Constitution :: UBC Math Club

Constitution

Passed by the Math Club Executive; October 16, 2009; and then by General Meeting on November 2, 2009. Edited September 2012.

Section 1: Name

The organisation shall be called the "University of British Columbia Math Club". The club may be referred to by the shorter terms: "UBC Math Club" and "Math Club".

Section 2: Objectives

To support the general interests of club members and the math student body at large.
To encourage the study and appreciation of mathematics.
To enrich the education of math students.
To provide UBC students with past math exams and solutions for as many courses as is feasible.
To promote relations between the Math Department and its students.
To provide a positive space where members can go relax.
To encourage volunteerism, leadership, community service, philanthropy, and fellowship among club members and the math student body.

Section 3: Bylaws

Section 3.1: General Powers and Obligations of the Math Club

The Math Club has the right to represent its members.
The Math Club has the right to act accordingly to achieve the objectives set out in Section 2.
The Math Club shall strive to have at least 50% of its members be those specialising in math.
The Math Club is a non-profit organisation and must act accordingly. All funds generated by the Club must be used towards the objectives in Section 2.
The Math Club is directly responsible to the Math Department and must try to accommodate the wishes thereof.
The Math Club office is located in Math Annex room 1119. As long as the Club exists, it shall retain control of its office, barring the revocation of the loan of this room by the Math Department.
The Math Club will continue to exist until it is dissolved. It will be dissolved if:
1. There was a 4/5 majority vote for dissolution at a general meeting, where quorum was present.
2. No executive is elected for two consecutive years.
3. Upon complete revocation of support of the club from the Math Department.
If the club is dissolved all assets of the club shall be transfered to any club which serves purposes consistent with those of Section 2. Should no such club exist, the club assets shall be transferred/returned to the Math Department.

Section 3.2: Membership

Anyone who is listed in the official Math Club membership roster for the year, and has paid their membership fee shall be considered a Math Club member.
Any UBC student is eligible to become a member.
All faculty members, administrative staff, and graduate students shall be entitled to honourary membership, activated upon their addition to the membership roster. Additional honourary memberships may be awarded by a majority vote by the Executive Council.
Every member shall uphold the constitution and will comply with all its bylaws.
The default membership fee shall be $2. This may be changed by a majority vote by the Math Club executive council.
A person shall cease to be a member, and lose all privileges of membership:
1. Upon October 1st of any academic year, if their membership has not been renewed.
2. Upon their death.
3. Upon being expelled
4. Upon losing their status as an honourary member.
A member can only be expelled by a unanimous resolution to expel the member by the Executive Council. If that member is one of the executives, they cannot vote on their expulsion. Expulsion should only be used as a last result to deal with a member that is highly disruptive to the functioning of the Math Club. A member who has been expelled cannot not rejoin the club within a period of one year, nor will they have their membership fee refunded.

Section 3.3: Executive Council

The governing body of the club shall be known as the Math Club Executive Council, or "Executive Council" for short-form. This body has the power to represent all Math Club members and to pass resolutions affecting any aspect of the Math Club.
All executives must be members of the Math Club.
The Executive Council must follow and uphold the Math Club Constitution, as well as the Canadian constitution, with Canadian law taking precedence over the Math Club Constitution.
The Math Club Executive Council shall contain the following voting positions:
1. a President
2. a Vice-President
3. a Treasurer
4. one or more Exam Co-ordinators
5. one or more Social Co-ordinators
6. one or more Academic Co-ordinators
7. one or more Supply Managers
8. a SUS/AUS Ambassador (a representative to the Science and Arts Undergraduate Societies)
9. a Webmaster
The Math Club Executive Council shall also contain non-voting positions which may be held by a voting executive and are to be created or altered on an annual basis by the Executive Council. Examples of such positions would be Secretary, Webmaster, and Tea Queen/King.
Both the Head of the Math Department and the Faculty Liaison of the Math Department shall be ex-officio, non-voting members of the Executive Council. Their approval and feedback are to be solicited for any major changes to Math Club policy. They will also have a copy of the Math Club constitution.
The Executive Council shall vote upon resolutions using the Approval Voting algorithm, wherein all executives' votes are weighted equally. For resolutions to be passed, a quorum of 50% of the entire Executive Council of must be met.
Additionally, for constitutional resolutions to be passed, as well as appointments to the Executive Council, a 75% majority must be met; 66% for financial resolutions; 100% for membership expulsions; and 50% for ordinary resolutions.
The Executive Council must meet at least 10 times per calendar year.
The Term of Office for positions begins on May 1st of the academic year in which they were elected, and ends on April 30th of the next year. For executives either elected in a by-election, or appointed by the Executive Council, their term begins the day afterwards, and ends on April 30th of that academic year.
In the event when the Math Club Executive Council completes a vote of no confidence by a 75% majority, the Executive Council will expel that member, which the council does not have confidence, from the Executive Council.

Section 3.4: Determination of the Executive Council

A majority of the members of the Executive Council must have been voted in by a general election. Provided the majority of voting positions of the Executive Council are filled, should any positions be left vacant after the March election, these positions may be filled by resolutions to the Executive Council with a 75% support. At no point should the majority of voting positions on the Executive Council be filled by appointment; a general by-election would need to be called to then fill additional positions.
The President must have been elected. Should a President resign (or be expelled), the Vice-President shall act as an Acting President for no longer than one month until a new president has been elected in a general by-election.
All executives must pledge to uphold the Math Club Constitution in writing before they can exercise any powers of their position.

Section 3.5: General Meeting

A general meeting shall be held at least once per year (preferably in mid-March). General meetings serve as a way to discuss improving the Math Club, voting on constitutional changes, and general elections.
1. All members shall be encouraged to attend and vote at the general meetings.
2. Quorum for general meetings shall be 25% of current membership of the Math Club. If 25% of the current membership is less than 15, then 15 members are needed for quorum, provided membership exceeds or is equal to 15 members.
3. The president, with a minimum of one-week notice, can call general meetings, and must do so should the Executive Council passes a resolution for a general meeting to be held.

Section 3.6: General Elections

Each March a general election shall be held at a date determined by the Executive Council. The election shall be held by secret ballot, using Approval Voting, with non-returning outgoing members of the Executive Council administrating the election.
Additional general elections (a.k.a. general by-elections) may be held throughout the year to fill empty positions, and are subject to the same policies.
Nominations shall open at least two weeks before the beginning of elections, and end 24 hours before the beginning of the election.
Before voting begins, the Executive Council must provide a medium for the willing candidates to address the Math Club membership.
Candidates must be members of the Math Club in order to run, and the Executive Council must provide a formal process for candidates to be nominated. Candidates must be nominated by a different person, who must also be a member of the Math Club.
Candidates are allowed to campaign in any "reasonable" manner they please. Any gross violations of "reasonable manner" can result in the termination of the candidacy by a unanimous vote of the Executive Council.
Candidates must be ordered alphabetically by name on official documents such as ballots.
For contested positions, a "none of the above" option must also be offered on the ballot.
Uncontested candidates are to be voted upon with a "yes or no" ballot.
Ties shall be broken by a runoff, voted upon by the Executive Council.
Polls shall be open for at least 3 hours.
Only Math Club members who had membership on the day before nominations opened may vote in the elections.
Ballots shall only be counted once the polls have closed, and shall be counted by the Executive Council.
Any Math Club member is entitled to scrutineer the counting of ballots, and members shall be informed by the Executive Council on when and where this will done.
Members elected in the March election shall assume their position on May 1st. For general by-elections filling in empty positions, the winner shall assume their office on the following day.

Section 3.7: Liability

The Math Club shall be responsible for any damage to UBC property suffered during events sponsored by the Math Club, or within the Math Club office.
The Math Club shall assume no liability for any direct or indirect actions of individual members of the Math Club
The Math Club shall assume no liability for personal damage/property loss suffered within the Math Club office.
The Math Club shall assume no liability for dissatisfaction with any Math Club products and will say so, up front, when selling its products.

Section 4: Code of Procedure

Section 4.1: Member Obligations

All Math Club members must follow the principles set out in this constitution and the resolutions passed by the Executive Council based on the authority of the constitution.
All Math Club members should keep the Math Club office as neat and clean as possible.
All Math Club members must maintain a reasonable noise level, especially when classes are in session.

Section 4.2: Member Privileges

All Math Club members have the right to use the Math Club phone for short, local calls.
All Math Club members have the right to full access to available Math Club services, such as cheap pop/candy, microwave use, free admission to Math Club parties, etc.
All Math Club members should be made to feel welcome in the Math Club office.
All Math Club members are eligible to run for an executive position in an election, volunteer for an open executive position after elections, and vote in general elections.
All Math Club members may attend general meetings, and scrutineer ballot counting in general elections.
All UBC Math Department faculty members have a right to get one free copy of a Math Club exam package for each course they are teaching.

Section 4.3: Executive Duties

General duties of all executives are:
1. All executives shall be familiar with the constitution and must uphold it.
2. All executives should attend as many executive meetings as they can. Absence during three consecutive executive meetings without an adequate explanation may result in dismissal from the executive.
3. All executives must act impartially of their own interests when deciding what is in the best interest of the Math Club.
4. All executives should perform their responsibilities to the best of their ability.
5. To, when needed, help fellow executives in their duties as Math Club executives.
6. To document their activities for the advantage of future executives.
7. To have a key to the Math Club office.
8. To fill at least one of the duties listed in Section 4.3.11.
The additional duties of the President will be:
1. To be the spokesperson for the Math Club and to represent the Math Club to the Math Department
2. To initiate, organise, and chair meetings of the Executive Council.
3. To supervise all the other executives and make sure they are fulfilling their duties.
4. To ensure that executive tasks are delegated appropriately within the Executive Council.
5. To ensure that all voting positions on the Executive Council are filled.
6. To ensure that all duties in Section 4.3.11 are being met by at least one executive.
7. To maintain Math Club documentation and ensure it is updated regularly.
8. To have a key to the Math Annex.
9. To have signing authority over all the Math Club bank accounts.
10. To check the Math Club mailbox.
11. To make sure the club runs smoothly.
12. If, due to some crisis the combined value of all the Math Club accounts drops below $100.00, then the President has the right to suspend the constitution for the purpose of rapidly dealing with the current crisis. When the constitution is suspended, all executives except the President lose their powers (exception: the Treasurer and Vice President maintain their signing authority). The President has the power to personally make all decisions regarding Math Club policy. If the constitution is suspended, the President has the power to personally make all decisions regarding Math Club policy. If the constitution is suspended, the President should still take advice from executives, although their approval is not needed. The Math Club Executive Council must do everything it can to avoid the suspension of the constitution.
The additional duties of the Vice-President will be:
1. To ensure good communication between members and the executives.
2. To promote/advertise club membership and events.
3. To ensure order within the Math Club office.
4. To ensure that meetings of the Executive Council, and general meetings, are held sufficiently regularly.
5. To have a key to the Math Annex.
6. To have signing authority over all the Math Club bank accounts.
7. To make sure the club runs smoothly.
The additional duties of the Treasurer will be:
1. To create the Math Club budget by each October 1st of the upcoming year. This includes deciding funding priorities, subject to approval of the Executive Council.
2. To make sure all the 'books are kept balanced' and that spending is under control.
3. To document all expenditures and revenue.
4. To try to maintain a $1500.00 safety margin in the main Math Club bank account at all times.
5. To have signing authority over all the Math Club bank accounts.
The additional duties of an Exam Co-ordinator shall be:
1. To control and organise the production of as many math exams and solutions as is feasible.
2. To make sure that Math Club exam packages are of high quality.
3. To make sure that the Math Club retains its dominance of math exam and solution sales.
4. To minimise costs of exam and solutions production.
5. To archive exams and solutions and to make sure these are available to the next Exam Coordinator.
The additional duties of a Social Co-ordinator shall be:
1. To organise a minimum of six social events per academic year
2. To organise sports teams for the Club and to promote physical fitness among members.
3. To aid in the organisation of any Math Club lectures
The additional duties of an Academic Co-ordinator shall be:
1. To aid in the co-ordination of any lecture series intended for math undergraduates.
2. To promote well-rounded intellectualism amongst Club members
3. To keep the club informed of academic events such as conferences, workshops, outreach programmes, seminars, etc.
4. To aid the Exam Co-ordinator(s) in the preparation of exam packages.
5. To aid with the preparatory sessions for math contests such as the Putnam Contest.
6. To inform the club of academic opportunities such as teaching assistantships, tutoring positions, and research assistantships.
The additional duties of a Supply Manager will be:
1. To keep the Math Club stocked with food, beverages, and other supplies, as dictated by the Executive Council.
2. To ensure that all food and beverages in the Math Club are paid for.
3. To have general discretion over which supplies are purchased.
The additional duties of the SUS/AUS Ambassador Representative will be:
1. To attend a minimum of half of SUS meetings and to keep the club informed of campus events.
2. To represent the Math Club at SUS events, and organise any Math Club delegations to such events.
3. To obtain sports rebates and other sources of income from SUS for the Math Club.
4. To attend a minimum of half of AUS meetings and to keep the club informed of campus events.
5. To represent the Math Club at AUS events, and organise any Math Club delegations to such events.
6. To obtain sports rebates and other sources of income from AUS for the Math Club.
The additional duties of a Webmaster will be:
1. To maintain the Math Club's website.
2. To change and alter every page on the Math Club's website, except the page containing the constitution, only after a successful vote by the council of 50%.
3. To change and alter the constitution on the Math Club's website, only after a successful vote by the council of 75%.
The following additional duties are to be assigned to executives based on the skills that they as individuals bring to the Executive Council. Each executive must fulfill at least one of these.
1. To maintain the Math Club website, mailing lists, internet groups, and other forms in which the Math Club has a presence on the internet.
2. To manage the Math Club's documentation, archives, and Wikis.
3. To liaise with other student clubs such as the Physics Society, and aid in co-ordinating joint ventures between clubs.
4. To ensure good communication between the Math Department and the Math Club.
5. To represent the Math student body on the Math Department's Undergraduate Affairs Committee.
6. To recruit and manage speakers for Math Club-hosted lectures, aid them in preparation, and ensure they are present for their talks.
7. To advertise the Math Club and its events.
8. To co-ordinate Math Club T-shirt creation and orders.
9. To manage room bookings for the Math Club.
10. To brew tea and serve goodies at any Math Club teatime.
11. To co-ordinate philanthropic endeavours of the Math Club, such as investment in microloans.
12. To record minutes of each executive meeting.
13. To record minutes of each general meeting.

Section 5: Math Club General Guidelines

The Math Club should try to maintain as many member services as possible. Executives should strive to keep the fridge stocked and the room clean. Free water and cups should be available.
All financial data and other executive documentation should be stored and controlled by either the President or Treasurer. These documents must be passed onto future executives.
A membership roster must be maintained and all members sign up in it.
The Math Club should actively attract new members, particularly math undergraduates.
The Math Club should provide lectures at least six times per academic year.
The Math Club should participate in campus events such as Science Week to promote its name.
The Math Club must maintain its mailbox in the Math Department office, and its website at http://www.ubcmathclub.org.
The Math Club should try to maintain, use, and expand their library of reference texts.