Constitution of the Graduate Environmental Studies Students’ Association Submitted to Referendum November 1996 (Revised)
Preamble:
The Constitution of the Graduate Environmental Studies Students’ Association is intended to encourage a thoughtful, ethical and environmental approach to the governance of graduate students within the Faculty of Environmental Studies.
Article 1: Name
1. The name of the organization shall be the Graduate Environmental Studies Students’ Association, hereinafter referred to as GESSA or the Association.
Article 2: Object
1. The object of GESSA are to:
a) Foster activities and events which will enhance the University experience of its members and others in the University.
b) Assist and encourage intellectual and professional pursuits by members of the Association.
c) Be the primary graduate Association of all registered graduate students in the Faculty of Environmental Studies through which they may collectively enter into association with other formally constitute bodies both inside and outside the University.
Article 3: Membership—Constituency
1. There shall be two categories of membership in the Association:
1.1) Regular Members:
All students registered full or part-time in the Faculty of Environmental Studies
who are seeking the degree of either Master or Magistrate in Environmental
Studies or Doctorate in Environmental Studies shall be deemed a Regular
Member of the Association. 1.2) Honorary Members:
From time to time the Association may designate persons as Honorary
Members. Honorary members may not vote for or hold Officer positions of the
Association.
Article 4: Rights of Association Members
1. Regular members of the Association are entitled to:
a) Participate, vote and place motions on the floor of all GMs.
b) Propose amendments to the Constitution.
c) Nominate candidates for the positions of Association Officers.
d) Stand for election or hold office in the Association.
e) Participate in any events or activities sponsored by the Association.
f) Propose items for the agenda of the GM.
g) Equal consideration and access to Association funding programs.
2. Honorary members of the Association are entitled to:
a) Attend GMs.
b) Participate in any events or activities sponsored by the Association.
Article 5: The General Meeting
1. Guidelines
a) The Association shall have General Meetings.
b) GMs shall be called not less than once per month during the Fall and Winter academic terms.
c) Not fewer than 6 GMs shall be held per academic year.
d) The GM shall be conducted in a manner which encourages participation. from all members.
e) Consensus is the preferred method of decision-making. in the event that a vote must be called, the majority shall prevail.
2. Functions and Duties
a) To approve an Association annual budget by March 31st for the fiscal year beginning May 1st of that year.
b) To stand as the final decision-making body on all Association business.
c) To approve agendas and minutes of GMs.
d) To elect Officers, responsible to the GM, on an annual basis.
e) To strike and elect members of committees as it deems necessary.
f) To adopt such rules and regulations to govern the work of its committees as it deems necessary.
g) To elect to Faculty Council and committees of the Faculty of Environmental Studies such Association members as are required.
h) To elect as may be required representatives to other duly constituted bodies within the University.
i) To resolve all statutory relations with outside bodies.
j) To elect a Returning Officer each November to conduct elections for Officers of the Association and, as necessary, referenda.
3. Calling a General Meeting
A GM may be called by
a) The Chair of the Association.
b) The Executive Committee of the Association.
c) Ten members of the Association, who post the call in writing on the GESSA bulletin board and inform the Chair of the Association.
4. Notice of a General Meeting .
When a GM is called, the membership must be duly notified by, at the very least:
a) Posting the call and a proposed agenda on the GESSA bulletin board one week in advance of the meeting date.
Article 6: Quorum
1.. Quorum at GMs Will be 15 members of the Association.
2. If quorum is not met, the meeting shall not proceed.
Article 7: Officers
1. General
1.1) GESSA shall have a Chair, Secretary, Treasurer and four Officers-at-large.
1.2) These Officers must be Regular Members of the Association.
1.3) These Officers shall be elected by the membership of the Association as in Article 9.
1.4) The term of each Officer shall extend from January 1 until December 31 of each year.
Amendment I: Amendment to Article 7. Section 1. Clause 4. (Ratified) November 16, 2006.
The above stated Clause shall now read:
The term of each Officer shall extend from January 1 until December 31 of each year. With exception of the position of the Treasurer, who shall continue in their position as Treasurer, as a voting member of the Executive Committee, and shall aid and advise the incoming Treasurer and other Executive Committee Officers on all financial matters till the last day of April of the following Year.
1.5) These Officers shall perform the responsibilities as outlined in Article 7(2).
1.6) These Officers may be impeached as outlined in Article 7(3).
2. Responsibilities of Officers:
The Officers shall fulfill the following responsibilities:
2.1) Chair
The Chair shall:
a) Uphold the Constitution and be required within reason to preside at all Association General Meetings and ensure that they are conducted in an orderly fashion.
b) Vote only in the event of a tie.
c) Be responsible for assembling the proposed meeting agenda and posting it one week before the meeting.
d) On the advice of the General Meeting or one or more of the Association’s Officers, invite GESSA non-members to the GM.
e) Conduct all elections for Officers of the Association and shall assist other University bodies requiring graduate student representatives from the Faculty of Environmental Studies elect such representatives.
f) Write a final report for the purpose of assisting the incoming Chair of the Association.
2.2) Secretary:
The Secretary shall:
a) Be the custodian of the records of the Association, its committees and task forces.
b) Take the minutes at all GMs and Executive meetings and keep a legible and permanent record of those meetings.
c) See that minutes are posted no later than one week after the GM on the GESSA bulletin board.
( Provide access to these records, when requested to by any Regular Member of GESSA.
e) Follow all, communication policies as established by the GM.
f) Write a final report for the purpose of assisting the incoming Secretary of the Association.
2.3) Treasurer
The Treasurer shall:
a) Prepare an annual budget for the fiscal year beginning May 1st for the Association’s consideration and approval no later than March 31st of that year.
b) Establish a central service, available to all committees of the Association for raising cheques, preparing statements and controlling expenditures, and will maintain the Association’s books or accounts.
c) Arrange for custody and disbursement of the funds pursuant to appropriate direction from the Association.
d) Submit at least annually to the Association statements audited by an accountant.
e) Place all audited statements in the Dean’s office and in the office of the Vice-President of the University, Student Affairs.
f) Write a final report for the purpose of assisting the incoming Treasurer of the Association.
2.4) Officers-at-large
The Officers-at-large shall:
a) Fulfill those duties determined by the executive committee.
b) Write a final report for the purpose of assisting the incoming Officers-at- large of the Association.
3. Impeachment of Officers
3.1) An Officer of the Association may be removed from office by a two-thirds affirmative vote of the GM.
3.2) A notice of impeachment must be announced at the GM preceding the meeting at which it will actually be moved.
Article 8: Executive Committee
1. The Association shall have an executive committee composed of the Officers of the Association.
2. Duties and Responsibilities
The Executive Committee shall:
a) Administer financial policies as established by the GM.
b) Hire and supervise staff.
c) Promote the interests of GESSA to external bodies.
d) Indicate and propose policies, programs and projects to the GM to further the Objects of the Association.
e) Carry out other duties as assigned by the GM.
Article 9: Elections and Referenda
1. The elections shall be administered according to the following regulations:
a) An election to determine the Officers for GESSA shall be held during the
month of November each year.
b) The election will be conducted by the Returning Officer, who is elected by the
GM but may not run for office.
c) The Returning Officer shall solicit nominations for the Officers of GESSA.
d) The Returning Officer shall call for nominations at least 2 weeks prior to the
first day of the election.
e) Nominations shall close a week prior to the first day of the election.
f) No candidate may accept nomination for more than one office in any one
election.
g) If only one person is nominated for a particular position that person shall be
elected by acclamation.
h) Any other necessary regulations and the polling procedure shall be determined by
the GM.
i) By-elections for vacant positions will be held at the discretion of the GM.
2. Referenda shall be administered according to the following regulations:
a) The printed text of the referendum question and all background materials shall be
• distributed to each graduate mailbox at least ten days prior to the first day of the
referendum.
b) The referendum shall be declared approved if it receives fifty-percent plus one vote
of the votes cast.
Article 10: Amendments to the Constitution
1. The Chair of the Association shall give members of the Association ten days notice of a proposed amendment to the Constitution.
2. Amendments to the Constitution may only be approved by referendum as in Article 9(2).
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Amendments to the Constitution: (Ratified)
Amendment I: Ratified November 16th, 2006.
Amendment to Article 7. Section 1. Clause 4.
The above stated Clause shall now read:
The term of each Officer shall extend from January 1 until December 31 of each year. With exception of the position of the Treasurer, who shall continue in their position as Treasurer, as a voting member of the Executive Committee, and shall aid and advise the incoming Treasurer and other Executive Committee Officers on all financial matters till the last day of April of the following Year.
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REGULATIONS PASSED BY GESSA GM ASSEMBLIES
Regulation C:
A Regulation Governing: The Nomination, Election, Responsibilities and Code of Conduct for GESSA FES Committee/ Sub-committee and External York University Body Representatives:
Pursuant to (Article 5 Section 2 Clauses E, F and G of) GESSA’s Constitution, all student representatives sitting on behalf of GESSA on FES committees, external committees (GSA, Faculty of Graduate Studies Council and York University Senate), and FES sub-committees (with the exception of ex officio committee positions) shall be elected, nominated and/or confirmed only in a GM. The following rules and procedures shall be adhered to when filling GESSA FES committee/sub-committee and external representatives for York University bodies with student representatives.
a) A call for nomination will be announced to the student body for all vacant positions via any communicative means (deemed suitable by the EC) such as list serves, posters, emails, class announcements, bulletin boards and personal communication.
b) The call for nomination shall be at the minimum 7 days prior to a GM. It is recommended that this call for nomination be 21 days.
c) A full written description of the committee’s function, structure and purpose be presented to the student body for the said vacancy. The Meeting times and schedule of the committee/sub-committee shall also be made available to the student body if available.
d) The call for nomination(s) shall only expire at the time of election(s), confirmation(s), or nomination(s) when the chair of GESSA tables and moves the motion for such an election(s), confirmation(s), or nomination(s) at the GM.
e) If the committee(s) in question is/are scheduled to meet before a GM is called where such a vacancy can be filled, any officer of GESSA’s EC may represent GESSA at this committee or sub-committee or external York University body. The EC officer may only represent GESSA till the next GM, where an attempt will be made to fill the vacancy.
f) If an officer of the EC is unable to fill the vacancy, or if there is sufficient time before the next assembly of the committee/sub-committee in question, any student showing an interest to attend and represent GESSA at a committee/sub-committee may temporarily fill the position. A short ‘request for representation’ will be made by the EC on a list-serve or by email and any student replying with interest will be deemed temporarily elected. If there is more than one reply to such a ‘request for representation’, the committee/subcommittee/external York University body shall go unrepresented by GESSA, until the next GM at which time a further attempt will be made to fill the vacancy. If, however, there is only one reply to the ‘request for representation’ then the EC officer overseeing GESSA FES committees/sub-committees external body will send out a notice via list-serve that such and such a student will temporarily represent GESSA till the next GM. The notice shall request that the student body respond if they have any objections to said student’s representation. If any objections are raised, then, the committee/sub-committee/external York university body in question shall go unrepresented by GESSA until the next GM. If there are no objections, the interested student may represent GESSA temporarily till he/she is confirmed at the next GM.
g) Students wishing to run for a GESSA FES committee/sub-committee/external York University body representation, that are unable to attend a GESSA GM for purposes of getting elected, may write to gessa@yorku.ca or the EC officer in charge of GESSA FES committee/sub-committees/external York University bodies to declare their intentions for said position. The student shall state their credentials and experiences which qualify them for the position. It is incumbent on the Chair of GESSA to read out such declarations in relation to their nomination and carry out elections as if the student were at the GM in person.
h) If an elected or confirmed student representative cannot continue to represent GESSA, he/she shall inform in writing, the EC officer responsible for GESSA FES Committees/ external bodies as soon as possible. The position shall immediately be deemed vacant upon such notification. The EC may then for the sake of representing the interests of GESSA attempt to fill the said position pursuant to procedures laid out in this regulation. A failure to notify GESSA in writing and the absence of the representative for his/her said position 2 or more consecutive times will result in the said position to be deemed vacant (Pursuant to clause J of this Regulation).
i) All GESSA FES committee/sub-committee/external body representatives shall provide an update to the GM in person or in writing informing the GM of their role and the ‘happenings’ of the respective committee(s). This update should be at least once a term. If the committee in question has not met all term, then it shall be communicated to the GM. If an update is not received once a term, the EC officer responsible for GESSA FES committees/external bodies shall send a warning to the student representative to update the GM. If the warning is still not heeded the said position shall be deemed vacant.
j) Any student positions on GESSA FES committees/sub-committees/external body at York University shall be immediately deemed vacant, if the elected student representative is absent 2 consecutive times for the committee/sub-committee/external body the representative sits upon. Unless procedures are followed in clause H of this regulation.
k) Any student may table a motion in a GESSA GM challenging the continued representation of a student on a GESSA FES committee/sub-committee/external York University for incompetence and/or failure to abide by the direction and order of the GESSA GM. Such a motion, if carried by the GM, shall denote an immediate vacancy in the said position.
l) The EC (in between GMs) can by the authority conferred by this regulation and the GM direct, instruct, and charge any individual representatives on any FES committees/subcommittees/ or GESSA representatives on external university bodies with specific instructions, duties, charges and instructions to meet and safeguard the interests of GESSA.
m) All GESSA representatives shall abide by all regulations, rules, code(s) of conduct, instructions, and codes governing matters that require confidentiality, on the respective external assemblies and FES Committees they represent GESSA upon, insofar as they do not contravene GESSA’s Constitution.
n) All student representatives, once elected, are considered to have taken the following oath by placing and undersigning their signature on the following:
“I, ____________ solemnly swear that I will abide, adhere and carry out my duties, as a representative of GESSA, to the best of my abilities in representing the graduate students at the Faculty of Environmental Studies, as directed, instructed and charged by the GM and as set out in this regulation and the constitution of GESSA.”
In addition, a written version of this oath shall be signed and dated by the student representative and witnessed by an EC officer.
o) All the rules and procedures set out above shall be ratified by the GM by a majority vote. Once ratified, these rules and regulations shall be followed, adhered to and that they be understood by all. These rules and procedures represent the will and order of the GM and become a part of GESSA’s Constitutional document with immediate effect.
( Ratified GM 3rd Session: May 17th, 2007. Ratified EC: May 4th, 2007)
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Procedural Regulation B:
CODE OF CONDUCT: For Executive Committee officers and Procedures governing the day-to-day running of GESSA.
Communication to GESSA’s Constituents and External Bodies by the Executive Committee:
All written communication to GESSA’s Constituents, the Faculty (FES), The Office of the Dean or an other external body on issues resulting from a decision ratified by an EC meeting or the student body in a GM must be made available to all officers of the EC for scrutiny 48 hours (excluding weekends/breaks) prior to its submission to the intended recipient(s) of such communication.
(Ratified GM 3rd Session: May 17th, 2007. Ratified EC: January 18th, 2007)
Expenses by GESSA Executive Officers:
All expenses, except for RTF payments, courtesy account payments, and payments that appear as fixed payments on the GESSA budget (already approved by the GM), must be approved by a majority vote in the EC before the treasurer or any other signing officer can release funds for such payment. The amount(s), date(s), estimate(s)/invoice(s) and the corresponding motion(s) and vote(s) shall be reflected in the minutes of a meeting prior to said expense(s) is/are to be incurred.
The officer applying for the expense(s) shall submit an itemized breakdown (estimates/invoices) of the expense(s) to be incurred (to the EC) and then submit it (the itemized list of expenditure) with the Treasurer or Financial officer of GESSA.
After the said expense has been incurred, the officer that applied for the expense shall produce original receipts to the Treasurer for the release of funds.
(Ratified GM 3rd Session: May 17th, 2007. Ratified EC: April 12th, 2007)
Sub-Committees: Social, Finance, Liaison…. ETC….
All sub-committees created by the EC must be endorsed by the GM and all members of said sub-committee must be presented to the GM and the EC. The sub-Committee must report to one officer on the EC for the purposes of smooth governance so that all sub committee business is transparent to the EC. The EC then, shall report to the GM as to the business undertaken by the sub committees. GESSA sub-Committees must follow the same regulations and code of conduct in their respective assemblies as set out in regulations A, and B.
(Ratified GM 3rd Session: May 17th, 2007. Ratified, May 4th, 2007)
Conflict of Interest:
When deliberating contentious issues of funding, endorsement or policy direction or concerning a relationship (financial or otherwise) with an external person or organization, there may be a “Conflict of Interest”; whereas one or more officers maybe involved in the operation or have a relationship (financial or otherwise) with an external person or body beyond his/her duties as an officer of GESSA. It is incumbent on such (an) officer(s) of GESSA (one that is aware of such a “Conflict of Interest”) [whether to his/her own person or other persons] to bring forth all relevant details of such a ‘Conflict of Interest’ before the EC.
Once the EC is made aware of a possible ‘conflict of interest’, the EC shall immediately follow and table the under mentioned procedures and motions in the presence of the officer(s) that are allegedly in a ‘conflict of interest’:
1. Motion: “Given all the facts: can the committee establish with reasonable justification that there exists a “‘conflict of interest’”, such that it can potentially put the reputation of GESSA in disrepute and hinder the committee in pursuing the short and long term interest(s) of its constituents? Is the ‘conflict of interest’ grave enough to hinder the decision making process of the EC? ”
This motion is to be voted upon by the executives that are not allegedly themselves in a ‘conflict of interest’.
If the committee denies the above motion, the meeting shall precede as normal with the due participation of the Executive Officers that were allegedly under a ‘conflict of interest’.
If, however, the motion is upheld, then the EC shall order the said Officers ‘out of quorum’ (out of the meeting or the right to participate) and deliberate the subsequent motion:
2. Given the established ‘conflict of interest’; the EC shall deliberate on all submitted details of the said ‘conflict of interest’ without the participation of the officer(s) in question and in a separate and new motion determine the continued quorum and conditions of participation of the Officers in question on issues that have been established as being in ‘conflict’.
(Ratified GM 3rd Session: May 17th, 2007. Ratified EC: April 12th, 2007)
Resignations of Officer(s):
In the event that an officer of the organization decides to relinquish his/her responsibilities and duties as an officer of GESSA, the resigning officer must present to the EC a statement to that effect, either as an addendum or notice on the agenda. In addition, the resigning officer must produce a written and signed communication available to the secretary for safekeeping. If the resigning officer cannot be available in person, the signed and written statement shall be forwarded to the Chair, or in the event that the chair is not available to the Secretary or Treasurer of GESSA.
After delivery of such notice the remaining EC shall hold a motion, where the question or issue before the committee to consider shall include but is not limited to following: “Are by-elections necessary for the vacated positions? Given the resignation, is the smooth operation and the functioning of GESSA in jeopardy? Are the remaining members of the executive able to carry out their duties?”
In the event that the EC cannot reach unanimous agreement by method of vote on the motion above (not a majority vote, but in full quorum with every remaining officer in attendance and in unanimous agreement), a separate motion calling to hold by-elections shall be forwarded to the GM within 21 days. Full quorum of the EC does not include officers that have been deemed suspended as a result of an extended absence (as stated in Regulation B for Extended Absence of Officers).
The resigning officer [within a time frame determined by the EC] shall immediately transfer and make all information, documents, emails, receipts, correspondences, keys and proposals available to the Secretary/Treasurer that were pertinent to his/her duties and responsibilities as an officer of GESSA. Furthermore, the resigning Officer may not run for the same position within the same election cycle (by-election) or another EC position.
(Ratified GM 3rd Session: May 17th, 2007. Ratified EC: April 12th, 2007)
Proxy Voting:
No form of proxy voting shall be practiced by the GESSA EC or at GMs. All officers / members must be present in person to vote, deliberate, amend and move motions. With the exception of scheduling emergency or ad hoc EC meetings where the regular weekly or by-weekly time cannot be kept and where consensus cannot be reached in an assembly.
(Ratified GM 3rd Session: May 17th, 2007. Ratified EC: April 12th, 2007)
Extended Absence of Officers:
If an Officer on the EC cannot be ‘in quorum’ for an extended period of time (two months or more), he/she shall inform the EC 14 days prior and furnish the EC with the dates and length of the absence. Upon such notice, the officer shall be deemed suspended for the purposes of a headcount for quorum at EC meetings; such that his/her presence or absence would not count toward fulfilling quorum. The EC will then elect an Officer amongst themselves to full fill the duties and responsibilities of the absent and ‘out of quorum’ officer till his/her official return.
If any Officer is of the opinion the absence is unacceptable, they may table and move a motion, upon notice of the extended absence from the Officer in question and before his/her leave of absence, that such a leave is unacceptable to GESSA’s operation and demand a resignation from the soon to be absent officer. Such a motion shall not be tabled or moved if the absence is less than three months and/or in the summer term.
If the motion demanding the resignation carries, the EC will follow the regulations set out in the regulation: “Resignations of Officer(s)”; if the person applying for leave of absence tenders his resignation.
If an Officer refuses to tender a resignation letter to the EC, impeachment proceedings will be followed at the next available GM pursuant to Article 7 Section 3 of the GESSA constitution.
(Ratified GM 3rd Session: May 17th, 2007. Ratified EC: May 4th, 2007)
Oath for GESSA Executive Committee Officer (ECOs):
All ECOs, upon assuming office are considered to have taken the following oath by placing and undersigning their signature on the following:
“ I, ________________solemnly swear that I will carry out my duties, to the best of my abilities as an Executive Officer of GESSA, in representing students at the Faculty of Environmental Studies and their interests by upholding the constitution, all, Regulations, all directives, and charges issued in majority by the Executive Committee of GESSA and the GM. Furthermore, I will abide by all rules and regulations as set out by GESS and the York University Senate. I further attest that I understand and have read all articles of the constitution and all the regulations, rules, codes of conduct that are relevant to GESSA and my position as an officer and stand to defend, uphold and implement them”
A written version of this oath shall be signed and dated by the officer elect and witnessed by two EC officers already in office and placed in the GESSA office.
(Ratified GM 3rd Session: May 17th, 2007. Ratified EC: May 4th, 2007)
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Procedural Regulation A:
GESSA RULES OF ORDER: For Executive Committee (EC) Officers in General Meetings and Executive Committee (EC) Meeting Proceedings.
Rules of order are procedures by which meetings can be conducted in an orderly fashion, issues debated and motions passed according to the majority, but with due regard to the rights of the minority. Rules of Order are based upon common sense and the need to move through an Agenda expeditiously.
Duties of the Chair or Speaker:
The Chair conducts meetings, preserves order and decorum, and clarify the Rules of Order. The Chair is impartial and cannot vote except in a tie at which point his/her will be the deciding vote.
(Ratified GM 3rd Session: May 17th, 2007. Ratified EC: January 18th, 2007)
Duties of the Secretary (Internal):
The Secretary is the record keeper, the officer that maintains and provides all documents for the smooth organization of the meetings of the Association. The Secretary will be the recipient of all official documents, exhibits and disputations, objects or communications submitted to the EC or to the GM. The secretary shall be responsible for taking all minutes of meetings and ensuring the rules of order and procedure are carried out as ruled by the chair. In addition, the secretary ensures that the quorum requirements of every GESSA meeting are followed and that all instruments, facilities and technologies involved in organizing any GESSA assembly are available and functional.
(Ratified GM 3rd Session: May 17th, 2007. Ratified EC: January 18th, 2007)
Agenda and Minutes:
The Agenda is the order of business for the meeting. The Agenda describes the items for consideration and gives the order in which they will be addressed. The Agenda must be passed or adopted before the meeting can commence. The adoption of the minutes of the last meeting ratifies any decisions taken at that time. Any changes in the Agenda or minutes must be proposed and considered before the Agenda and minutes are adopted. An item on the Agenda may be taken out of sequence and disposed of only by majority consent.
(Ratified GM 3rd Session: May 17th, 2007. Ratified EC: January 18th, 2007)
Preparation of the Agenda (Executive Committee Meetings Only):
Agenda items for GESSA Executive Committee (EC) meetings shall be submitted to the chair (via the secretary or the GA [staff]: if so decided) by email or in writing approximately 2-3 days prior to the executive meeting. The submission of a motion should include “the question before the committee” and whether the mover of the motion wishes it to be discussed without resolution or whether he/she would like the question to be deliberated and voted or resolved before the EC. The Chair shall present the Agenda to all officers of the EC 48 hours prior to the commencement of the meeting (preferably via email.)
If motions or agenda items are forwarded to the chair less than 48hrs prior to the meeting the chair may omit them (for a later meeting) or he/she may include them in the section “New business or “Other Business”. Motions and items (if not dealt with) should then be tabled on a subsequent meeting.
(Ratified GM 3rd Session: May 17th, 2007. Ratified EC: March 15th, 2007)
Motions:
A motion is a proposal made pursuant to an item of the agenda that certain actions be taken, certain views become policy, etc. which is then debated, potentially amended and voted upon. There are also motions that propose procedures for considering other motions, e.g. Motions to Table, to Divide the Question, to Put the Question, to Adjourn, to Amend.
Any officer may move a substantive or procedural motion as long as it is ‘in order’. A substantive motion (‘an important motion’), or one containing multiple considerations, shall be prepared in writing and given to the chair, preferably in advance of the meeting.”
The ‘mover’ of a motion is allowed to speak first on said motion followed by the ‘seconder’. Then by custom, opponents and proponents alternate in the subsequent debate. Questions about the motion(s) are directed to the Chair thence to the mover or person to whom they are addressed. Since procedural motions are in order when considering a substantive motion and take precedence over it, it is not always possible that the mover may speak last on the motion. The mover may withdraw her/his motion with majority consent.
(Ratified GM 3rd Session: May 17th, 2007. Ratified EC: January 18th, 2007)
Amendments:
An amendment to a (main) motion must be relevant to said motion and properly moved and seconded. An amendment may propose to amend the language by deleting and/or inserting particular words. When an ‘in order’ amendment takes precedence over the main motion and becomes the subject of debate, it must be accepted or rejected before debate reverts to the main motion. If accepted, the main motion as amended is debated. If it fails, the main motion is unchanged.
A sub-amendment may be proposed to an amendment under the same conditions as an amendment is moved to a main motion.
At no time may there be more than one main motion, one amendment and one sub-amendment on the floor. When all three exist, the Chair submits them in the reverse order to which they were moved.
A motion once defeated cannot be reintroduced as an amendment to another motion. The mover, with the consent of his/her ‘seconder’, may incorporate a ‘friendly’ amendment into the main motion if the mover and ‘seconder’ of the amendment are in agreement.
(Ratified GM 3rd Session: May 17th, 2007. Ratified EC: January 18th, 2007.)
General Meeting Quorum:
The quorum of a meeting is the minimum number of members required by the Constitution to conduct business. When the absence of a quorum is brought to the attention of the Chair the meeting adjourns and sets a date for a subsequent meeting. The agenda item(s) being considered expire for that meeting, but may be re-introduced at a subsequent meeting. Motions passed and items considered prior to the knowledge of absence of quorum are valid and will stand. The minimal acceptable Quorum for a GESSA GM is 15 Members present to conduct a meeting. If quorum is not reached, the Chair will adjourn the meeting. However, if the members remaining wish to continue discussion they may do so informally. Any decisions agreed upon must be ratified at a subsequent meeting. If the Chair is absent the Secretary taking the minutes or another ECO will chair the meeting.
(Ratified GM 3rd Session: May 17th, 2007. Ratified EC: January 18th, 2007)
Executive Committee Meeting Quorum:
The quorum for a GESSA executive meeting shall be at least 2/3rds of the voting officers of the EC, excluding the chair. If the Chair is absent, the EC shall amongst themselves elect an Acting Chair for that meeting only.
If quorum is not reached, the Chair shall adjourn the meeting. However, if the officers remaining wish to continue discussions, they may do so informally. Any decisions reached must be ratified at a subsequent meeting.
(Ratified GM 3rd Session: May 17th, 2007. Ratified EC: January 18th, 2007)
Executive Committee (EC) Meeting (only): Invited Guests
Any non-executive or non-GESSA members invited to participate and/or observe a GESSA executive meeting shall be invited prior to the meeting via notification in the agenda for said meeting. Such invitations will be deemed adopted by the EC when the agenda is adopted at the commencement of the meeting.
(Ratified GM 3rd Session: May 17th, 2007. Ratified EC: January 18th, 2007)
Regulation E: Rules and Regulations for GESSA Elections for Executive Committee (EC) positions only
1. Nomination
a) A Chief Returning Officer (CRO) for the Election shall be elected in a General Meeting (GM) a reasonable time prior to the elections.
b) The CRO in consultation with the EC shall determine the commencement dates for the Election only. The nomination and Campaigning period shall each at least be a week in duration
b) A Call for nominations will be sent out by the Chief Returning Officer (CRO) on the official FES listserve, detailing:
-The term of the position that shall last till (until December 31, of every Year) except the term of V.P Finance and Treasurer for which the term expires on the last day of April the following year.
-The call shall explicitly detail the duties and responsibilities for each position
b) Nominations must be e-mailed to the CRO no later than the date prescribed.
c) In the event only 1 person is nominated for a position, that position is acclaimed.
d) In the event 2 or more people are nominated, the CRO will:
Contact nominees and clearly explain the election process
Forward required information to the Centre for Student Community & Leadership Development (SC&LD) for processing to produce e-vote setup.
2. Campaign
a) Nominees will campaign only during the prescribed period. Any campaigning before or after the official dates may result in disqualification.
b) Postering is allowed within FES building only as only FES students are eligible to vote.
c) Nominees are encouraged to send at least 1 e-mail introducing themselves and their platforms on the MES_ALT listeserve. Excessive e-mailing through the listserve for the purpose of campaigning is not allowed. All campaign literature must be respectful and purposeful attacks on character is not permitted.
d) Nominees can set up posters in the FES building only if they choose and are permitted to campaign through their own websites and networks.
3. Voting
a) There will be a 5 day on-line voting period administered by the Centre for Student Community & Leadership Development (http://www.yorku.ca/scld/).
b) CRO will send an e-mail on the official FES listeserve officially opening and closing the voting period.
c) Only currently registered MES students are eligible to vote.
d) Results will be tabulated by SC&LD and sent to the CRO.
e) CRO will contact GESSA executive and candidates and inform them of the results.
f) If there are no concerns, CRO will announce the results to the student body.
4. General
a) Any concerns should be addressed to the CRO.
b) Violation of these rules could result in the candidate being disqualified from the election.
Associate Membership Agreement between the Graduate Environmental Studies Students’ Association and the York University Graduate Students’ Association
11 APRIL, 1996
Preamble:
Whereas the purpose of this Associate Membership Agreement between the Graduate
Environmental Studies Students’ Association (hereafter referred to as GESSA) of the
Faculty of Environmental Studies (F.E.S.), and the York University Graduate Students’
Association (hereafter referred to as the GSA, or ‘the Association’) of the Faculty of
Graduate Studies (F.G.S.) is to create and affirm a mutually beneficial relationship for
appropriate and effective student representation and government at York University; it is
hereby agreed.
Jurisdiction:
1.The GESSA recognizes that the GSA acts as the central student government on issues
common to all graduate students and L.L.B. students at York University.
2.The GSA recognizes that the GESSA as constituted in its charter documents:
a. Acts as the principal student government on issues pertaining to Masters
(M.E.S) and Ph.D. students in the Faculty of Environmental Studies;
b. Retains complete autonomy over internal matters.
3.The GSA further recognizes that Ph.D. students in Environmental Studies, although
directly enrolled in the Faculty of Graduate Studies, are full members of GESSA, having
voted in the Fall of 1995 to continue the practice of participating in GESSA.
4.The GESSA and the GSA each retain the right to establish and maintain external
relationships independent of each other.
5.The GESSA, by virtue of its members having participated in the referendum held in
November and December of 1994, is a member of the Canadian Federation of Students
(CFS). Its members are therefore entitled to all the privileges of such membership, and
are subject to dues collection on behalf of the CFS.
6. In the event of a dispute arising between the parties as to jurisdiction over a specific
matter, the same shall be resolved by the President of the GSA and the President of
GESSA after consultation with their respective councils with the understanding that:
a. All residual powers are held by the GESSA, and;
b. If the dispute cannot be resolved to the mutual satisfaction of the parties, an
appeal will lie with the Office of the Provost of York University.
Representation:
1.The GESSA shall have three (3) representatives to the GSA:
a. In accordance with prior associate membership agreements with the GSA, a
designated representative GESSA shall sit on the GSA Executive Committee,
as a voting member; this member will serve without portfolio. As a voting
member of the GSA Executive, said person shall also be entitled to sit on the
GSA Council as a voting member.
b. In addition, The Association will allocate two (2) seats on the GSA Council
with full voting privileges to representatives of the GESSA, one of whom
shall be represent the Ph.D. students in Environmental Studies; said persons
will be elected or appointed by GESSA and will be fully accountable to
GESSA.
c. GESSA is responsible for setting the amount of, and granting payment of any
honoraria to be awarded its representatives to the GSA.
2. GESSA members shall be eligible to vote for all candidates whose names appear on the
ballot in any executive elections held by the GSA.
3.So long as GESSA remains a member of the same parent organization at the provincial
or national level as the GSA, any GESSA member may be nominated as a candidate for
the position of Vice-President External, whose primary responsibility is to liaise with the
parent organization. However, when this condition does not apply, no member of the
GESSA may stand for the said position.
4.When during the succeeding yearly term for which elections are being held the GSA is
not offering a graduate student health and/or dental plan, any member of the GESSA may
stand for the position of Vice-President Services. However, whereas the said position is
charged with management of any health plan offered by the Association, then when a plan
for extended medical or dental coverage involving mandatory payment is to be offered in
the succeeding year, nominations for the said position are only open to GESSA members
if some or all of these members have voted to be enrolled in the mandatory plan.
5.Whereas the V.P. Finance must oversee the Operating Grant allocations to full member
organizations of the GSA, the shall be a full member and only full members may be
nominated to stand as candidates for the position of Vice-President Finance.
6.M.E.S. students are not eligible to act as the Chair of the Management Board unless and
until such members of GESSA vote in favor of participating in the annual student levy to
support renovations in the Graduate Student Lounge.
7.Items four through seven above not withstanding, all other executive positions are open
to GESSA members to stand as nominees and candidates.
8.An associate member who is either a candidate for, or has been elected to an executive
post in his or her own organization which carries with it the duties of sitting ex-officio on
the GSA Executive as a voting member, may not be nominated for any of the positions of
the regular officers of the GSA Executive. Similarly, an associate member who is a
candidate for any of the positions of the regular officers of the GSA may not sit on the
GSA as the voting ex-officio representative of her or his associate member organization.
Presidents’ Roundtable:
At any time, the President of the GSA or any president of an associate member
organization may call a “Presidents’ Roundtable,” at which the acting GSA President, or
an appointed representative, as well as the presidents of all associate member
organizations, or their designated representatives must be in attendance to
meet quorum. This committee:
1.must be convened prior to any meeting of the Ancillary Fees Committee to which the
GSA President may be asked to vote on a proposed increase in Ancillary Fees. The
Associate member organizations will be advised of the GSA President’s voting intentions,
and shall advise the GSA President as to any points of disagreement they may have.
2.may be convened in an attempt to reach informal agreement on disputes before any
formal processes are initiated.
3.will meet to help coordinate joint efforts between associate member organizations,
including referenda and the election of any representative to sit on the Board of
Governors as a designated graduate student governor.
4.shall have the power to add items to the agenda of the next meeting of the GSA
Council, as well as to propose motions, or changes to the membership agreements.
5.will meet as appropriate, to confer with associate members on actions taken by the GSA
Council which directly affect their members.
Senate:
1.Full members of the GSA may occupy seats on the York Senate allocated to students
directly enrolled in the Faculty of Graduate Studies, and only full members may vote for
these positions in open elections. M.E.S. and Ph.D. students in Environmental Studies
may occupy Senate seats allocated to graduate students in Environmental Studies, and
only GESSA members may vote for these positions in open elections.
2.The GESSA recognizes and supports the right of the GSA to obtain a designated seat
for the Association on the York Senate. GESSA members may come to occupy such a
seat contingent upon their eligibility to stand for the conjoined position of Vice-President
External.
Board of Governors:
The GESSA recognizes and supports the right of the GSA to seek graduate student
representation on the York University Board of Governors. All GESSA members, being
graduate students, shall be eligible to become nominees for and to vote for any designated
graduate student seat on the Board of Governors.
Financial:
1.A sum of $13.50 per Full Time Equivalent Student (FTE) shall be deducted from the
annual levy of the GESSA and forwarded to the GSA by the Office of Student Affairs, in
recognition of services performed by the GSA for the graduate students in Environmental
Studies.
2.The amounts shall be forwarded according to the following formula: sixty percent
(60%) in the Fall term, twenty-five percent (25%) in the Winter term, and fifteen percent
(15%) at the end of the fiscal year.
3.For the 1995-1996 fiscal year only, on behalf of the Ph.D. students in Environmental
Studies, GESSA is entitled to apply for and receive monies from the Association’s
Operating Grants Fund (OGF), to be added to the GESSA’s general operating revenue.
The same funding formula as applies to other full member organizations at the
programme level shall be used to calculate the grant based on the number of Ph.D.’s in
Environmental Studies. From fiscal 1996-1997 onwards, the student government levy
from Ph.D. students in Environmental studies shall be forwarded directly to GESSA, and
the fee outlined in item (1) above shall begin to apply to Ph.D. students in Environmental
Studies as well as M.E.S. students.
Referenda:
1.In this section “referenda” refers to internal referenda conducted in accordance with the
constitution of the Association or the constitution of the GESSA, as well as referenda
conducted in accordance with the Guidelines and Procedures for the Conduct of Student
Referenda at York University.
2.Referenda undertaken by the GSA are considered relevant to the concern of all graduate
students, and therefore shall be open to all members of the GESSA, unless otherwise
agreed upon by both parties in advance.
3.The President of the Association shall inform the President of GESSA in writing of any
referenda which it proposes to conduct no less than thirty (30) days prior to approval of
going to referendum by the GSA Council.
4.For referenda on certain issues, such as a health plan, the GSA may wish restrict the
outcome of the voting by GESSA students to apply to GESSA students only, as a group,
such that their votes would not affect the outcome of the final vote for full members of
the GSA. In such a case, the GSA must make such an appeal in writing to the Board of
Referenda Commissioners, and submit a copy of the appeal to the GESSA.
GSA Services:
1.All GESSA members shall be eligible to apply to the Academic Fund of the
Association. The total allocation to GESSA members in one fiscal year shall not exceed
$2,000.00.
2.All GESSA members shall be eligible to apply for Funding Grants to cover expenses of
group projects. The total allocation to GESSA members in one fiscal year shall not
exceed $500.00.
3.Members of the GESSA will be eligible to apply for the Emergency Loan Fund (ELF)
of the GSA. The GESSA will assist the GSA in collecting on outstanding loans
receivable by the ELF on behalf of to GESSA members which are outstanding for a
duration of greater than twelve months.
4.M.E.S. students shall not be eligible for any discounts offered to graduate students at
the Graduate Student Lounge, unless and until such members of the GESSA vote in favor
of participating in the annual student levy to support renovations in the Graduate Student
Lounge.
5.The GSA will provide one copy for each GESSA member approximately two hundred
fifty (250) copies) of the GSA Handbook to the GESSA each year of the contract, upon
publication, at no cost to the GESSA.
6.When members of GESSA have voted to participate in a mandatory health plan offered
by the GSA, the GSA Executive–including the GESSA’s ex-officio representative–shall
make every effort to ensure that GESSA participants receive fair and equitable service
according to the terms of the plan, and to ensure that the GBC member participants are
supplied with all relevant information and necessary materials.
Duration:
1.This agreement renders null and void the previous agreement between GESSA
(formerly ESSA) of 17 November, 1987, and will continue in force until April 30, in the
year 2000, at which time said agreement is subject to review by both parties.
2.If either party wishes to change the terms of this agreement in any way, before April 30,
2000, the said party must provide written notice of such at least 30 days in advance.
3.Where there is mutual consent this agreement may be amended before April 30, 2000.
Mutual consent in this context requires a majority vote in favor of the proposed changes
by both respective Councils.
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