2 MEMBERSHIP
2.1
2.2
2.3
3 REPRESENTATION AND ORGANIZATION OF COUNCIL
3.1
3.2
3.3
4 COUNCIL DUTIES
4.1
4.2
4.3
4.4
4.5
5 DUTIES OF COUNCIL MEMBERS
5.1 PRESIDENT
5.2 VICE PRESIDENT INTERNAL
5.3 VICE PRESIDENT EXTERNAL
5.4 TREASURER
5.5 SECRETARY
5.6 EACH EXECUTIVE MEMBER
5.7 OTHER POSITIONS
5.8 EACH NON-EXECUTIVE MEMBER OF COUNCIL
6 MEETINGS
6.1
6.2
6.3
6.4
6.5
7 RECALL, RESIGNATIONS, AND VACANCIES
7.1
7.2
7.3
7.4
7.5
7.6
7.7
8 AMENDMENTS AND REVISIONS
8.1
8.2
8.3
8.4
8.5
8.6
9 FINANCE
9.1
9.2
9.3
9.4
9.5
9.6
9.7
9.8
9.9
9.10
10 BY-LAWS
10.3 ELECTIONS
10.4 BAR MANAGER POSITION
10.5 BAR MANAGER REGULATIONS
10.6 BAR MANAGER WAGES
10.7 BARTENDERS
1.1
This document is the official constitution of the Dalhousie Computer Science Society (here-after ’the Society’). This document renders all previous constitutions for the Society null and void.
1.2
The objectives of the Society are:
• to promote activities for the advancement of the interests of its members and other interested parties;
• to co-ordinate and promote the activities of the member of the Society subject to the rules and regulations of Dalhousie;
• to provide a central and united voice on behalf of its members in discussions in and outside Dalhousie, when such discussions may affect the members either directly or indirectly; and
• to organize the monies and properties granted to, or otherwise acquired by, the Society to satisfy the objectives
2.1
The following are members of the Society
• all students currently registered in full or part time study in any program under the Dalhousie University Faculty of Computer Science;
• any student paying the Computer Science student fee; and
• honorary members
2.2
The following are eligible to become honorary members
• any person taking a course offered by the Faculty of Computer Science for credit;
• the Dean of the Dalhousie Faculty of Computer Science;
• faculty of the Dalhousie Faculty of Computer Science;
• computer science alumni; and
• Any other person(s) elected by the Society’s representative council.
2.3
Honorary members do not have voting privileges and may not become executives in the Society.
3 Representation and Organization of Council
3.1
There shall be a council of students (hereafter ’the Council’), which shall consist of the executive and elected or appointed representatives.
3.2
The executive shall consist of:
• the president;
• the vice president internal;
• the vice president external;
• the treasurer; and
• the secretary.
3.3
The Council shall consist of:
the executive
• a graduate representative;
• a multidisciplinary graduate representative;
• a junior undergraduate representative;
• a senior undergraduate representative;
• an undergraduate computer science representative;
• an undergraduate informatics representative;
• a co-op representative;
• a social representative;
• an athletic representative;
• a member-at-large;
• a Faculty representative (non-voting);
• DCSI representative (non-voting);
• a transition officer (non-voting);
• an alumni representative (non-voting); and
• InfoDesk Manager (non-voting).
4.1
Subject to the by-laws, the Council may appoint and delegate to committees such powers and duties as maybe deemed necessary or desirable. The Council may also make rules and regulations relating to the performance of its functions and the exercise of its powers.
4.2
The Council may introduce, amend, or repeal any by –law in accordance with this constitution.
4.3
The Council may delegate responsibilities and duties to Council members, including at least the applicable duties in Section 5. This delegation shall not limit the oversight of Council as expressed in Section 4.4.
4.4
The Council as a whole may hold a vote to overrule any executive or committee decision.
4.5
The Council shall meet at least once per semester to make available to its members the following:
• a detailed summary of the financial statements for the preceding semester, audited at least internally
• a detailed budget of the Council and the committees under its jurisdiction for the current semester. This budget must be presented within first month of each semester.
4.6
The Council must ensure that the society is ratified by August 1st each year.
5.1 President
• to represent the Society as the head of the executive;
• to ensure the representation to all external organizations
• to chair and prepare an agenda for all meetings of Council, publishing it for public perusal, no less than twenty-four hours prior to the meeting;
• to be responsible for overseeing all operations of the Society;
• to sit as an ex-officio member of all committees of the society;
• to maintain a file of the minutes to all the committees of which he or she is a part, and to pass this file, a summary of the contents of this file and any possessions of the society that he or she may want to hold to the appointed transition officer at the end of the current term; and
• to delegate his or her duties where appropriate or necessary.
5.2 Vice President Internal
• act as a liaison between the Faculty and Society membership;
• sit on the Dean’s Executive, the Faculty Council, and at least one other Faculty of Computer Science committee as the student representative for Computer Science;
• Organize student representation at all other Faculty of Computer Science committees;
• deal with all internal issues faced by the society including courses, faculty and curriculum;
• chair and prepare an agenda for meetings of Council in the president’s absence; and
• to delegate his or her duties where appropriate or necessary.
5.3 Vice President External
• act as a liaison with community agencies in all society dealings;
• deal with all external society issues including non-campus activities, and community service;
• attend DSU meetings and represent the Society on appropriate DSU committees;
• to ensure that the society is ratified before the deadline each year;
• chair and prepare an agenda for meetings of Council in the vice president internal’s and president’s absence; and
• to delegate his or her duties where appropriate or necessary.
5.4 Treasurer
• to manage all of the financial accounts of the Society;
• to prepare financial statements for the Society;
• to maintain monthly bank reconciliation, two weeks after receipts are dated and signed;
• to maintain accurate records of all receipts and expenditures of the Society;
• to place all records and possessions of the Society he or she may hold in the care of the appointed transition officer at the end of the term;
• to prepare a file at the end of the term summarizing the past term, to be given to the transition officer. This file should consist of:
o a report of all revenues and expenditures for the previous term;
o a report of the financial position of the Society;
o a proposed budget for the next term;
o an outline of the accounting procedures used in the Society; and
o guidance for the incoming treasurer on how best to handle the accounts of the society.
• to ensure that the books are audited by the DSU Vice President (Finance);
• Report revenue for all events organized by Council in coordination with the organizer of the event;
• Co-ordinate with the Faculty all issues regarding the wages of staff at the infodesk; and
• To chair a meeting of the executive to estimate the budget each semester in accordance with the guidelines set forth in Section VIII of this document.
5.5 Secretary
• record the minutes at Council and executive meetings;
• distribute the minutes to Council members before or at the next meeting;
• prepare all correspondence on behalf of the Society on the recommendations of the executive or Council;
• advertise vacant positions to the Society whenever such positions are open; and
• co-ordinate all publicity on behalf of Council
5.6 Each Executive Member
• Attend Council meetings; and
• submit an end of semester report to the Council prior to the last scheduled meeting for that semester.
• if Council determines an executive’s report has not be submitted on time, that executive shall be ineligible for reimbursement.
5.7.1 Graduate Representatives (Graduate & Multidisciplinary Graduate)
In the case of no Computer Science Graduate Society:
• To Faculty meetings on behalf of all graduate students in the Faculty and inform them of the proceedings after each meeting; and
• To appoint acting representatives to the meetings in his or her absence
• To keep the graduates of the Faculty of Computer Science informed of the issues discussed during the Council meetings;
• To make known to the Council any complaints, comments, suggestions, or ideas that the students they represent may have; and
• To encourage class morale and participation in social events.
In the case of a Computer Science Graduate Society:
• to act as a liaison between undergraduate and graduate societies
5.7.2 Undergraduate Representatives (Junior, Senior, Computer Science & Informatics)
• To keep the undergraduates of the Faculty of Computer Science informed of the issues discussed during the Council meetings;
• To make known to the Council any complaints, comments, suggestions, or ideas that the students they represent may have;
• To encourage class morale and participation in social events;
• To ensure alternate representation of their class in their absence; and
• To attend functions that the Council may be involved in.
5.7.3 Social Representative
• to plan and execute Society social events;
• to work to increase class morale and participation in the Society events;
• attempt to offer social events in collaboration with other Societies;
• to give the Council reports on events at meetings;
• to work with the treasurer to report on revenue of social events he or she organizes; and
• to collaborate on events with other Council members.
5.7.4 Athletic Representative
• to represent the Society at all Athletic Council meetings;
• to plan and execute Society athletic events;
• to ensure maximum participation in athletic events in general; and
• to collaborate on events with other Council members
5.7.6 Co-op Representative
• to act as a liaison between students and the co-op office; and to attend co-op meetings to which students are invited.
5.7.7 Member-at-Large
• to represent the Faculty of Computer Science as a whole; and
• to act on the direction of the Council.
5.7.8 Faculty Representative
• To attend Council meetings, as required to provide guidance and input to Council; and
• to help transition between consecutive councils by providing pointers to the incoming council as to what has been done by the outgoing council
5.7.9 Other positions, as outlined in the by-laws.
5.8 Each non-Executive Member of Council
• To attend Council meetings
• to compose a letter at the end of term detailing problems encountered, solutions implemented and commitments made when dealing with either the Faculty or the membership and deliver said letter along with any Council assets he or she may hold, to the transition officer.
6.1
See Robert’s Rules
6.2
The Council should meet at least once every two weeks.
6.3
If more than twenty-five (25) percent of the members of the society sign a petition for a meeting, the Council shall meet.
6.4
Quorum shall be no less than fifty percent plus one of the current voting Council members.
6.5
At least one meeting must be held each term at which all Faculty students are invited to attend (General Meeting).
7 Recall, Resignations, and Vacancies
7.1
All resignations of Council members shall be made in writing, addressed to the president, and submitted at the next regular meeting of Council for action therein. In the case of the resident’s resignation, the letter shall be addressed to the Vice President Internal.
7.2
At any Council meeting, any member of the Society may make a motion to recall any member of Council from office. At least 48 hours notice must be given to the entire Council using the method generally used to announce meetings. Specific notice,including the charges, must be given to the member being removed by sending
email to their CS email account at least 48 hours prior to the beginning of the meeting. The vote shall be by secret ballot, and a two-thirds majority of voting members present must vote in favour in order for the motion to pass.
7.3
Should an elected position not be filled during the initial elections, the position is to be filled by the newly elected council. A secret ballot vote is to be held at the next council meeting. This elected member has the same rights and responsibilities as if they had been elected in the initial elections.
7.4
Should a vacancy occur in the executive the runner up in the elections will be appointed, provided they received more votes than the “none of the above” option. If no one is available for the position the Council shall as soon as reasonably possible appoint an elections officer for the sole purpose of overseeing a by-election. Council shall open a nomination period of not less than two (2) days, followed by an optional day of campaigning, and, finally, one (1) day of voting. Voting shall in all other
respects conform as nearly as is reasonably possible with Article 10.
7.5
Any member of Council shall automatically be declared recalled by the Chair when anyone at a Council meeting draws the attention of the Chair to the fact that the member has failed to attend two consecutive meetings of Council during the current term, excluding the current meeting, without reasonable excuse as determined by the Chair.
7.6
Any member of Council shall automatically be declared recalled by the Chair when anyone at a Council meeting draws the attention of the Chair to the fact that the member has failed to attend any four (4) meetings of Council during the current term, excluding the current meeting, without reasonable excuse as determined by the Chair.
7.7
Although no notice is required, and no debate is permitted, for automatic recalls as outlined in sections 7.5 and 7.6, a determination of the Chair made under these provisions is subject to Challenge in accordance with Robert's Rules.
8.1
Notice of motion for a proposed change to any part of this Constitution must be given at a Council meeting, but may not be considered by Council until 3 class days after the meeting in which it was proposed.
8.2
Any amendment or revision of the Constitution requires a vote of Council with no less than two-thirds of the Council present.
8.3
If the council approves any proposed amendment or revision of the Constitution, the president shall call a referendum for all members of the Society to vote on the proposed amendment or revision.
8.4
Notice of the referendum of the society and the text of the proposed amendment must be posted in prominent places, including the Internet, at least one week before the referendum takes place. Voting period should be at least one week
8.5
At least 10 percent of the membership must vote in such a referendum, and the proposal should be accepted or rejected by a simple majority. The referendum should be a yes or no vote.
8.6
The by-laws following this constitution maybe amended or revised by the Council. Any such amendment requires a vote of not less than 75 percent of the members of the Council.
9.1
The Council is responsible for all money and property granted to or otherwise obtained by the Council.
9.2
All Council funds are to be handled primarily by the president and treasurer. The president, treasurer and one other executive are to have joint signing authority for all Council accounts. No single person is to have sole control over any Council funds.
9.3
Funds handled by the Council include:
• all Council bank accounts;
• an emergency fund for unanticipated expenses; and
• a fund for student aid, or to partially fund student attendance to conferences, or to fund equipment purchases
9.4
No less than twenty-five (25) percent of the estimated total annual budget shall be set aside for emergency, conference and equipment funding. This money may not be accessed without a Council vote and the reasons for accessing these funds shall be
reviewed by an appointed committee.
9.5
Each semester’s executive is responsible for setting a budget. This budget is to be based on the most accurate registration information available for that semester and should be drafted in the first month of the semester.
9.6
There should be no carry over of any deficit from one semester to the next. In the case that there is a deficit, the deficit incurred must be explained and at the least, steps shall be taken to balance the next semester’s budget.
9.7
In situations where a deficit exists when a new executive is entering, the previous Council shall make available all Council funds, including unspent emergency funds, to help reduce or eliminate said deficit. The previous Council executive shall be required to defend their reasons for incurring any such deficit. In the situation where a surplus exists at the end of a term, all remaining funds shall be passed on to the incoming council.
9.8
Upon receipt of the reports as required in Section 5.8, the Council shall determine whether each of the executive, the social representative, and the athletic representative shall be reimbursed (at maximum) the current Dalhousie Student
Union fee.
9.9
Upon receipt of the reports as required in Section 5.8, the Council shall determine whether each of the Council members shall be reimbursed for their Computer Science Society fees.
9.10
See the Dalhousie Student Union’s Treasurer’s Handbook for proper procedures.
10.3.1
Every member of Society, excluding honorary members, is eligible to nominate, be nominated and vote in Society elections.
10.3.2
The positions available in the election shall be:
- the president;
- the vice-president internal;
- the vice-president external;
- the treasurer;
- the secretary;
- the graduate representative;
- the multidisciplinary graduate representative ;
- the junior undergraduate representative;
- the senior undergraduate representative;
- the undergraduate computer science representative;
- the undergraduate informatics representative;
- the co-op representative;
- the social representative;
- the athletic representative; and
- the member-at-large.
10.3.3
Elections must be held every year in March.
10.3.4
An elections officer shall be appointed before February each year. The elections officer shall execute the upcoming election according to the bylaws. The elections officer shall submit a report on the election to the Council at the end of the election.
10.3.5
The elections officer shall submit and have approved by Council a schedule and a list of any campaign regulations which he or she intends to use before the beginning of the elections period. The time periods for the nomination,
acceptance, campaigning and voting periods must not overlap at any point on the schedule. The elections officer must provide to the executive, upon request, access to the account which he or she intends to use for the elections any time before the last 24 hours prior to the nominations period.
10.3.6
The nomination period shall be from March 1st-14th. The call for nominations shall be published by the elections officer. To be nominated for a position, a candidate needs at least 4 nominations for that position from students
with an account on a Computer Science server who are Society members, excluding the candidate himself or herself.
10.3.7
The acceptance period shall be from March 15th-17th. If a candidate is nominated for more than one position, then they are eligible to accept only one of the nominations. The acceptance period shall not begin until all nominees have been notified of their nomination.
10.3.8
The campaigning period shall be from March 14th-27th. All campaigning will be subject to the rules established by the elections officer, as approved by Council.
10.3.9
The voting period shall be from March 28th-31st.
10.3.10
The first council meeting must be held no later than the first week of may
10.3.11
Voting is to be conducted primarily by electronic mail via Torch (or other Computer Science server) or voting script, and, if deemed necessary by the elections officer, by secret ballot.
10.3.12
The elections officer has sole control over the voting and counting of votes. Control of the society election account under which elections are to be held is to be given to the elections officer not less than 24 hours before the nominations period opens. The elections officer will hold control of this account until voting has ceased and all
ballots have been counted. All counting will be done in the presence of the elections officer and such scrutineers as appointed by the candidates.
10.3.13
A candidate must receive a plurality to win the position. The elections officer shall not cast a vote except in the event of a tie.
10.3.14
Elections shall be held for all positions where the number of nominees is greater than zero.
10.3.15
Election ballots shall always contain the option: "None of the above"
10.3.16
Should the option "None of the above" receive a plurality vote, all nominees for the position in question fail to be elected.
10.3.17
In the event that a nominee fails to be elected to a position, while they are no longer eligible for that specific position that semester, they may be eligible for another Council position, in the event of a by-election or as determined by the Council.
10.3.18
In the failure of the past executive to appoint an elections officer, the Faculty representative may appoint the elections officer.
10.3.19
The elections officer may not run for or hold any voting council position for one year following the election
10.3.20
The term of an elected council member is 1 year from May 1st to April 30th
10.3.21
In the event that no candidates are elected during the election,
the elections officer and transition officer will hold another election within the next 2 weeks
10.3.22
If deemed necessary, Parts 10.3.6 through 10.3.9 can be modified by the elections officer with council's approval of any changes.
10.4 Bar Manager Position
10.4.1
A Bar Manager will be hired at the first council meeting of each semester
10.4.2
In the event of no bar manager being hired, bar events will be the responsibility of the Social Representative until one is found.
10.4.3
A Bar Manager may be fired via a majority vote by council following two disciplinary meetings. Disciplinary meetings will be held if the Bar Manager fails to comply with the Bar Manager Regulations (Section 10.5).
10.4.4
Any council member acting as Bar Manager must comply with the Bar Manager Regulations (Section 10.5).
10.4.5
The Bar Manager may delegate the task of running bar events to willing bartenders. These bartenders will receive the Bar Manager's reimbursement for the event and must abide by the Bar Manager regulations (Section 10.5).
10.4.6
Failure to comply with Bar Manager regulations will result in forfeiture of payment for the event at which regulations were violated. It will also result in a disciplinary meeting between the Bar Manager and the Executive.
10.4.7
The Bar Manager must sign the Bar Manager Contract in order to plan alcoholic events.
10.4.8
The Bar Manager will submit a report on finances for every bar event including income, expenses and cash box totals before and after to the society Treasurer.
10.4.9
The Bar Manager will submit a report on inventory for every bar event including precise measurements of open bottles as well as the totals of unopened bottles. A record of the total sales for each type of beverage must also be included.
10.4.10
The Bar Manager is expected to attend the weekly Council meetings.
10.5 Bar Manager Regulations
10.5.1
The Bar Manager will be at a minimum of 19 years of age and must have a Safe Serve license valid in Nova Scotia.
10.5.2
The Bar manager will not steal money, alcohol, or GeekBeer supplies. Doing so is grounds for immediate dismissal.
10.5.3
The Bar Manager will neither advertise drink prices or promote alcoholism at society events.
10.5.4
The Bar Manager must be sober for the entirety of any bar events where their name is on the liquor license.
10.5.5
The Bar Manager will be responsible for booking any required rooms for bar events. No bar event will be held if a near-by-space is booked for a formal academic purpose, such as an examination or lecture.
10.5.6
The Bar Manager will eight the opened bottles of liquor after every bar event with one council member present as a witness. This witness will sign the inventory form.
10.5.7
The Bar Manger will be responsible for all equipment used during bar events. The Bar Manager is solely responsible for the rental and return of any required equipment.
10.5.8
The Bar Manager will hire bartenders in accordance with the bartender hiring process.
10.6 Bar Manager Wages
10.6.1
The Bar Manger will receive 50% of the net profits at each event, or $10, whichever is higher.
10.6.2
Net profits are the total revenue for the event, less the wholesale of all alcohol sold and any additional expenses incurred by the society as a result of the event.
10.6.3
The Bar Manager must include any lost stock due to bottles breaking, inferior inventory, or other problems in the weekly inventory reports. The cost of lost stock will not be deducted from net profits for each event.
10.7 Bartenders
10.7.1
The Bar Manager will hire up to five (5) bartenders at a time.
10.7.2
The Bar Manager will give precedence to Computer Science Society members when hiring bartenders.
10.7.3
Bartenders who are society members will be reimburse up to $45 per person for the cost of a Safe Serve course, contingent that they bar tend two or more society events.
10.7.4
Bartenders will be paid $25 per event
10.7.5
The Bar Manager will advertise any Bar tending position of the society mailing list at least twice before filling that position.
