Constitution for the Brock Biological Society
Last Updated March 10th 2013
Article 1-Name
The club's official name will be "Brock Biological Society”. No other name will be used in the
advertisement or representation of the club.
Article 2-Purpose for the club's existence
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To promote the understanding of biological concepts at Brock
To facilitate the endeavours of Biology students at Brock.
To enrich the learning at Brock.
Club Motto: Educating a new generation
Article 3-Membership
Membership is open to everyone.
Only students at Brock University are eligible to hold voting privileges and executive
positions.
3 Associate non-voting members are allowed, but cannot run for executive positions.
They will make up no more than 20% of membership.
4 Membership is defined as a member who has paid their club fee
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Article 4-Executives
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The executive committee shall consist of:
a co-Presidents
b Secretary/Treasurer
c Marketing executive
d Vice president of logistics
e Human resources executive
Article 5-Duties of the Executive
Co-Presidents:
● Will oversee the executive committee in fulfilling their duties.
● Will chair all meetings and initiate the call for agenda items.
● Will have signing authority for the club.
● Will report back to the membership on club activities.
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Will maintain a complete and up to date membership list, he/she will provide this
member list to all executives.
Treasurer:
● Will keep complete records of all financial dealings of the club.
● Will have signing authority for the club.
● Will act as an executive liaison to the communications/finance committee.
● Will provide a report at all general membership and executive meetings for all
financial dealings and prepare an annual financial report for the AGM.
Marketing executive:
• Create flyers for special or fundraising events, educational seminars
• Ensure updates to any flyers or bulletin board announcements are posted
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Holding meeting to brainstorm creative ways to market the club
• Promotes club through media and communication to build, maintain and manage
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reputation of the club
Vice president of logistics:
• Co-ordinates the scientific seminars with faculty members and graduate students
 Create and promote educational events for students in lower years
 Create and promote events to provide advice and guidance regarding the
potentials of a degree in biological sciences
Human resources executive:
Facilitate communication between executive members
Oversee the hiring of new executive members, etc.
Act as a liaison between BUSU and Brock Biological Society
Article 6- Executive Elections
All election procedures will abide by the policies set out in Bylaw 2550 – The Clubs
Bylaw.
Executive Elections are determined and waited by the following:
100% Club Vote/Evaluation
Each club member votes on who they think the best candidate is for the position
All positions are re-elected on a yearly basis.
Those running for President must hold at least a 1 year membership under Brock
Biological Society. Some criteria for running for presidency that is not mandatory, but
strongly is considered are
-Past Executive involvement
-Past Membership and length of time as a member
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-Organizational and facilitating skills
-Dedication and passion for biology
-Theoretical knowledge of biology
-Leadership and communication skills
To run for an Executive, the member must hold at least a 1 year membership under
Brock Biological Society and must have attended at least 80% of the General Meetings
within a given semester upon joining; this clause does include the Annual General
Meeting, in which the next years positions are chosen.
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The date of which the executives change-over will be determined at the Annual
General Meeting, taking place in late January to early February.
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Should an elected executive leave their position before the end of year election
for any reason, (eg; illness, academic concerns, impeachment) the Clubs Policy
Committee must be informed and an election held for that position will be held as
soon as possible.
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The executive may appoint standing committees if there is a clear and defined
need. The action of such committees shall at all times be subject to the Executive’s
revision and control.
Article 7-Finances
The membership fee will be set out by the Executive Committee within BUSU
guidelines, at the Annual General Meeting (AGM), each year.
2 Any purchases or withdrawals of funds from the club account exceeding twenty dollars
($20) must be approved first by the executives.
3 That all funds being accepted for membership fees must be taken by and submitted by
the treasurer or other signing officer
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Article 8-Bank Account
The bank account holds all funds from the membership fees and funds raised. This
account is only to be used for items that would benefit the club as a whole.
2 Primarily the President(s) of the Club, and the Treasurer holds signing authority for the
bank account. But aforementioned, the Vice President has secondary signing authority.
3 Secondary signing authority is held for the exact reason such that, if a conflict of
interest arises from one of the co-Presidents or Treasurer, at this point any of the
executive members will take one of the roles as per their signing authority. This clause
will also come into play, if either the Secretary/Treasurer, or co-Presidents are in
absence.
4 In the event of a conflict of interest, the bank account will be frozen until the conflict
is solved.
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Article 9-Executive Absence Clause
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In the event that an Executive member is not present at a General Meeting or Annual
General Meeting, then the next most senior Executive present will assume the duties
and responsibilities of the absent Executive for the duration of the meeting. It is the
responsibility of the absent Executive to notify remaining executives as to why they
won’t be present and to get updated with what was discussed.
Article 10-Meetings
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At least three General Meetings (GM) shall be held during the school year, including the
Annual General Meeting (AGM). In addition, meetings will be called on a week-to-week
basis.
Members will be informed of each of these meeting at least 7 days in advance. This
includes, time, date, location and call for agenda items.
Voting shall be carried out in a manner sufficiently acceptable to the membership of
the Brock Biological Society.
In order to be eligible for a vote in the Annual General Meeting (AGM), a voting
member must attend at least one (1) prior General Meeting (GM). Unless, a suitable
reasoning is provided and approved by the executive.
That the aforementioned executive will bring to any meeting dealing with the general
membership, a printed agenda.
Special general meetings may be called at any time by any of the executive members,
or upon the written application of four (4) members addressed to the
Secretary/Treasurer. A purpose for the meeting must be provided.
Article 11-Suspension of Membership
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Any member of the club who commits an act negatively affecting the interests of the
club and its members may be given notice of impeachment. The impeached individual
will have the right to defend his/her actions. A two-thirds majority vote of members
present will result in the removal of the impeached individual from the club and the
loss of any privileges associated with the club. In the event of an impeachment, the
Brock Biological Society will refer to and abide by BUSU Bylaw 2550.
Article 12- Seminar
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Educational seminars will take place during the fall/winter semesters, and will cover
topics relevant to the educational requirements of students enrolled in biology and
related fields
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Topics will include but are not limited to; writing of Curriculum vitae, proper
communication with faculty members and professionals in industry, and career
possibilities relating to the field of biology
Article 13- Agency Clause
The Brock Biological Society is not an agent of the University Students' Council and its
views and actions do not represent those of the University Students' Council.
2 The Brock Biological Society is not an agent of the Brock University and its views and
actions do not represent those of the Brock University.
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