UBC Vancouver Chemistry Graduate Student Society Constitution
Terminology:
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"CEO": the Chief Electoral Officer
"CGSS": the UBC Vancouver Chemistry Graduate Student Society
"CUPE 2278": the Canadian Union of Public Employees Local 2278
"GSS": the Graduate Student Society of UBC Vancouver
"UBC": the University of British Columbia
"UCS": the Undergraduate Chemistry Society
"council meeting": a meeting where only councillors participate in voting
"councillor": an elected member of CGSS council (see Article III)
"general meeting": a meeting where all CGSS members participate in voting
"regular vote": a vote in which a simple majority of votes cast is necessary,
excluding abstentions
"special vote": a vote in which a two-thirds majority of votes cast is
necessary, excluding abstentions
Preamble:
The mission of this society includes the following directives:
1. To improve the quality of life of chemistry graduate students by organizing
social and academic events and be active members in the community.
2. To provide useful information and services for prospective and current chemistry
graduate students.
3. To act as a liaison between the chemistry graduate student body and the
Chemistry Department, the UCS, the GSS and CUPE 2278 and to promote the
interests of chemistry graduate students as a group.
Article I: Name
• UBC Vancouver Chemistry Graduate Student Society
Article II: Membership
• All currently enrolled chemistry graduate students at the University of British
Columbia Vancouver are automatically considered members of the CGSS.
• The privileges of membership in the CGSS include the right to vote at general
meetings and inclusion in CGSS events.
• Membership can be revoked by special vote of council under any of the following
circumstances:
a. Members who violate any of the provisions laid out in this constitution.
b. Members who violate any of the policies and regulations as laid out in the
University of British Columbia Vancouver Student Calendar.
c. Members who act in a manner that puts the CGSS in disrepute.
• Membership can be reinstated by special vote of council after an appeal from
the offending student has been heard.
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Article III: Council
• Councillors are primarily responsible for working towards fulfilling the
mission of the CGSS (see Preamble) and in the general interest of chemistry
graduate students.
• Councillors hold their positions for a term of approximately one year. The
term starts on the beginning of the month following the general election and is
held until September 30th of the following calendar year, or until month end
after the next general election is held, whichever occurs first (see Article
VIII).
• All members are eligible to run for any council position unless they are
expecting to graduate within their one year term. If a member expects to
graduate within their one year term they are ineligible to run for the following
positions: president, vice president, secretary, treasurer, resource officer and
social coordinator.
• To be eligible to run for any of the following position: president, treasurer,
resource officer and social coordinators; members must have already held a
position of council for a minimum of one year unless approved by the CEO.
The secretary position is also recommended to be a second or upper year
graduate student.
• To be eligible to run for International Representative, members must be an
international graduate student.
• To be eligible to run for First year Representative, members must be a first
year graduate student.
• There is no limit to the number of terms that an individual may serve on
council, so long as they are members of the CGSS (see Article II).
• Council positions that become vacant during the year should be advertised to
all members. After a minimum period of one week following the
announcement, the position(s) can be filled with by special vote of council, or
by-election at any time during the year. Members are allowed to hold two
positions by special vote of the council. (See Section VIII)
• If a council position is left vacant then the responsibilities for that position
will be absorbed by other councillors. Quorum will then be based on the
number of current councillors.
• Councillors are obliged to attend CGSS meetings, help with lab manuals sales
and volunteer at CGSS events. If a councillor misses more than three
meetings, or doesn’t volunteer for at least one event per semester without
notice, a special vote can be held to remove a person from their position on
council.
• The council will consist of the following members:
i.
President (2 year position- 1st year as president, 2nd is council advisor)
Responsible for chairing council and general meetings as well as attending faculty
meetings. Act as primary liaison between the CGSS and its membership and all external
organizations (GSS, Chemistry Department, UBC, other Universities and industry).
President can delegate responsibilities to the vice president and has signing authority to
the society’s bank account. President is a two year position, in the first year the member
holds the position of president and the second year the member holds the position of
council advisor. The council advisor is required to attend all council meetings.
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ii.
Vice President
Assumes the role of the President if they are unavailable. Act as a liaison for the
society with all external organizations (see Article III-i). Responsible for
organization of holiday skits. Has signing authority to the society’s bank account.
iii.
Secretary
Records and maintains minutes of all council and general meetings and activities.
Establish and maintain a phone/email list of the CGSS council. Responsible for
ensuring that council meetings will hold quorum. If the meeting will not be able to
hold quorum, secretary will inform the president and reschedule the meeting.
Secretary will distribute minutes by e-mail for approval prior to the following
council meeting, before they are posted on the website. The secretary is responsible
for inviting members that hold positions as graduate student representatives on
departmental committees to one meeting each semester and maintain a mailing list
for these representatives. If there is no Vice-President position, then secretary can
have signing rights to the society’s bank account.
iv.
Treasurer
Responsible for the management of the society’s financial affairs including recording
and tabulating the fiscal affairs of the society. Will prepare a financial report for
presentation at every CGSS general meeting. Will prepare two statements of income
and expenditures upon request from the council. Responsible for maintaining and
running lab manual sales with the assistance of a committee. Has signing authority to
the society’s bank account.
v.
Social Coordinators (2 positions)
Responsible for organizing and advertising social events and activities. Needs to
obtain the “Serving It Right Certificate” or equivalent license.
vi.
Union Representative (up to 2 positions)
Act as a liaison between the graduate students and the TA union (CUPE 2278).
Attends TA union general meetings. Responsible for informing graduate students
of all actions and decisions of the TA Union.
vii.
First Year Representative
Representative for first year chemistry graduate students. Act as a liaison between the
rest of the council and the general membership. Takes an active role in organizing
activities and social events for first year graduate students.
Sports Representative
Responsible for organizing and promoting sporting activities.
viii.
ix.
GSS Representatives (up to 2 positions, or as determined by the GSS)
Act as a liaison between the graduate students and the GSS. Attend all GSS general
meetings. Ensures the GSS membership is renewed at the beginning of each
academic year. Responsible for informing graduate students of all actions and
decisions of the GSS council. Takes an active role in the GSS organization as an
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official representative of chemistry graduate students.
x.
Webmaster
Responsible for maintaining and updating the CGSS website, CGSS calendar and
gathering information from other members to post on these mediums. Ensures CGSS
council meeting minutes are posted on the CGSS website.
xi.
Resource Officer
Responsible for directing to students with concerns that they do not want to bring
directly to the graduate advisor to the appropriate people/resources. Organizes,
checks and maintains the concern/suggestion box located in the graduate lounge on a
weekly basis. Anonymously documenting concerns and maintains an awareness of
wellness resources available at UBC.
xii.
International Representative
Acts as a liaison between the rest of the council and the international students. Helps
international students integrate, plans the international food night, volunteers at
CGSS events and is responsible for helping in the organization of skits.
xiii.
Representatives (up to 3 positions)
Representative Councillors act as a liaison between the rest of the council and the
general membership, volunteer at CGSS events and are responsible for helping in the
organization of skits
Article IV: Committees
• Committees can be formed at the discretion of the council by a regular vote.
• Committees must include at least one councillor, whose role will be to act as
chair of the committee and report back to the CGSS council. The president
will ask for volunteers and/or recommend members.
• Committees will be dissolved when their services are no longer required, by
regular vote of CGSS council.
• Student representatives to departmental committees are appointed by the
CGSS council. All available positions on departmental committees will be
advertised by email to the entire CGSS membership. Student representatives
must attend at least 3 council meeting (at least one per semester) to report
back to the CGSS.
• If there are several candidates interested in the same committee position(s),
candidates will be given an opportunity to address council (in person or by a
written statement of interest). The council will then vote by secret ballot and
the individual(s) with the most votes will be appointed to the committee
position(s).
Article V: Council Meetings
• Council meetings should be held at least once every month throughout the
year, and are open to all CGSS members. A UCS member will be invited to
attend council meetings. Meetings will be conducted in the following manner:
• Meetings will be called to order by the chair followed by the ratification of
previous meeting(s) minutes. Committee reports will be presented and
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discussed. Decisions will be approved by regular vote. The meeting will then
be adjourned by the chair.
In order for a council meeting to hold quorum at least 55 % of the councillors
must be present. If not then the meeting will be postponed and rescheduled for
a later date.
In certain situations where confidential issues are discussed, the meeting will
be moved from open to an in camera session, by regular vote.
Advance notice must be given to the council when inviting a non-member to a
meeting, with the exception of the UCS representative.
If a councillor cannot attend a meeting, then they are obliged to notify the
secretary in advance.
A council meeting can be called at the discretion of any council member.
The last order of business in the meeting will be to schedule the next meeting.
Article VI: Minutes
• Minutes will be recorded by the secretary during every general and council
meeting.
• The minutes will be a general summary of the meetings, written in a neutral
tone, briefly describing the issues that were discussed, verbal committee
reports and the motions that took place, and with the exception of general
meetings, a record will be made of all persons present.
• Except for motions, minutes should not include excerpts from emails or
written committee reports, financial updates, personal opinions, any direct
quotations, or in camera sessions
• Draft minutes will be sent to the council by email before the next council
meeting.
• Minutes will be ratified at the next council meeting and put up on the
society’s website by the webmaster.
Article VII: General Meetings
• At least one general meeting will be held annually (normally within 6 weeks
of the start of Winter term I) to elect the next council and to ratify
constitutional amendments (see Article X).
• Members must be informed of general meetings with at least one week's
advance notice.
• The quorum for general meetings will be 35 members (including councillors).
• General meetings will be chaired by the current CGSS president.
• The president will give a report on the current state of affairs.
• The treasurer will give a financial report.
Article VIII: Elections
• A Chief Electoral Officer (CEO) will be appointed prior to a call for
nominations. The choice of CEO must be approved by a regular vote of
council. The CEO may not run for any positions in the elections he/she is
administering. The CEO may be removed in case of conflict of interest by
special vote of council.
• The CEO is responsible for the administration of elections, including
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communication of deadlines to CGSS members, collections of nominations,
counting of votes, and publication of results.
All CGSS members are eligible to vote.
Members must be informed of elections with at least one week's advance
notice.
Voting for council positions must by conducted by secret ballot. The
candidate who receives the most votes shall be declared the winner.
Elections are normally held in conjunction with the annual general meeting.
Quorum for elections will be 35 members (general and councillors).
By-elections can be held at any time to fill a vacant position on council, and
should follow the same procedures listed above.
Article IX: Finance/Accounting
• Council should be informed of all fundraising undertaken on behalf of the
CGSS.
• Council will be notified in advance of any gross expenditure of more than
$100, and council must approve any gross expenditure of more than $500.
• No individual may sign a contract on behalf of the CGSS without council
approval (by regular vote).
• Any cheque or payment from the CGSS must be signed by two authorized
councillors as per article III.
• Documentation must be provided for all expenditures in order to receive
reimbursement from the CGSS.
Article X: Amendments to the Constitution
• This constitution can be amended by special vote at a general meeting.
• This special vote must be conducted by secret ballots.
• The quorum for this special vote is 35 members.
• Prior to a general meeting, amendments to the constitution must be sent out to
the general membership at least one week before the meeting.
Revised August 27, 2015