BYLAWS: Graduate Geography and Planning Student Society Last Updated: March 2018

Transcription

1 BYLAWS: Graduate Geography and Planning Student Society Last Updated: March 2018 (1) Governance 1.1 Any and all duties, decisions, and actions of the Graduate Geography and Planning Student Society [GGAPSS, hereafter the Society ] outlined in the Constitution or bylaws remain subject to the oversight of the membership. Any member of the Society, at any time, has the right to engage with the Executive or other committee or officer on questions, concerns, and ideas relating to the work of the Society. 1.2 In recognition of the diversity of sub-disciplines and the tri-campus nature of the Department of Geography and Planning [hereafter the Department ], effort will be made to equally include all members in activities of the Society. 1.3 The Society recognizes three (3) constituencies within its membership, which are: (a) Physical Geography; (b) Human Geography; and (c) Planning. (2) The Executive: The Executive Committee coordinates and facilitates all activities of the Society in compliance with the Constitution and bylaws. The actions of the Executive will be documented and filed for reference both in print and electronically. 2.1 The general duties of the Executive include: (a) serving as representatives of the Society at the meetings of the Department Tri-Campus Council and other Department committees as appropriate and/or required; (b) (c) (d) (e) (f) calling meetings of the Society, including but not limited to an Annual General Meeting (AGM) early in the fall term, and a Business Meeting (BM) early in the winter term; calling, announcing, and holding general elections and by- elections as necessary; making appointments to positions within the Society, to external departmental or university-wide representation when necessary; publicizing adequately all constituencies meetings, elections, and byelections; ensuring the administration of student printing accounts; and (g) fulfilling the specific roles and duties outlined in section

2 2.2 Members of the Executive: The Executive Committee is composed of seven (7) members elected to one-year terms at the AGM. Each term begins at the AGM at which the election is held. 2.3 Representation on campus councils: (a) the five (5) graduate student seats on the St. George Council will include the VP-Space Management, VP-Academic, and three rotating program representatives serving on the Constituency Liaison Committee. In the event that a member or members of the Executive are unable to fill their seat(s), a replacement will be appointed from among other GGAPSS representatives. (b) the six (6) graduate student seats on the departmental Tri-Campus Council are held by six of the available seven members of the Executive Committee. In the event that a member or members of the Executive are unable to fill their seat(s), a replacement will be appointed from among other GGAPSS representatives. 2.4 The duties of each position include: (a) The President announces all meetings of the Society and any elections to take place, or designates someone to do so; chairs the AGM and the BM and all meetings of the Executive Committee; chairs the Orientation Committee; represents the Society on external committees or at external meetings as necessary; reports to the Society on matters arising from Department Council meetings; maintains a file of minutes and records of the Society s activity; and maintains a position Transition Document, including writing an Outgoing Report. (b) (c) The Vice President-Academic assumes the duties of the President if and when the President is unavailable; meets at least once per academic term with the Graduate Coordinator, and at least once per academic term with the Director of the Graduate Program in Planning; attends all meetings of the program-appropriate Graduate Committee of the Departmental Council; reports to the Society on matters arising from Graduate Committee meetings; counts votes at meetings when required; chairs the Constituency Liaison Committee; and maintains a position Transition Document, including writing an Outgoing Report. The Vice President-Finance is responsible for the administration and accounting of the financial matters of the Society; prepares a budget and financial report to be presented and approved at the first general GGAPSS meeting following the AGM, and prepares a financial update report to be presented at the BM; prepares a budget for the GSU; organizes any fundraising taken on by the Society; coordinates the transfer of signing authority; chairs the Conference Funding Committee; and maintains a position Transition Document, including writing an Outgoing Report. 2

3 (d) (e) (f) (g) The Vice President-Internal directs the social activities of the Society; organizes at minimum one (1) party per term and other social events as desired; updates a comprehensive monthly calendar of events for posting in Room 619; co- ordinates the upkeep schedule of Room 619, including the kitchenette and lockers; chairs the Social Committee; and maintains a position Transition Document, including writing an Outgoing Report. The Vice President-Communications takes minutes at the AGM, BM, and all other meetings, or designates a replacement; coordinates the regular update and maintenance of the Society s website, Terra Firma, and the Society s internal listserv; coordinates and promotes the creation of graduate student biography pages on the Department website; and maintains a position Transition Document, including writing an Outgoing Report. The Vice President-External and Equity chairs the Equity and Community Liaison Committees; administers funds to support community events and initiatives; builds ongoing relationships with organizations and groups who receive GGAPSS funds and/or who support GGAPSS commitment to social justice and diversity; facilitates the implementation of the Beyond Diversity/Anti-Oppression Statement, including the development of a Strategic Plan; organizes annual antioppression training in the fall term; conducts a core curriculum and experience survey, complete with a report; and maintains a position Transition Document, including writing an Outgoing Report. The Vice President-Space Management coordinates the distribution, furnishing, and maintenance of office and lab space for students; liaises with the Department to administer keys to incoming students as part of orientation; advocates for student interests in department space management, including sitting on the St. George Campus Council; and maintains a position Transition Document, including writing an Outgoing Report. 2.5 Members of the Executive Committee will respond without undue delay to concerns, questions, and ideas raised by members of the Society. 2.6 The duties of any member of the Executive Committee may be shared by other members of the Executive or delegated as necessary. 2.7 In addition to Society meetings, the Executive Committee will meet in at minimum three (3) times per academic term (fall and winter), and one (1) time in the summer. 2.8 The VP-Finance and two other Executive Committee members will serve as signing officers for the Society s bank account(s). The VP-Finance will provide the Chair of the Department the names of the newly elected Executive officers within seven (7) days of the election, so that the Chair may prepare an authorization letter. 3

4 2.9 The outgoing President will support the new President and Executive members in transition of roles. (3) Standing Committees: Standing committees are accountable to the Executive, and are tasked with the planning and implementation of certain aspects of the Society s work. The work of the standing committees will be documented and filed for reference. 3.1 The standing committees are as follows: (a) Constituency Liaison Committee; (b) Social Committee; (c) Conference Funding Committee; (d) Terra Firma Committee; (e) Community Liaison Committee; and (f) Equity Committee. 3.2 The standing committees should consist of at least four (4) members of the Society, and must make every effort to include at least one member from each constituency of the Department. The responsibility for appointment and operation of these standing committees is that of the Executive members as described in Section All committees are filled on a volunteer basis unless otherwise specified in the bylaws. The Constituency Liaison Committee must include, in addition to the VP- Academic, the following elected representatives: (a) One (1) Master s in human geography representative; (b) One (1) Ph.D. in human geography representative; (c) One (1) Master s in physical geography representative; (d) One (1) PhD in physical geography representative; (e) One (1) 1st year M.Sc. planning representative; (f) One (1) 2nd year M.Sc. planning representative; and (g) One (1) Ph.D. planning representative. 3.4 The general tasks of each standing committee are as follows: (a) The Constituency Liaison Committee (CLC) reports Department- level constituency matters to the Executive, including but not limited to faculty searches, funding, and program changes; brings student issues from the constituencies to the attention of the Graduate Coordinator or the Director of the Graduate Program in Planning; and encourages participation in the Society throughout the membership. The VP- Academic and the elected members of the CLC decide amongst themselves who will attend all meetings of the Geography Graduate Committee and the Planning Graduate Committee, according to the requirements of the Departmental Constitution, these bylaws, and GGAPSS procedures and practice. Representatives from the CLC will serve on the departmental St. George Campus Council as outlined in Section 2.3a. In the event that members of the CLC are unable to fill their seats, replacements will be appointed from among other GGAPSS 4

5 representatives. The CLC will also be responsible for scheduling and organizing coffee hours. Each constituency representative listed in Section 3.3 of these bylaws shall be responsible for, with the assistance of the VP-Academic, organizing one (1) coffee hour per academic year to facilitate the discussion of student/constituency issues. The CLC shall also convene, if desired, brown bag lunches as a forum for discussion. (b) (c) (d) (e) (f) The Social Committee assists the VP-Internal in planning and publicizing all Society social events; assists the VP-Internal in upkeep of Room 619, including the kitchenette and calendar of events; informs the Executive of any University or community event relevant to the membership; and coordinates refreshments for meetings as needed. The Conference Funding Committee assists the VP-Finance in establishing the criteria for distributing conference funding, creating an application form, advertising the fund to students, and reviewing the applications received. The Terra Firma Committee works with the VP-Communications to coordinate the publication of a Society newsletter. The purpose of Terra Firma is to enhance communication among students in the department and nothing in these bylaws should prevent creativity in the format of this newsletter (e.g. whether it is printed or online, or evolves into another format). The Community Liaison Committee is led by the VP-External and Equity and fosters partnerships between GGAPSS and groups or individuals working in the broader community. Its responsibilities include, but are not limited to: allocating donations and other financial support on behalf of GGAPSS; organizing or assisting in the organization of community events; and enhancing opportunities for mutual learning and support between GGAPSS and the broader community. The Equity Committee is chaired by the VP-External and Equity to foster a space where students identifying with marginalized communities and equity-seeking groups could speak about their experiences facing structural barriers and micro-aggressions, and work together with allies to support policies and practices that disrupt uneven power relations. 3.5 Standing committees will meet regularly and will commit to frequent and clear communication with the Executive and the wider student body. (4) Sub-committees and Task Groups 4.1 The Executive Committee and standing committees may establish and dissolve subcommittees and/or task groups to direct the work of the Society as required. The 5

6 structure and duties of sub-committees and task groups will be set at the time of their formation and kept on file for reference. At dissolution, a report of the subcommittee s or task group s work will be filed for reference. 4.2 Sub-committees and task groups may include, but are not limited to: (a) Orientation sub-committee; (b) Computer sub-committee; (c) Constitution and bylaws sub-committee; (d) Purchasing task group; (e) Speaking series sub-committee (e.g., Intersections); (f) Program- or cohort-specific social and/or professional development committees (e.g. MScPl students, physical geography students); (g) Other sub-committees and task groups as deemed necessary. 4.3 Executive Committee members, program/cohort representatives, external representatives, and any and all students in the Department are expected and encouraged to volunteer to serve on Department committees (i.e. Intersections, Information Technology, Professional Development, and Diversity Committee). Where there is overlap with GGAPSS committees, these members are encouraged to act as liaisons at the departmental level. (5) External Representation 5.1 The Society elects members to externally represent the membership as outlined in Section 7.1 of the Constitution of the Society. 5.2 The duties of the external representatives are as follows: (a) Graduate Student Union (GSU) representatives attend all meetings of the Graduate Student Union; represent the interests of Geography and Planning graduate students at those meetings; publicize all GSU events relevant to the Society; and make themselves available to answer questions concerning the GSU, including but not limited to the provision of supplemental health insurance. (b) (c) CUPE 3902 stewards attend Stewards Council meetings; represent the interests of Geography and Planning graduate students at those meetings; bring work-related issues of members to the attention of the Union; publicize all Union events relevant to the Society; and make themselves available to answer questions concerning the Union, including but not limited to the terms of the Collective Agreement, available assistance or healthcare funds, and the protocol for grievances. The University of Toronto Association of Geography Alumni (UTAGA) representative brings comments and concerns from the Executive to UTAGA meetings; reports on UTAGA matters to the Executive; and publicizes all UTAGA events relevant to the Society. 6

7 (d) (e) (f) (g) The Planning Alumni Committee (PAC) representatives bring comments and concerns from the Executive to the PAC; report on PAC matters to the Executive; and publicize all PAC events relevant to the Society. The Ontario Professional Planners Institute (OPPI) representatives act as liaisons between OPPI, the Executive, and the Planning cohorts, including both MScPl and PhD Planning students; report on OPPI matters to the Executive and Planning cohorts; and publicize all OPPI and related events to the Society. The OPPI representatives will also serve in accordance with OPPI s policies on student representatives, including time in office (2 years). The Urban Land Institute (ULI) representatives act as a liaison between the ULI Toronto chapter and Planning cohorts, including both MScPl and PhD Planning students, and publicizes ULI events. The Canadian Institute of Planners (CIP) representative acts as a liaison between CIP, the Executive, and the Planning cohorts, including both MScPl and PhD Planning students; reports on CIP matters to the Executive and Planning cohorts; and publicizes all CIP and related events to the Society. The CIP representative will also serve in accordance with CIP s policies on student representatives. 5.3 Should an external representative position become vacant mid-term, the Executive Committee may appoint another member to the position until such time as an official election may be held. (6) Elections and Appointments: Members of the Executive Committee, trustees and all external representatives of the Society are elected at the Annual General Meeting (AGM). 6.1 The incumbent Executive gives a minimum fourteen (14) days notice of the date and place of the AGM and invites nominations for all eligible positions. A second notice of the AGM and any elections by then scheduled will be given seven (7) days prior to the meeting. If elections will be held at the BM, the Executive must give a minimum fourteen (14) days notice of the date and place of the BM and invite nominations for all eligible positions. A second notice of the BM and any elections by then scheduled will be given seven (7) days prior to the meeting. 6.2 All graduate students in the Department are eligible for all positions, unless otherwise stipulated. 6.3 All members elected to positions serve for one year, starting from the AGM where the position is filled, and continuing until the next AGM. Excepted are the OPPI representatives, who serve two years, with one elected per year producing alternating terms. An affirmation vote will be held at the AGM for the representative entering the second year of their term. 7

8 6.4 Candidates shall each have an opportunity to speak to their qualifications and goals. Voting may take place by secret ballot or a show of hands. Quorum for these elections shall be twenty (20) members of the Society. 6.5 All graduate students in the Department may vote for all positions regardless of their program, year, or CUPE status, but may abstain if they desire. 6.6 In the case of a tie, candidates will again have the opportunity to speak. The vote will be repeated until the tie is broken. 6.7 A by-election may be held at a regular Society meeting. Notice of a by-election must be given fourteen (14) days prior to the meeting. Nominations may be made prior to or during the meeting. Quorum for a by-election at a regular meeting is at least ten (10) Society members. 6.8 Voting in absentia is not permitted, except for by-elections in outstanding circumstances. In these cases, no nominations will be accepted less than 24 hours before the election. (7) Meetings: Meetings of the Society must be held a minimum of eight (8) times per year. These meetings will include an Annual General Meeting (AGM) early in the fall term, and a Business Meeting (BM) early in the spring term. All members of the Society may attend and vote at all meetings. 7.1 Notice of meetings must be given at least seven (7) days in advance, unless otherwise stipulated in the bylaws. 7.2 At least twenty (20) Society members must be present at the AGM and BM for the valid transaction of business. At least ten (10) Society members must be present at all other meetings for the valid transaction of business. 7.3 The AGM will be held as soon in the fall term as is reasonable to ensure effective participation and decision-making, ideally in September. The BM shall be held during the winter term, ideally in February. 7.4 The business of the AGM must include: (a) a report by the Executive Committee on the activities of the Society in the preceding year; (b) a report by the standing committees on their activities of the preceding year; (c) a financial report by the VP-Finance; (d) a call for additional nominations for any Executive or external positions; (e) any platform speeches for the elections; (f) the election of new Executive Committee members, two (2) trustees and representatives; (g) the appointment of members to standing committees in accordance with the bylaws; 8

9 (h) (i) a report by Trustees on their assessment of the Society s transactions; and, any other business. 7.5 The business of the BM must include: (a) an update by the Executive Committee on Society activities; (b) an update by the standing committees on their activities; (c) a financial report by the VP-Finance; (d) (e) the election of any appointments or elections needed to fill vacant positions; and, any other business. 7.6 Regular meetings of the Society throughout the year will: (a) follow informal rules of order, with a rotating chair who will be designated at least one (1) day prior and provided with an agenda by the President; (b) invite discussion of new business; (c) invite reports by Executive members and standing committees on current Society activities; and, (d) address ongoing issues by members and/or constituencies of the Society. 7.7 Any Society member wishing to call a meeting may do so by submitting a petition to the President with the signatures of at least five (5) members of the Society. The President is obligated to honour this petition. (8) Finances: The responsible management of the Society s financial assets rests with the Executive Committee. 8.1 Any expenditure of the Society s financial assets not included in the most recent budget and/or financial report must be approved by a majority vote of members present at a meeting of the Society. 8.2 All cheques and payment orders issued in the name of the Society must be signed by two (2) members of the Executive authorized for that purpose. Any one (1) member of the Executive may endorse and deposit payments made out to the Society. 8.3 The Society s budget and expenditures will be made publically available on the GGAPSS website in a machine readable format. (9) Trustees: The Trustees of the Society shall scrutinize all records annually to ensure proper use of finances and adherence to the Constitution and bylaws. The Trustees report to the Executive on the condition of the funds and accounts, the organization and clarity of all Minutes, the orderly filing and maintenance of documents, together with such other information they deem necessary to the efficient and honest administration of the Society. 9

10 9.1 Two (2) Trustees are elected at the AGM for a one-year term. 9.2 The Executive Committee will present to the Trustees and otherwise grant access to all Society documentation no later than fourteen (14) days after the BM. 9.3 The Trustees will report to the Executive Committee and the general membership their assessment of the Society s transactions at the AGM. 9.4 The Trustees Report will be filed for reference both in print and electronically. (10) Changes and Amendments: These bylaws may be amended, added to, or repealed in whole or in part by a majority vote of Society members present at a meeting. Notice for any vote on the bylaws must be given at least fourteen (14) days prior to the meeting where the vote will be held, and must contain a summary of the proposed changes. 10