By-Laws

Activities Coordinator

The activities coordinator shall be an officer of the club. The activities coordinator shall:

  • assist and coordinate the efforts of club members who wish to hold activities other than the those not under the jurisdiction of any other officer;
  • if said events are to occur during a major club event, coordinate with the vice president to make sure that time, space, and equipment are allotted for the activities.

Should this office lie vacant, its duties shall be assumed by the vice president.

Billing Policy

All invoices for goods or services shall be tendered to the Treasurer, or to the club by mail (not electronic mail) within sixty (60) days of:

  • the date of purchase of the goods or services;
  • for goods, the date of receipt of the goods by the club;
  • for services, the date of completion of services;
  • for media subsidies, the final date of showing of the media;
  • for media subsidies, the date of agreement of subsidy by the club; or
  • the date of agreement of the contract for the goods or services;

whichever is later. Notwithstanding this, the club may also formally request an invoice, in which case it must be tendered within sixty (60) days of the request. Failure to present such invoice shall annul any contract, express or implied, regarding such goods or services. Any member negotiating a contract on behalf of the club shall inform the other party to the contract of this billing policy.

Club Mascot

Any member negotiating a contract on behalf of the club shall not grant rights to an external entity to use the club mascot (Emiko) unless the rights are granted for the purpose of promoting an event under the authority of the club.

Concessions Manager

The concessions manager is an officer of the club. The concessions manager shall:

  • in general be responsible for all aspects of the management of the concession stand during club events;
  • keep track of stock of products sold at the concession stand;
  • as needed, purchase goods to replenish the stock of concessions;
  • as needed, order pizza for club events.
  • as needed, sign membership cards in lieu of an executive officer

To perform these duties, the concessions manager may

  • request a budget from the treasurer without approval at a meeting, though the budget is subject to approval by the treasurer.

Should this office lies vacant, its powers and responsibilities shall be assumed by the treasurer.

Election Requirements

Any member wishing to run for an Executive Officer position must have been an officer of the club within the past year (three academic terms). Should there be no members who are willing and able to run, this rule will be relaxed as follows until there is at least one eligible and willing member:

  1. An eligible member will have been an officer at any time in the past.
  2. An eligible member will have been a member at any time in the past.
  3. Any current member of the club is eligible.

Any member wishing to run for a non-Executive Officer position must have been a member of the club within the past year (three academic terms). Should there be no members who are willing and able to run, this rule will be relaxed as follows until there is at least one eligible and willing member, or until stage three is reached:

  1. An eligible member will have been a member at any time in the past.
  2. Any current member of the club is eligible.
  3. The position is left unfilled.

At any point in a convened meeting of the club before nominations are closed, a candidate will be permitted to run for any officer position despite the restrictions outlined above, should a motion allowing the member to run for said position pass with a two thirds majority of members present.

Electronic Communications Officer

The electronic communications officer is an officer of the club. The electronic communications officer of the club shall:

  • maintain the club’s presence on the electronic communications media, except where the duty falls to another officer;
  • perform announcements to club members via the mailing list;
  • is responsible for supervising the club’s email accounts, mailing lists, and forum.

To perform these duties, the electronic communications officer shall:

  • be granted access to the club server.

Should this office lie vacant, its powers and responsibilities shall be assumed by the secretary.

Prize Distribution

  • Any event in which a prize is to be given to the members of the club must be announced to the membership of the club (at minimum the website and mailing list) at least one week before the event is to occur.
  • Any event in which a prize is to be given to the members of the club in which the purchase cost of any prize exceed $15 (CAD, 2009, allowing for inflation) must be approved by a two thirds majority of the members present at any convened meeting of the club at least one week before the event is to occur.
  • Any event in which a prize is eligible to be won by non-members must be approved by a two thirds majority of the members present at any convened meeting of the club.
  • Any event in which a prize is eligible to be won by non-members in which the purchase cost of any prize given exceeds $15 (CAD, 2009, allowing for inflation) must be approved by the executive of the club at least two weeks before the event is to occur, as well as being approved as in the requirement above.
  • Any event in which a prize is eligible to be won by non-members must be announced to the membership of the club (at minimum the website and mailing list) at least two weeks before the event is to occur.

Publicity Officer

The publicity officer is an officer of the club. The publicity officer shall:

  • be responsible for publicity of club events to non-club members both electronically and via other, more traditional methods.

To perform these duties, the publicity officer may:

  • request a budget from the treasurer without approval at a meeting, though such a budget is subject to approval by the treasurer;
  • approve remuneration in the form of pizza and pop to those who help significantly in the publicity efforts.

Should this office lie vacant, its duties and powers shall be assumed by the external relations officer.

Web Maintainer

The web maintainer of the club is an officer of the club. The web maintainer shall:

  • be responsible for maintaining the website of the club, including updating announcements, FAQs, and show information.

To perform these duties, the web maintainer shall

  • be given access to the club website.

Should this office lie vacant, its duties and responsibilities shall be assumed by the secretary.