CLUB CONSTITUTION
Article 1:
Name.
The name for this association will be the Otaku Anime of Concordia University club, otherwise
known and hereinafter referred to as “Otaku Anime”.
Article 2:
Purpose.
The purpose of Otaku Anime is to educate, promote awareness, and create interest in Japanese
animation (anime), graphic novels (manga), related gaming and pop-culture as a popular
entertainment medium to the Concordia student community and the general population. The club
hopes to achieve these goals through the organizing of events as well as the supporting of other
local organizations sharing similar interests.
Article 3:
The Executive Committee.
1) The Otaku Anime club shall have an Executive Committee of no less than three active
members.
2) The Executive Committee will act as the administrative body of Otaku Anime and will be
responsible for determining and executing all policies and decisions.
3) The committee will be accountable to the Otaku Anime’s membership.
4) The term of office for any member of the Executive Committee will be indefinite until that
member resigns, is unable to continue as a member of the Executive Committee, or is
impeached.
Article 4:
Executive Positions.
1) The Executive Committee shall have the following executive positions: President, Vice –
President, Treasurer, Club Secretary, Head of Advertising, Resource Manager,
Webmaster, Librarian, Screening Coordinator, Office Manager, Gaming Event
Coordinator, and Event Coordinator.
2) The position of President is of prime importance and must be filled by one member of the
Executive Committee through election.
3) The position of Vice – President is also of prime importance and must be filled by one
other member of the Executive Committee through Presidential appointment.
4) A member holding an executive position may assume, in part or in whole, the duties and
responsibilities of more than one vacant executive position if there are no qualified
candidates available or through Presidential decision.
5) The President is forbidden to assume the duties and responsibilities of the Vice –
President.
6) The President is forbidden to dismiss the Vice – President unless the member holding the
position is impeached or voluntarily resigns from the position.
7) Any Executive Committee member not holding an executive position will have the title of
“Executive”.
8) The mandate for any executive position is one academic year.
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9) The President, Vice – President and Treasurer must be a registered, either full-time or
part time, Concordia University student.
Article 5:
Duties and Responsibilities.
The following executive positions will have the following duties and responsibilities that the
appointed executive is responsible for carrying out to his/her best ability.
1) President
a) The President shall be the chief executive officer of the Otaku Anime club.
b) Act as chairman at all executive committee meetings.
c) Be the chief spokesperson and club representative to official CSU or Concordia
organizations, meetings, and gatherings where such representation is necessary.
d) Ensures that the Otaku Anime club’s Constitution is being carried out properly and in
complete accordance with its articles.
e) Ensure that the members of the Executive Committee fulfill their responsibilities and
duties.
f)
Oversee and administer any activities of the club not specifically under the control of
any other member of the Executive Committee.
g) The President is the only one to call an executive committee meeting either by
his/her own initiative or through a motion from another executive.
h) The President shall be the only one to appoint and dismiss members of the Executive
Committee to executive positions. (Refer to Article 4)
i)
The President shall have the power to create or remove any new executive
position(s) that he/she feels is necessarily in operating the club efficiently. Must
provide clear duties and responsibilities for that new position.
j)
The President may not remove any executive position(s) that is entrenched in this
Constitution. (Refer to Article 4)
k) The President shall have the power to delegate, whole or in part, duties and
responsibilities from one executive position to another executive position or member
with the exception of the Vice – President and President positions, which must
remain intact. (Refer to Article 4)
l)
The President is the only one that has the power to put forth proposals on the table to
be put to a committee vote either by his/her own initiative or through a motion from
another executive.
m) The President is the only one to call for a vote to appoint new member(s) to the
Executive Committee.
n) The President is the only one to call for a vote to impeach any active member(s) from
the Executive Committee.
o) The President must consult and seek approval from the Executive Committee in
important matters.
2) Vice – President
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a) Acts as chairman at all executive committee meetings of the club at which the
President is not present.
b) Assumes all duties and responsibilities of the President when the President is
temporary absent.
c) Succeeds to the position of President if the President resigns, is incapable physically
or mentally to continue as President, or is impeached.
d) Acts as the President’s chief advisor and assistant.
e) Assumes the position of chief spokesperson and club representative to official CSU
or Concordia organizations, meetings, and gatherings where such representation is
necessary if the President is unable to attend.
f)
The Vice – President is the only one to call for a vote to impeach the President.
g) The Vice – President will be the designated Bookings Officer and will be responsible
for all bookings involving rooms, spaces (Mezz tables, Banner space, etc.), and
audio-video equipment. If the Vice-President is unable to carry out this duty, the
President may designate another executive who is a registered Concordia student.
3) Treasurer
a) The Treasurer is responsible for the preparation and presentation of the budget for
Otaku Anime to both the CSU and the Executive Committee at the beginning of each
academic year.
b) Is responsible for all funds and cheques owned by Otaku Anime.
c) Ensures that the club’s budget and funds are being administered properly.
d) Has sole jurisdiction in all financial matters and is accountable to the Executive
Committee.
e) Maintains and keeps detailed financial records (club budget, cash box money,
photocopying expenses, refund cheques, etc.) of Otaku Anime.
f)
The treasurer will be responsible for the security of the club’s cash box.
g) Ensures that any expenses made for the club by an individual, either an executive or
non-executive, are refunded by the club.
h) When requested, the Treasurer will report on the status of the club’s budget and
finances to the Executive Committee at the next scheduled executive committee
meeting.
i)
The Treasurer will be the club’s primary signing officer.
4) Club Secretary
a) The Club Secretary is responsible for keeping minutes and recording attendance at
all Otaku Anime executive committee meetings and to provide copies of these
minutes either through written documents, e-mail, or posting on the executive
website.
b) Maintains and/or is responsible for the following:
I. All written documents including, but not limited to, activity card application
forms, executive application forms, volunteer application forms, Anime North
registration forms, and audience surveys.
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II. Updates, when approved through Executive Committee vote, the Club’s Rules
and Official Club Policy documents.
III. Drafts the club’s Constitution with proposed amendment changes.
IV. Any other written document or form that is of a non-financial nature.
c) Responsible for archiving all Otaku Anime documents on the executive website.
d) Responsible for requesting and acquiring screening permissions for commercial
licensed (North America) anime titles.
e) Acts as a liaison between Otaku Anime and the Anime industry.
5) Head of Advertising
a) Is responsible for all areas involving advertising and promotion of Otaku Anime.
b) Is responsible for printing or creating any promotional or advertising material.
c) Is responsible for the layout and design of the club’s Handbook and Activity Card.
d) Maintaining the club’s banner(s) and signs.
e) May delegate duties to other executives which involve the following:
I. Posting posters and other advertising material around campus.
II. The printing of advertising and other related material.
III. Written content for the club’s Handbook.
photos, art, etc.
f)
As well as other tasks like editing,
Chief advisor in all matters involving advertising and club promotions.
6) Resource Manager
a) The Resource Manager will be the System Administrator for all of Otaku Anime’s
computer systems.
b) Responsible for obtaining and CD-ROM/DVD-ROM burning of fansubbed
(digisubbed) anime titles for the club’s digital library (both for screening and lending
library).
c) Chief advisor in the selection of anime content to be seen during the regular
screenings and special events.
7) Webmaster
a) The Webmaster maintains and updates the Otaku Anime’s website.
b) Responsible for the club’s e-mail account, message board, and newsletter.
8) Librarian
a) The Librarian is responsible in the upkeep and maintenance of the following:
I. All VHS tapes, both in the lending library and in storage.
II. All digital media (CD and DVD), both in the lending library and in storage.
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III. All printed material (mangas and magazines).
b) Is responsible for maintaining, updating, and printing of ALL lending library lists.
c) Ensures that there are no licensed materials in the digital (digisubbed) and
fansubbed VHS lending libraries.
d) Advises on which titles are needed to be added or purchased for the lending libraries.
e) The Librarian is responsible in the issuing of Activity Card membership numbers and
maintaining the club’s Activity Card membership list.
9) Screening Coordinator
a) The Screening Coordinator does initial set-up and clean-up of all Otaku Anime
screenings.
b) Monitors the screening room and AV equipment at all times.
c) Ensures that the audience remains quiet during the screenings.
d) Perform public announcements during intermission(s).
e) Perform test screenings to ensure that all AV equipment is working properly.
f)
Perform quality checks on anime titles to ensure that they are error free.
g) The Screening Coordinator has full control over the schedule during the screening.
10) Office Manager
a) The Office Manager is responsible for the upkeep and cleanliness of Otaku Anime’s
clubroom.
b) Is responsible for the clubroom’s office supplies.
c) Will perform random checking of other executives and/or volunteers if they are
performing their office hours.
d) If a volunteer or an executive cannot perform their designated office hours, the office
manager is the one that they report to.
e) Is responsible in the reporting of comments and/or complaints about the clubroom
and/or office hours to the Executive Committee.
11) Gaming Event Coordinator
a) The Gaming Event Coordinator will be responsible for organization and hosting of all
gaming-related events.
b) Will be in charge of promoting all gaming-related events.
c) Is responsible for procuring and maintaining all gaming-related equipment for events.
d) If needed, will be responsible for maintenance of all gaming-related equipment set-up
in the office.
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12) Event Coordinator
a) The Event Coordinator is responsible for the organization and hosting all non-gaming
and non-screening events.
b) Will supervise the Gaming Event coordinator, Screening Coordinator, and any new
Coordinator positions that will be open in the future.
c) Will be promoting all advertisement for events falling outside the scope of the Gaming
Event Coordinator and the Screening Coordinator
d).Will be in charge of procuring all equipment for events not hosted the other
coordinators.
13) General Duties and Responsibilities of the Executive Committee.
a) Each executive is required to attend all executive committee meetings called by the
President. If for any reason an executive is not able to attend a meeting, that
executive must inform the President or any other executive ahead of time that he/she
cannot attend the meeting for a valid reason.
b) The Executive Committee shall vote on any proposals brought forward by the
President or acting chairman, or by any other executive via the President or acting
chairman.
c) The Executive Committee shall adhere to the Otaku Anime club’s Constitution and
utilize it for reference of operational decisions.
Article 6:
Voting Procedures.
1) For any proposal put forward by the President or acting chairman, a simple majority vote
(50 % +1) must be achieved by all Executive Committee members present at the time of
the vote for any proposal to be improved.
2) Each executive will have one vote.
3) The President or acting chairman will have control of the meeting agenda and will not be
allowed to vote on any proposals unless it is to break a tie.
4) In the event that the President wishes to take part in a vote, he/she will temporary
transfer control of the meeting to a designated acting chairman. The executive who is
chosen as acting chairman has the right to refuse the role. The acting chairman will be
the one to call for the vote and will only vote to break a tie. After the vote has been
done, control of the meeting could be return to the President.
5) The President may NOT delegate his/her chairman duties regarding votes in the following
categories:
a) Financial Matters
b) Rules and Club Policies
c) Constitutional Amendments
d) Impeachment Votes
Article 7:
Election.
1) Election of New Members to the Executive Committee.
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a) The candidacy for new members is open to the Concordia student community and
the general public.
b) The candidate for election must be sponsored by one of the active members of the
Executive Committee.
c) The President is the only one to approve candidates for membership into the
Executive Committee and to call for an election vote.
d) A candidate is successfully voted in by a simple majority of the active Executive
Committee members in attendance.
2) Presidential Election.
a) The executive position of President will be the only position that an election will be
held on.
b) The candidate(s) for President must be a full-time or part-time Concordia University
student and a member of the Executive Committee for a minimum of one year.
c) The election for a new President must be held before the beginning of the new
academic year.
d) The vote shall be the simple majority of the active members of the Executive
Committee in attendance.
e) The President shall appoint a member of the Executive Committee to act as an
Elections Officer.
f)
Article 8:
The Elections Officer shall be the only one to accept candidates for Presidency if they
fulfill the requirements outlined in subsection b), decides when and where the vote
shall take place, responsible for informing all executives of the election, and to
ensure that the vote is fair and democratic.
Disciplinary Action and Impeachment.
1) If any member of the Executive Committee is not performing his/her duties, commits acts
of criminal intent, behaves in a manner that is disruptive and/or disrespectful towards
other members of either the club or Executive Committee, jeopardizes the overall morale
of the Executive Committee, or acts against the general best interest of the club, will be
subjected to disciplinary action and/or be committed to an impeachment process.
2) Disciplinary Action.
a) The President will have discretionary authority in determining the type and duration of
the disciplinary action being placed on an executive.
b) The Executive Committee must approve the proposed disciplinary action by a simple
majority.
3) Impeachment Process for an Executive.
a) The President is the only member of the Executive Committee to begin impeachment
proceedings against an active executive on the following grounds:
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I. The executive did not comply with the disciplinary action placed upon him or
her.
II. The actions and/or behaviour of the executive, outlined in Article 8: section 1),
warrant the immediate calling of impeachment procedures.
III. A petition from other members of the Executive Committee calling for an
impeachment.
IV. Any or all attempts of reconciliation or discussions to resolve any disputes or
grievances with the accused executive have failed.
b) An executive committee meeting, without the accused executive in attendance, must
be held to decide whether or not impeachment proceedings may proceed against the
accused executive. A simple majority vote from the executives present at the
meeting is required to begin impeachment proceedings. The vote may or may not
be by secret ballot. The exact procedure of the process may also be determined
during this meeting.
c) The accused executive must be notified of the initiation of impeachment proceedings
against him/her. The accused has, at minimum, one week to state his/her intention
to challenge this decision.
d) During the time that an accused executive is going through the process of
impeachment, he/she may be subject to additional restrictions and sanctions called
by the President and/or the Executive Committee.
e) A second executive committee meeting must be held within two weeks from the call
for impeachment. The accused will have the opportunity to defend himself/herself at
this meeting. A secret ballot will be used to determine whether or not to impeach
the accused. A minimum of five active executives must be present at this meeting
for the vote to be carried out. A simple majority of the present executives is required
for impeachment to be approved.
f)
An executive who has been impeached are forbidden to be part of Otaku Anime’s
Executive Committee for a minimum of two years. Other sanctions and restrictions
may also be placed upon the impeached executive.
4) Impeachment Process for a President.
a) The Vice-President is the only member of the Executive Committee to begin
impeachment proceedings against the President on the grounds outlined in Article 8:
Section 3, subsection a), I to IV.
b) The accused President will be subjected to the same impeachment process outline in
Article 8: Section 3, subsections b) to f).
c) During the time that an accused President is going through the process of
impeachment, the Vice-President will assume temporary presidential authority of
Otaku Anime. The President may be subject to additional restrictions and sanctions
called by the Vice-President and/or the Executive Committee.
d) A majority vote of two-thirds of the active executives in attendance during the second
executive committee meeting is required for impeachment of the President to be
approved.
Article 9:
Membership and Membership Privileges.
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1) All Otaku Anime screenings and special events are open to the general public with no
charged admissions or special requirements.
2) Club members who have obtained a valid Otaku Anime activity card will be entitled to all
privileges available to them as club members.
3) All activity card privileges and general club rules, approved by the Executive Committee,
must be made easily available to all club members via the member’s handbook, club web
site, handouts, club e-mails and other appropriate material.
Article 10a:
Honorary Executive.
1) The title of Honorary Executive is awarded to executives who have contributed greatly to
Otaku Anime and proven themselves as dedicated and invaluable members of the
Executive Committee.
2) Only one Honorary Executive title can be awarded per academic year and potential
candidates are limited to active executives only.
3) The President can submit a candidate to become an Honorary Executive.
4) A two-thirds majority vote by all active executives in attendance is required to award an
Honorary Executive title.
5) Honorary Executives have executive status; therefore they hold all the rights, powers,
and privileges as a member of the Executive Committee.
6) Honorary Executives act as senior advisers to the Executive Committee and must remain
active within the committee to retain their executive status.
7) “Active” is defined as an Honorary Executive who attends scheduled executive committee
meetings on a regular basis and/or contributes significantly to the club.
8) Honorary Executives can be stripped of their title via Article 8.
Article 10b: Alumni
1) Alumni are Honorary Executives who are no longer active with the Executive Committee.
2) Alumni members do not hold any executive power and are not entitled to any executive
privileges.
3) Alumni are entitled to have free activity cards and to be entitled to all rights and privileges
as a regular club member.
Article 10c: Founders
1) Daniel Chartier, Steven Kobernick, and Ray Mordic are hereby recognized as the
Founders of Otaku Anime.
2) The Founders are Honorary Executives for Life and therefore have all the rights and
privileges of an Honorary Executive outlined in Article 10.
Article 11:
Amendments to the Constitution
This Constitution shall comprise the operating basis of the organization. All amendments to this
document must be ratified by a two-thirds majority vote of the present Executive Committee,
where at least seven active executives are present for the vote.
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Amendments to the Constitution
Amendment I:
Date for the Transfer of Power.
The mandate of the President-elect and the newly appointed Executive Committee will begin on
July 1st. All powers and authority of the previous President and Executive Committee will be
transferred to the new administration.
Amendment II:
Non-Political/Religious Clause
Otaku Anime will be a non-political and non-religious organization and to have a neutral position
on such matters. The President and the Executive Committee will not be permitted to advance,
promote, or make any official statements of a political or religious nature on behalf of the club.
Otaku Anime will be permitted to announce the holding of general elections and/or referendum
votes, and to allow political candidates or representatives of a particular referendum position to
present their platforms to the Executive Committee and/or to attending audience members or
participants during any Otaku Anime screenings or events.
The President is permitted to impose certain conditions and/or limits on any statements made by
political candidates or representatives of a particular referendum position that he/she sees fit.
Any conditions and/or limits made by the President must also equally be applied to other parties
as well.
Amendment III:
Redefinition of the Status of Honorary Members
The status and powers of Honorary Members has been redefined and separated into three
categories: Honorary Member, Alumni, and Founder. Please refer to articles 10a to 10c for
more details.
Amendment IV:
Revision of the Duties and Responsibilities of the Executive Positions.
The duties and responsibilities of the Vice – President, Treasurer, Club Secretary, Head of
Advertising, and Resource Manager have been revised and updated.
Amendment V:
Addition and Removal of Executive Positions.
The following executive positions have been added to the constitution: Webmaster (as a separate
executive position), Librarian, Screening Coordinator, and Office Manager.
The position of Public Relations Officer has been removed from the constitution.
Amendment VI:
Participation of the President in a Vote.
The President may now participate in an Executive Committee vote as outlined in Article 6,
Section 4. Restrictions of what the President cannot vote on, unless it is to break a tie, are
outlined in Article 6, Section 5.
Amendment VII:
Student Status for the President, Vice-President, and Treasurer.
It is no longer necessary for the President to be a registered full-time Concordia student.
The positions of Vice-President and Treasurer must be filled by registered, either full-time or parttime, Concordia students.
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Amendment VIII:
Title Change for Honorary Members and Voting Change.
The title of Honorary Member has been changed to Honorary Executive with the same rights and
privileges as before.
The number of votes necessary to reward the title of Honorary Executive has been changed from
a unanimous vote to a two-thirds majority vote.
Amendment IX:
Broadening of Club Purpose (article 2).
The purpose of Otaku Anime has been expanded from Japanese animation to also cover graphic
novels, gaming, and pop culture.
This was carried out previously through screenings, club-sponsored events, and support of local
stores specializing in anime. This has been changed to events in general as well as the support
of other local organizations sharing similar interests.
Amendment X:
Re-organization of Event Coordinators.
All gaming-related events will now be under the responsibility of the new position of Gaming
Event Coordinator.
All new Coordinators will now be overseen by the new position of Event Coordinator.
Author of the Otaku Constitution: Antonio Fernandez
Adopted and approved: August 12, 2000
Amended: April 13, 2002 (I and II)
Amended: August 10, 2002 (III)
Amended: August 21, 2005 (IV, V, VI, VII, and VIII)
Amended: January 16, 2010 (IX)
Amended: July 20, 2015 (X)
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