From 0a044609d50e7cc8a4b5bca1fc778935a67037cd Mon Sep 17 00:00:00 2001 From: Ethan Denny Date: Thu, 28 Sep 2023 13:34:00 -0230 Subject: [PATCH 1/2] Final draft --- src/pages/society/constitution.md | 85 ++++++++++++++----------------- 1 file changed, 38 insertions(+), 47 deletions(-) diff --git a/src/pages/society/constitution.md b/src/pages/society/constitution.md index 3f25853..c411f39 100644 --- a/src/pages/society/constitution.md +++ b/src/pages/society/constitution.md @@ -19,6 +19,7 @@ In this constitution, - _"MUNSU"_ means the Memorial University Students Union; - _"Executive"_ refers to an executive member of the society in accordance with [§5](#5-executive-positions); - _"Majority"_ means 50% plus 1 of the votes; +- _"Voting Role"_ means an executive who has the power to cast votes during an executive meeting; ## 2. Name @@ -51,15 +52,14 @@ The executive positions in the society are as follows: - Executive Assistant - Treasurer - Event Coordinator -- Social Representative +- Outreach Coordinator +- Marketing Officer - International Student Representative - Technology Officer -- Representative Advisor +- Executive Alumni (multiple) - Computer Science Undergraduate Committee (CSUGC) Representative - Science Society Representative -- Hack Frost NL Representative -- First Year Representative (multiple) -- Representative At-large (multiple) +- Society Volunteer (multiple) At minimum, the positions of President and Vice-President must be occupied. @@ -71,6 +71,7 @@ All executive members are required to: - Adhere to the the society constitution; - Have or plan to have CompSci declared as either their major or minor; - Hold no more than one executive position, unless secondary positions or interim. +- Adhere to the same role description as Society Volunteer ([§5.14](#514-duties-of-the-society-volunteer)); ## 5.2. Presidential Duties @@ -82,7 +83,6 @@ The President shall: - Manage the society financial matters, including serving as a co-signing authority for all society financial transactions; - Call an election in accordance with [§6](#6-executive-elections), to ensure that the society continues to run in the following year; - Must live or reside in St. John’s, Newfoundland or the Avalon Peninsula; -- Adhere to the same role description as the Representatives-at-Large ([§5.15](#515-duties-of-the-representatives-at-large)); - Must have previously held a role on the executive. ## 5.3. Vice Presidential Duties @@ -94,7 +94,6 @@ The Vice President shall: - Handle society financial matters, and serve as a co-signing authority for all society financial transactions. - Assume the duties of President in their absence or at their request. - Must live or reside in St. John’s, Newfoundland or the Avalon Peninsula -- Adhere to the same role description as the Representatives-at-Large ([§5.15](#515-duties-of-the-representatives-at-large)); - Must have previously held a role on the executive ## 5.4. Duties of the Executive Assistant @@ -103,7 +102,6 @@ The Executive Assistant shall: - Be responsible for taking meeting minutes; - Assist the society with general administrative tasks; -- Adhere to the same role description as the Representatives-at-Large ([§5.15](#515-duties-of-the-representatives-at-large)); - Must have previously held a role on the executive. ## 5.5. Duties of the Treasurer @@ -113,7 +111,6 @@ The Treasurer shall: - Handle society financial matters, and serve as a co-signing authority for all society financial transactions; - Be accountable to the society and MUNSU for the finances of the society. This includes accounting for all income and expenses on a permanent record. - Must live or reside in St. John’s, Newfoundland or the Avalon Peninsula; -- Adhere to the same role description as the Representatives-at-Large ([§5.15](#515-duties-of-the-representatives-at-large)). ## 5.6. Duties of the Event Coordinator @@ -121,84 +118,77 @@ The Event Coordinator shall: - Organize social events; - Select bartenders and ensure that they are licensed with Student Affairs and Services. -- Adhere to the same role description as the Representatives-at-Large ([§5.15](#515-duties-of-the-representatives-at-large)); -## 5.7. Duties of the Social Representative +## 5.7. Duties of the Marketing Representative The Social Representative shall: - Manage our social media accounts; - Produce posters and other graphics to advertise the society and events; -- Adhere to the same role description as the Representatives-at-Large ([§5.15](#515-duties-of-the-representatives-at-large)). -## 5.8. Duties of the International Student Representative +## 5.8. Duties of the Outreach Coordinator + +The Outreach Coordinator shall: + +- Put up posters; +- Interact with and assist other students both online (Discord etc.) and in-person; +- Advertise the society to other students; + +## 5.9. Duties of the International Student Representative The International Student Representative executive shall: - Represent primarily international CompSci students of any year; - Ensure the inclusivity of society events / executive decisions; -- Adhere to the same role description as the Representatives-at-Large ([§5.15](#515-duties-of-the-representatives-at-large)). -## 5.9. Duties of the Technology Officer +## 5.10. Duties of the Technology Officer The Technology Officer shall: - Assist with setting up necessary equipment for society events; -- Assist with managing the society's technological infrastructure, such as site hosting; -- Adhere to the same role description as the Representatives-at-Large ([§5.15](#515-duties-of-the-representatives-at-large)). +- Assist with managing the society's technological infrastructure, such as site hosting, Discord bot management, and ensuring that appropriate records of passwords etc. are kept; +- Be responsible, along with the president and vice president, for the management of the society’s Discord server, with the necessary access or privileges required to do so; + -## 5.10 Duties of the Representative Advisor +## 5.11. Duties of the Executive Alumni -The Representative Advisor shall: +The Executive Alumni shall: -- Aid in providing a smooth transition between a First Year Representative, and Representative at large role to a more defined role; -- Can be a previous President, Vice President or Executive Assistant; -- Adhere to the same role description as the Representatives-at-Large ([§5.15](#515-duties-of-the-representatives-at-large)). +- Be a previous executive member who is unable to perform regular executive duties but still wishes to support the society; +- Serve as an advisor to current executive members; -## 5.11 Duties of the Computer Science Undergraduate Committee Representative +This is a NON-VOTING role. This role is open to any previous executive member with a Voting Role who still wishes to assist in the running of the society. + +## 5.12. Duties of the Computer Science Undergraduate Committee Representative The CSUGC Representative shall: - Attend all meetings of the Computer Science Undergraduate Committee; - Take accurate minutes to relay information to the society; - Application based only; -- Adhere to the same role description as the Representatives-at-Large ([§5.15](#515-duties-of-the-representatives-at-large)); - May be a secondary role. -## 5.12 Duties of the Science Society Representative +## 5.13. Duties of the Science Society Representative The Science Society Representative shall: - Attend all meetings of the Science Society; - Take accurate minutes to relay information to the society; -- Adhere to the same role description as the Representatives-at-Large ([§5.15](#515-duties-of-the-representatives-at-large)); - May be a secondary role. -## 5.13 Duties of the Hack Frost NL Representative - -The Hack Frost NL Representative shall: +## 5.14. Duties of the Society Volunteer -- Attend at least 75% meetings of Hack Frost NL; -- Take accurate minutes to relay information to the society; -- Adhere to the same role description as the Representatives-at-Large ([§5.15](#515-duties-of-the-representatives-at-large)); -- May be a secondary role. - -## 5.14. Duties of the First Year Representatives - -The First Year Representatives executives shall: - -- Represent primarily first-year CompSci students; -- Adhere to the same role description as the Representatives-at-Large ([§5.15](#515-duties-of-the-representatives-at-large)). - -## 5.15. Duties of the Representatives-at-Large - -The Representative-at-large executives shall: +Society Volunteers shall: - Represent CompSci students of any year; - Be available to speak to students about their issues with the CompSci program and department; - Ensure that any issues referred to above are brought to the attention of the society; - Assist with the day-to-day operations of the society. +This is a NON-VOTING role. This role is open to any CompSci student who wishes to assist in the running of the society. + +Society Volunteer shall be a role appointed at the discretion of the president and vice-president. + ## 6. Executive Elections The election of a new society Executive must take place no later than the final day of each Winter semester. @@ -221,6 +211,7 @@ The Chief Election Officer shall: - Nominations must be open for a minimum of one week; - Votes shall be cast using a secret ballot; +- If there is only one nominee (incumbent or incoming) for a position, then that nominee shall be acclaimed for that position; - If there are more than three nominees for any one position, a preferential ballot voting system shall be used; - All elected members shall be placed to a vote of confidence, voted on by the Vice President and Executive Assistant. In the event of a tie the President shall have final say; - Each member may cast one ballot for each position in the election. @@ -266,8 +257,8 @@ In the event that a position is vacant either: ## 10.1. Date and Time - Only the President or Vice President may call an executive meeting; -- Notice of time and place of each meeting of the Executive shall be sent to each executive, not less than twenty-four hours before the time of the meeting; -- There shall be at least one Executive meeting per month during the academic year, excluding the months of April, May, June, July, August, and December; +- Notice of time and place of each meeting of the Executive shall be sent to each executive, not less than seventy-two before the time of the meeting, or twenty-four hours in case of an emergency; +- The Executive shall strive for bi-weekly Executive meetings except during the months of April - August and December. Meetings during these months shall be called as necessary; - Between August 1st, and September 30th there shall be an annual general meeting, which must be open to the public; - Any executive may participate in a meeting remotely, so long as: - The executive was unable to attend the meeting otherwise; @@ -292,7 +283,7 @@ A majority of the executive present, whether or not a quorum is present, may adj There should be three (3) signing authorities at all time. President, Vice President and Treasurer. - Two (2) signing authorities shall sign each cheque; -- Two (2) or more of the signing authorities can not be siblings, common law, married, or have at any point had or currently have a romantic relationship; +- Two (2) or more of the signing authorities can not be siblings, common law, married, or have at any point had or currently have a romantic relationship, or can not have a conflict of interest; - If two or more of the President, Vice President and Treasurer are any of those things, they must decide amongst themselves who gets to be signing authority; - If they can not decide, neither will be allowed to sign. Another member of the executive will be chosen to replace them by the executive; - All signing authorities must be living in St. John's or the Avalon Peninsula; From 89d1c7c0f6647fe8e4f9ad7a9066095580772400 Mon Sep 17 00:00:00 2001 From: Ethan Denny Date: Fri, 29 Sep 2023 10:47:42 -0230 Subject: [PATCH 2/2] Fix typo --- src/pages/society/constitution.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/src/pages/society/constitution.md b/src/pages/society/constitution.md index c411f39..24a3c60 100644 --- a/src/pages/society/constitution.md +++ b/src/pages/society/constitution.md @@ -257,7 +257,7 @@ In the event that a position is vacant either: ## 10.1. Date and Time - Only the President or Vice President may call an executive meeting; -- Notice of time and place of each meeting of the Executive shall be sent to each executive, not less than seventy-two before the time of the meeting, or twenty-four hours in case of an emergency; +- Notice of time and place of each meeting of the Executive shall be sent to each executive, not less than seventy-two hours before the time of the meeting, or twenty-four hours in case of an emergency; - The Executive shall strive for bi-weekly Executive meetings except during the months of April - August and December. Meetings during these months shall be called as necessary; - Between August 1st, and September 30th there shall be an annual general meeting, which must be open to the public; - Any executive may participate in a meeting remotely, so long as: