431 lines
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431 lines
18 KiB
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<?xml version='1.0'?>
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<!DOCTYPE cscpage SYSTEM "../csc.dtd">
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<cscpage title="Constitution of the Computer Science Club of the University of Waterloo">
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<header />
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<section title="1. Name" anchor="name">
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<ol>
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<li> The name of this organization shall be the "Computer Science Club of
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the University of Waterloo".</li>
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</ol>
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</section>
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<section title="2. Purpose" anchor="purpose">
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<ol>
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<li>The Club is organized and will be operated exclusively for educational
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and scientific purposes in furtherance of:
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<ol>
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<li>promoting an increased knowledge of computer science and its
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applications;</li>
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<li>promoting a greater interest in computer science and its
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applications; and</li>
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<li>providing a means of communication between persons having interest
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in computer science.</li>
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</ol>
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</li>
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<li> The above purposes will be fulfilled by the organization of discussions
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and lectures with professionals and academics in the field of computer
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science and related fields, the maintenance of a library of materials
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related to computer science, the maintenance of an office containing the
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library as an aid to aim (<a href="#comm">1.3</a>) above, and such other
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means as decided by the club membership.</li>
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</ol>
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</section>
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<section title="3. Membership" anchor="membership">
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<ol>
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<li> In compliance with MathSoc regulations and in recognition of the club
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being primarily targeted at undergraduate students, full membership is
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open to all Social Members of the Mathematics Society and restricted to
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the same.</li>
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<li> Affiliate membership in this Club shall be open to all members of the
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University community, including alumni. Affiliate members shall have all
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the rights of full members except for the rights of voting and holding
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executive office.</li>
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<li> Membership shall be accounted for on a termly basis, where a term
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begins at the start of lectures in Winter or Spring, and at the start of
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Orientation Week in Fall. </li>
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<li> A person is not a member until he or she has paid the current
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membership fee and has been enrolled in the member database. The termly
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membership fee is set from time to time by the Executive. Under conditions
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approved by the Executive, a member who purchases a membership at the end
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of the current term may be given membership for both the current term and
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the next term. If the membership fee changes, then this does not affect
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the validity of any membership terms already paid for.</li>
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<li> The Club may grant access to its systems, either free of charge or for
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a fee, to members of the University community in order to offer them
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services. This does not constitute membership.</li>
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</ol>
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</section>
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<section title="4. Officers" anchor="officers">
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<ol>
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<li> The officers of the Club shall be:
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<ol>
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<li> President</li>
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<li> Vice-President</li>
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<li> Secretary</li>
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<li> Treasurer</li>
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<li> System Administrator</li>
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</ol>
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</li>
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<li> There shall additionally be a Faculty Advisor, selected by the
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Executive from time to time from among the faculty of the School of
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Computer Science. The Faculty Advisor shall be an ex-officio affiliate
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member of the Club.</li>
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<li> The choice of officers shall be limited to full members of the
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Club.</li>
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<li> All officers, other than the System Administrator, shall be elected at
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a meeting to be held no later than two weeks after the start of lectures
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in each term.</li>
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<li> The election of officers shall be accomplished by the following
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procedure:
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<ol>
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<li> Before the end of the prior term, the then-Executive shall choose a
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willing Chief Returning Officer, who is responsible for carrying out
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elections according to this procedure.</li>
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<li> The CRO shall set the date and time of the election meeting, and
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set the nomination period. The nomination shall be at least one week
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long and shall end at least 24 hours before the start of the election
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meeting.</li>
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<li> Announcements of the election and the nomination procedure must be
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distributed to all members by the members' mailing list, and should
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also be advertised by posters in the MC building.</li>
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<li> During the nomination period, the Chief Returning Officer (CRO)
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shall be available to receive nominations for the posts of officers of
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the club, either in person, by email, by depositing nomination forms
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in the CSC's mailbox in the MathSoc office, or by writing the
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nomination in a place in the CSC office to be specified by the
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CRO.</li>
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<li> A nomination shall consist of the nominee's userid, and post(s)
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nominated for. Nominees must be full members of the Computer Science
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Club. A member may decline a nomination at any point prior to the
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taking of the vote.</li>
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<li> The election shall commence with the offering of memberships for
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sale. After a reasonable time, control of the meeting is given to the
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CRO who will preside over the election of the President,
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Vice-President, Treasurer, and Secretary, in that order.</li>
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<li> Each election shall be carried out by secret vote, in a manner to
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be decided on by the CRO, with the approval of the members at the
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meeting. A simple heads-down-hands-up method is considered
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acceptable.</li>
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<li> The CRO shall not vote except to break a tie.</li>
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<li> The CRO may, if feasible, accept absentee ballots from full
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members. No absentee vote from a member shall be counted if the member
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is present at the time the vote is taken. The CRO shall make a best
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effort to ensure that absentee ballots are compatible with the method
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of voting chosen; if this is not possible (for instance, if the CRO is
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overruled by the membership), then the absentee votes shall not be
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counted.</li>
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<li> Immediately after the vote is taken, the CRO will announce the
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results of the election and the winner will be removed from subsequent
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contests. If, due to lack of candidates (because there were no
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nominations, or candidates withdrew or were eliminated), there is no
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one elected to an office, then the members at the meeting will
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decide whether or not to hold extra elections in accordance with the
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procedure for vacancies. If they choose not to, this does not prevent
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the Executive or a group of members from calling extra elections later
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in the term in accordance with the usual vacancy provisions.</li>
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</ol>
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</li>
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<li> Following the elections, it is the responsibility of the new executive
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to select a System Administrator. The selection of System Administrator
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must then be ratified by the members at the meeting. If a suitable System
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Administrator is not available, then the executive may delay their
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selection until one becomes available. In this case the selection of
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System Administrator must be ratified at the next meeting of the
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Club.</li>
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<li> Any two offices may be held by a single person with the approval of the
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President (if any), and the explicit approval of the members.</li>
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<li> In the case of a resignation of an officer or officers, including the
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President, or if a vacancy occurs for any other reason, the Executive,
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members at a meeting, or any ten (10) members may call extra elections to
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replace such officer(s). If extra elections are held, they are held for
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all vacant offices.</li>
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<li> Whenever extra elections are held, they shall follow the usual election
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procedure. If they are held after elections failed to elect an officer,
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then the nomination period may be shortened to less than a week in order
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to allow the extra elections to take place at the same date and time in
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the following week. The Executive (or the ten (10) members who called the
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election) may appoint a replacement CRO if the previous CRO is unwilling
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or unable to fulfill their duties.</li>
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</ol>
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</section>
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<section title="5. Duties of Officers" anchor="duties">
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<ol>
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<li> The duties of the President shall be:
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<ol>
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<li> to call and preside at all general, special, and executive meetings
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of the Club, except during the election of officers;</li>
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<li> to appoint special committees of the Club and the membership and
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chairs of such committees, with the approval of the Executive
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Council; and</li>
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<li> to audit, or to appoint a representative to audit, the financial
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records of the club at the end of each academic term.</li>
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<li> with the approval of the Faculty Advisor, rule on any point of
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procedure under the constitution that arises outside of a meeting.</li>
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</ol>
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</li>
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<li> The duties of the Vice-President shall be:
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<ol>
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<li> to assume the duties of the President in the event of the
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President's absence;</li>
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<li> to chair the Programme Committee;</li>
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<li> to appoint members to and remove members from the Programme
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Committee;</li>
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<li> to ensure that Club events are held regularly; and</li>
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<li> to assume those duties of the President that are delegated to them
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by the President.</li>
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</ol>
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</li>
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<li> The duties of the Secretary shall be:
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<ol>
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<li> to keep minutes of all Club meetings;</li>
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<li> to care for all Club correspondence; and</li>
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<li> manage any persons appointed to internal positions by the
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Executive.</li>
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</ol>
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</li>
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<li> The duties of the Treasurer shall be:
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<ol>
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<li> to collect dues and maintain all financial and membership
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records;</li>
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<li> to produce a financial or membership statement when requested.</li>
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</ol>
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</li>
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<li> The duties of the System Administrator shall be:
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<ol>
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<li> to chair the Systems Committee;</li>
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<li> to appoint members to and remove members from the Systems
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Committee.</li>
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<li> to ensure that the duties of the Systems Committee are
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performed.</li>
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</ol>
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</li>
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</ol>
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</section>
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<section title="6. Executive Council" anchor="executive">
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<ol>
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<li> The Executive Council shall consist of the present officers of the Club
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and the Faculty Advisor (as a non-voting member) and has the power to run
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the affairs of this club within the limits of this constitution. This
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includes the power to overrule or issue directions to any officer.</li>
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<li> The Executive Council may appoint people to various positions to help
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manage the Club.</li>
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<li> The Executive Council must obey any instructions given to it by the
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members at a meeting and can be overruled by them.</li>
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<li> The Executive Council can act by consensus achieved on their mailing
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list.</li>
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<li>Minutes of the Executive Council meetings shall be available for
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inspection by any member of the Club and shall be filed with the Club
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records. On request, a member shall be shown the archive of any thread on
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the Executive Council mailing list which resulted in a decision being
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made.</li>
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</ol>
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</section>
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<section title="7. Committees" anchor="committees">
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<h3>1. Programme Committee</h3>
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<ol>
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<li> The Programme Committee shall be a standing committee chaired by the
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Vice-President.</li>
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<li> The Vice-President shall appoint and remove members to and from the
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Programme Committee as needed.</li>
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<li> The Programme Committee shall plan and arrange the events of the
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Club.</li>
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<li> The Programme committee shall be responsible to the Executive
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Council and to the Vice-President.</li>
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</ol>
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<h3><a id="sysduties">2. Systems Committee</a></h3>
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<ol>
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<li> The Systems Committee will be a standing committee, chaired by the
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Systems Administrator.</li>
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<li> The Systems Administrator shall appoint and remove members to and from
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the Systems Committee.</li>
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<li> Members should only be appointed to the Systems Committee if they show
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interest and some existing ability in systems administration.</li>
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<li> Members should only be removed from the Systems Committee with cause,
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or when they no longer show interest in systems administration.</li>
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<li> The Systems Committee will collectively, under the leadership of the
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Systems Administrator,
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<ol>
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<li> operate any and all equipment in the possession of the Club.</li>
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<li> maintain and upgrade the software on equipment that is operated by
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the Club.</li>
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<li> facilitate the use of equipment that is operated by the Club.</li>
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</ol>
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</li>
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<li> Members of the Systems Committee shall have root access to the machines
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operated by the Club.</li>
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</ol>
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<h3>3. Other Committees</h3>
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<ol>
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<li> The President, with approval of the executive council, may appoint such
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special committees as are deemed necessary.</li>
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</ol>
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</section>
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<section title="8. Meetings" anchor="meetings">
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<ol>
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<li> A regular meeting of the Club shall be held each term. This meeting
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shall be called by the CRO and shall be the election meeting for that
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term.</li>
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<li> Special meetings may be called at any time deemed necessary by the
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Executive Council, by the Faculty Advisor, or by any ten (10) members.</li>
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<li> All members shall be notified at least two days prior to a forthcoming
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meeting of the meeting and of the business to be considered at that
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meeting. A message to the members' mailing list will be considered
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sufficient notification, though other forms of notification are also
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encouraged.</li>
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<li> The Club shall hold meetings only in places that are open to all
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members of the Club.</li>
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<li> The Club membership cannot act except at a general meeting.</li>
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<li> A quorum necessary for the conduct of business is defined as fifteen
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(15) members or 2/3 of the membership, whichever is smaller. If an
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election meeting lacks quorum, then the inquorate meeting can set a date
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and time for the elections, and can choose to either run the new elections
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with the same nominations or with a new nomination period (which does not
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need to meet the usual minimum requirement).</li>
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<li> A motion to remove an officer, or to call new elections (except at an
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election meeting), requires a 2/3 vote and at least a week's notice. Any
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other motion requires a majority vote.</li>
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<li> If a motion is defeated, it cannot be brought again for sixty (60)
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days.</li>
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</ol>
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</section>
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<section title="9. Finances" anchor="finances">
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<ol>
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<li> The Treasurer shall, each term, present to the Executive a financial
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statement for the previous term. They shall, before the end of the current
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term, ensure that the records are in a good condition to make this task as
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easy as possible for the next Treasurer.</li>
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<li> The Treasurer shall prepare a budget each term, to be presented to
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MathSoc, and shall be responsible to ensure that the Club is represented
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at the MathSoc budget meeting.</li>
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<li> The signing officers shall be the Treasurer, and one of the President
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or Vice-President.</li>
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<li> At the end of each term, the President or his/her representative shall
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ensure that the financial records are complete and accurate.</li>
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</ol>
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</section>
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<section title="10. Amendments and Procedures" anchor="amendments">
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<ol>
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<li> A proposed constitutional amendment can be initiated by the Executive Council or
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any ten (10) members.</li>
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<li> The proposed amendment shall be announced to all members by email
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to the members' mailing list.</li>
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<li> The proposed amendment shall be made available for viewing by all
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members in the Computer Science Club office.</li>
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<li> A general meeting shall be held to consider the amendment at least
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seven (7) days after the announcement and no more than thirty (30) days
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after, which may be the regular meeting for the term, or a special
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meeting.</li>
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<li> A constitutional amendment requires a 2/3 vote for adoption.</li>
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</ol>
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</section>
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<section title="11. Dissolution" anchor="dissolution">
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<ol>
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<li> In the event of dissolution of the Club, all assets of the Club shall
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be transferred to the Mathematics Society of the University of
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Waterloo.</li>
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</ol>
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</section>
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<section title="12. Code of Conduct" anchor="conduct">
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<ol>
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<li>
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The Club has a <a href="code-of-conduct">Code of Conduct</a>.
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</li>
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<li>
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The <a href="code-of-conduct#scope">scope of the Code of Conduct</a> is specified by the Code of Conduct.
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</li>
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<li>
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Changes to the Code of Conduct are governed by the same rules as changes
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to the Constitution.
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</li>
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</ol>
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</section>
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<section title="13. Use of Club Resources" anchor="resources">
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<ol>
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<li> All resources under control of the Club are to be used in accordance
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with the aims of the Club.</li>
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<li> The President and Vice-President are jointly responsible for the proper
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use of all Club resources, except as otherwise specified by the Executive
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or this Constitution.</li>
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<li> The Systems Administrator is responsible for the proper use of all
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administrative access to Club computing resources.</li>
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<li> The Executive, via the Systems Administrator and the Systems Committee,
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are responsible for the proper use of all Club computing resources.</li>
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<li> Permission to use a resource is automatically granted to someone
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responsible for that resource, and optionally as determined by those
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responsible for a resource. Granting permission to someone to use a
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resource does not make that person responsible for the proper use
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of the resource, although the user is, of course, responsible to the
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person granting permission.</li>
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</ol>
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</section>
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<section title="Revision" anchor="revision">
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<p>The constitution was last revised on 27 March 2015.</p>
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</section>
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<footer/>
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</cscpage>
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