> to maintain and upgrade the software on equipment that is operated by
the Club.</li>
<li> to facilitate the use of equipment that is operated by the
Club.</li>
</ol></li></ol>
<h3>3. Library Committee</h3>
<ol><li> The library committee will be a standing committee, headed by the
Librarian of the Computer Science Club.</li>
<li> The Librarian shall be selected by the Executive Council.</li>
<li> Either the Executive Council or the Librarian may appoint members to
the library committee.</li>
<li> The library committee will be responsible for
<ol><li> purchasing new materials to be added to the Computer Science Club
library, with a target amount of money to spend indicated by the Treasurer;</li>
<li> keeping the library in some semblance of order;</li>
<li> in conjunction with the Systems Committee, maintaining an up-to-date,
online record of the materials in the library.</li>
</ol></li></ol>
<h3>4. Other Committees</h3>
<ol>
<li> The President, with approval of the executive council, may appoint such
temporary committees as is deemed necessary.</li>
</ol>
<h3>1. Programme Committee</h3>
<ol>
<li> The Programme Committee shall be a standing committee chaired by the
Vice-President.</li>
<li> The Vice-President shall appoint and remove members to and from the
Programme Committee as needed.</li>
<li> The Programme Committee shall plan and arrange the events of the
Club.</li>
<li> The Programme committee shall be responsible to the Executive
Council and to the Vice-President.</li>
</ol>
<h3><a id="sysduties">2. Systems Committee</a></h3>
<ol>
<li> The Systems Committee will be a standing committee, chaired by the
Systems Administrator.</li>
<li> The Systems Administrator shall appoint and remove members to and from
the Systems Committee.</li>
<li> Members should only be appointed to the Systems Committee if they show
interest and some existing ability in systems administration.</li>
<li> Members should only be removed from the Systems Committee with cause,
or when they no longer show interest in systems administration.</li>
<li> The Systems Committee will collectively, under the leadership of the
Systems Administrator,
<ol>
<li> operate any and all equipment in the possession of the Club.</li>
<li> maintain and upgrade the software on equipment that is operated by
the Club.</li>
<li> facilitate the use of equipment that is operated by the Club.</li>
</ol>
<li> Members of the Systems Committee shall have root access to the machines
operated by the Club.</li>
</ol>
<h3>3. Other Committees</h3>
<ol>
<li> The President, with approval of the executive council, may appoint such
special committees as are deemed necessary.</li>
</ol>
</section>
<section title="8. Meetings" anchor="meetings">
<ol><li> General meetings of the Club shall
be called at times designated by the
executive council, at the recommendations of the programme committee.</li>
<li> Special meetings may be called at any time
deemed necessary by the executive council or
by the faculty advisor.</li>
<li> All members shall be notified at
least two days prior to a forthcoming meeting.
Electronic mail and/or posting to Usenet will be considered sufficient
notification, though other forms of notification are also encouraged.</li>
<li> The Club shall hold meetings only in places
that are open to all members
of the Club.</li>
</ol>
<ol>
<li> A regular meeting of the Club shall be held each term. This meeting
shall be called by the CRO and shall be the election meeting for that
term.</li>
<li> Special meetings may be called at any time deemed necessary by the
Executive Council, by the faculty advisor, or by any ten (10) members.</li>
<li> All members shall be notified at least two days prior to a forthcoming
meeting of the meeting and of the business to be considered at that
meeting. A message to the members' mailing list will be considered
sufficient notification, though other forms of notification are also
encouraged.</li>
<li> The Club shall hold meetings only in places that are open to all
members of the Club.</li>
<li> The Club membership cannot act except at a general meeting.</li>
<li> A quorum necessary for the conduct of business is defined as fifteen
(15) members or 2/3 of the membership, whichever is smaller. If an
election meeting lacks quorum, then the inquorate meeting can set a date
and time for the elections, and can choose to either run the new elections
with the same nominations or with a new nomination period (which does not
need to meet the usual minimum requirement).</li>
<li> A motion to remove an officer, or to call new elections (except at an
election meeting), requires a 2/3 vote and at least a week's notice.</li>
<li> If a motion is defeated, it cannot be brought again for sixty (60)
days.</li>
</ol>
</section>
<section title="9. Finances" anchor="finances">
<ol>
<li> The Treasurer shall, each term, present to the Executive a financial
statement for the previous term. They shall, before the end of the current
term, ensure that the records are in a good condition to make this task as
easy as possible for the next Treasurer.</li>
<li> The Treasurer shall prepare a budget each term, to be presented to
MathSoc, and shall be responsible to ensure that the Club is represented
at the MathSoc budget meeting.</li>
<li> The signing officers shall be the Treasurer, and one of the President
or Vice-President.</li>
<li> At the end of each term, the President or his/her representative shall
ensure that the financial records are complete and accurate.</li>
</ol>
</section>
<ol>
<li> The Treasurer shall present to the Club, before the end of each
academic term, a complete financial statement of the past period, and
a tentative budget for the following academic term.</li>
<section title="10. Amendments and Procedures" anchor="amendments">
<ol>
<li> A proposed constitutional amendment can be initiated by the Executive Council or
any ten (10) members.</li>
<li> The Treasurer shall present, as part of the tentative budget, a
recommended fee to be levied on the members in the following academic
period.</li>
<li> The proposed amendment shall be announced to all members by email
to the members' mailing list.</li>
<li> The signing officers shall be the Treasurer, and one of the
President or Vice-President.</li>
<li> The proposed amendment shall be made available for viewing by all
members in the Computer Science Club office.</li>
<li> At the end of each term, the President or his/her representative shall ensure
that the financial records are complete and accurate.</li>
</ol>
</section>
<li> A general meeting shall be held to consider the amendment at least
seven (7) days after the announcement and no more than thirty (30) days
after, which may be the regular meeting for the term, or a special
meeting.</li>
<section title="10. Amendments and Procedures" anchor="amendments">
<ol><li> Amendments to the constitution shall be made in the following
manner:
<ol><li> the proposed amendment shall be announced to all members via
one or more of
<ol><li> a general meeting</li>
<li> electronic mail</li>
<li> Usenet</li>
</ol></li>
<li> the proposed amendment shall be made available for viewing by all
members in the Computer Science Club office;</li>
<li> A business meeting shall be held
at least seven (7) days after the announcement and no more than thirty (30) days after;</li>
<li> At this business meeting,
the amendment shall be read again and voted upon.
Two thirds of those present
and voting shall be required to carry the amendment;</li>
</ol></li>
<li> A quorum necessary for the conduct of business
is defined as fifteen (15) members
or 2/3 of the membership, whichever is smaller.</li>
<li> Rulings on any point of procedure
not included in this constitution shall be
made by the President with approval of the faculty advisor.</li>
<li> The executive council must bring before the members,
within three (3) weeks,
any motions with the
signatures of ten (10) members affixed to it.</li>
<li> For a normal motion to pass, a simple majority is required.
For motions of impeachment and motions calling for new elections, a 2/3
majority is required, as is seven (7) days notice of voting on such a motion.
In addition, if such a motion is defeated, it cannot be brought before the
Club again within sixty (60) days.</li>
</ol>
<li> A constitutional amendment requires a 2/3 vote for adoption.</li>
</ol>
</section>
<section title="11. Dissolution" anchor="dissolution">
<ol><li> In the event of dissolution of the Club,
all assets of the Club shall be
transferred to the Mathematics Society of the University of Waterloo.</li>
</ol>
<ol>
<li> In the event of dissolution of the Club, all assets of the Club shall
be transferred to the Mathematics Society of the University of
Waterloo.</li>
</ol>
</section>
<section title="12. Use of Club Resources" anchor="resources">
<ol><li> All resources under control of the Club are to be used in accordance with
the aims of the Club.</li>
<li> The President and Vice-President are jointly responsible
for the proper use of all Club
resources, except that the entire executive is responsible for the main Club
account on the main Math Faculty Computing Facility computer.
Permission to use a resource is automatically granted to someone responsible
for that resource, and optionally as determined by unanimous vote of those
responsible for a resource.
Granting permission to someone to use a resource does not make that person
responsible for the proper use of the resource, although the user is, of
course, responsible to the person granting permission.</li>
</ol>
<ol>
<li> All resources under control of the Club are to be used in accordance
with the aims of the Club.</li>
<li> The President and Vice-President are jointly responsible for the proper
use of all Club resources, except as otherwise specified by the Executive
or this Constitution.</li>
<li> The Systems Administrator is responsible for the proper use of all
administrative access to Club computing resources.</li>
<li> The Executive, via the Systems Administrator and the Systems Committee,
are responsible for the proper use of all Club computing resources.</li>
<li> Permission to use a resource is automatically granted to someone
responsible for that resource, and optionally as determined by those
responsible for a resource. Granting permission to someone to use a
resource does not make that person responsible for the proper use
of the resource, although the user is, of course, responsible to the
person granting permission.</li>
</ol>
</section>
<section title="Revision" anchor="revision">
<p>The constitution was last revised on 5 February 2004.</p>
<p>The constitution was last revised on ?? September 2014.</p>
</section>
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