SA Bylaws
Bow Valley College Students’ Association By-Laws
Revised March 2010
Bow Valley College Students’ Association
BYLAWS
Table of Contents
Revised 2010 1
BY-LAWS
Table of Contents
Section:
Pg. 2 01: Bow Valley College Students‟ Association
Pg. 3-5 02: Membership
Pg. 5-6 03: Students‟ Association Fees
Pg. 6-8 04: General Meetings
Pg. 8-13 05: Students‟ Council
Pg. 13-19 06: Officers of the Executive Council
Pg. 19-20 07: Special Committee‟s
Pg. 20-23 08: BVCSA Advisory Committee
Pg. 23-25 09: Elections
Pg. 25-27 10: Removal from Office
Pg. 28-29 11: Students‟ General Manager
Pg. 29-30 12: Finances
Pg. 30-30 13: Inspections of Records
Pg. 30-31 14: Referendum
Pg. 31-32 15: Amending the Bylaws
Pg. 32-32 16: Dissolution
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BYLAW 1: BOW VALLEY COLLEGE STUDENTS’ ASSOCIATION
1.1 Name
The name of the organization is Bow Valley College Students‟ Association.
1.2 Objects
The objective of the Students‟ Association shall be to provide for the
administration of the affairs of the Bow Valley College Students‟ Association,
including:
a) the development and management of student institutions;
b) the development and enforcement of a system of student law;
c) the promotion of the general welfare and furtherance of total education of
the students consistent with the purpose of Bow Valley College;
d) the acting as the representative voice of the students of Bow Valley
College through:
i) the development and maintenance of a system of student
representations on decision making Boards of Bow Valley
College; and
ii) the development and maintenance of a liaison with the
Government of Alberta and the Government of Canada
concerning all areas of education, advanced education and
general student welfare;
iii) Advancing all official policies, procedures, positions or opinions
of the Students‟ Association to the Administration or Board of
Governors of the College, or to any groups(s) or individual(s)
not associated or connected to the College, when it is deemed
in the best interests of the Members to do so.
e) the development and management of services including various
recreational activities and student facilities which enhance student life at
Bow Valley College;
f) administering and properties, business interests, any other assets or
monies, whether collected through the conduct of student affairs, donated
or otherwise generated by the Students‟ Association, including student
fees collected by the College for the Students‟ Association, in a proper
and business-like manner for the benefit and betterment of the Members
of the Students‟ Association.
g) The production and distribution of student publications;
h) The administration of membership fees for the purpose of meeting the
objects of the Students‟ Association.
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BYLAW 2: MEMBERSHIP
2.1 Membership Eligibility
2.1.1
All students who are at Bow Valley College in the current academic semester are
members of the Students‟ Association subject to the exception within these
bylaws.
2.1.2
Students registered in credit classes at Bow Valley College in the current
academic semester who have not paid their membership fees will not be
members in good standing and will not be entitled to any rights and privileges of
membership with the BVCSA.
2.1.3
Employees of the Students‟ Association are ex officio members of the
Association and have the same rights as Honorary Members.
2.2 Active Members
Active members are students currently registered for full-time and part-time credit
classes at Bow Valley College who have paid Students‟ Association fees for the
current academic semester.
2.3 Active Member’s Rights
2.3.1
Active members of the Students‟ Association have the following rights:
a) The right to be a member and to participate in the activities of the
Students‟ Association.
b) The right to vote in Students‟ Association elections, referenda and
plebiscites.
c) The right to vote in Annual General and Special Annual General meetings.
d) The right to serve as a member of any Students‟ Association committee or
any Bow Valley College committee when designated by the appropriate
authorized body.
e) The right to establish and join organizations under the control of the
Students‟ Association.
f) The right to use the facilities of the Students‟ Association within the limits
set out by Students‟ Council.
g) The right to be a member of the Students‟ Council, Academic Council, or
Executive Committee if qualified and properly elected or appointed.
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h) The right to appear before and speak to Students‟ Council any matter
within the authority of Students‟ Council.
i) The right to exercise any other rights inherent in the by-laws.
2.4 Associate Members
Associate members are students currently registered in non-credit classes at
Bow Valley College who have not paid membership fees to the Students‟
Association within the current academic semester.
2.4.1
Associate members who want to be active members must pay the Student
Association part-time fees.
2.5 Associate Member’s Rights
2.5.1
Associate members of the Students‟ Association have the following rights:
a) To be a member and participate in the activities of the Students‟
Association
b) To make use of the facilities of the Students‟ Association within the limits
set out be the Students‟ Council
2.6 Honorary Members
Honorary members are people who have been granted membership by a special
resolution (75% of majority) of the Students‟ Council. Such membership may also
be revoked by a special resolution of the Students‟ Council. Honorary members
are not required to pay any fees to the Students‟ Association.
2.7 Honorary Member’s Rights
2.7.1
Honorary members have the following rights:
a) To be a member and participate in the activities of the Students‟
Association
b) To make use of the facilities of the Students‟ Association within the limits
set out by the Students‟ Council.
2.8 Membership Termination
2.8.1
Anyone wishing to withdraw membership in the Students‟ Association may notify
the Executive Committee in writing to that effect. Upon receipt of this notice by
the Executive Committee, the student will cease to be a member and the
membership fee will be forfeited to the Students‟ Association.
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2.8.2
An individual‟s membership will cease if the requirements in these bylaws for
membership are not fulfilled.
2.8.3
An individual‟s membership will be terminated if a resolution is passed to revoke
the membership by a special resolution of the Students‟ Council.
BYLAW 3: STUDENTS’ ASSOCIATION FEES
3.1 Membership Fees
The Students‟ Association levies a membership fee for all active members.
3.2 Setting Membership Fees
BVCSA Membership Fee Full-Time Students Part-Time Students
General and Operating Fee
$50.00 per semester
$25.00 per semester
Award Fund Fee
Less 3% of overall fee
Less 3% of overall fee
Fee Per Semester
$50.00
$25.00
The General and Operating Fee is scheduled to increase from this base amount
yearly based on the compounded annualized Alberta Consumer Price Index of
the previous year.
The Capital Savings Fee is scheduled to increase from this base amount yearly
based on the compounded annualized Alberta Consumer Price Index of the
previous year.
The Award Fund Fee will remain at the current level.
BVCSA Health and Dental Plan Fee
$127.00 per semester
Members are full time students who have
paid SA fees and who’s programs qualify are
eligible; students who are funded through
Alberta Works Non-EI are exempt from
paying this fee
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The Students‟ Council has authority to modify the combined Health and Dental
Plan fee by up to 4% in any given year to account for premium fluctuations
without amending the fee schedule.
Students‟ Council may add other fees that it sees fit from time to time to respond
to changing students‟ needs, or the result of students‟ decisions made through
referenda or annual general meeting.
The Students‟ Association determines fees annually. Approval for change of fees
that are not stipulated in 3.2 requires the approval of student referendum by the
active members of the Students‟ Association. Notice of fee changes must be
posted 21 days in advance. The Bow Valley College Board of Governors must
also approve the collection of the amended fees.
3.3 Membership Fee Collection
The Students‟ Association has an agreement with Bow Valley College that the
Registrars office of Bow Valley College will collect Students‟ Association fees
from students on the days of student registration. If this agreement was
terminated, Students‟ Association fees could be collected by any means deemed
appropriate by Students‟ Council subject to the terms of the Post-Secondary
Learning Act.
3.4 Membership Fee Refunds
Bow Valley College Students‟ Association fees are non-refundable.
BYLAW 4: GENERAL MEETINGS
4.1 General Meeting Scheduling
4.1.1
There will be at least one general meeting of the Students‟ Association in Fall
and Winter academic semesters.
4.1.2
General meetings will be held in the city of Calgary and on Bow Valley College
campus if possible.
4.1.3
The general meetings will be held on a date in Fall and Winter Semesters to be
determined by an ordinary resolution of the Students‟ Council.
4.2 Calling Special General Meetings
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4.2.1
Students‟ Council may convene special general meetings of the Students‟
Association.
4.2.2
The President of the Students‟ Association at her/his discretion may convene
special general meetings.
4.2.3
Special general meetings will be convened by the President if a written request of
10% of the Active members of the Students‟ Association is received and
appropriate notice is given.
4.3 General Meeting Notice
4.3.1
Notice of the time and place of all general and special meetings and an agenda
for the meetings will be posted at an obvious location in the Students‟
Association office and notice will be published to poster format and available at
Bow Valley College.
4.3.2
Notice will be provided at least twenty-one (21) days before the meeting.
4.4 General Meeting Quorum
Quorum, or the minimum number of voting members present to allow business to
be conducted, consists of 1% of Active members of the Students‟ Association.
4.5 General Meeting Voting Procedure
4.5.1
At every general and special general meeting of the Students‟ Association, each
Active member present is entitled to one vote.
4.5.2
No proxy votes are permitted at general and special general meetings.
4.5.3
Resolutions may pass with a simple majority (50% plus one) of the votes of the
Active members. Persons present at the meeting who do not vote will be counted
for the purpose of determining whether a motion has been passed or defeated.
4.5.4
Special Resolutions require a 75% majority of voted to pass.
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4.5.5
The President shall have a casting vote in the event of a tie.
4.5.6
In the event of the Presidents absence, a tie vote will be deemed to have been
defeated.
4.5.7
Voting will be conducted by a show of hands unless any Active member present
requests a poll. In response to this request, the President will conduct a poll.
BYLAW 5: STUDENTS’ COUNCIL
5.1 Students’ Council Definition
The Students‟ Council is established within the Post-Secondary Learning Act of
Alberta and within these By-laws as the body which governs the business and
affairs of the Students‟ Association. The Students‟ Council is a policy making
body of the Students‟ Association and has the legislative authority of the
Students‟ Association.
Students‟ Council is a student body, working together as a whole for the
betterment of the students of Bow Valley College through the students‟ collective
organization, the Bow Valley College Students‟ Association.
5.2 Students’ Council’s Principles of Governance
In its governance role, Students‟ Council:
a) Articulate and communicates the vision of the Students‟ Association,
b) Focuses on strategic planning and direction,
c) Focuses on the whole organization,
d) Speaks with one voice,
e) Directs the Students‟ Association work in the Students‟ Association‟s
pursuit of both its mission and vision,
f) Is responsible for its own management.
g) Avoids making management and operational decisions (refer to Bylaw 6).
5.3 Students’ Council Membership
The following representatives make up the Students‟ Council:
a) Elected representatives from Student Council to fill Executive Positions to
represent the BVC Students Association.
b) One elected representatives from Academic Foundations department.
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c) One elected representatives from Health and Community Care
department.
d) One elected representatives from Business and Industry department.
e) One elected representative from Marlborough Campus, Programs at
Large.
f) One elected representative from Marlborough Campus, Aboriginal
Programs.
g) 10 elected representatives from BVC Campus, Programs at Large.
5.4 Qualifications for Students’ Council Membership
5.4.1
All candidates for Students‟ Council must be active members of the Students‟
Association and either full time or part time students.
5.4.2
All candidates for position on Students‟ Council must have a cumulative Grade
Point Average (GPA) of at least 2.0.
a) Any member who has not previously attended a semester at Bow Valley
College is excluded from this requirement for the purpose of his/her
candidacy,
b) Any member of Students‟ Council who fails to maintain the minimum
required 2.0 GPA or percentage at Bow Valley College must resign from
the Students‟ Council for a full term of office. If this person is a member of
the Executive Committee, he/she will be ineligible to run in any by-election
caused by her/his disqualification.
c) Proof of academic standing must be submitted to the General Manager or
Chief Returning Officer prior to ratification of the candidate.
5.4.3
Any member who has been terminated from Students‟ Association or has been
otherwise sanctioned by the Students‟ Association for endangering students,
vandalizing or stealing Bow Valley College Students‟ Association property, or
neglecting his/her fiduciary responsibility to the Students‟ Association will not be
eligible for nomination in any Students‟ Association election for a period of five
years from when such disciplinary action was ratified.
5.5 Requirement for Students’ Council Membership
In order to serve on Students‟ Council, all members must:
a) Commit to the work and mission of Bow Valley College Students‟
Association;
b) Be willing to serve on committees;
c) Attend Students‟ Council meetings;
d) Attend sanctioned meetings of assigned committees;
e) Attend General and Special General Meetings;
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f) Attend assigned office hours;
g) Support, and participate in, Students‟ Association fundraising events;
h) Fulfill all other volunteer requirements as outlined in the Students‟
Association‟s policies and procedures.
5.6 Students’ Council Meeting Scheduling
5.6.1
Students‟ Council shall meet no less than 16 meetings per academic year.
5.6.2
The times and places of Students‟ Council meetings will be determined by a
resolution of the Executive Council.
5.7 Students’ Council Meeting Notice
At least two days notice must be given of meetings to each member of Students‟
Council unless Students‟ Council waives this requirement.
5.8 Students’ Council Meeting Quorum
No business will be conducted at a meeting of the Students‟ Council unless a
quorum of 60% of members of Students‟ Council is present.
5.9 Students’ Council Meeting Voting Procedure
5.9.1
Each Students Councilor present at a meeting of the Students‟ Council is entitled
to one vote.
5.9.2
Any proxy votes are at the discretion of the President.
5.9.3
All ordinary resolutions of Students‟ Council require a simple majority (50% plus
one) of members present to pass.
5.9.4
Special resolutions require a 75% majority of members present at the meeting to
pass.
5.9.5
The President does not have a vote, but does have a casting vote in the event of
a tie.
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5.9.6
In the event of the Presidents absence, a tie vote will be deemed to be defeated.
5.9.7
Unless otherwise indicated in these bylaws, Students‟ Council meetings will be
conducted according to Robert‟s Rules of Order.
5.10 Students’ Council Minutes
5.10.1
The Students‟ Council will ensure minutes are prepared for each of their formal
meetings.
5.10.2
Once approved, the minutes from Students‟ Council meetings, excluding meeting
packages and briefing materials, shall be made available to the Students‟
Association membership who may review these minutes upon request and within
normal business hours.
5.10.3
Students‟ Council, at its own discretion, may make part or all of its meeting
packages and briefing materials available to the Students‟ Association
membership for their review.
5.11 Students’ Council Duties
5.11.1
The duties of the Students‟ Council are to govern the affairs of the students at
Bow Valley College:
a) Students‟ Council is responsible for the organization‟s highest level of
decision-making and legal authority.
b) Students‟ Council is accountable for the organization‟s resources and
activities.
c) Students‟ Council defines, through policy, the parameters of the
organization that govern the activities and affairs of the Students‟
Association.
5.11.2
Notwithstanding the generality of the foregoing, Students‟ Council must:
a) Approve, where appropriate, policy and other recommendations received
from its standing committees and senior staff.
b) Monitor all BVCSA policies.
c) Review the bylaws and policy manual, and recommend bylaw changes to
the membership.
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d) Review the governance structure, approve changes, and prepare
necessary bylaw amendments.
e) Participate in the development of the Bow Valley College Students‟
Association organizational plan and annual review.
f) Approve the Bow Valley College Students‟ Association‟s non-deficit
budget.
g) Assist in developing and maintaining positive relations of the Students‟
Council, its committees, staff members, and community to enhance the
Bow Valley College Students‟ Association.
h) Review and approve all Terms of Reference for Students‟ Council
committees and subcommittees.
i) Promote the general welfare of students consistent with the purposes of
Bow Valley College;
j) Appoint commissions to investigate any matter or problem that may arise
concerning the student body of Bow Valley College or members of the
Students‟ Association;
k) Approve all unbudgeted financial commitments and expenditures in
excess of $500;
l) Approve all decisions made by the Executive Committee regarding
Students‟ Association personnel matters including the following:
i) Personnel policies governing the employment of Students‟
Association personnel
ii) The terms and conditions of employment for all Students‟
Association personnel
m) Have the right to overturn any interpretation of these Bylaws through a
special resolution.
n) Administer an oath to persons elected or appointed to an office or position
on Students‟ Council prior to assuming his/her office or position;
o) Appoint student members to the student caucus of Academic Council,
based on recommendations provided by the Executive Committee.
5.12 Students’ Council Members’ Term of Office
Newly elected Students Councilors shall serve a one-year term of office, until the
thirtieth of September.
5.13 Students’ Council Oath of Office
The Oath of Office is as follows for all positions on Students‟ Council:
I (person’s name) do solemnly and sincerely promise and swear:
That I will administer the office to which I have been elected/appointed to
the best of my ability and judgment, in conformity with the Objects,
Bylaws, and Policies of the Bow Valley College Students’ Association.
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That I will adhere to and enforce the Students’ Association’s Code of
Conduct.
That I will, in all my acts, be governed by the principals of honesty, justice
and fair play, and every manner possible endeavor to promote and safe
guard the best interest of Bow Valley College Students’ Association, the
high purpose of our Board, and the welfare of our members.
BYLAW 6: OFFICERS OF THE EXECUTIVE COUNCIL
6.1 Executive Council Definition
The Executive Council also referred to as Executive Committee of the Bow
Valley College Students‟ Association (referred to as the „Executive Committee‟ in
these bylaws) is a standing committee delegated by the Students‟ Council
responsible for the executive governance functions of the Students‟ Association
and the Students‟ Council.
6.2 Officers of the Executive Committee
6.2.1
The Executive Committee is made up of the following officers holding these four
positions:
a) President
b) Vice-President External
c) Vice-President Student Life
d) Vice-President Operations and Finance
6.2.2
The members of the Executive Committee are elected by and from the Students‟
Council of the Students‟ Association as outlined in these bylaws.
6.3 Executive Committee Term of Office
6.3.1
Newly elected Executive Committee members serve a one year term of office
from the first of February following election, until the thirty-first of January.
6.3.2
In the event of a by-election or appointment, the newly elected Executive
Committee member shall serve for the remainder of the current Executive
Committee‟s term commencing from the date of election or appointment.
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6.4 Eligibility for Office
6.4.1
The eligibility requirements for office are as follows:
a) The President and Vice-President Operations and Finance must be
individually bondable and reveal any criminal record.
b) All candidates must meet minimum professional requirements of the
position running for as outlined in the Policies.
c) All candidates must meet the eligibility requirement for active membership
in the Students‟ Association and in the Students‟ Council as outlined by
these bylaws.
d) All officers may seek re-election for a maximum of three consecutive years
in each position.
6.5 Common Requirements of the Officers
6.5.1
All Officers have the following conditions or requirements for office:
a) They are elected for a single one-year term, ending on January 31 and
commencing February 1;
b) All must be active members of the Students‟ Association for the duration
of their term in office.
c) Required to be in good academic standing with a GPA of no less than 2.0.
d) All must avoid conflicts of interest and/or conflict of loyalty that may arise
from paid or volunteer work or extracurricular activities with BVCSA-
affiliated external organizations. Final determination of such
circumstances will be made by Students‟ Council.
6.6 Common Duties of the Officers
6.6.1
All Officers have the following conditions and duties:
a) To govern the affairs of the Students‟ Association in a manner consistent
with the decisions of the Students‟ Council;
b) To monitor and develop all four areas of governance, including framework,
governance, board self-governance, operational governance, and
advocacy governance;
c) To implement all or part of projects, in the role of “service volunteers”, and
as delegated by Students‟ Council or the Executive Committee;
d) To be accountable to Students‟ Council for the conduct of the affairs of the
Students‟ Association.
e) To obtain and review information about the Students‟ Association and its
operations as part of their fiduciary responsibility, including insurance
coverage, regular financial reports, budgets, audit reports, contractual
obligations, and to report the findings of such reviews to Students‟
Council.
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f) To maintain full committee membership and participation, serving as
representatives of the Bow Valley College students and the Bow Valley
College Students‟ Association, on:
i) the Academic Council of Bow Valley College; and
ii) all Bow Valley College committees in his/her jurisdiction
g) To act as signing authorities of the Association for cheques and other
documents, such as contracts and grant applications;
h) To report in writing at least bi-monthly to both the Executive Committee
and the Students‟ Council on the status of his/her position duties, projects
and official communications;
i) To accept additional responsibilities as delegated by Students‟ Council
and the Executive Committee;
j) To maintain complete minutes of all Executive Committee meetings;
k) To be responsible, in conjunction with Students‟ Council, for the
governance of the personnel of the Students‟ Association and all related
personnel matters including:
i) The hiring and dismissal of Students‟ Association staff:
ii) Personnel policies governing the employment of Students‟
Association personnel;
iii) Benefits or remuneration for Students‟ Association personnel;
and
iv) The terms and conditions of employment for all personnel of the
Students‟ Association.
l) To determine the Executive Committee‟s policy priorities;
m) To be involved with or aware of all external committees of the Students‟
Association and all external activities of the Students‟ Association; and
n) To be the official medium of communication between the students of Bow
Valley College and the College Board of Governors and community.
o) To provide orientation and training to the non-executive members of
Students‟ Council and committee chairs.
p) To ensure the Students‟ Council adheres to its bylaws by focusing
Students‟ Council‟s activities on the Students‟ Association‟s mission.
q) To encourage members of Students‟ Council to participate in meetings
and activities, by:
i) Determining agendas for Student‟s Council meetings and
publishing them two school days in advance of the meetings,
with input from all Executive Committee members;
ii) Preparing a written report for General and Special Meetings;
iii) Creating and maintaining positive working relationships between
members and Students‟ Association staff; and
iv) Making sure that executive and non-executive members of
Students‟ Council remain in their governance role.
r) To play a leading role in supporting fundraising activities.
s) To promote the organization‟s purpose in the community and to the media.
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t) To be responsible for developing, monitoring and enforcing norms
established by Students‟ Council and the Executive Committee as part of
their self-governance function.
u) To oversee the appointment of student representatives on committees
requiring student representation.
v) To recruit and nominate candidates to fill non-executive vacancies on
Students‟ Council.
w) To participate in any student lobby organizations in which the Students‟
Association holds membership.
6.6.2
The President of Bow Valley College Students‟ Association, or an Executive
member delegated by the President, is to represent the Students‟ Association on
the Bow Valley College Board of Governors. It is that representative‟s
responsibility to bring student concerns to the Board and report back on the
Board meetings to the Executive Committee. If the President or an Executive
member is unable to attend, then an active member from Student Council or the
Student Body would be appointed.
6.7 Duties of the President
6.7.1
In addition to his/her common duties as an officer of the Students‟ Association,
the President of the Students‟ Association:
a) Represents the Students‟ Association at all occasions where it is deemed
necessary by Students‟ Council;
b) Is responsible, in consultation with the Executive Committee, for the
development of plans in the area of framework governance, for approval
by the Students‟ Council.
c) May approve expenditures of up to $500 with signatories provided that
these expenditures are reported to the next Students‟ Council meeting if
they are unbudgeted.
d) Is an ex-officio member of all Students‟ Association Committees;
e) Is the official interpreter of these bylaws if there is any question as to their
meaning, Students‟ Council has the right to override any interpretation
through a special resolution.
f) Is the official spokesperson for the Executive Committee to Students‟
Council on all matters affecting Students‟ Council‟s fiduciary or trustee
responsibilities;
g) Is the official spokesperson of the Bow Valley College Students‟
Association;
h) Prepares the agendas for the Executive Committee meetings with input
from other Executive Committee Members.
i) Chairs meetings of the Executive Committee and Students‟ Council.
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j) Evaluates the effectiveness of Students‟ Council‟s decision-making
process and ensures there is a process to evaluate the effectiveness of
committees, using measurable criteria.
k) Orients his/her successor in the role of President.
l) Is responsible for communicating with Bow Valley College personnel and
departments, as deemed appropriate by the Executive Committee.
6.8 Duties of the Vice President External
6.8.1
In addition to his/her common duties as an officer of the Students‟ Association,
the Vice President External of the Students‟ Association:
a) Provides guidance and assistance to students dealing with College
policies.
b) Participate in Academic Council Student Caucus committee
c) Is responsible for communicating with students about the Students‟
Association‟s advocacy functions, as part of the internal advocacy
governance role.
d) Communicates with any municipal, provincial or federal organizations that
interact with the Students‟ Association;
e) Communicates with municipal, provincial and federal government officials
in consultation with the President and as part of an external advocacy
governance role;
f) Orients his/her successor in the role of Vice President External
g) Is responsible for submitting a report back to Students‟ Council on
activities and updates from Academic Council.
h) Is responsible for communications between Students‟ Association and
Academic Council, Bow Valley College personnel and departments, as
deemed appropriate by the Executive Committee.
i) Is responsible for updating and maintaining external communication
mediums such as social networking sites, website, homepage etc…
6.9 Duties of the Vice President Student Life
6.9.1
In addition to his/her common duties as an officer of the Students‟ Association,
the Vice President Student Life of the Students‟ Association:
a) Chairs the Student Life Committee.
b) Is responsible for communicating with the student body and the BVCSA‟s
service volunteers about the Students‟ Association‟s operations as part of
the internal advocacy role.
c) Shall be responsible for the planning, scheduling, promotions, and
execution of all Students‟ Association funded events.
d) Is responsible for ensuring that planned events are promoted no later than
two weeks before the scheduled date.
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e) Promotes student involvement with and participation in the Students‟
Association, its programs and its services.
f) Is responsible for coordinating “The Voice” and website with administrative
support.
g) Is responsible for communicating with Bow Valley College personnel and
departments, as deemed appropriate by the Executive Committee.
6.10 Duties of the Vice President Operations and Finance
6.10.1
In addition to his/her common duties as an officer of the Students‟ Association,
the Vice President Operations and Finance of the Students‟ Association:
a) Ensure that proper financial systems are established in the bylaws and
procedures and adhered to by the Students‟ Association;
b) Participate in making recommendations to the Students‟ Council
concerning:
a. the administration of Students‟ Association funds;
b. changes to Students‟ Associations financial policies or procedures;
c. expenditures not covered in, or amendments to, the budget
approved by the Students‟ Council.
c) Ensure appropriate internal controls or internal audits for The Students‟
Association financial transactions, to the extent that the Vice president
considers appropriate;
d) May approve expenditures of up to $500 with signatories provided that
these expenditures are reported to the next Students‟ Council meeting if
they are unbudgeted.
e) He/she shall keep an accurate record of the membership in the Student‟s
Council.
f) Attend all meetings of the Association and keep accurate minutes of the
meetings as well as accurate records of attendance in conjunction with the
General Manager.
g) Updating the Executive Committee and the Students‟ Council on the
Students‟ Association financial position in conjunction with the General
Manager.
h) Shall ensure that the financial records of the Students' Association are
maintained in good condition for the annual audit at the end of each fiscal
year in convention with the fiscal year end of Bow Valley College in
conjunction with the General Manager.
i) Orients his/her successor in the role of Vice President Operations and
Finance.
j) Is responsible for communicating with Bow Valley College personnel and
departments, as deemed appropriate by the Executive Council.
6.11 Executive Council Meeting Scheduling
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6.11.1
The Executive Council meets regularly as determined during the academic
semesters of Fall and Winter.
6.11.2
Any member of the Executive Council may call Executive Committee Meetings.
6.12 Executive Council Meeting Quorum
Quorum of Executive Council or the minimum number of members present
required to hold a meeting of the committee, is 75% of the committee members.
6.13 Executive Council Meeting Voting Procedures
6.13.1
Motions and Resolutions are passed at Executive Council by a simple majority
vote.
6.13.2
The President has a regular vote on Executive Council and no additional vote in
the event of a tie.
6.13.3
Tie votes will be deemed to be defeated.
6.14 Executive Council Minutes
6.14.1
The Executive Council will ensure minutes are prepared for each of their formal
meetings.
6.14.2
The minutes from Executive Council meetings, once approved, shall be
presented to Students‟ Council either as a verbal or a written report and included
in the Students‟ Council‟s meeting packages, for their consideration and review.
BYLAW 7: SPECIAL COMMITTEE’S
7.1 Special Committee Formation
7.1.1
The Executive Committee may appoint special committees, including sub-
committees, standing committees, and ad hoc committees, as the need arises.
Revised 2010 20
7.1.2
Normally, terms of reference for all committees must be submitted to Students‟
Council for review and ratification in advance. In exceptional circumstances that
are both time-bound and urgent, the Executive Committee, as active agents of
Students‟ Council, can create terms of reference for committee‟s and these
committees can begin meeting as long as such terms of reference are presented
for approval at the next Students‟ Council meeting.
7.1.3
The authority for committees comes from Students‟ Council through the
Students‟ Association by-laws.
7.1.4
The chair of any committee convened by either Students‟ Council or the
Executive Committee shall be either an executive or non-executive member of
Students‟ Council.
7.2 Special Committee Dissolution
The Executive Committee may dissolve special committees, including sub-
committees, standing committees, and ad hoc committees, as deemed
appropriate by Bow Valley College Students‟ Association‟s policies.
BYLAW 8: BVCSA ADVISORY COMMITTEE
8.1 Definition and Purpose
The primary purpose of this committee is to advise Students‟ Council on issues
that may affect the organization‟s strategic plan or purpose and the fulfillment of
its fiduciary responsibilities.
Generally, this standing committee acts in an advisory capacity only to Students‟
Council, investigating issues within its purview and recommending action to
Students‟ Council for approval, however, Students‟ Council may choose to not
honor recommendations at its discretion. On an ad hoc basis, this standing
committee may also act as a limited agent of Students‟ Council, whereby it will be
authorized to take actions defined within project charters approved by Students‟
Council from time to time.
The authority of this committee comes from Students‟ Council through the
Students‟ Association‟s bylaws.
Revised 2010 21
8.2 Key Duties and Responsibilities
8.2.1
The Bow Valley College Students‟ Association Advisory Committee is expected
to discuss and investigate each of the following issues, which have or may have
important strategic or fiduciary implications for the Bow Valley College Students‟
Association:
a) The Students‟ Association‟s long-term strategic plans,
b) Any new or modified contractual relationship between the Students‟
Association and Bow Valley College or its Board of Governors,
c) Students‟ Association‟s planning documents for new business
opportunities,
d) The Students‟ Association‟s annual financial audit (including financial
statements, schedules, exit interview, and management letter),
e) Investment strategies and results related to the Students‟ Association‟s
internally and externally restricted funds,
f) Any new or modified Students‟ Association policies or initiatives that may
materially affect the organization‟s operations, mandate, assets, or value
(fiduciary duty),
g) New financial debt, individually or cumulatively, exceeding 2% of the
organization‟s gross operating budget,
h) Annual projects defined by project charters approved by Students‟
Council,
i) Committee building, including the identification of gaps among the
committee‟s skill-set and strengths, and the identification of potential new
committee members to fill such gaps, and
j) Any other business as deemed appropriate by the Executive Committee or
Students‟ Council of the BVCSA.
k) The BVCSA Advisory Committee will also be expected to raise any
concerns or issues it may have in any of these areas with Students‟
Council, submitting advice and recommendations as appropriate.
l) The public members of the Advisory Committee are responsible for
reviewing Executive Honoraria and recommending any changes to the
Students‟ Council for approval.
8.3 Member’s Responsibilities
8.3.1
Public members of the BVCSA Advisory Committee may be asked to sit on a
minimum of one other BVCSA committee, including:
a) Election Appeals Committee
b) Grievance Committee
c) Student Affairs Committee, and
d) Other Students‟ Council committees
Revised 2010 22
8.3.2
The members of the BVCSA Advisory Committee are considered “directors” of
the organization, and therefore are required to act prudently within the best
interests of the Students‟ Association itself and the Students‟ Association‟s
members.
8.4 Membership
8.4.1
This standing committee shall be composed of:
a) All members of the Students‟ Association Executive Committee, in a
voting capacity within the committee.
b) Up to six public members from the Calgary Community (BVC Faculty and
Staff Excluded) appointed by Students‟ Council, in a voting capacity within
the committee.
8.5 Terms
8.5.1
The chair of the BVCSA Advisory Committee will serve on a rotating basis and
be elected by the committee from among the public members of this committee.
The vice-chair of the BVCSA Advisory Committee will also serve on a rotating
basis and be elected by the public members of this committee. If, for whatever
reason, the chair of this committee is unable to perform his or her duties
temporarily or permanently, the vice-chair will serve in this leadership capacity
until the chair is able to resume his or her duties.
8.5.2
The terms for the Students‟ Association‟s Executive Committee members shall
be limited to their terms on the Executive Committee.
8.5.3
The terms of the public members of this committee shall be limited to one year,
renewable for one additional, consecutive term only. The conclusion of public
members‟ terms will be staggered so no more than one-half of these members‟
terms expire at the same time.
8.5.4
Students‟ Council will make appointments or renewals of public members during
an Academic semester of each year or as needed to fill vacancies.
8.6 Meetings
8.6.1
The BVCSA Advisory Committee is expected to meet formally a minimum of 3-6
times over the course of each year. The meeting schedule for the BVCSA
Revised 2010 23
Advisory Committee shall be determined at the beginning of each year by the
members of the committee.
8.6.2
BVCSA Advisory Committee members are expected to attend the Students‟
Association‟s annual and special general meetings.
8.7 Resources
8.7.1
Financial: Students‟ Council will allocate the financial resources for this
committee annually. The financial resources required for any of this committees
projects will be approved concurrently with the project charter.
8.7.2
The names of the members of this committee shall be explicitly added to the
Students‟ Association‟s directors‟ and officers‟ liability insurance policy, the
premiums for which are paid by the Students‟ Association.
8.7.3
Staff Resources: The Students‟ Association will appoint a staff person who will
serve as the committee secretary, preparing agendas, minutes and meeting
packages according to the Chair‟s direction. Staff resources required for any of
this committee‟s projects will be approved concurrently with the project charter.
8.8 Reports
8.8.1
The Chair (or his/her designate) of the BVCSA Advisory Committee is expected
to present a written update on the committee‟s work to Students‟ Council within
thirty days of each formal advisory committee meeting. The Chair (or his/her
designate) is also expected to provide an oral report to Students‟ Council,
highlighting the committee‟s findings and recommendations. The Chair may also
be asked to answer any questions from Students‟ Councillors on the committee‟s
report, findings and recommendations. Recommendations, advise, or findings by
the Advisory Committee do not have to be honored by either the Students‟
Council or the Executive Committee.
8.9 Review and Evaluation Process
8.9.1
By February of each year, the members of the committee are expected to review
these terms of reference and their current projects, making recommendations to
Students‟ Council for improvements and refinements.
Revised 2010 24
8.10 Honoraria
8.10.1
Public members of the BVCSA Advisory Committee may receive an honorarium
in an amount determined by Students‟ Council.
BYLAW 9: ELECTIONS
9.1 Annual Elections
There shall be an annual election for all members of Students‟ Council including
the Executive Officers during the month of September.
9.2 The Chief Returning Officer
9.2.1
Students‟ Council shall appoint a Chief Returning Officer (CRO) by ordinary
resolution prior to the elections.
9.2.2
The Chief Returning Officer performs her/his duties in accordance with provisions
of the Elections, Other Campaigns and Individual Grievance Policies and
Procedures (the EOCIGPP) of the Students‟ Association.
9.2.3
The Chief Returning Officer is responsible for interpreting and applying the
provisions of the Elections, Other Campaigns and Individual Grievance Policies
and Procedures (the EOCIGPP).
9.3 Elections Appeals
Appeals on matters concerning elections shall be made to the Elections, Other
Campaigns and Individual Grievances Review Board (the EOCIGRB) according
to the provisions of the Elections, Other Campaigns and Individual Grievance
Policies and Procedures (the EOCIGPP).
9.4 Post-Election Vacancies
9.4.1
If the President of the Students‟ Association vacates or resigns from office the
Chief Returning Officer shall immediately inform Students‟ Council of an internal
by-election to take place in 14 days to fill the vacant position.
9.4.1
Revised 2010 25
In the event that a Vice-President vacates or resigns from office, the President
shall call an internal by-election within Students‟ Council to fill any Vice President
position within 14 days of a vacancy.
9.4.2
If any non-executive position on Students‟ Council becomes vacant after the
elections, Students‟ Council shall call a by-election to fill the position.
9.5 By-Elections
9.5.1
Any internal by-election to fill an Executive Officer position shall occur within 14
days of the creation of the vacancy.
9.5.2
Any by-election or internal by-election will be governed by the same rules as the
most recent annual election.
BYLAW 10: REMOVAL FROM OFFICE
10.1 Definition and Purpose
Any member of the Students‟ Council, including both executive and non-
executive members, can be subject to disciplinary proceedings pursuant to the
Bylaws.
10.2 Misconduct Warranting Disciplinary Proceedings
10.2.1
Any executive or non-executive member of Students‟ Council will be subject to
disciplinary proceedings under this bylaw if she/he is found to have committed
any of the following:
a) A persistent or serious breach of these bylaws
b) A persistent failure to perform duties of his or her office including, without
limitation, failure to attend three responsibilities (unless their absence is
excused in advance by the Executive Council or General Manager)
c) Breach of his or her fiduciary responsibility to the Bow Valley College
Students‟ Association.
d) Persistent or serious actions that are inconsistent with the established
polices of the Students‟ Council or the Executive Committee or the
Students‟ Association.
e) Dereliction of the duties and responsibilities as set forth by the Students‟
Association‟s By-laws or by special resolution of Students‟ Council.
f) Persistent or serious disobedience of any Students‟ Council or Students‟
Association polices (including motions), By-laws and/or regulations.
Revised 2010 26
g) Persistent or serious violation of any terms of the Students‟ Association‟s
Code of Conduct, Code of Ethics or confidentiality agreements.
10.3 Disciplinary Procedure
10.3.1
All disciplinary proceedings pursuant to this Bylaw shall be commenced by
motion to the Students‟ Council.
10.3.2
Any Students Councilor who believes that an executive or non-executive member
of Students‟ Council has committed any of the prohibited acts listed in 10.2
above may bring a motion to discipline the executive or non-executive member in
question. The motion must be submitted to the Students‟ Council in writing and
must be set out in detail the wrongdoing alleged and must be seconded by
another Student Councilor.
10.3.3
In the event that the Students‟ Council shall receive a petition in writing from
members of the Students‟ Association and signed by not less than 1% of the
active membership of the Students‟ Association at the time, requesting that an
executive or non-executive member of Students‟ Council be subject to
disciplinary proceedings, and setting out the basis for that discipline, a member
of the Executive Committee of the Bow Valley College Students‟ Association
shall bring a motion that the impugned member of Students‟ Council be subject
to disciplinary proceedings, and that the motion be seconded by another member
of Students‟ Council.
10.3.4
Upon receipt of a disciplinary motion, Students‟ Council shall refer the motion to
personal knowledge to the Grievance Committee. Any member of the Grievance
Committee named in or with personal knowledge of the matters alleged in the
disciplinary motion shall disqualify him or herself and shall not participate.
10.3.5
The Grievance Committee shall review the disciplinary motion to ensure that the
misconduct alleged is properly the subject of disciplinary proceedings as set out
in Article 10.2 of this bylaw, and shall investigate, in its discretion, to determine
whether the disciplinary motion is unfounded, baseless or motivated by malice.
10.3.6
If satisfied that the disciplinary is properly brought (based on the criteria set out in
9.3.5 above), the Grievance Committee shall refer the disciplinary motion to
Students‟ Council to Students‟ Council by vote of the Grievance Committee.
Revised 2010 27
10.4 Disciplinary Hearing
10.4.1
Upon having the disciplinary motion referred to it by the Grievance Committee as
described in 10.3.6, above, the Students‟ Council shall convene a special
meeting of the Students‟ Council to take place not less than 14 days afterwards.
10.4.2
Before the special Students‟ Council meeting, the Respondent to the disciplinary
motion shall be entitled to know the case against him or her, and Students‟
Council will provide the Respondent with concise statement of the allegation
against him or her, along with a brief summary of the evidence of such action.
10.4.3
Evidence of the wrongdoing alleged against the Respondent shall be presented
to Students‟ Council by:
a) the member of Students‟ Council who brought the disciplinary motion, in
the case of disciplinary proceedings initiated by motion; or
b) by a member of the Grievance Committee appointed by vote of the
Grievance Committee if the disciplinary proceedings is initiated by student
petition.
10.4.4
The Respondent to the disciplinary motion shall be permitted to ask questions of
any witness or party during the disciplinary hearing, and shall be entitled to be
represented by an Alberta qualified lawyer, or by him or herself.
10.4.5
After the evidence of the alleged wrongdoing has been presented to Council, the
Respondent shall be entitled to present any evidence on the contrary, but there is
no obligation for him or her to do so.
10.4.6
After hearing all evidence, Council shall vote by secret ballot, as to whether the
Respondent has committed, on the balance of probabilities, the wrongdoing
alleged.
10.4.7
If more than three quarters of the Students‟ Council votes that the Respondent
has committed the wrongdoing alleged against him or her, the Respondent shall
be removed from his or her office immediately, and shall be ineligible to hold any
executive or non-executive position on Students‟ Council for a period of time
determined by Students‟ Council, and for a period not less than the remainder of
their current term.
Revised 2010 28
BYLAW 11: STUDENTS’ ASSOCIATION GENERAL MANAGER
11.1 Definition
11.1.1 The Bow Valley College Students‟ Association shall employ a General
Manager to assist the Students‟ Council.
11.2 Key Duties and Responsibilities
11.2.1
a) The supervision and administration of the Students‟ Association business
office and ensuring that up-to-date financial, policy, and Council records
are kept for the Students‟ Association;
b) To ensure that financial statements and reports are available to Council on
a regular basis;
c) To be one of the signing authorities of the Students‟ Association, with all
bank accounts of the Students‟ Association requiring the signature of the
General Manager (or in his/her absence his/her designate);
d) To assist in the presentation of monthly financial statements and reports to
Students‟ Council;
e) Prepares honoraria payroll processing, accounts payable and receivable
documentation for processing;
f) Prepare budget and relevant data for yearly budget and administration of
the Association‟s budgets to Students‟ Council for approval;
g) To monitor the operations of all assets and financial activities of the
Student‟s Association in conjunction with the Students‟ Council;
h) Ensures effective transitions between outgoing and incoming councils;
i) To actively fundraise for the Students‟ Council;
j) To assist in the appointment of Student Representatives;
k) To attend Students‟ Council, Committee, various College Council
meetings on a regular basis as non-voting/student support, provided that
the General Manager shall have no voting privileges at such meetings;
l) To assist, whenever necessary, the Students‟ Council in carrying out their
duties;
m) To report, in writing, to the Students‟ Council on an as required basis with
regard to his/her activities and job responsibilities;
n) To report directly to the Students‟ Council of the Association when
requested to do so;
o) To ensure that all resolutions of Students‟ Council are implemented;
p) To participate in the review and development of all policies and Bylaws of
the Association providing advice and support to the President/Executive
and General Council in policy and procedures development and
implementation;
q) To provide assistance and guidance in the development of short and long-
range plans of the Students‟ Association and the Students‟ Council;
Revised 2010 29
r) The supervision and evaluation of employees and volunteer personnel of
the Students‟ Association;
s) To make recommendations to the Students‟ Council on the appropriate
number of personnel required by the Students‟ Association to meet its
objectives;
t) To be responsible, in consultation with the Students‟ Council, for all
personnel matters, including hiring, firing, dismissal, and discipline,
relating to all employees of the Students‟ Association;
u) To direct and advise, in consultation with the Students‟ Council, all
Association staff;
v) To inform and advise the Council on legal matters, and to seek legal
counsel should the need arise;
w) To perform other business-related duties as requested by the Students‟
Council.
x) To perform all the Duties and Responsibilities and provisions detailed in
the General Manager‟s contract with the Students‟ Association of Bow
Valley College.
BYLAW 12: FINANCES
12.1 Signatories
All Students‟ Association cheques require the signatures of the President, Vice-
President Operations and Finance, the General Manager (or designate) or
approved signatories as outlined in the policies.
12.2 The Fiscal Year
The fiscal year for the Students‟ Association is from July 1 to June 30.
12.3 The Auditors
The Students‟ Association auditor is appointed at a General Council or a special
meeting. The auditor will audit all financial records in accordance with Generally
Accepted Accounting Principles and Generally Accepted Audit Standards as
soon as possible following the end of the fiscal year.
12.4 Financial Authority
12.4.1
No student society, club or other organization has the authority to represent or
financially bind the Students‟ Association.
12.4.2
The Students‟ Council shall control the disbursement of the Students‟ Association
funds through approval of the annual Students‟ Association budget.
Revised 2010 30
12.5 The Seal
The Students‟ Association has an official seal. The Executive Committee will
determine when the seal may be used.
12.6 Honoraria
12.6.1
Officers and Student Councilors shall be paid an honorarium in recognition of
their service to the Students‟ Association. Honorarium amounts shall be outlined
in the finance policy.
12.6.2
The criteria for receiving Honorarium are:
a) Regular meeting attendance;
b) Fulfillment of the duties as established in these bylaws;
c) Compliance with the Students‟ Association‟s Polices and Procedures;
d) Completion of assigned duties to the satisfaction of the Students‟ Council
or Executive Committee.
BYLAW 13: INSPECTION OF RECORDS
13.1 The Audited Financial Statements
The audited financial statements will be open to any member for inspection
during normal business hours at the Students‟ Association office provided that
reasonable notice is given.
13.2 Other Published Records
The published records of Students‟ Council and the Students‟ Association will be
open to any member for inspection during normal business hours at the
Students‟ Association office provided that reasonable notice is given.
BYLAW 14: REFERENDUM
14.1 Calling a Referendum
14.1.1
The President of the Students‟ Association may call a referendum within twenty-
one days if:
a) A resolution is passed at Students‟ Council requesting the referendum; or
b) A petition is delivered to Students‟ Council that is signed by at least 10%
of the active members of the Students‟ Association requesting a
referendum. The signers must include their student identification numbers
for verification of Students‟ Association membership.
Revised 2010 31
14.1.2
A referendum may only be called during the fall and winter semesters of Bow
Valley College.
14.1.3
A referendum question must go through two separate readings of Student
Council and immediately after the second reading before a motion may be
passed.
14.2 Referendum Questions
The text of the referendum question should be clear and unambiguous and must
be capable of being answered “yes” or “no”. If a referendum brought forward by
petition does not meet these requirements in the opinion of Students‟ Council, it
will be referred back to the petitioners to be re-written.
14.3 Referendum Results
The results of a referendum will be acted upon if the total number of votes cast is
at least 5% of the total number of Active Members of the Students‟ Association at
the time of referendum and at least a simple majority of those voting either
support or reject the referendum.
BYLAW 15: AMENDING THE BYLAWS
15.1 Bylaw Amendment Procedure
15.1.1
Written notice of the proposed bylaw amendment must be posted conspicuously
at the Students‟ Association office least twenty-one days prior to the vote on the
amendment.
15.1.2
Any amendment to the bylaws, with the exception of those changes noted in
15.1.3, must be approved by special resolution at an annual general meeting
conducted in accordance with these bylaws.
15.1.3
Housekeeping changes, such as grammatical or spelling changes or names
changes, to those bylaws may be made and approved through special resolution
by Students‟ Council along as such changes do not alter the meaning or
substance of these bylaws. Notice of such changes will be prominently posted for
membership review for a period of not less than 21 days. On petition made within
60 days of the approval of such bylaw changes, the membership may rescind
Revised 2010 32
such housekeeping changes and refer these changes instead to a general
meeting for a membership vote.
BYLAW 16: DISSOLUTION
16.1 Criteria for Dissolution
The Students‟ Association may be dissolved according to the provisions of the
Post-Secondary Learning Act of Alberta.