..::ucfv ahs | constitution::..

Constitution of the UFV Association of History Students

Purpose:

1) to promote social and educational activities for Association members, and UFV students in general

2) to promote interest in History and create inter-disciplinary discussion

3) to network with other students

Membership:

1. All students of UFV shall be eligible for membership of AHS based on the following:

A) Either be enrolled in a History course or have an interest in History

2. Non-students can be granted associative membership as decided by the executive

3. Full membership allows as Association member to vote at any association meeting provided he/she satisfies section 8.2, and to stand for election to any position on the committee.

Committee:

1. The affairs of the association shall be managed by a Committee comprised of:

President
Treasurer
Secretary

2. The committee shall meet at least once a month during the academic year, the time and place to be determined by the committee.

3. A special committee may be convened at any time by the President or by written request from at least ten members, delivered to the Secretary stating in full the reason for the request.

4. The committee shall have the power to make all regulations necessary to put this constitution into effect.

5. A member of the committee shall cease to be a member of the same upon any of the following happening.

He/she submits, in writing his or her resignation to the Secretary
He/she is absent from three consecutive committee meetings without leave of absence being granted by the committee.
He/she ceases to be a member of the Association
The committee passes a resolution to dismiss the member by a unanimous vote of the full committee, excepting the member in question.

6. The committee shall have the power to fill any vacancy occurring on the committee.

7. The committee shall have the power to appoint from time to time such officers and sub-committees as it deems necessary. The duties of such officers and sub-committees shall be defined by the committee to which the said officers and sub-committees shall be responsible.

8. The committee shall have the power to remove from the Association any member if the vote for such a resolution is unanimous.

Finance:

1. There shall be one bank account in the name of the Association.

2. All funds of the Association shall be kept in the Association bank account and appropriated only with the approval of the committee.

3. The Treasurer shall keep proper books of account for the Association and shall prepare such statements of the Society's financial affairs as the committee directs.

4. The financial year of the Association shall be from July 1 to July 30.

5. The treasurer shall prepare at the close of each financial year a statement of the Society's financial affairs which shall be duly audited and forwarded to the Student Union Society of UFV.

Annual General Meeting:

1. There shall be an Annual General Meeting of the Association each year to:

receive a report from the committee,
receive the audited statements of the financial affairs of the Association for the previous year.
accept nominations from the floor and hold an election to determine the committee members for the tem of (term duration starting month/year to ending month/year).

2. The Secretary shall give fourteen days notice of the Annual General Meeting by means of (30) notices placed all around the UFV Campus and on website.

General Meetings:

1. The Secretary shall convene a General Meeting of the Association:

at the direction of the committee
within fourteen days of a petition signed by one-third of the total membership or ten members of the Association, whichever is the least; provided that such a petition shall state the business to be discussed at the General Meeting.

2. The Secretary shall be given seven days notice of a General Meting by means of notices placed around the UFV campus.

Voting:

1. The Chairperson at each meeting of the Association shall be the President or a person eligible to vote elected by the meeting.

2. Persons eligible to vote shall be:

at committee meetings, members of the Committee,
at the General meetings and Annual General meetings, those members of the Association present who hold full membership

3. The chairperson of each meeting of the Association shall be a deliberative vote only.

4. All questions before meetings of the Association shall be determined by a simple majority of those voting except where stated otherwise in this Constitution.

Quorums:

1. The quorum for a committee meeting shall be half (rounded down) of the full committee, plus one.

2. The quorum for General or Annual General Meeting shall be one-third of the total membership, or ten members of the Association, whichever is the least; provided that for a General Meeting called under clause 7.1.2 of this Constitution, the quorum shall include at least fifty percent (50%) of petitioning members.

Alterations to this Constitution:

The procedure for altering this constitution shall be:

1. the proposed amendments shall be set out in full and posted around the UCFV campus at least 14 days before the Annual General Meeting at which they are to be discussed.

2. The amendments shall be agreed to by at least two-thirds of the members of the Association present at the Annual General Meeting at which they are discussed.

3. The amendments shall subsequently be approved by the Student Union Society of UFV.

Disbandment

Should the Association be disbanded or in any way become defunct then all assets of the Association shall be held in trust by the Student Union Society as a ledger entry until such time as the Association is reconstituted and re-affiliated, or for a period of five years. After this period, the assets will be transferred to the Student Union Society.

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