Stong College Student Government Constitution
THE CONSTITUTION OF THE STONG COLLEGE STUDENT GOVERNMENT (SCSG)
Amended on February 28, 2007
PREAMBLE
Stong College, established as the fifth college in 1969, an integral part of the York University College system, seeks to offer opportunities for all of its members to develop through active participation. The students of Stong College have formed the Stong College Student Government, this Constitution has been written to illustrate the commitment to a democratic and responsible student government. This government commits to providing opportunities for all of its members to participate in organizing and implementing clubs, athletics, social events, political and governing activities, and other events in keeping with the educational and socialization purpose of Stong College. To these ends, the members of Stong College which include the students, faculty, fellows, alumni and staff, may participate. The Stong College Student Government is responsible and accountable to all Stong College members, and shall provide a forum for each member of the Stong Community to have an equal opportunity to express her/his views.
Article I: Name of Government
1.1 The name of the organization herein constituted shall be the Stong College Student Government.
1.2 The government shall herein be referred to as the "SCSG".
Article II: Authority
2.1 The SCSG is fully empowered to and responsible for the enforcement of all regulations, Articles and By-Laws as established by this Constitution. The Constitution of the Stong College Student Government is the supreme law of the Stong College Student Government.
2.2 Section 2.1 applies only when not in conflict with the valid and applicable laws of Canada.
2.3 Affiliation with Stong College and registration in courses at York University is acknowledgement that the individual member(s) of the college accepts this Constitution, By-Laws, Articles and Regulations and are bound by the principles herein.
Article III: Interpretation
3.1 The SCSG shall be the sole authority for the interpretation of the Constitution of the SCSG and all subsidiary regulations. The SCSG shall, however, make all interpretations with regard to the following: a) Robert's Rule of Order (Newly Revised); b) interpretive precedents set by the Canadian House of Commons.
Article IV: Purpose of Government
4.1 To represent student interests and needs in all matters of concern to student well-being within Stong College and York University.
4.2 To act as a liaison between the student and other educational bodies and government organizations within the broad purpose of student government.
4.3 To ensure the safeguarding and upholding of the rights of individual members without discrimination based on race national or ethnic origin, religion, sexual orientation, age, mental or physical ability, martial status, or receipt of public assistance.
4.4 To promote democratic values so that Stong students may have a meaningful impact upon their educational environment and further their personal learning
4.5 To manage the affairs of the SCSG, ensuring accountability and responsibility to the members of the SCSG.
4.6 To ensure the initiation, sponsorship, encouragement and direction of services and activities which will enhance the university experience for Stong College members and the York University community as a whole.
4.7 To ensure the promotion of communication among all entities of Stong College and any other relevant organizations.
4.8 To assist the university in organizing its resources in support of student learning.
4.9 To hold the university accountable to its obligations and responsibilities as outlined in the York University Act, 1965, and its various public statements of purpose, goals, and objectives.
Article V: Membership in the Stong Community
5.1 Membership of Stong College shall be limited to:
a) Undergraduate students enrolled in at least one "half" course at York University during the current academic year. As well, Stong College members must be registered with the Registrar's Office of York University as affiliated members of Stong College. The Master's Office shall rule in cases where questions are raised concerning membership.
b) Officers of Stong College, including the Master, Academic Advisor, Assistant to the Master, Residence Life Coordinator (formerly Residence Tutor), Alumni, Fellows, as well as employees of Stong College.
c) Honorary members appointed by the Master.
d) Graduate students and students from other York institutions (Osgoode or Atkinson) may become members of the Stong Community by paying to the Stong College budget the equivalent to that paid by undergraduate members of Stong College.
5.2 Once membership has been held, it is for life unless relinquished.
5.3 All members in 5.1 may vote at a General Meeting and any ballot election held within Stong College or at a SCSG election.
Article VI: Membership and Responsibility of SCSG
A. Membership of the SCSG
6.1 The voting members of the SCSG which form the Executive Committee shall be:
a) The Chair of SCSG
b) Vice Chair
c) Treasurer
d) The Athletic Chair
e) The Programmes Chair
f) The Commuter Chair
g) The Stong Residence Programmer (SRP)
h) The Academic Advisor
i) The Master
j) The PIE (Partners in Education) Director
6.2 The duties of positions (c) through (e) can be divided into a maximum of two (2) Vice-Chairs, however, each position shall constitute one (1) vote.
6.2.5 In the event that one of the Vice-Chairs is no longer part of the SCSG, the following procedure must be followed: Within two weeks of receipt of the letter of resignation, the SCSG Executive Chair must post a notice to the Stong community in reference to the member's departure. Any objections must be submitted to the Chair in writing, outlining their objection to the remaining party acting out the duties of the position alone. If any written objections are received within the allotted time frame of at least 5 working days, a vote of confidence must be held. When a vote of confidence is held, by-election procedures are followed. If a vote of confidence fails, the position is put to by-election.
6.3 The Ex-Officio Members of the SCSG shall be:
a) The External Affairs (Y.F.S.)
b) The Assistant to the Master
c) The Residence Life Coordinator
d) The Secretary
e) The President of the Stong Alumni
f) Treasurer
g) The Orientation Chair
h) Commuter Frosh Representative
i) Residence Frosh Representative
j) Previous year’s Chair
6.4 Every member of the SCSG must be a member of Stong College, and must comply with Article V,Section 5.1(a). If at any point during their terms of office they fail to qualify with Article V, Section 5.1 (a), their positions shall be declared vacant and a by-election shall be held in accordance to By-Law III, Elections, of the Constitution of the SCSG.
6.5 Any member of SCSG may resign or give notice of intention to resign, either verbally in an SCSG Meeting or in writing. Any written notification shall be deemed to be addressed to the SCSG Chair. When it is determined that the written notification is genuine, the SCSG shall declare such a seat vacated (or that it shall become vacant on some future day, as indicated in the written notification).
6.6 Despite Article V, Section 6.5, the SCSG shall not accept a member's resignation if there is reason to believe that such member's resignation was not completely voluntary and, in such a case, the SCSG shall investigate the matter completely.
6.7 A member of SCSG may be removed for just cause. In the event that circumstances warrant the removal of a member for just cause, another sitting member of the SCSG shall give notice of motion at least 14 days in advance of a meeting at which the issue of impeachment will be discussed. Furthermore, the member who is the subject of a notice of impeachment shall also be given 14 days notice, and be asked to attend the meeting where the substance of the allegations are being brought forward. At the meeting where, inter alias, the matter of the allegations against a member are to be brought forward, a member of the SCSG will read the allegations, and the member against whom the allegations are being made, will have an oppportunity to defend against the allegations being brought forward. After all parties have been given a reasonable chance to discuss the issue, the SCSG may proceed with a motion of impeachment if it so wishes. Notice of Motion will be given and 14 days hence the SCSG may vote to remove the member from office. Removal requires a 2/3 majority vote in favour of the motion to impeach. Removal of a SCSG member shall be done in a manner that is reasonable, equitable and fair. Grounds for removal include, but are not necessarily limited to, the following:
a) Misappropriation of funds.
b) Flagrant abuse of powers and responsibilities of the position.
c) Serious conflict of interest between the position of government and another position held by
that individual.
d) Failure to represent the SCSG effectively.
e) Actions which cause severe public criticism of Stong College.
f) Failure to sufficiently complete the duties and responsibilities as stated in this Constitution.
6.8 In the case of the resignation or removal of a SCSG member, the procedures for replacementare as follows:
a) The vacancy must be advertised around the campus at least five (5) days prior to the selection date. If the vacant position is an elected one, then the procedures outlined in By-Law III, Elections, of the Constitution of the SCSG shall be adapted. If the vacant position is an appointed one, the procedures outlined in Article VII, Section 7.2,(I) (appointment of Vice-Chair of Finance) shall be adapted.
B. Responsibilities of the SCSG
6.75 The establishment of a Constitution.
6.8 Voting in any Stong College election, referendum, General Meeting, or other exercise deemed appropriate by the SCSG.
6.9 Serve as a member, Vice-Chair, or Chair of any committee of the SCSG, or any of its services.
6.95 To represent Stong College externally through election or appointment to other University or external bodies.
Article VII: Duties of SCSG Members
7.1 The duties of the Chair are:
a) Chair of the Executive Committee.
b) Have signing authority in conjunction with the Treasurer and Vice Chair of the SCSG.
c) Act as the official spokesperson of the SCSG.
d) Be a member of the Constituency Committee and Student Representative Roundtable.
e) Liaise between the SCSG and the Administration of York University.
f) Liaise between the SCSG and the Stong College Master's Office.
g) Liaise between the SCSG and all internal and external organizations.
h) Co-ordinate the efforts of the Executive Committee and assist other members of the SCSG in
the execution of their duties.
i) Be available during the summer for all meetings and business of the SCSG.
j) Be a member of all committees where a person is hired to be an employee of the SCSG.
k) Create ad-hoc committees of SCSG.
l) Call all meetings and emergency meetings of the SCSG.
m) Maintain at least two (2) regular hours in the SCSG Office each week.
n) To have the authority to examine the books, records and assets of all clubs and organization operating under the auspices of the SCSG.
o) Allocate funding to the Stong College Alumni for holding events in conjunction with the student members of Stong College.
p) i) To allocate and distribute funds to the Flying Walrus that are adequate for the proper functioning of the newspapeer, as described in the Constitution of the Flying Walrus, and Article 19.
ii) To sit on the Hiring Board for the editor in-chief, as outlined in The Constitution of the Flying Walrus, Articles 10 and 11, 12 and 13-18 respectively.
q) In the absence of the Chair of the SCSG, the Vice-Chair shall serve as Chair of the SCSG.
r) To ensure the financial integrity of the SCSG.
s) With the assistance of the Secretary, form an agenda for each regular meeting.
t) Organize the Frosh Representative Elections in Sept and Council Elections in March
i) Hire a CRO
ii) Make the elections package available to the CRO
u) To write a report at the end of their term. This report shall include all duties performed throughout the school year and will be passed on to the incoming chair for the new year.
v) The Chair shall be elected according to By-Law III, Elections, of the Constitution of the SCSG.
w) Have bi-yearly meetings with the vice-chair and treasurer
7.2 The duties of the Treasurer are:
I) The SCSG shall, upon soliciting applications for Treasurer for a period of no less than a week, conduct interviews in the second week to select a nominee or nominees to be approved by the SCSG. In secret ballot a nominee must receive more than 50% of those present voting in favour of accepting the nominee. If the nominee fails, the SCSG is responsible for repeating the search process immediately.
II) The financial records are not to be removed from the SCSG office at any time except with the permission of the Executive Committee. Any removal of the financial records will result in prosecution within criminal law.
a) To maintain up-to-date detailed and accurate financial records for the SCSG as a whole. She/He shall dispense funds, under the direction of the SCSG, and shall be one of the co-signers for SCSG monies.
b) To present a monthly report to the SCSG detailing all expenditures and revenues by type and amount, as well as showing the financial standings of the SCSG.
c) To prepare the accounts of the SCSG for audit in December and April of each year and submit the audits of the accounts of the SCSG to the office of Student Affairs after ratification by the SCSG.
d) To address all recommendations outlined by the auditor in writing for the approval of the office of Student Affairs.
e) To bring to the attention of the SCSG any financial difficulties of any committee or service of the SCSG.
f) To be in close communication with anyone in the Master's Office whose responsibilities include student activities and budget.
g) To have the authority to examine the books, records and assets of all clubs and organizatinos operating under the auspices of the SCSG; if the need arises, she/he may freeze their accounts or allocations with the approval of the Chair and make a full report at the next SCSG meeting, during which any necessary budget reallocations, the funds of which would be redistributed respectively between SCSG clubs and organizations, would be decided upon by the SCSG.
h) To ensure the financial integrity of the SCSG.
i) To complete the Financial Reporting Requirements detailed by the Office of Student Affairs.
j) To maintain at least two (2) separate regular hours in the SCSG office each week.
k) To allocate and distribute funds to the Flying Walrus that are adequate for the proper functioning of the newspapeer, as described in the Constitution of the Flying Walrus, Article 19, and to the Stong College Darkroom.
7.3 The duties of the Vice Chair are:
a) To assist the Chair of the SCSG with her/his duties and responsibilities.
b) To act in place of the Chair in the absence, of the Chair or in situations where the Chair hasdeclared a conflict of interest.
c) To assume the responsibility of the Chair should the position of the Chair become vacant dueto removal or resignation.
d) To have bi-yearly meetings with each ministry on council (excluding treasurer) to evaluate performance
e) To maintain at least two (2) separate regular hours in the SCSG office each week.
f) To be available during the summer for all meetings and business of the SCSG
g) Be a member of all committees where a person is hired to be an employee of the SCSG
h) Act as the SCSG representative at CC (constituency Council) and SRR (Student Representative roundtable) meetings when the Chair is unable
i) To assist the Chair with the organization of all elections
j) To acquire from each member of the SCSG two (2) separate regular office hours each week, and to post these hours on the door of the SCSG Office.
k) To have signing authority in conjunction with the Chair and Treasurer
l) Maintain office supplies
The duties of the Previous Year’s Chair
a) To be available during the summer for all meetings. He/She will only attend the summer meetings and be available via email/phone throughout the school year
b) To act as guidance and support for the new SCSG
7.4 The duties of the Athletic Chair are:
I) The Athletic Chair position can be divided into a maximum of two (2) Vice-Chairs, each sharing equal responsibility and duties, however, only one (1) vote will be permitted.
a) Form an Athletic Committee consisting of a minimum of eight (8) members, with at least one (1) representative from each house, one (1) Commuter representative, and one (1) Alumni representative.
b) Athletic Chair shall be the Chair of the Athletic Committee and have month meetings with that committee.
c) Be the individual responsible for the promotion and administration of intramural and recreation programmes within Stong College.
d) Sit as a voting representative of Stong College on the Student Intramural Recreation Council (SIRC).
e) To attend and report the actions of the SIRC and the Athletics Committee to the SCSG each month.
f) Be familiar with the Constitution of the SIRC and the powers allocated to a "counsellor" therein.
g) Maintain at least two (2) separate regular hours in the SCSG Office each week.
h) Maintain the SCSG sports equipment.
i)The Athletic Chair shall be elected according to By-Law III, Elections, of the Constitution of the SCSG.
j) In charge of organizing and running the Stong Athletic Banquet at the end of the school year
k) Be available for the first game for every sport or send a representative in their place
7.5 The duties of the Programmes Chair are:
I) The Programmes Chair position can be divided into a maximum of two (2) Vice-Chairs, each sharing equal responsibility and duties, however, only one (1) vote will be permitted.
a) Form a Programmes Committee consisting of six (6) members; including the Programmes Co-Chair, Commuter Assistant to Programmes, Frosh Reps, and Orange Snail Representative.
b) This group is to meet twice a semester to gather ideas and feedback regarding events planned under the Programmes Ministry.
c) Small roles can be assigned by Programmes Co-Chairs to the members of the committee to assist with the ministry, i.e. Advertising, writing Programmes articles for The Flying Walrus etc.
d) The Programmes Chair will be the Chair of the Programmes Committee.
e) To create, implement and organize social and cultural events including special dinners, films, dances, parties, barbecues, theatre, art, etc.
f) To attend and report the actions of the Programmes Committee to the SCSG each month.
g) Ensure the financial integrity of the Programmes Committee in conjunction with the Treasurerof the SCSG.
h) To ensure that all Programmes' activities are widely advertised and that no lasting damage to the community's property, grounds, assets or public image will result. h) Maintain at least two (2) separate regular hours in the SCSG Office each week.
i) To be available during the summer for all meetings and business of the SCSG.
j) Ensure that all required forms are completed and submitted on time to the proper destination(Service Requests, Application for Temporary Use of Space, Application Permit for Barbecue etc.)
k) The Programmes Chair shall be elected according to By-Law III, Elections, of the Constitution of the SCSG.
l) Run a minimum of three (3) events each semester
7.6 The duties of the Commuter Chair are:
I) The Commuter Chair position can be divided into a maximum of two (2) Vice-Chairs, (Assistant to Programmes and Assistant to Athletics), each sharing equal responsibility and duties, however, only one (1) vote will be permitted.
a) To represent and express the interests of Stong commuters to other student groups and to the General Meeting.
b) To maintain at least two (2) separate regular hours in the SCSG Office each week.
c) Report the actions of the Commuter programs to the SCSG each month.
d) To ensure the financial integrity of the Commuter program.
e) The Commuter Chair shall be elected according to By-Law III, Elections, of the Constitution of the SCSG.
7.7 The duties of the Stong Residence Programmer (SRP) are:
I) The Stong Residence Programmer selection committee will consist of the Stong College Master (or representative), the Residence Life Coordinator, a Residence Don, a Senior Resident and a member from the Stong College Council. The latter three members with be determined by the Master and the RLC.
II) In the event the SRP wishes to remain in office, he/she shall be the subject of the same process of selection as when originally chosen.
The responsibilities of the SRP include:
a) To represent and express the interests of Stong Residence to the SCSG and to the General Meeting.
b) If applicable, to present Stong College on the various committees and organizations within York University where business regarding Residence issues are discussed.
c) To maintain at least two (2) separate regular hours in the SCSG Office each week.
d) Fulfill responsibilities as outlined in the Stong Residence Constitution.
7.8 The duties of the Stong College Councilors:
I) The SCSG shall accept a maximum of two (2) Representatives from the Stong College student body at large, elected by the procedures outlined by the YFS Constitution.
II) SCSG may ask the representatives whose duties are outlined in the YFS by-laws to liaise with the SCSG by such means but not limited to:
a) Holding office hours in the SCSG office
b) Attend SCSG meetings
c) Participate in SCSG events
d) Contact via e/mail and other means for the purpose of informing the SCSG of YFS events and concerns and vice versa.
III) If the SCSG deems at any time that the Representative(s) are misappropriating the privileges offered in 7.7.II, the SCSG may at its discretion vote to withdraw office privileges. Such a vote requireds tw-thirds (2/3) of the voting members present at a meeting of the SCSG vote n favour of the withdrawal of office privileges.
7.9 The duties of the Secretary are:
I) The Secretary of the SCSG shall be selected in the same manner and time as the Treasurer of the SCSG under Article VII, Section 7.2 (I).
a) To present, record, file and distribute detailed minutes of all the meetings of the SCSG.
b) To accurately and succinctly record discussions, motions, and decisions at SCSG meetings.
c) Ensure that the complete minutes of the previous meeting (with notification of the time and place of the next SCSG meeting enclosed) are duplicated and distributed 5 days prior to the next meeting, for discussion and approval during the next regular meetings.
d) Assist the SCSG Chair in setting each regular meetings agenda.
e) To maintain at least two (2) separate regular hours in the SCSG office each week.
7.10 The duties of the Partners in Education (PIE) Programme director(s) are:
a) The director(s) shall assemble a group of volunteers and act as a liaison between these volunteers and the various participating schools in the Partners In Education Programme.
b) To instigate, organize and implement events with the purpose to combine the communities of York University and Stong College with the various schools involved in the Partners In Education Programme, promoting and encouraging education, literacy and post- secondary education.
c) To maintain an up to date list of volunteers in the PIE Programme and to keep all Stong Students aware of the activities of the PIE Programme.
d) To liaise with both the Toronto District School Board and the North York Board of Education. Furthermore, to liaise with the Board affiliatied with any placement school.
e) To report to the SCSG each month.
f) To maintain at least two (2) separate regular hours in the SCSG office each week.
g) Organize and Run Stong College Student Government’s Annual Kid’s Day
7.11 The duties of the Commuter Frosh Representative
a) Be a member of the programmes committee
b) hold 2 regular office hours each week in the SCSG Office
c) Organize a Commuter Frosh Survey
d) Assist the Commuter Chair
e) Represent the voice of the Stong Commuter Frosh
7.12 The duties of the Residence Frosh Representative
a) Be a member of the programmes committee
b) Hold 2 regular office hours each week in the SCSG Office
c) Organize a Residence Frosh Survey
d) Promote events in residence
e) Represent the voice of the Stong Residence Frosh
7.11 Membership and Responsibilities of the Orange Snail Advisory Committee (OSAC) are:
I) The Orange Snail Advisory Committee shall be composed of the chair of the SCSG (who shall act as the chair of the committee), the Programmes Chair, a Stong YUSA/CUPE staff member, a Stong Fellow, the Master of Stong, one Stong Residence Council member determined by the end of Spetember, the Assitant to the Master, and one student elected at large from that academic year.
II) The OSAC shall:
a) Meet at least twice a term with the manager of the Orange Snail to ensure that the quality of service at the Orange Snail is at the highest standard possible.
b) Act as a liaison between the college and community and the manager of the Orange SNail in the planing of community events in the Orange Snail.
c) Provide input to the Campus Services and Business Operations office regarding community satisfaction with the operation of the Orange Snail.
Article VIII: Employees of the SCSG
8.1 The Flying Walrus Executive
a) The Editor-in-Chief shall
i) Be selected by forwarding a résumé and portfolio to the Hiring Board of the Flying Walrus as outlined in The Constitution of the Flying Walrus, Articles 10 and 11.
ii) Ensure at least one publication each month, except for in extreme circumstances.
iii) Be responsible for advising the formation of a succeeding Flying Walrus Executive staff, whose positions are described in The Constitution of the Flying Walrus, Article 6, by the Hiring Board, as outlined in Articles 10 and 11 of that constitution.
iv) Be responsible for assembling a volunteer staff who, in conjunction with the Executive, shall be responsible for aiding in the production, distribution and collection of the issues of the publication.
v) Endeavour to report on the topics of concern to the Stong community and the York community at large, and specifically to the students therein; shall allow the Editorial Board, described in The Constitution of the Flying Walrus, Article 12, to review editions of the publication prior to printing and advise the Editor-in-Chief on the factual accuracy of the contents, specifically those concerning the SCSG, as limited in The Constitution of the Flying Walrus, Article 12a.
vi) Endeavour to print submissions of various members of the SCSG for the purpose of promoting SCSG activities, however, the Editor-in-Chief shall not be required to solicit these submissions from SCSG members.
vii) Ensure that all Flying Walrus equipment and room space are well looked after.
viii) Ensure that the Flying Walrus acts as an instrument of positive influence for the Stong community, providing that this does not jeopardize the freedom of expression of the student voice, as outlined in The Constitution of the Flying Walrus, Articles 2-4.
ix) Abide by The Constitution of the Flying Walrus, specifically Article 6A, which further describes the position.
b) The Co-Editor / Business Manager shall
i) Be selected by forwarding a résumé and portfolio to the Hiring Board of the Flying Walrus as outlined in The Constitution of the Flying Walrus, Articles 10 and 11.
ii) Aid the Editor-in-Chief in content duties and perform the financial management of the newspaper.
iii) Abide by The Constitution of the Flying Walrus, specifically Article 6B, which further describes the position.
c) The Production & Layout Manager / Graphics Designer shall
i) Be selected by forwarding a résumé and portfolio to the Hiring Board of the Flying Walrus as outlined in The Constitution of the Flying Walrus, Articles 10 and 11.
ii) Design graphics for and perform the layout of the newspaper.
iii) Abide by The Constitution of the Flying Walrus, specifically Article 6C, which further describes the position.
Article IX: Government Meetings and Procedures
9.1 SCSG Meetings:
a) The SCSG shall meet at least twelve times each year, ideally once each month.
b) The SCSG shall agree early in its period of tenure to the day and time of the week for SCSGmeetings.
c) There shall be several joint meetings of the outgoing and newly elected governments following the elections to allow the newly elected government to benefit from the experience and procedures of the outgoing government. The newly elected government shall become the official government at midnight on the thirtieth day of April.
d) It is the responsibility of the SCSG Chair to call the meeting to order at the proper time, propose the acceptance of the previous meetings minutes, present the agenda, put motions to vote, regulate order and decorum, and set the date of the next meeting.
e) In the case of an emergency meeting, notice must be given at least 48 hours in advance of the scheduled meeting.
f) SCSG members shall submit items to the Secretary to be placed on the agenda at least 48 hours prior to the meeting.
g) The minutes of each meeting shall be reviewed by the SCSG members, and accepted with or without amendments at the next SCSG meeting. The minutes are statements of the facts and events which have occurred and been reported at SCSG meetings.
h) The SCSG may hold all or part of a meeting of the SCSG in camera.
i) Except for SCSG meetings in camera all meetings are open to every member of the Stong Community.
j) SCSG members shall present reports at each meeting, if there is nothing to report the member shall announce that there is "no business".
k) Quorum shall consist of five voting members of the SCSG; summer quorum consists of four voting members.
l) Proxy Votes: A voting SCSG member may proxy their vote, if they are unable to attend or remain at the meeting, to any current Stong Council member. No member may proxy their vote for more than two meetings in a row (the exception to this is during the summer months of May-August). A SCSG member must fill out a proxy form in order to proxy their vote (this form will need to be made up).
m) Attendance: A SCSG member may not miss more than two meetings in a row. If this occurs a warning will be given to that SCSG member after the third missed meeting. The warning will let the individual know that if they are not present at the following meeting, impeachment procedures will be initiated at discretion of council. If this should occur, the position will go up for election. The exception to the attendance rule is during the summer months of May-August. All council members must send in their regrets at least 24 hours in advance of the meeting.
9.2 General Meetings:
a) The purpose of General Meetings is to make decisions on matters concerning the general Stong community (as defined in Article V, Section 5.1 in this Constitution). This power resides in the hands of the membership of Stong College present and voting at General Meetings.
b) Unless otherwise specified, passage of a motion by the General Meeting requires a 2/3 vote of those voting for or against.
c) A quorum shall consist of ten voting members.
d) At General Meetings, an amendment to the existing constitution may be proposed by following these procedures: I) a complete text of such an amendment must be submitted in writing to the SCSG Chair (Chair of the General Meeting) at least two weeks before the General Meeting at which it is to be introduced. II) Proposed amendments must be posted around the college at least five (5) working days prior to the general meeting in which this amendment will be voted on. III) Voting on an amendment will take place by a show of hands or a vote by ballot.VI) An amendment is considered passed when it has received a majority support of 2/3 or more of the members voting. V) A defeated amendment may not be proposed for the remainder of that academic year.
e) All decisions within the scope and limits of the Constitution, except where authority is delegated otherwise.
f) There are to be two regular General Meetings called by the SCSG Chair during the regular academic year (one each term). The dates should be posted across campus at least five (5) working days prior to the proposed meeting.
g) A Special General Meeting may be called by the SCSG Chair, or by a written proposal by a minimum of twenty voting members of the College, whenever the matter cannot be held over until the next General Meeting. At least two (2) working days notice of a Special General Meeting must be given to the College membership.
By-Law I: Postering Policy within Stong College and Residence
a) The purpose of this By-Law is to ensure accessibility to appropriate spaces while protecting the broad interests of all elements of the Stong Community.
b) Groups may poster on bulletin boards (tack boards) which are designated for their type of group (Stong, SCSG, External, etc.)
c) The SCSG reserves the right to remove any poster or other material for violation of this By-Law, and further reserves the right to revoke postering privileges to any group or person violating this By-Law.
By-Law II: Honoraria and Salaries
a) All honoraria shall be paid in two instalments, the first at the SCSG meeting in December, the second at the SCSG meeting in April.
b) Honoraria are to be reviewed/revised every 3 years to accommodate inflation as well as changes within the structure and workings of the SCSG. It is to be decided upon in January at a specially designated general meeting.
The Honoraria for each position on council will be as follows for 2007 - 2008:
$4274.00 – Single Residence Room
Chair – 100% - $4,274.00
Vice-Chair – 40% - $1,709.60
Treasurer – 60% - $2,564.40
Athletics – 70% - $2991.80
Programmes – 50% - $2,137.00
Commuter chair – 25% - $1,068.50
Secretary – 15% - $641.10
SRP – 10% - $427.40
PIE – 12.5% - $534.25
Orientation Chair – 45% - $1923.30
Commuter Frosh Rep – 2.5% - $106.85
Residence Frosh Rep – 2.5% - $106.85
Total: $18,485.00
Before - $14,760.00
Walrus Editor - $750.00
Walrus Assistant Editor - $300.00
Sports - $300.00
Arts - $300.00
Design - $450.00
Webmaster - $360.00
Contributing - $360.00
iv) The payments described in 3.i)-iii) are to be made in full, even in the event that the academic year's eight issues are not all published due to extreme circumstances, if proof that a reasonable amount of work on the issues in question has been completed. Said circumstances would be reviewed by the SCSG in a timely manner. In the event that more than the academic year's eight issues are requested, the Executive members of the Flying Walrus shall receive their per issue payments for those issues.
4. CRO $150 per election $50 per by-election
By-Law III: Elections
A. Interpretation
1. The SCSG shall hold an annual general election and shall set a date for that election by February 1, which is to be no earlier than March 1 or later than March 31 of each year.
2. The SCSG reserves the right to hold by- elections whenever necessary.
B. The Chief Returning Officer
1. The SCSG shall appoint a Chief Returning Officer (CRO) by no later than November 30, whose responsibilities shall be to administer this By-Law, and supervise any elections or by-elections.
2. Should a CRO be required before that date, one may be appointed by the SCSG on the advice of the Executive Committee at least two weeks before an election. This CRO must be re-appointed for the permanent position, as outlined in By-Law III, Section B,(1).
3. The CRO, with the approval of the SCSG shall appoint Stong students to provide assistance on the administration of this election.
4. The SCSG shall provide the CRO with notice of any election at least seven (7) calender days prior to the opening of the nomination period.
5. Upon the date that the SCSG advises the CRO that an election has been called, the full authority of its administration, unless otherwise specified herein, shall lie with the CRO. The CRO shall then be responsible to ensure that this By-Law is followed exactly.
6. The CRO shall publicize the election in such a manner as to reasonably notify members of the electorate. Such publicity shall include the dates of the election, the dates of the nomination period and the positions to be contested. The CRO shall also publicize office location, and shall invite and receive nominations at that office. The CRO shall ensure that nomination forms and copies of the Constitution of the SCSG are available at the Office of the CRO.
7. The SCSG shall advise the CRO in its Declaration for Election of the offices of the SCSG that are open to be contested for elections.
8. The CRO shall be empowered to make any additional regulations as the need arises (e.g., postering rules that may change from year-to-year).
C. Rules of Eligibility
1. Every nominee and nominator must be a member of Stong College as outlined in Article V, Section 5.1 (a).
2. In the case of the Annual General Elections, no student shall be nominated for an SCSG position unless that student has been a York University student and a member of Stong College since November 1 of the same fall- winter academic session in which that general election is held.
3. Should a vacancy occur with regard to an elected SCSG position, it shall be filled in a by-election of the SCSG.
4. Vice Chair Qualifications: Must have at least one year experience on SCSG or a council equivalent, to be assessed by the hiring committee. Must possess knowledge of a budget on a council or a job equivalent. Candidate must present at least one reference related to their budget experience.
D. Nomination Forms
1. Nomination forms may be obtained at the Office of the CRO during the nomination period. Properly completed nomination forms shall be filed, either by the nominee or her/his appointee authorized in writing, at the office of the CRO. The names of the nominees shall only become public information directly after the close of the nomination period. The CRO may modify the deadline for filing of nominations where she/he reasonably believes circumstances warrant the exercise of this discretionary power.
2. The onus is on the person nominated to file a properly completed nomination form according to the procedure described in the rest of this article. Errors or irregularities in the nomination form may be corrected by the nominee or her/his appointee authorized in writing. The amender shall initial the correction in the presence of the CRO. Correction of these errors or irregularities shall occur before the close of the nomination period.
3. Any error or irregularity discovered after the close of the nomination period shall only be corrected if the CRO determines that it is of an insignificant nature. The CRO shall attempt to notify a nominee before the close of the nominating period of any errors in her/his nomination form which have come to the attention of the CRO. This shall not change the onus on the nominee to submit a properly completed nomination form.
4. Nomination Process: In order to be eligible for all elected council positions, a current nomination form bearing the signature of a Stong student must be filed with the CRO bearing the name of the nominee and the name of one nominator. It must be filed with the CRO in accordance to the election procedures.
E. Nominations and Campaigns
1. For the annual general elections and by- elections a minimum nomination period of seven (7) consecutive calendar days shall be allowed for all positions. A minimum campaign period of seven (7) consecutive calendar days commencing immediately on the close of the nomination period shall be allowed for all positions.
F. Polling
1. Polls shall remain open between the hours of 10:00 a.m. and 5:00 p.m. local time. The SCSG may vary the times the polls are open provided the CRO is notified in writing prior to the opening of the nomination period.
2. In the event that circumstances arise that would adversely affects students' ability to vote on the day specified for an election or by-election, and the CRO considers that in the interest of a fair election that the constitutional provision appointing the number of voting days as inadequate, the CRO may increase the number of days the polls will be open for voting. The aforesaid decision to extend the voting period must be made in advance of the originally scheduled closing times for the polls and every reasonable attempt must be made to notify candidates and the electorate.
G. Acclamation
1. Acclaimed positions need to be approved by the Stong student body. Those individuals acclaimed to a position on council must still attend all town hall meetings. A current SCSG member will staff a voting booth at the town hall meeting where Stong student can cast their vote of approval/disapproval for the acclaimed position. There will be a sign-in sheet for those voting to avoid repeats. Majority vote will stand.
H. Ballot
1. The CRO shall cause to be printed one ballot for all of the SCSG positions being contested in that election. Each ballot shall contain the heading "Stong College Election" (or by- election) and the date(s) of the election. There shall be lines across the ballot and under each line the heading of the position being contested. Each section of the ballot shall contain the name of the candidate as found on the nomination form. The ballot shall contain no other information.
I. Procedures at the Polls
1. The CRO shall ensure that a table and chairs are provided for each polling station. Each polling station shall bear a large poster identifying the poll. No campaign literature or other advertising of any candidate shall be displayed at or around any poll. No person shall campaign or canvas on behalf of any candidate at or around the poll.
2. The CRO shall appoint two Poll Clerks for each polling station.
3. The CRO, prior to the opening of polls on the first polling day, shall issue one ballot box to each Deputy Returning Officer, ensuring that each ballot box is empty. The CRO then shall lock the box and seal it in such a manner that the box cannot be opened without breaking the seal.
4. During the polling period, the keys to all ballot boxes shall be kept in the custody of the CRO. No box shall be opened except by the CRO and only after polls have closed on the election day.
5. Each member of Stong College is entitled to vote once for each SCSG position contested.
6. In order to be given a ballot paper(s), a voter shall provide the Poll Clerk with proof of her/his membership in Stong College (sessional validation card). In the case of Stong fellows, staff and alumni, the CRO shall develop a procedure in which their membership to Stong College can be identified.
7. When the Poll Clerk is satisfied of the voter's eligibility, she/he shall punch a hole in the designated area of the sessional validation card, and the Poll Clerk then shall issue the voter an appropriate ballot paper(s).
8. The CRO with the prior approval of the SCSG shall designate the area of the sessional validation card to be punched for each election. If this area has already be punched the voter shall be deemed invalid and the voter will not be permitted to vote.
9. The CRO shall provide to each poll a specified number of ballots, which shall be recorded in the CRO log book. The ballots shall be kept in the custody of the Office of the CRO between the close of polls on, and the opening of polls on the next day.
10. The Poll Clerk shall initial the reverse side of the ballot before handing it to the voter, and the voter shall mark the ballot in secret, fold it, and return it to the Poll Clerk, who will observe her/his initials on the ballot before depositing it in the ballot box.
11. The voter shall not remove a ballot paper from the polling station.
12. The voter who has spoiled her/his ballot in error may request another ballot in which case the Poll Clerk shall write "cancelled" on the front of the ballot paper, initial the ballot and place it in an appropriate envelope. The Poll Clerk then shall issue a voter another ballot paper.
13. A voter may wish to decline any or all of her/his ballots. In such a case, the Poll Clerk shall write "declined" on the front side of the ballot, initial the ballot, and place it in an appropriate envelope.
14. Every instance of a cancelled or declined ballot shall be recorded in an incident log.
15. The CRO may dismiss the Poll Clerk at any time for violating any provision of this By- Law.
16. The incident log shall record every occasion when a Poll Clerk is relieved and the name of the person who is in relief.
17. The CRO, Deputy Returning Officer (DRO) and Poll Clerks shall not identify themselves in any way with any candidate. The Poll Clerk may vote (if qualified the CRO will oversee this), but the CRO and DRO may not vote.
J. Counting Ballots
1. The DRO shall be responsible for returning to the office of the CRO, all unused ballot papers, all cancelled ballot papers, and all declined ballot papers in their appropriate envelopes.
2. At the close of polls on the last polling date, the CRO, DRO and no more than one scrutineer from each candidate, shall open the ballot boxes and count the ballots. Each scrutineer shall present written proof of her/his nomination (signed by the candidate she/he is representing) to the CRO before the polls close on the final day. The scrutineer may observe the counting of ballots, but shall not handle the ballots. No candidate shall be present while ballots are being counted.
3. Ballot papers that do not bear the initials of the Poll Clerk are void and must not be counted.
4. Any ballot paper on which votes are given for more candidates than the voter is entitled to vote is void and must not be counted.
5. Any ballot in which anything is written or marked by which the vote cannot be identified is void and must not be counted.
6. A ballot paper which is unmarked or on which it is doubtful whether the voter intended to vote for one candidate or another is void and must not be counted.
7. The CRO must endorse "rejected" on the reverse side of any ballot paper that is not to be counted and a memorandum in the CRO log book specifying the reason for the rejection.
8. The decision of the CRO on any questions arising in respect of the ballot paper is final.
9. The CRO may expel from the room any scrutineer who is violating any provision of this By-Law while the ballots are being counted.
10. In any election for one position, after the ballots have been counted and tabulated, the CRO shall declare to be elected the candidate receiving the highest number of votes. In any election for more than one person, the CRO shall declare to be elected a number of candidates equal to the number of available positions. Such candidates shall be those candidates receiving the highest number of votes.
11. In any election in which two or more candidates receive an equal number of votes, and when the addition of one vote would entitle one of those candidates to be elected, the successful candidate shall be determined immediately by a "run-off election" to be held within fourteen (14) consecutive calender days from the original voting day.
12. No election shall be declared invalid by reason of any act or omission by the CRO, provided that the act or omission did not substantially affect the election results. The Executive Committee will make all judgements in such situations.
K. Election Funding
1. Any students running for the position shall be required to pay the amount of thirty (30) dollars (Canadian in the form of cash) at the time at which her/his nomination papers are filed with the office of the CRO. This money will be used by the candidate for photocopying expenses within Stong College. The monies shall be refunded if the candidate is appointed to a position by acclamation.
L. Announcing Results
1. The number of votes received by each candidate shall be announced as well as the number of rejected ballots received after the results have been tabulated. The CRO shall post the final results in public view outside her/his office, and shall notify each candidate of the result in writing.
2. All used ballots, unused ballots, cancelled ballots, and declined ballots (all in appropriate envelopes) shall be held in the custody of the office of the CRO until her/his report has been accepted by the SCSG. Any recount requested by any candidate shall be conducted if authorized by the SCSG. After the CRO's report has been adopted by the SCSG, all materials shall be destroyed.
3. Non-partisan statements informing students of the time and place of polling, or statements encouraging students to vote without in any manner attempting to solicit votes for any particular candidate, group of candidates are not contravening this By-Law.
M. Report of the Chief Returning Officer.
1. The CRO shall submit, within seven (7) days of posting the final elections results, a written report containing the results of the ballots, recommendations for election procedures, a copy of any protests. This report shall also include the depositions of such protest and reasons, as well as any other material deemed relevant.
2. The SCSG shall validate the election by approving the Report of the CRO.
By-Law IV: Employment Policy for SCSG Members
a. All members of the SCSG, whether voting or ex-officio are not permitted to be employed at the Orange Snail Pub and Coffee Shop.
