Regulations of the Kwantlen University College Student Association

As of June 13, 2007

Table of Contents

  1. Section I. General Provisions
    1. Article 1. Authority and Interpretation of the Regulations
    2. Article 2. Amendments to the Regulations, Suspension of the Regulations
    3. Article 3. Master Copies
    4. Article 4. Circulation of the Regulations and other Documents
    5. Article 5. Mission Statement of the Kwantlen Student Association
  2. Section II. Council
    1. Article 1. Protection of Directors, Officials and Others
    2. Article 2. Duties of Directors
    3. Article 3. Speaker of Council
    4. Article 4. Conflict of Interest
    5. Article 5. Conflict of Interest for Non-Voting Members of Council
    6. Article 6. Conflict of Interest for others
    7. Article 7. Rules of Order
    8. Article 8. Agendas and Minutes
    9. Article 9. Non-Voting Members of Council
    10. Article 10. Duties of Council Liaison Positions
    11. Article 11. Liaison Budget Allocations
    12. Article 12. Executive Observer
    13. Article 13. Resignation from Council
  3. Section III. Ombudsperson
  4. Section IV. Committees of Council
    1. Article 1. General
    2. Article 2. Appointment of Committee Members
    3. Article 3. Committee Chairs
    4. Article 4. Replacement and Attendance
    5. Article 5. Standing Committees
  5. Section V. General Manager
    1. Article 1. General
    2. Article 2. Financial
    3. Article 3. Authority over the Social Justice Center
  6. Section VI. Executive Board
    1. Article 1. Terms of Office
    2. Article 2. Executive Board
    3. Article 3. Director of Operations
    4. Article 4. Director of Finance
    5. Article 5. Director of External Affairs
    6. Article 6. Director of Events and Student Life
    7. Article 7. Director of Academic Affairs
    8. Article 8. Chairperson of the Executive Board
  7. Section VII. Campus Councils
    1. Article 1. General Provisions
    2. Article 2. Space
    3. Article 3. Financing
  8. Section VIII. Finances and Budget
    1. Article 1. Fiscal Procedures
    2. Article 2. Signing Authority
    3. Article 3. Budget
    4. Article 4. Contracts
    5. Article 5. Asset Inventory
    6. Article 6. Disposal of furnishings and equipment from the Asset Inventory
    7. Article 7. Investment of Society Funds
    8. Article 8. Special Purpose Funds
  9. Section IX. Remuneration and Reimbursment of Executives, Campus Directors, Campus Representatives and Campus Officers
    1. Article 1. General
    2. Article 2. Remuneration of Executive Board Members
    3. Article 3. Remuneration of Elected Officials other than the Members of the Executive Board
    4. Article 4. Reimbursement of Expenses for Staff and Elected Officials
  10. Section X: KSA Regulations - Electoral Procedures
    1. Article 1. Chief Returning Officer
    2. Article 2. Powers and Duties
    3. Article 3. Exigency Provisions
    4. Article 4. Nomination and Campaign Rules
    5. Article 5. Violations and Penalties
    6. Article 6. Referendum Regulations
    7. Article 7. Polling Regulations
    8. Article 8. Ballots
    9. Article 9. Counting of Ballots and Release of Results
    10. Article 10. Interpretations, Rulings and Complaints
    11. Article 11. By-Elections and Other Special Elections
    12. Article 12. Conduct of Elections for Other Organizations
  11. Section XI. Records of the Society
    1. Article 1. Maintenance of Records
    2. Article 2. Disposal of Records

Section I. General Provisions

Article 1. Authority and Interpretation of the Regulations

  1. These Regulations shall be binding upon the Society throughout all its operations, insofar as they are consistent with the Society Act, Constitution and Bylaws.
  2. Pursuant to Bylaw 25, the rules contained in the current edition of Robert's Rules of Order, Newly Revised, shall govern the Society in all cases to which they are applicable and in which they are not inconsistent with the Constitution, Bylaws or Regulations.
  3. This document is intended to be free of gender bias. In these Regulations, the feminine gender and the singular shall be construed as the masculine gender and the plural where the context so requires.
  4. In these Regulations, unless the context otherwise requires:
    • "Policy Analyst" (PA): Acts as a liaison among the Executives in the board's decision making process and helps with regulation and policy formulation; coordinates then implementation of ongoing and special projects, particularly externally.
    • "Financial Controller" (FC): Maintains financial records and books, updates information database essential for planning, monitoring and evaluation purposes.
    • "Commercial Services Manager" shall mean the permanent full-time staff person hired to assist the Executive Board and the General Manager with the management and implementation of the Society's commercial services.
    • "Main Office" shall mean the general Society office located on the Surrey campus of the Kwantlen University College.
    • "Member Services Coordinator" (MSC): carries out plans, programs and activities particularly those involving events and student life. Directly oversees ticket sales, student photocopiers, and other services delivered by the Member Services Specialists (MSS). Coordinates the implementation of ongoing and special projects, particularly internally.
    • "Student at Large" shall mean a member of the Society who does not hold an elected or appointed position on council.
  5. Unless the context otherwise requires, expressions in the Regulations which are defined in the Bylaws shall have the meanings so defined, and words imparting the singular shall include the plural, and vice-versa, and words imparting persons shall include bodies corporate and subsidiary organizations.

Article 2. Amendments to the Regulations, Suspension of the Regulations

  1. The Regulations shall only be amended or altered by a Two-thirds (2/3rds) Resolution of Council.
  2. Amendments to the Regulations shall take effect the day after they are approved.
  3. No provision of the Regulations may be suspended except by Two-thirds (2/3) Resolution of Council. When Council suspends a provision or provisions of the Regulations, such suspension shall only be in effect for the duration of the meeting at which it is made unless Council sets some other fixed period of time, within the Resolution, for the suspension.
  4. When amendments to the Regulations are brought to Council for consideration, every effort shall be made to ensure that those amendments are consistent with other provisions of the Regulations.
  5. When Council approves amendments that affect other provisions of the Regulations, Council shall alter every provision of the Regulations so affected to be consistent with the amendments.

Article 3. Master Copies

  1. The Director of Operations shall cause to be kept the master copies of the Constitution, the Bylaws, the Regulations and the Policy Handbook.
  2. The Director of Operations shall cause amendments to the Regulations and the Policy Handbook to be incorporated in the master copies within thirty (30) days of being approved by Council.

Article 4. Circulation of the Regulations and other Documents

  1. The Executive Board shall ensure the circulation and availability of the Regulations and the Society's other documents in accordance with this article.
  2. Full copies of the Constitution, Bylaws, Regulations, Policy Manual, and appropriate excerpts from the Society Act and the College and Institute Act shall be:
    1. circulated to all members of Council at the beginning of their term of office; and
    2. kept in the Society's Main Office at all times, and made available to Members for reference purposes.
  3. Copies of the Constitution, Bylaws, Regulations and the Policy Handbook shall be made available to any Member of the Society upon receipt of a refundable deposit equivalent to the cost of printing and binding.
  4. In accordance with section 69 of the Society Act, a Member of the Society may obtain a copy of the Constitution and Bylaws alone for a $1 fee.
  5. Council members and others who by virtue of their office receive handbooks, transition binders or other documents shall return their copies at the end of their term of office or shall be charged for them.

Article 5. Mission Statement of the Kwantlen Student Association

  1. The mission of the Kwantlen Student Association (KSA) is to support its members during their time of study by ensuring adequate provision for their welfare, activities, political, and social needs. Through its democratic procedures, the KSA represents and reflects the concerns and priorities of its membership to the University College and beyond, and strives to uphold the rights of each of its members.

Section II. Council

Article 1. Protection of Directors, Officials and Others

  1. Every Director, official and employee of the Society and their heirs, executors, administrators and other legal personal representatives shall from time to time be indemnified and saved harmless by the Society from and against:
    1. any liability and all costs and expenses that they sustain or incur in respect of any action, suit or proceeding that is proposed or commenced against them for or in respect of anything done or permitted by them in respect of the execution of their duties; and
    2. all costs, charges and expenses that they sustain or incur in respect of the affairs of the Society;
    provided that the individual has complied with the Bylaws, Regulations and other relevant rules of the Society and with their other legal obligations.

Article 2. Duties of Directors

  1. As voting members of the board of directors, Council members are first and foremost Directors of the Society and owe their first duty to the Society.
  2. Each voting member of Council shall sit as a voting member on at least one (1) Committee of Council.
  3. Each member of Council shall be responsible for the orientation of their replacement.
  4. At least one Director from each Campus shall make a verbal report at each Council meeting on the current affairs of their Campus.

Article 3. Speaker of Council

  1. The Speaker of Council shall be a non-voting member of Council appointed by a Two-thirds (2/3) Resolution of Council for a one (1) year term, based on the recommendation of the Primary Appointments Committee.
  2. The Speaker shall not hold any other elected, staff or appointed position in the Society, including positions on Campus Councils. A Speaker who becomes a candidate for an elected position within the Society or any of its Campus Councils immediately ceases to hold the position of Speaker.
  3. The Speaker of Council shall:
    1. chair Council meetings;
    2. post notices of Council meetings no less than forty-eight (48) hours in advance, by any means they deem necessary, including electronic media;
    3. ensure, to the best of their ability, adequate security for the Council during, and immediately before and after, Council meetings;
    4. ensure that minutes of Council meetings are posted in a public place within fifteen (15) days of their approval; and
    5. have such other duties as are outlined in the Regulations or assigned by Council from time to time.
  4. The Speaker shall not be the Spokesperson of Council. The Chairperson of the Executive Board is at all times is the Spokesperson of the Society and of Council.
  5. In the absence of the Speaker, the Chairperson of the Executive Board shall chair Council meetings, provided however that Council may, by Two-thirds (2/3) Resolution, elect an alternate chair for the meeting.

Article 4. Conflict of Interest

  1. Voting members of Council, as Directors of the Society, shall act honestly and in good faith in the best interests of the Society as a whole, and exercise the care, diligence and skill of a reasonably prudent person in carrying out their duties.
  2. Directors shall use the utmost care and discretion in the handling of confidential and privileged information and shall not use such information for personal benefit or gain. Furthermore, Directors shall not disclose any information discussed in an in camera meeting of the Council without the authorization of the Council by Resolution.
  3. No Director may participate in any decision, exercise an official power or perform an official duty or function in which they may have either a conflict of interest or an apparent conflict of interest.
  4. If a Director has a conflict of interest or an apparent conflict of interest relating to an issue being deliberated on by Council, they shall declare the nature of the conflict and abstain from voting on the issue. If an individual, by proxy, is attending Council in such a Director's place, the individual shall state the nature of the conflict and abstain from casting a vote on the Director's behalf.
  5. In the event that a Director is uncertain about whether or not they are in either a conflict of interest or an apparent conflict of interest, Council shall decide the matter.
  6. If a Director believes that another Director may be in a conflict of interest or an apparent conflict of interest, Council shall decide the matter.
  7. A Director has a conflict of interest when they exercise an official power or perform an official duty or function and at the same time know that in the exercise of the power or in the performance of the duty or function there is an opportunity to further their private interest.
  8. A Director has an apparent conflict of interest if there is a reasonable perception, which a reasonably well-informed person could properly have, that the Director's ability to exercise an official power or perform an official duty or function may have been affected by their private interest.
  9. A Director must not use their office to seek to influence a decision, to be made by another person, to further the Director's private interest.
  10. A Director's private interest shall include the private interests of their family and the private interests of a companion, business associate or a close personal friend of the Director.
    1. A Director must not accept a fee, a gift, a personal benefit or hospitality, except compensation authorized by Council, that is offered or tendered by virtue of their position as a Director.
    2. Subsection (i) above does not apply to a gift or personal benefit that is incidental to the protocol or social obligations that normally accompany the responsibilities of office.
    3. If a gift or personal benefit referred to in subsection (ii) above exceeds $150 in value, or if the total value received directly or indirectly from one source in any twelve (12) month period exceeds $150, the Director must immediately disclose to Council, in writing:
      1. the nature of the gift or benefit;
      2. its source; and
      3. the circumstances under which it was given and accepted.
    4. Upon Council's receipt of a written disclosure referred to in subsection (c), Council shall either allow the recipient to keep the gift or benefit, or shall direct that the gift or benefit be returned, or shall direct that the gift or benefit be disposed of in any other manner it sees fit.
  11. All Directors shall sign an oath of office, prior to their first meeting of Council, in which they agree to abide by the provisions of this article.
  12. Any Director who contravenes this Section of the Regulations may be:
    1. directed by a Resolution of Council to:
      1. pay restitution to the Society for any financial loss suffered by the Society as a direct result of their action;
      2. account for, and dispose of, any profits made as a result of a breach of this Section; or
      3. return or otherwise restore the Society's property taken, damaged or destroyed by the action of that Director;
      and may be:
    2. removed from office pursuant to the Bylaw 9 of the Society.
  13. For the purposes of this article, insofar as it is applicable, individuals who are not normally Directors but who are carrying a proxy vote at a given Council meeting shall be considered Directors.

Article 5. Conflict of Interest for Non-Voting Members of Council

  1. Non-voting members of Council shall act honestly and in good faith in the best interests of the Society as a whole, and exercise the care, diligence, and skill of a reasonably prudent person in carrying out their duties.
  2. Non-voting members of Council shall abide by the conflict of interest provisions for directors contained in Article 4 above as though they were directors of the Society.

Article 6. Conflict of Interest for others

  1. Officers and employees of the Society other than Directors of the Society shall act honestly and in good faith in the best interests of the Society as a whole, and exercise the care, diligence and skill of a reasonably prudent person in carrying out their duties.
  2. Officers and employees of the Society other than Directors of the Society shall not, in their capacity as officers or employees of the Society, participate in any decision, exercise an official power or perform an official duty or function in which they may have either a conflict of interest or an apparent conflict of interest.
  3. The Executive Board shall establish further provisions regarding conflict of interest in relation to Officers, such provisions to be contained in the Executive Procedures Manual.
  4. The General Manager shall develop further provisions regarding conflict of interest in relation to employees, and shall take steps to ensure that such provisions are contained in the Personnel Handbooks in accordance with Section V of the Regulations.

Article 7. Rules of Order

  1. Council members shall, at all times, maintain proper decorum in meetings of Council and respect the role and authority of the Chair and other members of Council.
    1. The Chair shall call the Council to order once quorum is present.
    2. The Chair shall dissolve the sitting should no quorum be present within thirty (30) minutes after the scheduled time of the sitting.
    3. At any time during the proceedings of Council, if quorum as outlined in the Bylaws is not present, the Chair shall dissolve the meeting immediately following completion of the question currently on the floor.
  2. Council meetings shall be held every other Wednesday at 12:00pm on the Surrey Campus, unless Council resolves, by a Two-thirds (2/3) Resolution, to meet at a different time or place. However, five (5) voting members of Council may requisition, in writing, a special meeting of Council, and the Chairperson of the Executive Board must call such a meeting at the first available opportunity. All Council meetings must be held on Kwantlen University College campuses.
  3. Non-members of Council may speak if recognized by the Chair, or if a member yields to them. They may not, however, move or second motions, or vote on motions.
  4. The Speaker shall not move, second, or vote on any motion.
  5. Anyone other than the Speaker who is acting as Chair of Council, for a meeting or a portion of a meeting, shall not move or second motions while occupying the chair and, if a voting member of Council, shall not vote on a motion while occupying the chair except to break or create a tie or otherwise to affect the result.
  6. The Speaker, and anyone other than the Speaker who is acting as Chair of Council, shall not take part in the debate on any motion except for motions arising from points of order and motions to appeal decisions of the Chair.
  7. If the Speaker or other person chairing a meeting is involved in an issue under debate, or wishes to enter into the debate, they must relinquish the chair and may not retake it until the issue is resolved. But the Speaker or other person chairing a meeting need not relinquish the chair in order to take part in debate on a point of order or on a ruling by the Chair.
  8. In order to discuss matters of a confidential nature, Council may move in camera by a Two-thirds (2/3) Resolution. Council shall remain in camera until Council, by Resolution, moves out of camera. While in camera, Council shall not consider or vote on motions that require a Two-thirds (2/3) Resolution, including changes to the Regulations or Policies of the Society. In all other ways, in camera sessions shall follow the rules pertaining to an executive session as stipulated in Robert's Rules of Order.
  9. Any member may request that they be recorded in the minutes as supporting, opposing or abstaining from voting on a motion.
  10. When the Chair feels that one or several members of Council are using the rules of order to impede the process of a meeting, the Chair shall inform those members of the same, and may refuse to recognize them further. Such a ruling cannot be appealed by those members affected.
  11. Before Council may appoint an individual to a position, that individual must have agreed to be a candidate for that position. Such agreement must be indicated in one of the following ways:
    1. by being present at the meeting and accepting the nomination verbally;
    2. by written submission to the Chair in which the individual accepts the nomination; or
    3. by virtue of having applied, in writing, for the position.
  12. A Council member may, if she is unable to attend a meeting of Council, appoint a proxy to attend in her place. Such an appointment is subject to the following provisions:
    1. The person appointed to serve as proxy for a member of Council must be a Member of the Society.
    2. Under no circumstances may a staff person of the Society or the Kwantlen University College serve as a proxy, unless that individual is already an elected member of the Society.
    3. Any individual who would be ineligible to serve as a member of Council shall also be ineligible to serve as a proxy.
    4. The appointment must be in writing, and be signed by both the member of Council and the appointed proxy, and delivered to the chair of the Council meeting, who shall announce the proxy to the assembly.
    5. The chair shall not recognize the authority of any direction or fetter given to the proxy from the voting member, and instead shall treat the proxy as if she was a full voting member.
    6. Council members may serve as a proxy, but no individual may hold more than one (1) proxy at any one time.
    7. Individuals serving as proxy are subject to all applicable rules of directors during the duration of the proxy. However, even after the meeting at which an individual serves as proxy, that individual retains a duty to uphold any confidentiality required, such as if a portion of the meeting was in camera.
  13. The greater of three (3) voting members of Council, or one-fifth (1/5) of those members present (including proxies) may call for a roll call vote, in which the actual votes of all voting members are recorded in the minutes pursuant to Robert's Rules of Order, Newly Revised.

Article 8. Agendas and Minutes

  1. The Speaker of Council shall ensure that the agenda and any accompanying material for each Council meeting is circulated no less than forty-eight (48) hours in advance to members of Council and other interested parties.
  2. The Speaker of Council must add to Council's agenda any motion or presentation submitted by a committee of Council or a Campus Council provided that the submission is made in writing to the Speaker of Council, accompanied by all relevant supporting documentation, no less than seventy-two (72) hours before the Council meeting.
  3. Motions submitted in accordance with paragraph 2 above shall appear on the agenda under the appropriate topic: for example, motions submitted by a committee shall appear under Committee Reports and Motions.
  4. The Speaker of Council must add to Council's agenda any motion or presentation submitted by an individual member of Council, provided that the submission is made in writing to the Speaker of Council, accompanied by all relevant supporting documentation, no less than seventy-two (72) hours before the Council meeting, and provided also that it is signed by a second member of Council.
  5. Motions submitted in accordance with paragraph 4 above shall appear on the agenda under Other Business.
  6. The Speaker of Council shall not distribute reports or materials in accordance with this article if, in her opinion, they contain religious references or comments that may be inappropriate for a broadly representative political body.
  7. During the portion of the Council meeting set aside for adoption of the agenda or at any other time during the meeting as long as no motion is being discussed, any member of Council may move to amend the agenda by adding a new motion or other new business. Such a motion, to take effect, must be approved by a Two-thirds (2/3) Resolution. Any items added to the agenda in this manner shall be added as 'Other Business', and shall only be discussed once all items that were submitted seventy-two (72) hours in advance have been dealt with by Council.
  8. No motions may be discussed by Council unless they are on the agenda prepared by the Speaker of Council and circulated forty-eight (48) hours in advance in accordance with paragraphs 2 and 3 above, or unless they are added to the agenda in accordance with paragraph 7 above.
  9. The order of business on the agenda of a regular meeting of Council shall be as follows:
    1. Introductory Procedures: Call to order, confirmation of Chair, and Adoption of the Agenda
    2. Membership: Introduction, New Members, Declaration of Vacancies
    3. Presentations to Council
    4. Chairperson of the Executive Board's Report
    5. General Manager's Report
    6. Approval of Minutes
    7. Unfinished Business of the Previous Council Meeting
    8. Executive and Executive Committee Reports and Motions
    9. Campus Council Reports and Motions
    10. Liaison and Governance Representative Reports and Motions
    11. Other business: Including Notice of Motions
    12. Submissions
    13. Next Meeting
    14. Adjournment
  10. The minutes of Council shall record the resolutions of Council and a summary of discussions. The Director of Operations shall sign the minutes once approved by Council and shall cause them to be kept.

Article 9. Non-Voting Members of Council

  1. Pursuant to Bylaw 5(6), Council may, by a Two-thirds (2/3) Resolution, establish non-voting seats on Council.
  2. Non-voting members, except for the Speaker of Council and the Ombudsperson, may move or second motions, and may take part in debate, but shall not vote on any motion. They shall have the same rights as voting members regarding placing items on Council's agenda prior to Council meetings.
  3. Pursuant to Section III, Article 2 of the Regulations, the Ombudsperson must act in an impartial and unbiased manner when attending meetings of Council, and therefore shall not:
    1. move or second motions;
    2. request items be added to Council's agenda other than "Presentation of the Ombudsperson";
    3. enter debate in such a manner as to support or oppose a given motion; and
    4. participate in the decision-making process in any other way.
  4. Non-voting members of Council shall not be considered directors of the Society, nor shall their presence of lack thereof at a Council meeting have any impact on the quorum of that meeting.
  5. The two (2) student representatives of the Kwantlen University College Board of Governors shall be non-voting members of Council.
  6. The four (4) student representatives of the Kwantlen University College Education Council shall be non-voting members of Council.
  7. There shall be seven (7) Liaison positions on Council:
    1. the Women's Liaison;
    2. the First Nations Liaison;
    3. the Students with Disabilities Liaison;
    4. the Students of Colour Liaison;
    5. the Queer Liaison;
    6. the Mature Students Liaison;
    7. the International Students Liaison;
    8. the White Rock Location Liaison; and
    9. the White Rock Location Liaison.
  8. The Liaison positions shall be non-voting members of Council, elected by the membership in a general election for a one-year term concurrent with the terms of the members of the Executive Board. In the event of a vacancy in any Liaison position, Council may appoint an individual, or run a by-election to elect an individual to serve out the remainder of the term. In the event of Council appointing a liaison directly, Council may set the term of the appointment as it sees fit, up to the date of the next general election.
  9. The prime purpose of the Liaison positions shall be to afford particular groups of members who historically face unique challenges to their participation in post-secondary education an opportunity to be specifically represented at Council. Any member of the Society who self-identifies with a given group may vote for, and run for, the Liaison position representing that group. No member may run for or hold more than one (1) Liaison position at any one time, and no Liaison may hold or run for another elected or appointed position within the Society. No person holding another elected or appointed position within the Society may hold or run for a Liaison position.
  10. Liaisons may be removed from their positions by a Two-thirds (2/3) Resolution of Council.
  11. Liaisons shall be paid a yearly honorarium set by Council. Changes to the honorarium shall not take effect until April 1st in any given calendar year. If a Liaison serves less than a full term, the honorarium set by Council shall be pro-rated.

Article 10. Duties of Council Liaison Positions

  1. Council Liaisons shall:
    1. attend meetings of Council to represent the views and concerns of their constituency;
    2. establish and coordinate a commission pursuant to paragraph 2 below;
    3. advertise broadly the meetings of the commission to the membership no less than seven (7) days prior to the meeting;
    4. [Repealed, April 26, 2007]
    5. [Repealed, April 26, 2007]
    6. provide, in consultation with the Director of Events and Student Life, events, workshops, seminars, etc. concerning their constituency;
    7. submit an annual budget proposal to the Director of Finance;
    8. liaise with external groups, in consultation with the Director of External Affairs, on issues pertaining to their constituency;
    9. advise the Director of Operations, in writing, of the members of their commission and any changes thereto;
    10. provide a monthly written report to Council; and
    11. have such other powers and duties as are assigned by Council or the Executive Board from time to time.
  2. Council Liaisons shall maintain a close relationship with the members of their constituency, in part through regular meetings of a commission. The commission shall:
    1. be no fewer than five (5) members of the Society, self-identified with the constituency group, appointed by the Liaison coordinating the commission;
    2. meet at least monthly, and submit the minutes of such meetings to Council;
    3. be open to all members of the Society who self-identify with the constituency;
    4. provide support and input to the Liaison in the carrying out of her duties;
    5. recommend Policies and Regulations to Council with regard to their constituency;
    6. authorise expenditures from the appropriate liaison budget, in accordance with Article 9 below; and
    7. have such other powers and duties as are assigned by Council or the Executive Board from time to time.
  3. Commissions may establish their own procedures, provided that they:
    1. act democratically; and
    2. keep minutes of their proceedings and submit those minutes, for information, to Council.

Article 11. Liaison Budget Allocations

  1. In the event that Council, through the Budget, chooses to allocate funds for the activities of the Liaison positions (other than remuneration), the disbursement and use of those funds shall be in accordance with this Article.
  2. The prime purpose of funds allocated to the Liaison positions shall be to organize workshops, seminars and other events in order to work towards generally improving the access to post-secondary education, and quality of post-secondary education, for the respective constituency.
  3. Notwithstanding Section VIII, Article 1(1) of these Regulations, the spending authority for all Liaison account line items in the Budget shall be the appropriate commission representing that constituency. In accordance with Article 8(3) above, commissions may only disperse funds from their account if:
    1. the dispersal was approved by a majority, at a duly advertised regular meeting of the commission, where no less than fifty percent plus one (50% + 1) of the voting members on that commission were present, and at no time can those voting members be less than three (3);
    2. there are sufficient funds still available for activities that semester, in accordance with Article 9(4) below;
    3. the dispersal meets the spending purpose limitation of Article 9(5) below; and
    4. minutes clearly showing the desired dispersal are forwarded to the Director of Finance and the General Manager.
  4. A commission shall ensure that there are sufficient funds available throughout the year for its activities. To this end, a commission shall not spend more than forty percent (40%) of its Budget allocation in the spring semester, and no more than twenty percent (20%) of its Budget allocation the summer semester. All monies remaining in the Budget allocation may be spent in the fall semester. Further dates will be set by the Director of Finance.
  5. Funds allocated to a Liaison's activities in the Budget shall not be used for remuneration for the Council Liaison or any other member the commission, other than reimbursement of reasonable organizing expenses (local travel, cell phone costs and other incidentals) provided that such reimbursement does not exceed fifteen percent (15%) of the funds available in any given semester.
  6. In the event that the requirements of Article 11(3) above cannot be fulfilled, for any reason, and the appropriate Liaison still requires a disbursement from the appropriate Budget-allocated line item, that Liaison shall bring a motion to Council, who shall decide the manner.

Article 12. Executive Observer

  1. Council may, by a Two-thirds (2/3) Resolution, appoint one of its members to be the Executive Observer. The Executive Observer must be appointed for a fixed term, not to exceed the term of the current members of the Executive Board.
  2. The Executive Observer shall:
    1. confirm that members of the Executive Board have their office hours posted in compliance with the Bylaws and Regulations;
    2. confirm that members of the Executive Board have given notice for, and held, Committee meetings in compliance with the Bylaws and Regulations;
    3. confirm that members of the Executive Board have fulfilled their posted office hours in compliance with the Bylaws and Regulations;
    4. confirm that members of the Executive Board have submitted Council reports in compliance with the Bylaws and Regulations; and report items (i), (ii), (iii) and (iv) to Council; and
    5. have such other powers and duties as are assigned by Council from time to time.
  3. In the event that Council appoints an Executive Observer, the agenda shall be deemed amended so that the Executive Observer may make her report to Council directly after the Chairperson of the Executive Board.
  4. The members of the Executive Board and the General Manager shall assist the Executive Observer in the carrying out of her duties.

Article 13. Resignation from Council

  1. Members of Council, including members of the Executive Board, may resign from their elected positions in accordance with this Article.
  2. In order to resign, a Council member must do one (1) of the following:
    1. submit a signed letter of resignation to the Society; or
    2. declare her resignation verbally at a meeting of Council.
  3. [Repealed, March 14, 2007]
  4. [Repealed, March 14, 2007]
  5. [Repealed, March 14, 2007]
  6. Resignations received before a start of a by-election as per Section X, Article 12 (2) of these Regulations shall be effective at the time the results of the by-election are presented to Council as per Section X, Article 10 (5) (ii) of these Regulations.

Section III. Ombudsperson

  1. The Ombudsperson shall be appointed by a Two-thirds (2/3) Resolution of Council for a one (1) year term, based on the recommendation of the Primary Appointments Committee.
    1. [Repealed, December 19, 2006]
    2. Further to Bylaw 16 (4), the Ombudsperson shall not hold any other elected, appointed or staff position within the Society or the University College.
  2. In addition to those powers and duties set out in the Bylaws, the Ombudsperson shall:
    1. be responsible for investigating and reporting in writing to Council, or the appropriate member of the staff or the Executive, any reasonable complaint or question that a Member or staff member has with the Society;
    2. be responsible for investigating and reporting in writing to the appropriate authority any reasonable complaint or question that a Member has regarding any aspect of Kwantlen University College;
    3. be responsible for the resolution of any such complaint referred to in paragraphs (i) or (ii) above, where possible;
    4. make known to the Members and the staff that she is available for the hearing of complaints, by placing a minimum of one (1) advertisement or notice within a campus publication and by the affixation of posters in conspicuous places on all campuses;
    5. post, in or about the Society's offices on each campus, a means by which staff and Members can directly contact the Ombudsperson.
    6. direct and train her successor, and provide a verbal and written report annually to Council at the end of her term of office, or at such other times as Council may request by a Two-thirds (2/3) Resolution;
    7. further to Bylaw 16(5) and notwithstanding any other provision in the Regulations, have the right to attend any meetings of the Society, including meetings held in camera, provided that she does not participate in the decision-making process at such meetings;
    8. act in an impartial and unbiased manner in the exercise of her duties;
    9. maintain confidentiality in respect of all matters, insofar as such confidentiality is not inconsistent with the Bylaws and the Regulations, that come to her attention in the performance of her duties; and
    10. manage and maintain the portfolio of the Ombudsperson, including but not limited to:
      1. the recruitment, training and recognition of volunteers, if any;
      2. the preparation of a draft budget for the operations of the Ombudsperson, and the submission of that draft to the Director of Finance no later than January 10 in any given Fiscal Year.
  3. A report of the Ombudsperson, prepared under the authority of paragraph (4) (i) or (ii) above, shall be made available to all interested parties and to the Chairperson of the Executive Board. If the Chairperson of the Executive Board is an interested party in the matter, the report shall also be made available to another member of the Executive. If the Executive Board as a whole is an interested party, the report shall be made available to Council.
  4. Council may by a Two-thirds (2/3) Resolution, either of its own volition or on the application of an interested Member or staff member of the Society, direct the Ombudsperson to investigate a matter and report back to Council.
  5. The Ombudsperson may refuse to investigate or may cease investigating a complaint brought by a Member or a staff member, which in the Ombudsperson's opinion is not reasonable. Examples of unreasonable complaints include but are not limited to those in which:
    1. the complaint concerns a matter which last occurred more than one calendar year prior to the date of the complaint;
    2. the subject matter of the complaint primarily affects a person other than the complainant, and the complainant does not have sufficient personal interest in the issue;
    3. there are existing administrative procedures for the complaint, and the complainant does not have reasonable justification for not pursuing the complaint using those procedures;
    4. the complaint is frivolous, vexatious, not made in good faith or concerns a trivial matter; or
    5. in the circumstances, investigation would not benefit the complainant.
    The Ombudsperson must investigate a complaint referred to her by Council.
  6. An individual whose complaint has been deemed unreasonable by the Ombudsperson pursuant to paragraph 5 above may appeal the Ombudsperson's decision to Council. Such an appeal must be in writing, and Council shall request a written opinion from the Ombudsperson as well. Council shall then decide the matter by a Two-thirds (2/3) Resolution.
  7. The Ombudsperson shall not investigate or shall cease investigating a matter that is or becomes before a court.
  8. The Ombudsperson may conduct either a formal or an informal investigation into any matter brought before her. If a complainant makes a written request for a formal investigation, the Ombudsperson must, subject to the discretion granted her in paragraph (5) above, conduct a formal investigation.
  9. In conducting a formal investigation pursuant to paragraph 8 above, the Ombudsperson shall, at a minimum:
    1. do research into the rules and regulations, and applicable laws if any, that are pertinent to the complaint;
    2. interview all parties involved, and invite such parties to make written submissions if they so choose;
    3. produce a written report, summarizing all information gathered in accordance with clauses (i) and (ii) above, and provide recommendations if appropriate; and
    4. distribute the report as required in paragraph (3) above.

Section IV. Committees of Council

Article 1. General

  1. Pursuant to Bylaw 5(1)(v), Council may at any time, by a Two-thirds (2/3) Resolution, establish a standing or ad hoc committee it considers necessary or advisable, or discontinue such a committee, but it shall not delegate its powers to the committee. The composition, structure and mandate of standing committees shall be placed within the Regulations. Ad hoc committees shall have their composition, structure and mandate set within the resolution that created them, and shall be dissolved by Council once their mandate has been discharged.
  2. In order to maintain effectiveness, the composition of a committee shall not exceed nine (9) voting members.
  3. Notice for all committee meetings shall be issued publicly by each committee's chair no less than forty-eight (48) hours before a meeting. Should this fail to occur, the failure shall be noted in the minutes.
  4. Quorum for any committee is a majority of its voting membership. If quorum is not present at a committee meeting, the lack of quorum shall be noted in the minutes. If a given committee has been granted the authority to spend money, such authority shall not be exercised at a meeting without quorum.
  5. The meetings of all standing and ad hoc committees shall be open to the public, unless otherwise specified in the Regulations, or unless the committee decides otherwise by a Two-thirds (2/3) Resolution.
  6. All committees may submit a budget to the Director of Finance. If a committee does not submit a budget, the Executive Board member responsible for the committee shall submit one on its behalf to the Director of Finance no later than January 10 in any given Fiscal Year.
  7. The minutes of all meetings of all committees, once approved by the committee, shall be signed by the chair (or other person presiding over the meeting) and submitted to Council for approval.
  8. All society committee meetings (whether committees of Council or of another body) must be held on Kwantlen University College campuses.

Article 2. Appointment of Committee Members

  1. Unless otherwise stipulated in the provisions describing the composition of a committee, Council shall appoint the members of all committees. The term of each appointment shall be set by Council in the Resolution to appoint the individual(s), provided however that no term shall exceed eighteen (18) months. If a vacancy occurs in a Council-appointed position on a committee, Council shall appoint a replacement member as soon as possible.
  2. Notwithstanding the preceding provision, where committee members must hold some other office in order to occupy a specific seat on a committee, their appointment shall terminate when they cease to hold that other office.
  3. The Director of Academic Affairs shall cause to be advertised all at-large positions on committes. Such advertising shall be in the form of posters placed in conspicuous locations, including locations in or about the Society's offices on each campus, and in such other conspicuous locations at the discretion of the Director of Academic Affairs.
  4. Notwithstanding paragraph 3 above, Council may establish its own interview teams for committee membership if it sees fit.

Article 3. Committee Chairs

  1. Unless otherwise specified in the Bylaws or Regulations, Council shall appoint the chairs of all committees. With the exception of the Elections Committee, all committee chairs must be members of Council or staff members of the Society. Council may remove any person it has appointed chair of a committee by following the procedure stipulated in Bylaw 5(8).
  2. The chair shall preside over the meetings of the committee, and shall not vote except to break or create a tie or otherwise to affect the result.
  3. The duties of committee chairs shall be to set the agendas for meetings, call meetings, take minutes, ensure quorum is met at meetings, report to Council on the activities of the committee, and seek to remove and replace committee members who fail to attend meetings. Except for the duty to remove and replace members, these duties may be delegated to another committee member by a Resolution of the committee.
  4. If a chair is unable to attend a meeting, the committee shall elect an acting chair for the meeting.
  5. The chair shall administer the budget of the committee as approved by Council, and shall be the signing officer of the committee.
  6. All chairs shall have access to secretarial support in performance of their duties, and the Executive Board shall ensure that chairs have such access.
  7. The Director of Operations shall arrange appropriate training for all chairs, and shall provide each chair with a committee handbook upon request. The handbook shall include operating procedure, a guide to available resources, and the previous year's minutes and agendas.
  8. Chairs of committees who are not members of the Executive Board or staff members of the Society shall receive a yearly honorarium, set by a Resolution of Council. In the event that a chair serves for less than a full year, the honorarium shall be pro-rated.
  9. Chairs shall notify Council, at the earliest opportunity, of any vacancies on their committees.

Article 4. Replacement and Attendance

  1. The chair may, at their discretion, ask for the resignation of any appointed committee member who has missed at least three (3) regularly scheduled committee meetings during the individual's term on the committee.
  2. If a committee member does not submit their resignation after being requested to do so by the chair of their committee in accordance with paragraph 1 above, the chair may submit a motion to Council asking that the committee member be removed from the committee in accordance with Bylaw 5(8).

Article 5. Standing Committees

  1. Finance Committee
    1. The voting members of the Finance Committee shall be:
      1. the Director of Finance, who shall be Chair;
      2. four (4) members, composed of at least one (1) elected official from each Campus Council, three (3) of whom are voting members of Council who are not members of the Executive Board; and
      3. four (4) at-large Members, appointed by Council.
    2. The Financial Controller shall attend meetings of the Finance Committee unless directed otherwise by the committee.
    3. The Finance Committee shall:
      1. review the Director of Finance's draft budget for the Society and make such changes in the draft budget as it sees fit, and then forward that draft to Council in accordance with Section IX of the Regulations;
      2. monitor the Society's accounts, and assist the Director of Finance in ensuring compliance with the Society's Budget;
      3. recommend to Council changes to the Society's budget that are necessary or advisable;
      4. ensure compliance with the fiscal procedures by all individuals and organizations within the Society;
      5. assist individuals and bodies within the Society with the preparation of budgets;
      6. present options and recommendations to Council regarding policies or plans that are related to its area; and
      7. have such other powers and duties as are assigned by Council from time to time.
  2. Student Issues and Actions Committee (SIAC)
    1. The voting members of SIAC shall be:
      1. the Director of External Affairs, who shall be Chair;
      2. one (1) student member of the Kwantlen University College Board of Governors;
      3. two (2) voting members of Council who are not members of the Executive Board; and
      4. five (5) at-large Members, appointed by Council.
    2. The Policy Analyst shall attend meetings of SIAC unless directed otherwise by the committee.
    3. SIAC shall:
      1. assist the Director of External Affairs in promoting communication with other student organizations;
      2. assist the Director of External Affairs in keeping Council informed of Provincial and Federal Government educational policy;
      3. assist the Director of External Affairs in keeping Council informed of municipal and community activities as they relate to post-secondary education;
      4. discuss and analyze the impact of Provincial and Federal Government educational policy, and make recommendations to either the Director of External Affairs or Council;
      5. subject to the approval of Council, lobby the appropriate level of government or the public on issues of interest to students, including but not limited to transit, student loans, post-secondary education funding, day-care, equity, student housing, and government policies;
      6. prepare briefs, discussion papers, or policy documents with respect to post-secondary education for approval by Council and for submission to governmental or non-governmental bodies external to the University-college;
      7. present options and recommendations to Council regarding policies or plans that are related to its area; and
      8. have such other powers and duties as are assigned by Council from time to time.
  3. Events and Communication Committee (ECC)
    1. The voting members of ECC shall be:
      1. the Director of Events and Student Life, who shall be Chair;
      2. the campus Director from each campus; and
      3. in the absence of the Director of Events and Student Life, the Member Services Coordinator shall chair the meeting.
    2. The Member Services Coordinator shall attend meetings of ECC unless directed otherwise by the committee.
    3. ECC shall:
      1. assist the Director of Events and Student Life in developing events that will enrich the social, personal and academic lives of students on different campuses;
      2. publicize, or cause to be publicized, events taking place on any campus, whether organized by the Society or otherwise;
      3. assist the Director of Events and Student Life in making recommendations to Council and the Executive Board regarding Clubs and Program Based Support;
      4. advise Council and the Executive Board on how to communicate information about the activities, events and issues facing the Society to its membership, its staff, the University College, and the community at large in a full, succinct and timely manner in a clearly defined and maintained communication strategy;
      5. establish channels, protocols and programs aimed at encouraging input from and consultation with the Society's membership;
      6. oversee the management of an electronic communications network, including but not limited to the Student Association website;
      7. arrange for the preparation and insertion of Society information supplements into campus publications on a regular basis; and
      8. have such other powers and duties as are assigned by Council from time to time.
  4. Academic Issues Committee
    1. The voting members of the Academic Issues Committee shall be:
      1. the Director of Academics, who shall be Chair;
      2. one (1) student member of the Kwantlen University College Education Council;
      3. four (4) voting members of Council who are not members of the Executive Board; and
      4. three (3) at-large Members, appointed by Council.
    2. The Policy Analyst shall attend meetings of the Academic Issues Committee unless directed otherwise by the committee.
    3. The Academic Issues Committee shall:
      1. discuss and analyze the impact of University-College academic policies on students, and make recommendations to Council;
      2. create and maintain a database of University-College committees with student membership, and recommend to Council persons for appointment, including its own members, to such committees of the University-College;
      3. subject to the approval of Council, lobby the appropriate level of the University-College on issues of interest to students, including but not limited to daycare, equity, safety, academics, University policies and campus planning;
      4. assist Campus Councils with academic and other issues between them and their local campus administration;
      5. present options and recommendations to Council regarding policies or plans that are related to its area; and
      6. have such other powers and duties as are assigned by Council from time to time.
  5. Operations and Services Committee
    1. The voting members of the Operations and Services Committee shall be:
      1. the Director of Operations, who shall be Chair;
      2. two (2) voting members of Council who are not members of the Executive Board; and
      3. five (5) at-large Members, appointed by Council.
    2. The Commercial Services Manager shall attend meetings of the Operations and Services Committee unless directed otherwise by the committee.
    3. The Operations and Services Committee shall:
      1. discuss and analyze the services offered by the Society to its members, and make recommendations to Council;
      2. discuss, analyze and make recommendations regarding the operations of the Society, other than human resources issues, as related to the Director of Operation's portfolio;
      3. examine the revenue generated from commercial services, and recommend changes, expansions or cancellations to such services to the Commercial Services Manager;
      4. assist the Director of Operations in liaising with other student societies concerning the services they offer their membership, and analyze whether or not such services would be appropriate for the Society;
      5. assist the Director of Operations and the Commercial Services Manager with the implementation of new services, when appropriate;
      6. present options and recommendations to Council regarding policies or plans that are related to its area; and
      7. have such other powers and duties as are assigned by Council from time to time.
  6. [Repealed, December 19, 2006]
  7. Primary Appointments Committee
    1. The voting members of the Primary Appointments Committee shall be:
      1. The General Manager, who shall chair the Primary Appointments Committee;
      2. One (1) student board of governors member, as appointed by Council;
      3. The Director of Finance;
      4. Four (4) members of Council who are not members of the Executive Board, as appointed by Council; and
      5. Two (2) Members-at-large, as appointed by Council.
    2. The General Manager shall ensure that sufficient funds are available for the operations of the committee within her annual budget proposal.
    3. The Committee shall:
      1. interview candidates for Speaker, Ombudsperson and CRO, and other such positions as are designated by Council;
      2. advertise widely for the positions of Speaker, Ombudsperson, CRO and the Elections Committee including: placing a minimum of one (1) advertisement or notice within a campus publication including the official Society website, and by the affixation of posters that outline the appropriate job descriptions and specifications required for each position in conspicuous places on all campuses. The committee shall allow no less than two (2) weeks application time between the first notice of the position vacancy to the close of applications.
      3. develop standardized questions and evaluation criteria for each position which it interviews, such questions and criteria to be approved by a Resolution of the Committee before interviewing begins, and applied equally to all candidates;
      4. vote to ratify the decisions of the Chair as to which candidates are given interviews out of those who have applied;
      5. perform background checks on candidates who are given interviews out of those who have applied;
      6. determine the times at which interviews may occur;
      7. not interview candidates for the permanent staff positions within the Society; and
      8. have other such powers and duties as outlined in the Regulations or as assigned by Council from time to time.
    4. The Committee may, if it chooses not to recommend a person for a position applied for, consider that person for another position under its purview as set out in paragraph (iii) (a) above, or refer that person's application to the Business Office of the Society for consideration elsewhere in the Society.
    5. Meetings of the Committee shall be open only to members of the Committee, and to guests as invited by Resolution of the Committee.
    6. In accordance with Section X, Article 1 (xi), the Committee shall consult with the current CRO in choosing a new CRO, except when the current CRO is applying to be reappointed.
    7. Where possible, the current Speaker of Council shall attend interviews as a non-voting member of the Committee when it is interviewing applicants for the Speaker of Council position, except when the current Speaker of Council is applying to be reappointed.
    8. Quorum for this Committee shall be sixty percent (60%) of its members.
    9. Notwithstanding this article, Council may choose to reappoint an officer, for an additional term in office, by a Two-thirds Resolution (2/3) without the use of the Primary Appointments Committee.

Section V. General Manager

Article 1. General

  1. In accordance with Bylaw 17(1)(ii), the General Manager shall manage and direct all the staff of the Society.
  2. The General Manager shall establish and maintain all personnel procedures, and such procedures shall be contained in a Personnel Handbook of the Society. The handbook shall set out the basic employment principles and practices to be followed by the Society's management and staff, subject at all times to any legislation, collective agreements or contracts which may be in place from time to time.
  3. There may be two separate handbooks, one for permanent employees and one for part-time and/or student employees.
  4. All employees of the Society shall be given the appropriate Personnel Handbook at the time they commence employment.
  5. The General Manager shall regularly review the Personnel Handbooks and, if necessary, make such changes to them which are prudent and desirable. Council shall receive copies of the handbook, and any changes thereto. Council may amend the handbook(s), or reject changes to the handbook(s) by a Two-Thirds (2/3) Resolution.
    1. In accordance with Bylaw 17(1)(iv), the General Manager shall determine the appropriate security procedures concerning keys and other access issues to Society offices and facilities, in consultation with the Director of Operations. The General Manager shall determine who may have access to Society offices and facilities, and under what circumstances that access may be utilized.
    2. Notwithstanding paragraph (i) above, the General Manager shall furnish all members of the Executive Board with keys to, at least, the Main Office and their individual offices. In the event of a serious security issue, the General Manager may order an Executive Board member(s) to relinquish their keys, and that Executive Board member(s) shall so comply. However, the issue must be brought to the next scheduled Council meeting for consideration, and a motion to uphold the decision of the General Manager must be deliberated by Council, and ratified by Resolution.
  6. The General Manager shall ensure that all offices of the Society be used as a centre for business of the Society, and not as a social gathering place or study group area during normal operating hours.
  7. The General Manager shall ensure that Society computers are used only by individuals to whom they are assigned. However, other members or staff of the Society may use computers under the strict supervision of the individual to whom that computer is assigned.

Article 2. Financial

  1. In accordance with Bylaw 17(1)(vii), the General Manager shall cause to be carried out the financial decisions of Council and the Executive, insofar as such decisions are consistent with the Society Act, the Bylaws, these Regulations and the Budget adopted by Council.
  2. The General Manager shall not carry out, or cause to be carried out, any financial transaction unless it is appropriately approved, and is consistent with the Society Act, the Bylaws, these Regulations and the Budget adopted by Council.
  3. In the event that an elected official of the Society disagrees with a decision made by the General Manager pursuant to paragraph (2) above, the General Manager's decision may be appealed to Council, whose decision in the matter shall be final. Until such time as the General Manager's decision is reversed by Council, the financial transaction in question shall not proceed.
  4. In accordance with Bylaw 17(1)(vi), the General Manager shall deliver written financial reports to Council four (4) times per year; in January, April, July and October. Such reports shall include:
    1. expenditures to-date in each budgeted line item;
    2. revenues to-date in each budgeted line item;
    3. reference, in a form determined by the General Manager, to the previous year's Budget comparing the current financial status to the same reporting period of the previous year;
    4. such other information as the General Manager may determine, or that has been requested by Council or the Executive Board.
  5. At the request of Council, by Resolution, the General Manager shall provide interim reports at times other than those specified in paragraph (4) above.

Article 3. Authority over the Social Justice Center

  1. All changes to the Social Justice Center's structure, design, or purpose, must have the approval of the General Manager, not made by liaisons or their constituencies.
  2. All changes recommended to the General Manager concerning the operations or activities of the Social Justice Center must have majority approval of all elected Liaisons.
  3. The General Manager will continuously collaborate with the Liaisons in maintaining an aesthetically pleasing and a cognitively ergonomical design of the Social Justice Center that will respect the principle of equal access to the Center's wall space.

Section VI. Executive Board

Article 1. Terms of Office

  1. Each member of the Executive Board shall, at the Annual General Meeting where they take office or, in the event of a by-election, at the Council meeting where they take office, sign and date an Oath of Office which includes the following:

    "I, ___________________, in view of the trust that the students of Kwantlen University College have vested in me, as well as my own personal sense of honour and duty, do solemnly affirm to fulfill my responsibilities as an Executive Board member of the Kwantlen University College Student Association. I will do everything in my power to uphold and respect the Constitution, Bylaws, Regulations, and Policies of the Kwantlen University College Student Association. I am aware that my primary reporting responsibility is to Council, and that Council has the authority to reprimand me if I fail to perform my duties in a satisfactory manner. If a conflict of interest arises in which I, as an Executive Board member, have the opportunity to exercise an official power or duty in ways that can lead to personal gain or advantage of any kind, I will relinquish my right to participate in the decision-making process. I will engage in open and honest debate in a process where I am guided by truth and fairness. I will never purposely misrepresent facts in dealing with constituents, other representatives, and the Kwantlen community in an effort to achieve my goals. In executing my office, I will seek out and voice effectively the interests and concerns of the student body, so as to offer the student body a vehicle through which to address issues and improve the quality of life at Kwantlen for all students."

  2. Each Executive Board member shall be a salaried employee for the duration of their term of office. Council may establish a committee to review the remuneration of the Executive members, such committee not to include any Executive members. On the recommendation of this committee, Council may alter the remuneration of the Executive members, as stipulated in these Regulations. Any change in the remuneration shall take effect on April 1, when the newly elected Executive Board takes office.
  3. Each Executive member shall work, on average, no less than twenty (20) hours per week.
  4. Executive Officers shall keep no less than ten (10) office hours per week, to take place at the Main Office of the Society during regular business hours.
  5. The General Manager shall instruct each Executive member on the operations of the Society's Main Office when they assume office.
  6. Each Executive member shall post, on or about her office door:
    1. her specific office hours when they will be available to the staff and Members of the Society; and
    2. a means by which staff and Members of the Society can contact her outside of the posted office hours.
  7. Each Executive member shall be responsible for the orientation of her replacement before the Annual General Meeting.
  8. Each Executive member shall prepare a budget proposal covering the operations of her office, and all committees and other structures within her portfolio, and submit that proposal to the Director of Finance no later than January 10 in any given Fiscal Year.
  9. The Executive Board will prepare and maintain a strategic plan for the Society that covers at least a five-year period.

Article 2. Executive Board

  1. There shall be an Executive Board, composed of the five members of the Executive, one of whom shall be elected Chairperson of the Executive Board pursuant to Bylaw 10(2)(x).
  2. The General Manager and the Policy Analyst shall attend meetings of the board unless directed otherwise by the board.
  3. Subject at all times to the Constitution, Bylaws, Regulations, Executive Procedures and the powers of Council, the Executive Board shall manage the day-to-day affairs of the Society.
  4. A quorum for meetings of the Executive Board shall be three (3) voting members.
  5. Unless otherwise stipulated in the Bylaws or these Regulations, decisions of the Executive Board require a majority vote of the Board at a regularly scheduled meeting of the Board where a quorum is present.
  6. Notwithstanding paragraph 5 above, the Chairperson may put resolutions to the Executive Board members outside of regularly scheduled meetings, but such resolutions shall require the approval, in writing, of four (4) of the five (5) members of the Board to be considered adopted. Such resolutions, whether adopted or defeated, shall appear in the next set of Executive Board minutes under the heading "Non-Meeting Motions".
  7. The Chairperson of the Executive Board shall chair meetings of the board. In the event that she is not in attendance, another member of the Executive Board shall be chosen by Resolution to chair that meeting.
  8. The chair of an Executive Board meeting may move motions and debate the merits of any issue before the board. The chair of an Executive Board meeting may only vote to break or create a tie, or otherwise to affect the result.
  9. The Executive Board shall exercise editorial control over the Society's communication mediums, including the yearly student handbook, official newsletter, and web-site. However, in accordance with the Bylaws, Council may overrule their decisions by a Two-thirds (2/3) Resolution.
  10. All Executive Board meetings must be held on Kwantlen University College campuses.

Article 3. Director of Operations

  1. In addition to those powers and duties set out in the Bylaws, the Director of Operations shall:
    1. chair the Services Committee and be the liaison between that committee and Council;
    2. be responsible for the management of the Society's offices and facilities, including their use, maintenance and condition;
    3. be responsible for the Society's referendums, annual general meetings, and special general meetings;
    4. be responsible for causing the Society's annual daytimer to be produced;
    5. liaise with the Campus Councils on administrative matters and the use of the Society's offices and facilities;
    6. negotiate, with the General Manager, contracts and other legal agreements concerning the Society's offices and facilities;
    7. oversee and expand the society's services;
    8. attend all regularly scheduled meetings of the Executive Board and Council; and
    9. have such other powers and duties as are assigned by Council or the Executive Board from time to time.

Article 4. Director of Finance

  1. In addition to those powers and duties set out in the Bylaws, the Director of Finance shall:
    1. chair the Finance Committee and be the liaison between that committee and Council;
    2. negotiate, with the General Manager, changes in the contracts for the staff of the Society and all permanent staff (other than the General Manager) and present those changes to Council for approval, when appropriate;
    3. liaise with the Campus Councils on financial matters and their financial relations with the University-College;
    4. attend all regularly scheduled meetings of the Executive Board and Council;
    5. advise Council, in writing, of any changes to the Society's financial investments;
    6. ensure that the Budget adopted by Council is adhered to by all areas and departments of the Society;
    7. bring motions to Council proposing amendments to the Budget when necessary;
    8. maintain, or cause to be maintained, the Society's web site and ensure that it is up to date with the latest information;
    9. be responsible for promoting the services of the Society to the general membership;
    10. liaise, in cooperation with the Policy Analyst, with organisations or societies who have specifically been contracted to provide universal services to the membership; and
    11. have such other powers and duties as are assigned by Council or the Executive Board from time to time.

Article 5. Director of External Affairs

  1. In addition to those powers and duties set out in the Bylaws, the Director of External Affairs shall:
    1. chair the Student Issues and Actions Committee and be the liaison between that committee and Council;
    2. be responsible for community outreach and external political events of the Society;
    3. liaise with, and represent the Society on the Canadian Federation of Students BC Executive Committee, and attend all Canadian Federation of Students events, unless Council, by Resolution, designates some other elected official to perform these functions;
    4. attend all regularly scheduled meetings of the Executive Board and Council;
    5. attend all regularly scheduled meetings of the Kwantlen University College Board Of Governors;
    6. pursuant to Article 11 (4) of the Bylaws, be responsible for lobbying municipal officials, members of the Legislative Assembly and federal Members of Parliament on issues of importance to students;
    7. liaise with organizations at the University College representing the faculty, the sessional instructors, the teaching assistants and the non-teaching staff concerning external issues and lobbying; and
    8. have such other powers and duties as are assigned by Council or the Executive Board from time to time.

Article 6. Director of Events and Student Life

  1. In addition to those powers and duties set out in the Bylaws, the Director of Events and Student Life shall:
    1. chair the Events and Communications Committee of Council and be the liaison between that committee and Council;
    2. advertise Society events to the membership;
    3. develop and co-ordinate a communications strategy between the Society and its members;
    4. attend all regularly scheduled meetings of the Executive Board and Council;
    5. liaise with Kwantlen University College on matters of student life and recreation;
    6. have such other powers and duties as are assigned by Council or the Executive Board from time to time.

Article 7. Director of Academic Affairs

  1. In addition to those powers and duties set out in the Bylaws, the Director of Academic Affairs shall:
    1. chair the Academic Committee of Council and be the liaison between that committee and Council;
    2. be responsible for the Society's volunteers;
    3. attend all regularly scheduled meetings of the Executive Board and Council;
    4. attend all regularly scheduled meetings of the Kwantlen University College Education Council;
    5. liaise with the Campus Councils on academic matters and academic relations with the University-College;
    6. liaise with organizations at the University College representing the faculty, the sessional instructors, the teaching assistants and the non-teaching staff concerning academic affairs;
    7. oversee and ensure the organization and implementation of the annual August new-student orientations as jointly organized by the Campus Councils and the Counseling and Advising Departments on each campus;
    8. be responsible for maintaining or causing to be maintained, BCBookworm;
    9. act as the KSA representative on the KUC First Year Experience Committee, and attend meetings of that committee;
    10. be responsible for reserving Kwantlen Student Association office space for a "Social Justice Center", which will cater to the needs of all of the Liaison's demographic groups;
    11. be responsible for guaranteeing that the Social Justice Center will be always open to the student membership during Kwantlen Student Association office hours;
    12. proactively searching for opportunities to make a Social Justice Center on all campuses; and
    13. have such other powers and duties as are assigned by Council or the Executive Board from time to time.

Article 8. Chairperson of the Executive Board

  1. In addition to the powers and duties of her elected office, and those stipulated in the Bylaws, the Chairperson of the Executive Board shall:
    1. co-ordinate, in general, the activities of the Executive and the Society as a whole;
    2. be the spokesperson of the Society on general issues, and fulfill the role of liaison or spokesperson on specific issues if the appropriate other Executive Board member is unavailable;
    3. work, on average, an additional five (5) hours per week above and beyond those hours worked in the performance of her primary portfolio;
    4. write letters on behalf of Council;
    5. after a general meeting or referendum, cause to be filed with the Registrar of Companies the documents as required by the Society Act, and any other documents;
    6. ensure that bodies and individuals report back to Council on actions Council has directed them to take;
    7. inform Council members if they are not in compliance with their requirement to serve on a minimum of one (1) committee;
    8. submit copies to Council of any correspondence or other documents delivered to her which are addressed to Council;
    9. prepare the agenda for Council, and ensure that all accompanying documents, minutes, reports etc. are in order; and
    10. have such other powers and duties as are assigned by Council or the Executive Board from time to time.

Section VII. Campus Councils

Article 1. General Provisions

  1. Pursuant to Bylaw 7, each campus of Kwantlen University College, which falls under the authority of the Kwantlen University College Board of Governors, shall have a Campus Council elected by and from the Members enrolled at that campus.
  2. In the event of the creation of a new campus, the Executive Board shall ensure that a new Campus Council is established, and shall recommend to Council any Resolutions necessary to facilitate such a creation, including amendments to the Budget.
  3. In addition to the powers and duties stipulated in the Bylaws, Campus Councils shall:
    1. research, provide information and raise awareness on issues of concern to the membership at their campus;
    2. offer a democratic venue for students of that campus to express their concerns;
    3. provide campus specific services to the membership, including but not limited to information seminars, public speeches and discussion groups;
    4. propose and lobby for Regulatory and Policy changes within the Society, representing the issues and concerns of their campus;
    5. create their own procedures, by Resolution, and place those procedures in a Campus Council Handbook, provided that such a handbook is consistent with the Bylaws, Regulations and Policies of the Society;
    6. forward their minutes, once approved and signed by the Campus Director, to Council for approval; and
    7. shall hold meetings no less than once per month, and shall advertise such meetings throughout their campus no less than seventy-two (72) hours before the scheduled time of the meeting. Meetings must be held on Kwantlen University College campuses.
  4. A Campus Council's objectives and activities shall not be contrary to the Constitution, Bylaws, Regulations or Policies of the Society.

Article 2. Space

  1. The Executive Board and Council shall do everything in their power to ensure that Campus Councils have organizing space available to them on each campus. The Executive Board, in a manner consistent with these Regulations, shall negotiate all contracts and leases with the Kwantlen University College concerning a Campus Council's organizing space.
  2. Campus Councils be given priority over Clubs and other groups with regard to booking space in any Society facility, second only to Council and the Executive Board.

Article 3. Financing

  1. Council shall annually budget for and provide Campus Councils with a lump-sum allocation within the Budget.
  2. Further to Bylaw 7(3)(ii), Campus Councils shall forward a budget proposal to the Director of Finance no later than January 10 for the then current Fiscal Year, for her consideration.
  3. In the event that a Campus Council fails to forward a budget proposal to the Director of Finance in accordance with paragraph 2 above, the Director of Finance shall create use the previous year's Budget as a guide when preparing the Budget areas for that Campus Council.
  4. Campus Councils shall have the authority to spend funds allocated to them in the Budget, provided that:
    1. the expenditure is consistent with the Budget;
    2. the expenditure is approved by a Resolution of the Campus Council; and
    3. the minutes of the approval referred to above have been passed by Council.
  5. Pursuant to Robert's Rules of Order Newly Revised, a Resolution of the Campus Council referred to above would require no less than three (3) voting members of that Campus Council to be present at the meeting. If for any reason, the attendance at a meeting of three (3) voting Campus Council member is not possible, a Campus Director may choose to hold the meeting without quorum. In the event that such a non-quorum meeting does approve financial resolutions, the Executive Board or Council must ratify those resolutions before such expenditures shall be deemed to be approved. With regard to the Executive Board's deliberation on such ratification, the board shall not have the authority itself to spend monies allocated to the Campus Council, and so may not alter or amend the referred motion in any way. Council's discretion, however, shall not be limited or fettered in any way by this Article.
  6. With regard to paragraph 4 above, and in accordance with Bylaw 5(vi), the minutes of a Campus Council shall be deemed to be approved by Council simply by being included in the Council package in accordance with these Regulations. In order for Council to overrule, alter, or amend any action performed by a Campus Council, Council must utilize a Two-thirds (2/3) Resolution.
  7. No Campus Council shall make any expenditure or incur any liability that puts it into a deficit situation, or otherwise does not conform to the Budget.
  8. If a Campus Council does not spend all the money budgeted for it in a fiscal year, the unspent money shall be rolled into that Fiscal Year's surplus or deficit, unless Council determines, by Resolution, to do otherwise prior to the end of the Fiscal Year.

Section VIII. Finances and Budget

Article 1. Fiscal Procedures

  1. The General Manager shall maintain, or cause to be maintained, accounts and account codes in accordance with the allocation of monies set out in the Society's Budget. No accounts or account codes shall be created or deleted except with the approval of the General Manager. Unless otherwise stipulated in the Regulations, the General Manager and the Director of Finance shall jointly determine who has disbursement authority for all accounts.
  2. Withdrawals from accounts, including cheque requisitions, shall be made according to the following procedures:
    1. all withdrawal requests must be signed and authorized by the individual who has authority over the account and, if the individual is the same individual initiating the transaction resulting in the withdrawal request, by another member of the Executive Board designated by the Director of Finance;
    2. all withdrawal requests shall be made through the use of the proper forms and shall be accompanied by the appropriate supporting documentation;
    3. appropriate supporting documentation shall be receipts, invoices or approved contracts;
    4. if receipts, invoices and approved contracts are unavailable, official minutes of the appropriate body authorizing the expenditure may suffice as supporting documentation, upon the approval of the Director of Finance or the General Manager;
    5. if a purchase order is obtained through the procedures described above, such purchase order shall be considered appropriate supporting documentation for the issuance of cheques;
    6. requests for advances or petty-cash disbursements against accounts may only be made in accordance with procedures established by the General Manager, in consultation with the Director of Finance;
    7. notwithstanding the foregoing provisions, expenditures made under the budgeted line items of telephone, office supplies and postage, require no supporting documentation other than the signature of a signing officer; and
    8. in special, emergency situations in which neither minutes nor receipts, invoices, or contracts are available, withdrawals may be made according to procedures established by the Executive Board.
  3. Deposits into accounts shall be made according to the following procedures:
    1. any and all monies of the Society, which include any monies in the control of Campus Councils and other Society bodies, shall be deposited into the Society's accounts in a manner determined by the General Manager;
    2. any Campus Council or other Society body found to have monies deposited in a manner other than that established by the General Manager shall have transactions from its accounts suspended and its Society privileges discontinued, and shall suffer such other penalties as deemed appropriate by the Director of Finance.
  4. The Finance Committee may grant Campus Councils additional accounts for sponsored Campus Council events and groups; however, such accounts shall only be approved, and maintained, if funding guarantees are provided by the Campus Council.
  5. The Financial Controller shall:
    1. ensure that all Campus Councils and other Society bodies and the Society's officials and staff have sufficient monies in their accounts to carry out their financial transactions;
    2. ensure that all of the Society's financial transactions are approved by the appropriate signing officer with the appropriate documentation; and
    3. create other procedures relating to the operation of the Main Office are required from time to time.
  6. Internal transfers between accounts must be approved by the organization or individual being charged. The Financial Controller may create such other procedures concerning internal transfers as are deemed necessary.
  7. Cheques and other official financial instruments dealing with expenditures shall be signed by two (2) signing officers, once the appropriate level of authority has approved the expenditure. However, if the cheque or other official financial instrument represents an expenditure of three thousand dollars ($3000.00) or more, it shall require the signatures of three (3) signing officers.

Article 2. Signing Authority

  1. The Society signing officers, as designated in the Bylaws, shall be responsible for making sure that they are instructed by the General Manager on appropriate procedures for reviewing cheques and the related supporting documentation.
  2. A Society signing officer who approves a cheque requisition shall not sign the related cheque.
  3. Signing officers shall not sign any financial document, contract, or cheque unless there is sufficient documentation accompanying the financial document, contract, or cheque substantiating that the appropriate authority has approved the expenditure or contract.
  4. The General Manager shall have signing authority over staff and operational expenditures under her portfolio.

Article 3. Budget

  1. Pursuant to Bylaw 5(1)(iv), Council shall adopt a Budget for the Society no later than January 30 in each fiscal year for the then-current fiscal year.
  2. The Budget shall include the budget projections adopted by Council the previous year, the actual expenditures and revenues to date, variances, and the next fiscal year's budget projections for all the Society's operations, including but not limited to the business operations.
  3. The Budget shall include a statement of the amount of money in all the accounts of the Society.
  4. The Budget shall provide a detailed breakdown of revenues and expenditures within each department of the Society, a department in this context meaning an individual student service, committee, business, staff department or position, executive member, and so forth.
  5. The Budget shall provide figures for the overall revenues and expenditures of each major division of the Society, the major divisions in this context meaning the business operations as a whole, all the departments within student government, and the services as a whole. The Budget shall include detailed line items for the expenditures within the offices of the Executive Board members, including but not limited to; salary, office supplies, local travel, special projects and volunteer recognition.
  6. The Director of Finance shall prepare a draft Budget for the Society, and submit that draft to the Finance Committee no later than January 15 in each fiscal year. The Finance Committee shall complete its review of the draft and submit its version of the draft to all Council members no less than seven (7) days prior to the last Council meeting of January.
  7. The detailed notes to each section of the budget shall be considered part of the budget.
  8. Approval by Council of the Budget or any amendment thereto shall be deemed to be authorization for the organization or person responsible for each department mentioned in the Budget to manage the monies allocated to that department. Expenditures shall not deviate from those contained in the Budget, unless an amendment has been approved by a Two-thirds (2/3) Resolution of Council.
  9. Before the Budget is approved, normal expenditures (such as expenditures on salaries and office supplies) shall be permitted for each department in accordance with the Budget of the previous fiscal year. Exceptional expenditures (such as for capital projects or special events) may only be authorized at the discretion of the Director of Finance provided that such an expenditure:
    1. is consistent with the draft Budget as prepared by the Director of Finance;
    2. would not put the Society into a deficit position; and
    3. would avoid putting the Society at some risk, regarding the loss of a program, service or opportunity that is in the best interests of the students of Kwantlen University College.
  10. The Budget shall balance exactly expenditures and revenues, and any proposed amendments to the Budget shall ensure that the revised budget complies with this article.
  11. The Budget may include a contingency or reserve fund of unallocated monies, but this fund shall not be in excess of five percent (5%) of the proposed Society revenues in a given Fiscal Year. Monies may only be spent or transferred from this fund by a Two-thirds (2/3) Resolution of Council.
  12. The Council may, through the Budget, allow the Society to allocate monies to reserve funds that may accumulate monies from year to year, and such monies shall not be rolled into the surplus or deficit of the Society at the end of any given Fiscal Year. Monies may only be allocated or spent from such funds by a Two-thirds (2/3) Resolution of Council, or in accordance with the Regulations. The balance of such funds must be included in the Budget.

Article 4. Contracts

  1. The term "contract" shall include binding agreements, memorandums of understanding, strategic partnerships, binding commitments, or any other business or legal arrangements intended to be enforceable by law. The term shall not include day-to-day commercial transactions or merchandise/food sales under one hundred dollars ($100.00).
  2. The Director of Finance and any one (1) of the Director of Operations, the General Manager, and the Director of External Affairs are the only individuals who can bind the Society to a legal contract. The only exceptions to this provision are:
    1. the General Manager may enter the Society into a contract to maintain or continue a service to the Society, but shall not enter the Society into contracts that would be considered political in accordance with this section, or that represent a new area of service.
    2. that the Society's other managers and senior staff may authorize and approve purchase orders, cheque requisitions, invoices and bookings which relate to their area of responsibility; and
    3. that Executive members, managers, and senior staff may enter the Society into an administrative contract provided that the contract is fulfilling the intent of a Resolution passed by Council.
  3. Except in accordance with paragraph 2 above, members of Campus Councils, clubs, committees, members of Council, and Society employees are not authorized to sign or otherwise engage in any contract on behalf of the Society. If such a non-authorized party signs a contract on behalf of the Society, that party, and not the Society, shall be responsible for the contract.
  4. If any individual or group wishes to enter the Society into a contract, the following protocol must be observed:
    1. the contract shall be submitted to the Director of Operations no less than four (4) weeks before the agreement is to take effect;
    2. the Director of Operations, in consultation with the General Manager, shall ensure that the contract is consistent with the Regulations and Bylaws of the Society;
    3. the Director of Operations shall determine if the contract is political or administrative, all contracts being administrative unless they result in:
      1. a visible limiting of choice for the members of the Society;
      2. an exclusive relationship between the Society and the other party to the contract providing the other party with direct or indirect commercial access to the members of the Society;
      3. a strategic or far-reaching agreement with the University-College;
      4. a contract in excess of two (2) years in duration; or
      5. any other consequences that should reasonably be brought to Council's attention.
    4. the Director of Operations shall submit all administrative contracts to the Executive Board of Directors, which shall have the power to approve them by Resolution;
    5. in contracts involving a Campus Council, the Director of Finance shall ensure that the Campus Council is in good financial standing; and
    6. once Council has approved the Executive Board minutes in which a contract has been approved, then the Director of Finance and any one (1) of the Director of Operations, the General Manager, and the Director of External Affairs shall sign the contract.
  5. The Executive Board may approve standard administrative contracts for use throughout the Society's operations, including but not limited to bookings agreements, employment contracts and contracts with suppliers. Such standard administrative contracts need not be reapproved by the Executive Board each time they are used, provided that the purpose and content of the contract have not changed, other than to indicate specific dates, names of parties, and the level of monetary compensation or payment.
  6. Any contract that is not administrative shall be considered political. Political contracts may only be approved by a Two-thirds (2/3) Resolution of Council.
  7. When approving a political contract, Council shall only deliberate on the final draft of the contract, and shall not delegate final approval to any other individual or body. Contracts that are changed in any meaningful way after Council has approved them must be resubmitted to Council for approval of those changes.
  8. Notwithstanding the authority granted to the Executive Board to approve administrative contracts, Council has the power, subject to paragraph 11 below, to approve or disapprove any contract.
  9. At the request of three (3) voting members of Council, Council must strike an ad hoc Ethical Review Committee to examine any contract prior to approval. Any contract that is to be reviewed by an Ethical Review Committee shall be considered political. The ad hoc Committee shall:
    1. produce a written report to Council on the ethics of all the parties with which the Society is to enter into agreement under the proposed contract;
    2. report back to Council in a timely fashion, usually by the next Council meeting, with a recommendation on whether or not to enter into the proposed contract;
    3. in all other ways conform to the provisions on Committees in these Regulations; and
    4. have such other duties as are assigned by Council.
  10. Only one Ethical Review Committee may be struck for any contract.
  11. Neither Council nor Executive Board shall refuse to approve a contract proposed by a Campus Council solely because of disagreement with the purpose or philosophy implicit in that contract. Notwithstanding this provision, either Council or the Executive Board may refuse to approve a contract if it is inconsistent with the Society's Policies, Regulations or Bylaws or if the procedure required by this Article has not been followed.

Article 5. Asset Inventory

  1. All furnishings and equipment of the Society that have an expected life of more than two years shall be entered into an asset inventory.
  2. The asset inventory shall be updated every three years by locating all furnishings and equipment and listing them as assets of the Society.
  3. The asset inventory shall include the assets of all Society clubs, associations, Campus Councils, services, and shall be conducted by the Finance Committee, in consultation with the General Manager and the Society's auditors.

Article 6. Disposal of furnishings and equipment from the Asset Inventory

  1. Any asset of the Society under the direct jurisdiction of Council, the Executive Board or a Campus Council may be disposed of (either sold or given away) by a Resolution of the respective body, provided that such disposition is in accordance with the Regulations and is in the best interests of the Society, and is not intended to benefit any individual or company at the expense of the Society. Both the Executive Board or a Campus Council shall report in writing any disposition of Society property under their jurisdiction to Council.
  2. Any asset of the Society under the General Manager's jurisdiction may be disposed of (either sold or given away) at her discretion, provided that such disposition is in accordance with the Regulations and is in the best business interests of the Society, and is not intended to benefit any individual or company at the expense of the Society. The General Manager shall report in writing any disposition of Society property under her jurisdiction to Council.

Article 7. Investment of Society Funds

  1. Pursuant to Bylaw 11(3)(1) and Bylaw 17(1)(5), the General Manager and the Director of Finance shall co-manage the financial investments of the Society in such a manner as to ensure that:
    1. the financial assets of the Society are secure; and
    2. the Society receives a reasonable return on its investments.
  2. Any changes in the financial portfolio of the Society require the signature of both the Director of Finance and the General Manager, and must be in accordance with this Article. The General Manager shall ensure that a documented copy of all such changes be kept on file for as long as is reasonable, but in no case less than one (1) year.
  3. The General Manager and the Director of Finance, on their joint approval, may liquidate any investment of the Society unless Council has specifically mandated by Resolution that an investment be held, or disposed of, in a certain manner.
  4. The General Manager and the Director of Finance, on their joint approval, may purchase or place the Society's assets in secured investments such as deposit accounts, certificates of deposit, savings bonds, investment grade bonds and investments, government treasury bills and guaranteed investment certificates.
  5. The General Manager and the Director of Finance, on their joint approval and with the support of a Resolution from Council, may purchase or place the Society's assets in any financial instrument not otherwise prohibited by these Regulations, the Bylaws or statute.
  6. The Society shall not invest in high-risk investments, such as stock speculation, junk bonds or unregulated commodities.
  7. Council may, within this Article, create a list of particular investments or companies that it chooses not to financially engage in for ethic reasons. The General Manager and the Director of Finance shall ensure that the Society's investments are in accord with such restrictions.
  8. Council may, by Resolution, hire a portfolio manager or other external financial manager to administer all or part of the Society's investments. However, any such agreement to engage a portfolio manager or other financial manager shall ensure that this Article is adhered to in its entirety.

Article 8. Special Purpose Funds

  1. The Society may establish Special Purpose Funds, either by referendum or a two thirds (2/3) resolution of council. The terms of reference for any such fund shall be included in this section, and shall, in the case of a fund created by referendum, correspond perfectly with the wording and intent of the referendum question itself.
  2. Monies from Special Purpose Funds may only be allocated if such allocation:
    1. has been included in the Society's budget;
    2. conforms with the stated purpose of the fund; and
    3. has been approved by a two-thirds (2/3) resolution of council.
  3. Unspent or unallocated monies from Special Purpose Funds shall remain in the fund and shall not be transferred to any other account, or roll over into the general operating funds of the Society at the end of the fiscal year.
  4. Special Purpose Funds shall not be used for recurring costs within the budget of the Society.
  5. The Special Purpose Funds of the Society are:
    1. The KSA Health and Dental Fund: Established by referendum in the spring of 1999, the fund was designated by the membership to only be used for the purpose of supplying members with health and dental insurance coverage and related services. Included in the fund is a medical and dental financial reserve fund, which shall be used to cover fluctuations and unexpected financial requirements of the health and dental insurance plans and, when feasible, expansions and augmentations to the insurance plans and related services.
    2. The KSA Lobby Fund: Established by referendum in the fall of 2003, the fund was designated by the membership t only be used for the purpose of lobbying the government and the University College on tuition and other student issues.

Section IX. Remuneration and Reimbursment of Executives, Campus Directors, Campus Representatives and Campus Officers

Article 1. General

  1. This section shall outline the manner in which elected officials are remunerated and reimbursed by the Society.
  2. Pursuant to Bylaw 5(5), elected officials of the Society, other than the Executive Board members, shall not be remunerated for their democratic participation in the Society. However, elected officials may receive remuneration for work performed for the Society above and beyond their democratic duties, in accordance with these Regulations.

Article 2. Remuneration of Executive Board Members

  1. Further to Bylaw 6(3), the members of the Executive Board are salaried employees of the Society and shall receive a bi-weekly sum of four hundred twelve dollars ($412.00) in remuneration for their duties as members of the Executive Board. This remuneration shall be dispersed to the members of the Executive Board in a manner determined by the General Manager, consistent with standard employment procedures for salaried employees and this Article.
  2. Members of the Executive Board shall receive a Kwantlen University College parking pass in order to assist them in carrying out their duties. If a member of the Executive Board does not require such a pass, for any reason, that member may choose instead to receive a bus pass subsidy up to the equivalent value of a parking pass.
  3. The Chairperson of the Executive Board shall receive an additional bi-weekly sum of fifty-one dollars fifty cents ($51.50) in remuneration for her duties as Chairperson of the Executive Board. This remuneration shall be dispersed in a manner determined by the General Manager, consistent with standard employment procedures for salaried employees and this Article.
  4. Provided that an Executive member has served no less than two (2) months in office during a specific elected term, members of the Executive Board shall receive two (2) weeks paid vacation during that term. The timing of such a vacation shall be approved by the Executive Board, and no more than two (2) Executive members may be on vacation at any one time. In the event that any applicable employment law stipulates that a given Executive member is entitled to a longer vacation than referred to in this article, that Executive member shall be entitled to that statutory vacation. In the event that the regular remuneration for Executive Board members includes remuneration for vacation pay, no further pay shall be granted for their vacation. If an Executive is elected or appointed to office for less than one full year, her paid vacation shall be prorated for her expected term of office.
  5. Members of the Executive Board may be granted a leave of absence from Council, the terms of such shall be determined by Council. Such a leave must not be in excess of 60 days (or such other length of time as mandated by the Employment Standards Act), and no member of the Executive Board may receive their salary while on leave.
  6. Members of the Executive Board shall receive a tuition credit representing all or part of their tuition paid to Kwantlen University College, or other post-secondary institution as approved by the General Manager for professional development. The General Manager shall administer and dispense the tuition credit, provided that:
    1. the maximum tuition credit awarded to any given Executive member be seven hundred dollars ($700.00) per term of office, and no more than three hundred and fifty dollars ($350.00) per semester;
    2. Executive members may not apply for, or be granted, any portion of the tuition credit until serving in their current position for ninety (90) days, and Executive members who serve less than ninety (90) days), for any reason, are not eligible for the tuition credit;
    3. any course taken at Kwantlen University College or other post-secondary institution, that occurs in whole or in part during an Executive member's term of office, is eligible for the tuition credit;
    4. proof of initial registration, proof of continued registration after the final date for withdrawal, and such other documentation as the General Manager sees fit must be provided to the KSA in order for an Executive member to be eligible for the tuition credit;
    5. the General Manager may dispense up to 100% of the allotted tuition credit prior to receiving the documents required in (iv) above, provided that the Executive member so requesting has signed an instrument allowing the KSA to recover such funds in the event that documents are not later provided to the KSA; and
    6. no Executive member may receive more than 50% of the allotted tuition credit in any given semester; and
    7. the tuition credit may only be used to reimburse the Executive member for the monetary amount actually paid to Kwantlen University College - any amount refunded or not paid due to early withdrawal (or any other reason) shall not be covered by the tuition credit, and if dispenses pursuant to (v) above, must be repaid to the KSA in a manner determined by the General Manager.
  7. Council, in its supervisory role over the Executive Board may choose to discipline a member of the Executive if, in the reasonable opinion of Council, that member has failed to perform her duties in a satisfactory manner. Such discipline is limited to the following:
    1. In the case of a first failure to perform: Council may, by a Two-thirds (2/3) Resolution, give an official warning to the Executive member in question. Such a warning must be in writing, and clearly outline the duty or duties that are being performed in an unsatisfactory manner. The letter shall be drafted by the Chairperson of the Executive Board, unless she is the subject of the letter, in which case another member of the executive shall draft the letter, as determined by Council. The General Manager shall ensure that a copy of the written warning be placed in the employment file of the Executive member, and that it remains there for the remainder of the Executive's term in office.
    2. In the case of a second failure to perform: Council may, by a Two-thirds (2/3) Resolution, suspend the Executive member in question for three (3) days without pay. Such a suspension must be in writing, and clearly outline the duty or duties that have continued to be performed in an unsatisfactory manner since the issuing of the official warning. The letter shall be drafted by the Chairperson of the Executive Board, unless she is the subject of the letter, in which case another member of the executive shall draft the letter, as determined by Council. The General Manager shall ensure that a copy of the suspension document be placed in the employment file of the Executive member, and that it remains there for the remainder of the Executive's term in office.
    3. In the case of a third or subsequent failure to perform: Council may by a Two-thirds (2/3) Resolution:
      1. suspend the Executive member in question for seven (7) days without pay,
      2. temporarily reduce the Executive member's weekly hours of employment, and subsequent remuneration, or
      3. both (a) and (b) above.
      Such a suspension must be in writing, and clearly outline the duty or duties that have continued to be performed in an unsatisfactory manner since the issuing of the official warning and previous suspension. The letter shall be drafted by the Chairperson of the Executive Board, unless she is the subject of the letter, in which case another member of the executive shall draft the letter, as determined by Council. The General Manager shall ensure that a copy of the suspension document be placed in the employment file of the Executive member, and that it remains there for the remainder of the Executive's term in office. Any reduction in hours mandated by Council pursuant to this article shall not reduce an Executive's hours below fifty percent (50%) plus one (+1) of the levels established elsewhere in these Regulations. The reduction shall last for a length of time as stipulated by Council in its resolution, provided that the reduction shall not last more that eight (8) weeks. Furthermore, the reduction shall not take effect until fourteen (14) days after the resolution of Council, or such later time as the resolution specified.
    4. In extreme cases, Council may enact more than one of the above disciplines at the same time.
  8. Members of the Executive Board shall not receive any other remuneration, or any variances in remuneration, from the Society other than what is specified in this article, or specifically approved by a Two-Thirds (2/3) Resolution of Council.

Article 3. Remuneration of Elected Officials other than the Members of the Executive Board

  1. Pursuant to Bylaw 17(1)(ii), the General Manager is vested with the authority to manage the human resources of the Society. This section seeks to offer guidance to her with regard to employing elected officials to carry out the business of the Society. Notwithstanding this section, the General Manager shall have the final authority with regard to all staff and employment issues, and she may interpret and implement this section as she sees fit. However, if she chooses to implement employment procedures which vary significantly from this section, she must advise Council, in writing, of that variance at the earliest opportunity.
  2. Elected officials, other than members of the Executive Board, may choose to work for the Society above and beyond their democratic duties. Such employment shall be on an hourly basis, and shall be consistent with standard employment procedures for hourly employees.
  3. Subject at all times to the Bylaws, these Regulations, the Budget, and any relevant resolutions of Council or a Campus Council, elected officials may work and be remunerated subject to the following stipulations:
    1. Campus Directors may work up to twenty (20) hours per week, at a rate of seventy-five cents ($0.75) per hour above minimum wage;
    2. Campus Representatives may work up to ten (10) hours per week, at a rate of forty cents ($0.40) per hour above minimum wage;
    3. Campus Officers may work up to five (5) hours per week, at a rate of minimum wage per hour.
  4. Campus Directors shall receive a Kwantlen University College parking pass in order to assist them in carrying out their duties. If a Campus Director does not require such a pass, for any reason, that member may choose instead to receive a bus pass subsidy up to the equivalent value of a parking pass.
  5. In the event that specific elected officials do not wish to fulfill their available hours, or if the General Manager chooses not to grant employment hours to an elected official for any reason, she may offer those hours to another elected official, or let the individual Campus Council determine its own staffing decisions. Notwithstanding this provision, the General Manager shall have the final authority to determine who may fulfill any available hours, and under what conditions.
  6. Council, or the appropriate Campus Council, may approve projects or events that require staffing at levels at variance to those referred to in (3) above. The General Manager shall ensure that the appropriate level of staffing is made available for the project or event, and may increase any individual official's hours over those stipulated if required and authorized in the approved budget for the project or event.
  7. During the summer, and the Christmas break, the General Manager shall reduce the number of paid hours as she sees fit to reflect the decreased service levels required by the Society during these times.
  8. Nothing in this section of the Regulations shall be interpreted or construed in such a way as to grant any elected official, other than the Executive Board, the right to work for the Society. The determination of who may or may not work for the Society, other than the members of the Executive Board, is vested in the General Manager, subject to the Bylaws and the laws of British Columbia.

Article 4. Reimbursement of Expenses for Staff and Elected Officials

  1. All staff and elected officials of the Society may incur and be reimbursed for reasonable and justifiable expenses that have been budgeted for and are incurred while acting on behalf of the Society. Procedures for reimbursement, consistent with this section, shall be implemented by the General Manager at her discretion.
  2. Subject to the Budget, reimbursement may be made for the following expenses incurred by staff and elected officials of the Society while on Society-related business:
    1. Travel: bus, rail, air, rental car, etc. At the economy rate or below, and as approved by the Executive Board on a case by case basis.
    2. Meals and food: no more than seventeen dollars fifty cents ($17.50) on any given meal, and no more than forty dollars ($40) in a given day.
    3. Accommodation: At the economy rate or below. The Executive Board may impose a rate format or a maximum accommodation budget.
    4. Incidental expenses: parking fees, pens, etc.
    5. Local transportation: public transit, auto, taxi etc.
      1. Costs for public transit shall be fully reimbursed, and the Executive may make further rules concerning reimbursement for up to 50% of the cost of a monthly pass, if they so choose, for any staff member and elected official; for Executive members, this would be in addition to their current remuneration, and would be considered simply a reimbursement.
      2. reimbursement for use of a privately owned vehicle shall be at a rate of thirty-five cents (.35¢) per kilometre. The Executive Board may set maximums or flat reimbursements for common trips if they see fit.
      3. Taxi use (and other premium transportation mediums) is discouraged due to the high cost, and will be approved by the Executive Board on a case-by-case basis.
  3. Receipts, invoices, charge slips or other appropriate evidentiary documents are required for all reimbursements. The General Manager shall determine what is appropriate in any given circumstance.
  4. No reimbursement shall be approved by the General Manager that exceeds the appropriate line item within the Budget. Staff and elected officials are responsible for being aware of the available funds prior to acting on any expense, and risk being liable for that expense if it is not within the scope of the Budget allotment. If in doubt, an individual staff member or elected official may seek to have the General Manager approve, in writing, the expense prior to the transaction.
  5. Any items or objects for which a staff member or elected official of the Society has been reimbursed the purchase cost, other than purely personal items or objects of negligible value, shall become wholly owned by the Society and must be surrendered to the General Manager at her discretion.
  6. Expenses shall be reported within sixty (60) days for reimbursement to occur.
  7. Alcoholic beverages shall not be reimbursed.
  8. Notwithstanding this Article, the General Manager may make different provisions concerning the staff of the Society and reasonable reimbursement. If she has done so, those provisions shall override the ones presented here, provided such other rules are placed within the Personnel Handbook of the Society, and provided that Council has received a copy of such rules.

Section X: KSA Regulations - Electoral Procedures

Article 1. Chief Returning Officer

  1. The Chief Returning Officer shall be appointed by Council by a Two-thirds (2/3rds) Resolution of Council.
  2. The Chief Returning Officer shall not hold any other elected, staff or appointed position in the Society, including positions within clubs or Campus organizations. In addition, the Chief Returning Officer must not have been members of Council or the Executive Board during the six (6) months prior to being appointed.
  3. Prospective candidates for the position of Chief Returning Officer holding positions in the Society other than positions on Council or the Executive Board shall become eligible to serve on the Elections Committee as soon as they resign from their other Society positions.

Article 2. Powers and Duties

  1. The Chief Returning Officer shall have complete discretion and authority to conduct elections and referenda in whatever manner he sees fit, provided that it is in accordance with the Bylaws an Regulations.
  2. The Chief Returning Officer shall:
    1. conduct elections and referenda in a fair and impartial manner;
    2. not sign the nomination form of any candidate in an election;
    3. recommend dates to Council for elections, no less than two months prior to the said election;
    4. publicize the opening of nominations for positions in elections in order to encourage as many candidates as possible to run;
    5. promote elections and referenda in order to encourage voter turnout;
    6. be the official liaison with other organizations whose elections or referenda are being conducted by the Kwantlen Student Association;
    7. prepare a draft budget for its operations, which shall be submitted to the Director of Finance no later than January 10 in any given Fiscal Year;
    8. submit a working budget for each election and referendum to the Director of Finance for information;
    9. cause all necessary election forms to be prepared;
    10. verify nomination forms;
    11. have the power to interpret these Electoral Procedures;
    12. have the power to create additional rules and regulations for the running of elections and referenda, to be published in an Electoral Procedures Handbook, provided such rules and regulations are consistent with the Constitution, Bylaws and Regulations of the Society;
    13. have the power to rule on election and referendum irregularities in accordance with Article 8;
    14. have the power to penalize candidates for election irregularities in accordance with this section;
    15. have the power to rule on the validity of an election or referendum based on whether irregularities have materially affected the results;
    16. ensure that candidates are informed about the Electoral Procedures contained in this section of Regulations;
    17. cause the ballots for elections to be prepared;
    18. setup procedures for monitoring campaigning to ensure that candidates are abiding by the Electoral Procedures and other applicable rules;
    19. appoint poll clerks, ballot counters, staff to remove campaign material, and other staff deemed necessary and accounted for in the Budget;
    20. ensure that poll clerks and other elections staff are adequately trained;
    21. assign poll clerks to polls, and ensure that the polls are adequately staffed during the polling period;
    22. be responsible for preparing and distributing information on relevant rules and regulations to poll clerks and other election staff;
    23. regulate polling stations in accordance with Article 5;
    24. cause ballot boxes to be distributed to and collected from polling stations;
    25. have the power to bar unauthorized persons from the ballot-counting areas during the counting of ballots;
    26. have the power to bar unauthorized persons from the ballot-counting areas during the counting of ballots;
    27. enforce the regulations concerning scrutineers in accordance and have the power to eject scrutineers from ballot-counting areas for violation of the Regulations;
    28. make initial rulings on questionable ballots during the count;
    29. be responsible for the official release of results, including a written report on the ballot counting and the results of each election or referendum, to Council;
    30. prepare an election or referendum report to report the results, complaints against and any irregularities of elections and referenda to Council, and publish the results of such elections and referenda in a campus publication or publications after they have been presented to Council;
    31. record, keep and maintain the results of elections and referenda for Society records, including copies of the ballots, a copy of the results, and all relevant files, records, memoranda, agendas and minutes;
    32. be responsible for the orientation of his or her replacement;
    33. be responsible for maintaining and updating a Chief Returning Officer manual;
    34. recommend various options to Council for amendments to this Section of the Regulations if deemed necessary; and
    35. have such other powers and duties as are outlined in the Bylaws or the Regulations or assigned by Council from time to time.
  3. The Chief Returning Officer may delegate any of the above duties to other election staff, except (vi), (xiv), (xv), (xx), (xxi) and (xxviii), but shall ultimately retain responsibility for any delegated duties.
  4. Subject to the provisions of Article 12 below, the Chief Returning Officer shall have the power to conduct elections and referenda for other organizations, including the election of students to the Education Council and the Board of Governors. In conducting such elections and referenda, the Chief Returning Officer shall have the same powers and duties as specified in paragraph 2 above, subject to the provisions of Article 12 and subject to agreements made with the other organizations for conducting the said elections and referenda.

Article 3. Exigency Provisions

  1. If the Chief Returning Officer is removed by Council pursuant to Bylaw 5(1)(viii), Council must either appoint a new Chief Returning Officer or appoint an outside body or corporation which shall have all the powers and duties of the Chief Returning Officer.

Article 4. Nomination and Campaign Rules

  1. Pursuant to Bylaw 8(9)(iv), the Chief Returning Officer shall conduct the election of members of Council and the Executive Board according to these Regulations.
  2. Nominations
    1. Pursuant to Bylaw 8(4) nominations shall open no later than the second Wednesday in February.
    2. In addition to the advertising provisions stipulated under Bylaw 8(5), the Chief Returning Officer shall advertise the opening and closing of nominations in a campus publication or publications as determined by the Chief Returning Officer and in a section of the official Society website that is devoted exclusively to elections and referenda. The advertisement shall be in the edition immediately preceding the opening of nominations.
    3. Each candidate shall be a Member of the Society, and shall submit in person to the Chief Returning Officer a nomination form duly signed by the candidate and no less than twenty-five (25) nominators, each of whom shall be a Member of the Society entitled to vote in that election. Forms shall be available in the Society's offices of each campus and on the official website of the Society.
    4. Even if nominated for more than one position, a candidate may run for only one position in a given election.
    5. Candidates may run for election as independents or as part of a slate. A slate shall mean a group of candidates who run for elected office on a similar platform for mutual advantage. Any such slate must register itself, in writing, with the Chief Returning Officer prior to the beginning of the All-Candidates meeting. Such registration must include a complete list of the candidates running on the slate, the candidates signatures agreeing that they are officially on the given slate, and the designation of one (1) of the slate members as the official contact and spokesperson for the slate. Failure to abide by this rule constitutes a campaign violation.
    6. The Chief Returning Officer shall confirm the eligibility of candidates and nominators through the Registrar's office.
    7. The names of the candidates in an election shall not be made public until the close of nominations, and then only once the eligibility of the candidates has been confirmed through the Registrar's office, at which time they shall be released by the Chief Returning Officer.
    8. Nomination packages outlining the requirements of this section shall be available at all KSA offices during the nomination period. The Chief Returning Officer shall also ensure that the packages include details of the various positions that are open for election, including but not limited to job duties, work hours and required attendance at meetings.
  3. All-Candidates Meeting and Candidates' Handbook
    1. The Chief Returning Officer shall organize an All-Candidates Meeting to take place following the close of nominations, preferably on the same day as the close of nominations. At this meeting, the Chief Returning Officer shall provide instructions concerning the parts of the Electoral Regulations relevant to candidates and shall distribute a copy of a candidates' handbook to all candidates.
    2. All candidates must either attend the All-Candidates Meeting or meet privately with the Chief Returning Officer following the close of nominations to receive instructions on these Procedures and to receive a copy of the candidates' handbook. Candidates may not begin campaigning until they have satisfied the requirements of this article.
    3. The handbook for candidates shall contain a summary and explanation of the parts of the Society's Bylaws and these Electoral Regulations relevant to candidates, including but not limited to the provisions on market cost, on spending and reimbursement limits, and on permissible forms of campaigning. The handbook shall also include a summary and explanation of rules and regulations which candidates are required to abide by but which are not in these Electoral Regulations, such as any relevant executive procedures of the Society and any further rules pertaining to the elections as set forth by the Chief Returning Officer under Section X, Article 2(2) of these Electoral Regulations.
  4. Campaigning
    1. There shall be an Official Campaign Period beginning immediately after the conclusion of the All-Candidates Meeting referred to in paragraph 3 above until the end of voting in an election. Campaigning shall not be permitted during the hours of advance polling on a particular campus nor shall it be permitted at any other time.
    2. Further to paragraph (i) above, when advance polling occurs, campaigning shall not be permitted to take place on that campus during the time that the advance polls are open.
    3. Notwithstanding the prohibition on campaigning outlined in paragraph (i) above, the following activities shall be permitted even if engaged in before the beginning of the Official Campaign Period:
      1. private communications concerning election plans, including but not limited to private communications by means of in-person conversations, e-mail, letters sent by regular mail and telephone conversations; and
      2. the circulation of nomination forms and other reasonable measures taken in order to fulfil the nomination requirements of this Section.
    4. It shall also be permissible for a group of Society Members to organize a public on-campus meeting in advance of the Official Campaign Period for the purposes of selecting individuals to run in forthcoming elections.
    5. Only the following forms of campaigning, and no others, shall be permitted during elections and referenda:
      1. postering: posters no larger than 30 cm x 45 cm (11" x 17") may be put up, but no candidate may have more than one poster on any one bulletin board, and all postering must comply with the University College and the Society's postering procedures and policies; in addition, the Elections Committee may establish further rules for postering;
      2. distribution of buttons: buttons may be distributed without restrictions, except that buttons affixed to bulletin boards become subject to the restrictions on posters referred to in paragraph (a) above;
      3. distribution of leaflets, brochures, and handbills: non-adhesive leaflets, brochures, and handbills may be distributed without restrictions, except that if they are affixed to bulletin boards, they shall be subject to the restrictions on posters referred to in paragraph (a) above;
      4. the use of electronic media: campaign-related e-mail messages may be sent, and campaign-related material may be posted on web pages, subject to restrictions put in place by the Elections Committee;
      5. the distribution and wearing of T-shirts with campaign slogans or other campaign messages on them;
      6. speech-making and any other form of oral communication;
      7. a candidate statement of no more than one hundred (100) words to be submitted to the Chief Returning Officer for posting at poll stations, as well as online on the Official Kwantlen Student Association website and for submission to campus publications;
      8. advertising in the media: advertising in all forms of media shall be permitted, including in Society publications; and
      9. letters to the editor and opinion pieces: these may be published in any newspaper or other media outlet, including Society publications.
    6. Interview by a campus publication:
      1. At its discretion, the Chief Returning Officer may arrange for the publication in a campus publication of an interview with each candidate at no cost to the candidate;
      2. Should interviews be conducted, the Chief Returning Officer, in consultation with the designated campus publication, shall assist in the setting of the time or times for conducting these interviews and the date of publication of the interviews;
      3. Should candidates not wish to be interviewed, the CRO may instead submit their 100-word candidate statement for Publication; and
      4. Should it not be possible to conduct interviews by campus publications, the reasons for not conducting them shall be presented in the All-Candidates Handbook at the All-Candidates Meeting.
    7. All-Candidates Forums:
      1. At its discretion, the Chief Returning Officer may organize an All-Candidates Forum to occur on each campus during the Official Campaign Period.
      2. Should forums be conducted, the All-Candidates Forum shall be publicized in at least one (1) issue of a campus publication or publications, as well as via posters and information posted on the Official Kwantlen Student Association website and through any other means as determined by the Chief Returning Officer.
      3. Should forums be conducted, each All-Candidates Forum shall be for those candidates running for positions in that election, as invited to do so by the Chief Returning Officer, given that:
        1. each candidate involved in either a Society or Non-Society election as conducted by the Society shall have an opportunity to participate in at least one (1) such Forum before voting commences;
        2. those running for Campus Council positions on a particular campus shall be invited to participate only in the Forum as occurring on the campus for which they are seeking election; and
        3. those running for Executive, Liaison or other multi-campus positions shall be invited to participate in the Forums occurring on each campus.
      4. Should forums be conducted, the Chief Returning Officer may organize more than one (1) Forum on each campus to accommodate the number of candidates seeking election; and
      5. Should it not be possible to conduct All-Candidates Forums, the reasons for not conducting them shall be presented in the All-Candidates Handbook at the All-Candidates Meeting.
    8. Classroom Speaking:
      1. candidates shall seek permission from individual faculty members to speak to that individual faculty member's class before that class begins;
      2. candidates shall limit themselves to no more than three (3) to five (5) minutes per classroom speech, or whatever other time is allotted by the faculty member, provided that the time allotment does not exceed five (5) minutes;
      3. candidates must understand that it is a faculty member's right to grant or deny access to their class; and
      4. the KSA, the KFA, and the Chief Returning Officer have no control over which candidates or slates individual faculty members allow to speak to their classes.
    9. The following forms of campaigning shall be prohibited during elections and referenda:
      1. the use of road signs;
      2. the leafleting of vehicles parked on campus; and
      3. the distribution of food and drink.
    10. Any other form of campaigning not referenced in these regulations may be approved by the CRO and the Elections Committee before the beginning of the Official Campaign Period.
    11. Candidates may use the terms "Kwantlen Student Association" and "KSA" in their campaign materials, but they may not use any Kwantlen Student Association logos, slogans or variations thereof or the logos, slogans, or variations thereof of any Kwantlen Student Association coalition partner or other outside group.
    12. Unless otherwise stipulated in these Regulations, each polling station shall be surrounded by a buffer zone in which no campaigning shall be permitted, so as to allow voting to be carried on free of interference from campaigners; this zone shall be fifteen (15) metres in all directions from the polling station, or a greater distance as determined by the CRO in individual cases, having regard to the layout of the building in which a polling station is located. Where possible, such buffer zones shall be clearly identified and marked in a visible way as determined by the CRO.
    13. [Repealed, December 19, 2006]
    14. Candidates and slates must ensure that their campaign material is removed within one (1) week following the end of the Official Campaign Period. If this is not done, the Chief Returning Officer may appoint staff to remove campaign material and charge candidates for the service.
  5. Conflict of Interest
    1. Candidates shall not use the services, materials and resources of the Society, such as, but not limited to: phones, catering, the borrowing of equipment or other supplies, faxing, printing, colour printing, laminating and photocopying.
    2. Candidates shall not use the Society's offices for any purpose related to elections, including, but not limited to, the use of such offices as campaign offices and for the creation or storage of campaign materials, display of campaign materials, campaigning, and campaign meetings.
    3. Clubs of the Society shall not spend money or expend resources on behalf of any candidate or slate.
    4. KSA staff shall not campaign in KSA elections, and shall take all reasonable steps to ensure that they act in a fair and unbiased way throughout the entire electoral process. Notwithstanding this article, KSA staff may support or oppose a referendum question if Council has officially taken a position, in accordance with this section.
  6. Spending Limits and Reimbursement of Expenses
    1. The upper limit for campaign expenses that may be incurred during the Official Campaign Period shall be as follows:
      1. for campus specific positions (Campus Directors, Representatives and Officers) the limit shall be twenty-five dollars ($25.00) per candidate; and
      2. for multi-campus positions (Executive Board Members and Liaisons) shall be seventy five dollars ($75.00) per candidate.
  7. Declaration of Expenses
    1. To demonstrate compliance with the spending limits established pursuant to paragraph 5 above, every candidate must submit to the Chief Returning Officer a statement of expenses incurred during the Official Campaign Period. The statement must be submitted to the Chief Returning Officer no later than seventy-two (72) hours after the Official Campaign Period, and must be signed by the candidate and supported by itemized receipts. The submitted material may be audited at the discretion of the Chief Returning Officer.
    2. In the event that a candidate receives goods or services associated with campaigning below market cost, the Chief Returning Officer may assess that candidate the market cost or the actual cost, whichever is higher, for each campaign expenditure. A candidate's total assessment must not exceed the upper limit for campaign expenses set by paragraph 5 above, or the Chief Returning Officer shall disqualify the candidate.
    3. When candidates run together as a slate, the slate manager may submit one expense report on behalf of all candidates. However, should the total assessment for any candidate exceed the upper limit for campaign expenses set by section 5 above, the Chief Returning Officer shall disqualify the entire slate.
    4. Where candidates incur expenses jointly as members of a slate, the expenses shall be divided equally amongst them. No other distribution of jointly incurred expenses shall be permitted.
    5. If an organization spends money on campaign materials endorsing one or more candidates, the money so spent shall be counted as part of that candidate's expenses when determining whether the candidate remained within the campaign spending limits, but the candidate shall not be eligible for reimbursement for such expenses.

Article 5. Violations and Penalties

  1. The Chief Returning Officer may penalize any candidate or slate and determine the penalty for campaigning in violation of the campaign rules above and for any other breach of the Electoral Regulations and any other election irregularity. The Chief Returning Officer may determine her own procedures with regard to investigating and acting on electoral irregularities, provided that:
    1. a reasonable effort is made to investigate any allegations or complaints;
    2. all complaints or allegations and responses are posted publicly, and all decisions of the Chief Returning Officer are also posted publicly; and
    3. such procedures otherwise comply with this Article.
  2. In the event that the Chief Returning Officer determines that a candidate(s) has committed an offence, the Chief Returning Officer must determine whether the offence was serious or minor.
  3. Generally, minor offences are characterized by being:
    1. accidental or unintentional; and
    2. likely to have little or no material impact on the results.
  4. Generally, serious offences are characterized by being:
    1. intentional or deliberate; and
    2. likely to have a material impact on the results.
  5. For serious offences, the Chief Returning Officer may disqualify a candidate and may also lodge a complaint against the candidate with Council with a view to having Council suspend some or all of the candidate's Society privileges.
  6. For lesser offences, the Chief Returning Officer may withdraw one or more of a candidate's campaign rights, including, but not limited to, the right to poster and the other rights enumerated in Article 4 above. However, the Chief Returning Officer shall not remove a candidate's right to have a poster as well as a copy of their candidate statement at each polling station.
  7. The Chief Returning Officer may, at her discretion, issue a warning rather than imposing a penalty for lesser offences, especially in the case of a first and/or accidental offence.
  8. The Chief Returning Officer shall not deduct votes as a penalty in any election or referendum.
  9. If serious offences have been committed by more than one candidate in an election, the Chief Returning Officer may disqualify multiple candidates or declare the results of that election invalid.
  10. Slates, as a whole, are responsible for the electoral conduct of their members. If a candidate, who is also a member of a slate, is found to have committed an offence the Chief Returning Officer may penalize any or all members of the slate in addition to the specific candidate who committed the offence. In particular, if the entire slate has received a material advantage in the election from the actions of one or more members of the slate, the entire slate may be penalized.
  11. If serious offences have been committed in a referendum, the Elections Committee may declare the results of that referendum invalid.

Article 6. Referendum Regulations

  1. The Chief Returning Officer shall conduct referenda in accordance with Bylaw 4, the applicable portions of these Electoral Regulations, and other rules and procedures developed by the Chief Returning Officer, provided that those rules and procedures are consistent with the Constitution, Bylaws and Regulations of the Society.
  2. The Chief Returning Officer shall publicize each referendum by means of advertisements containing the wording of the referendum question, such advertisements to appear in a campus publication or publications no later than seven (7) days prior to the referendum and during the week of the referendum.
  3. Campaign material must be approved by the Chief Returning Officer before being posted or published. All campaign material must be removed within one (1) week of the end of voting.
  4. Neutrality
    1. The Society shall be neutral in all referenda unless Council decides by Resolution to support a side.
    2. If Council does not decide to support a side in a referendum, then none of the Society's offices, materials, or resources may be used by any side in the referendum.
  5. Yes and No Committees
    1. Council shall allocate up to a maximum of $250 to fund one Yes committee and up to a maximum of $250 to fund one No committee in every referendum.
    2. To qualify for funding, a Yes or No committee must submit to the Chief Returning Officer a petition for funding on which must appear the following:
      1. the signatures and student numbers of at least 250 Members; and
      2. a list of the members of the Yes or No committee identifying them as members of that committee.
    3. The Chief Returning Officer shall verify through the Registrar's office that the names and numbers appearing on petitions presented in accordance with paragraph (ii) above are those of Members.
    4. In the case of a referendum initiated by petition, the petitioning side shall be deemed to have fulfilled the requirements of paragraph (ii) above, provided that it includes on the petition for a referendum a list of committee members as required by paragraph (ii).
    5. When originally submitting its petition for funding, a Yes or No committee must consist of five members. If the committee fulfils the requirements of this article, the Chief Returning Officer shall designate it as the body entitled to receive referendum funding. Notwithstanding this provision, the Chief Returning Officer may decide to put a different committee in place or to add or subtract members from the original committee.
    6. Funding for each Yes or No committee shall consist of any combination of credits for photocopying on the Society's photocopiers and money provided as reimbursement for campaign expenses incurred elsewhere and approved by the Chief Returning Officer. A Yes or No committee must submit an application for reimbursement and supporting receipts to the Chief Returning Officer in order to receive reimbursement.
    7. The Yes and No committees shall function as regular ad hoc committees, submitting their minutes to Council and making spending decisions by Resolution.
    8. The Chief Returning Officer shall publicize the availability of funding for Yes and No committees by means of advertisements appearing in a campus publication or publications no later than seven (7) days prior to the referendum.

Article 7. Polling Regulations

  1. The Chief Returning Officer shall establish polling stations at such locations and times so as to ensure that as many Members as possible have an opportunity to vote.
  2. Polls shall be in conspicuous locations, including locations in or about the Society's offices on each campus, and in such other conspicuous locations at the discretion of the Chief Returning Officer. Subject to Bylaw 8(9), poll times shall be at the discretion of the Chief Returning Officer. Advance polling may be held at the discretion of the Chief Returning Officer.
  3. Poll locations and times shall be advertised in a campus publication or publications as determined by the Chief Returning Officer. Poll locations and times may be altered from those advertised, depending on the availability of poll clerks.
  4. The Chief Returning Officer shall ensure that each polling station has the equipment and personnel required to conduct the voting in an efficient and secure manner, making sure to preserve the secrecy of each voter's ballot and ensuring that voters are properly informed about voting procedures and how to mark their ballots.
  5. Instructions on voting procedures shall be clearly posted at each polling station, including instructions on how to mark the ballot, especially when preferential voting is required.
  6. Each candidate shall be permitted to submit a poster not exceeding 22 cm x 30 cm (8.5 x 11") which, if approved by the Chief Returning Officer, the Chief Returning Officer will cause to be posted clearly at each polling station.
  7. Each candidate shall be permitted to submit a candidate statement of no more than one hundred (100) words, which, if approved by the Chief Returning Officer, the Chief Returning Officer will cause to be posted clearly at each polling station. In preparing the statements for posting, the Chief Returning Officer shall ensure that each statement appears as a single paragraph, using a standardized font and font size for all candidates, with no special formatting, bulleting or other alteration of the text being permitted.
  8. Each Yes or No committee in a referendum shall be permitted to submit a poster not exceeding 22 cm x 30 cm (8.5" x 11") which, if approved by the Chief Returning Officer, the Chief Returning Officer will cause to be posted clearly at each polling station. At the discretion of the Chief Returning Officer, other groups or individuals wishing to publicize their point of view on a referendum question may be granted the same right to have a sign or poster at each polling station as is granted in this paragraph to the Yes and No committees.
  9. The Chief Returning Officer shall take whatever steps necessary to ensure that only eligible voters cast ballots and to ensure that each eligible voter votes only once.
  10. The Chief Returning Officer shall take whatever steps necessary to ensure that only eligible voters from an individual campus cast ballots for that campus' Campus Director, Campus Representatives and Campus Council Officers.
  11. Poll Clerks
    1. Poll clerks shall be hired by the Chief Returning Officer at least two weeks prior to an election under contract with the General Manager.
    2. Poll clerks shall be required to attend a training session arranged by the Chief Returning Officer, at least one week before the election, at which they shall be given information on the rules and regulations relevant to them.
    3. While working at a polling station, no poll clerk shall make remarks supporting or opposing any candidate or referendum question; nor may a poll clerk inspect a voter's marked ballot; nor may a poll clerk vote while working. Any poll clerk who violates the provisions in this paragraph or any other provision in the Electoral regulations shall be subject to disciplinary action by the Chief Returning Officer.
    4. Poll clerks shall ensure that loitering does not occur in or around the polling station while the polls are open.
    5. Poll clerks shall ensure that polling stations are kept clean and free of any debris, campaign materials, or other items that may have been left behind by a student voter.
    6. Polling stations shall not be left unattended during polling hours. In the event of an emergency which requires the polling station to be temporarily closed or left unattended, poll clerks shall remove the ballot boxes, ballots and other voting materials to a secure locked location.
  12. The Chief Returning Officer may, on or before the last day of nominations for elections and no later than seven (7) days before the voting commences in a referendum, establish rules governing absentee voting in those elections or that referendum.

Article 8. Ballots

  1. In elections, each candidate's name shall appear on the ballot as it appears on that candidate's student card, except that:
    1. candidates who do not wish all their given names as recorded on their student card to appear on the ballot may choose to have only one of those given names appear along with their surname. Alternatively, candidates may choose to have one of their given names and the initial of one of their other given names appear along with their surname; and
    2. candidates who are commonly known by a "Western English" name may choose to have that name appear in parentheses after their given name.
  2. Subject to paragraph 3 below, candidates may, in addition to their name, choose to have a nickname or some other word or phrase of not more than twenty-five (25) characters placed on the ballot in parentheses after their name.
  3. The nickname or other word or phrase referred to in paragraph 2 above must be submitted to the CRO in writing no less than seventy-two (72) hours before the opening of polls, and must be approved by the Chief Returning Officer before being added to the ballot and must not, in the opinion of the Chief Returning Officer, be obscene or libellous or constitute an attack on any or all of the other candidates.
  4. The names of the candidates shall appear on the ballot surname first and alphabetized by surname.

Article 9. Counting of Ballots and Release of Results

  1. The Chief Returning Officer shall take whatever measures necessary to ensure the security of the ballots, including but not limited to measures to ensure that the ballots are kept secure between the time they are removed from the ballot boxes and the time they are counted.
  2. The Chief Returning Officer must be present at all times when ballot boxes are being emptied and ballots are being transferred to a secure location in preparation for counting.
  3. When the Chief Returning Officer is conducting an election for another organization, a representative of that organization may be present when ballot boxes are being emptied and ballots are being transferred.
  4. Ballot counting
    1. The Chief Returning Officer shall take all measures necessary to ensure that an accurate count of the ballots cast is obtained.
    2. The Chief Returning Officer shall take all measures necessary to ensure that only validly cast ballots are counted.
    3. Only correctly marked ballots shall be counted.
    4. The Chief Returning Officer must be present at all times during ballot counting. Any ballot counters employed during an election shall be hired by the CRO under contract with the General Manager.
    5. The Chief Returning Officer shall ensure that the ballots are counted as soon as is reasonably possible after the close of an election, with the exception of enveloped ballots that have student numbers that have to be verified by the Office of the Registrar.
    6. When the Chief Returning Officer is conducting an election for another organization, a representative of that organization may be present during ballot counting.
    7. Each candidate may have one scrutineer present during ballot counting. The scrutineer must be a Member and must not be a member of the Elections Committee or the Executive Board. Candidates may not be scrutineers.
    8. In referenda, the Yes and No committees may each have a scrutineer present during ballot counting. The scrutineer must be a Member and must not be an election worker or a member of the Executive Board.
    9. Scrutineers shall be responsible for observing the counting of ballots, witnessing all decisions made concerning spoiled or questionable ballots, and reporting to their candidate or committee any perceived problems or irregularities.
    10. The Chief Returning Officer may establish further rules concerning the conduct of scrutineers. The Chief Returning Officer shall be responsible for enforcing such rules and monitoring the conduct of the scrutineers and shall have the power to eject scrutineers from the ballot counting area.
    11. The Chief Returning Officer shall conduct a recount of the ballots, for the entire election, or a given position, when:
      1. the difference between the successful candidate (or winning side in a referendum) and the next candidate (or loosing side in a referendum) is less than 3% of the ballots cast; or
      2. the Chief Returning Officer believes, for whatever reason, that a second (or subsequent count) would yield a more accurate result.
      Whenever possible, difference ballot counters than those involved with the original count shall be assigned to any recount.
    12. As soon as the counting has been completed in elections and referenda, and all relevant complaints disposed of, the Chief Returning Officer may release "unofficial results." The results shall be official only when received by Council.
    13. Results for elections conducted for other organizations shall be released in accordance with the agreements made with those organizations.
    14. The Chief Returning Officer shall present a written report on the ballot counting, along with the results of the count, to Council. This report shall include a record of the daily returns from each polling station, indicating how many ballots were cast in total and for each candidate at each polling station on each day.
    15. The counted ballots shall be kept secure until the results of the election or referendum become official by being presented to Council, at which time the ballots shall be moved to storage to be kept for one (1) year.
  5. Presentation of Results
    1. The Chief Returning Officer shall prepare a written report on the election or referendum, including the results, to be presented to Council once any complaints or appeals pending before Chief Returning Officer have been ruled on in accordance with Article 11 below.
    2. As soon as the Chief Returning Officer's report is presented to Council, the results shall be official and binding upon the Society. A resolution of Council to receive or approve the report is not required for the results to be binding. Once the results are binding, the Chief Returning Officer shall ensure they are posted publicly.
    3. In the case of a tie in an election, the winner shall be decided by the toss of a coin, such coin toss to be conducted by the Chief Returning Officer in the presence of the tied candidates and one witness for each of the tied candidates.

Article 10. Interpretations, Rulings and Complaints

  1. During an election or referendum, the Chief Returning Officer may make rulings and interpretations.
  2. Protests or complaints of irregularities regarding candidates, referendum campaign groups, or election officials may be submitted to the Chief Returning Officer, provided that the protest or complaint is submitted in writing no more than seventy-two (72) hours after the occurrence or the discovery of the occurrence to which it relates and is signed by at least three (3) Members who personally witnessed or were otherwise privy to the incident. This provision notwithstanding, the Chief Returning Officer may consider a protest or complaint submitted more than seventy-two (72) hours after the occurrence to which it relates if, in the opinion of the Chief Returning Officer, it would be reasonable to do so under the circumstances (for instance, if there has been a delay in discovering an alleged irregularity), but no protest or complaint shall be submitted more than seventy-two (72) hours after the end of balloting.
  3. Protests or complaints must include a:
    1. description of the issue in question;
    2. statement of the remedy being sought; and
    3. description of the errors made by the Chief Returning Officer or any other election worker.
    The complainant must also provide the Chief Returning Officer with copies of all supporting documents that the appellant wishes to have considered.
  4. In addition to paragraph 3 above, the onus of proof is upon the complainant to demonstrate that the Chief Returning Officer or any other election worker erred in some material way. The failure of the Chief Returning Officer or any election worker to strictly abide by any given rule shall not be sufficient, in and of itself, to establish the merits of an appeal: a material effect in the result of the election must be established.
  5. Upon receipt of a written complaint, the Chief Returning Officer shall provide copy of that complaint to all respondents and to any other interested parties referenced in the complaint, all of whom shall have, at their discretion, the opportunity to respond in writing to the CRO in regards to the complaint(s) in question.
  6. The Chief Returning Officer must not hear or consider verbal complaints as a part of the rulings and complaints process, though the Chief Returning Officer may choose to informally discuss the protest or complaint with the complainant, elections staff, KSA staff or such other people as she deems necessary in order to understand the details of the matter, as presented in the written submissions.
  7. The decisions of the Chief Returning Officer must consist of the following elements:
    1. the decision itself; and
    2. the reasons for the decision.
  8. All elements of the decision referred to in paragraph 7 above must be in writing, and copies must be given to the complainant. In addition, the Chief Returning Officer shall deliver a written report to Council regarding his or her judgment(s), and any recommendation(s) thereto.

Article 11. By-Elections and Other Special Elections

  1. Notwithstanding the provisions elsewhere in these Electoral Regulations prescribing the number of polling hours for elections and the procedures to follow for nominations, the Chief Returning Officer may set different polling hours and prescribe different procedures for nominations in the case of a by-election to fill a vacancy and in the case of other special elections.
  2. During a by-election, those candidates currently holding office who wish to run for another position in the Society shall be required to resign their currently elected position by submitting their resignation before the start of the nomination period. Further to this:
    1. the resignation shall be in writing and presented to the Speaker of Council before the beginning of the nomination period;
    2. the effective date of their resignation shall be when the results of the by-election are presented to council as per article 10 (5)(ii) above and the member shall continue to hold their position and all the rights therein until that date;
    3. elected officials who do not resign from their current elected position before the beginning of the nomination period shall be ineligible to run in the by-election; and
    4. when possible, the Chief Returning Officer will post an addendum to the Notice of By-election listing any positions that may have become vacant between the initial posting of the initial Notice and the actual opening of nominations.

Article 12. Conduct of Elections for Other Organizations

  1. The Chief Returning Officer shall conduct elections and referenda for other organizations, including the election of students to the Education Council and Board, only under the following conditions:
    1. The election must primarily involve the Society's Members.
    2. A contract to run the election must exist between the Society and the other organization, such a contract to be approved by Council.
    3. The contract between the Society and the other organization must specify that the Chief Returning Officer shall manage and administer the whole election from the close of nominations through to the counting of ballots.
    4. The contract must specify the rules to be followed concerning the eligibility of candidates and voters.
    5. The rules referred to in paragraph (iv) must be in accord with the basic principles of democratic elections.
    6. The contract between the Society and the other organization must state that the election shall be conducted according to the relevant provisions of the Electoral Regulations except for those rules specified in the contract.
    7. The contract must specify what body or person in the other organization shall be the liaison with the Chief Returning Officer.
    8. The contract must specify what the duties of the other organization shall be in the running of the election.
    9. The contract must specify who shall pay for the costs of running the election and specify in what manner payment will be made.
    10. The contract must prescribe a procedure for appealing decisions of the Chief Returning Officer.
  2. The contract must be renegotiable at least every two (2) years.

Section XI. Records of the Society

Article 1. Maintenance of Records

  1. For the purposes of this section, the term "records" shall include books, documents, maps, drawings, photographs, letters, vouchers, papers and any other thing on which information is recorded or stored by graphic, electronic, mechanical or other means, which are incidental to the operation of the Society and/or its officials.
  2. During an elected official's or staff member's time in office, she must maintain and preserve the records associated with her role in her position and in her custody from time to time.
  3. All records held in an elected official's or staff member's custody are the property of the Society, and shall be rendered-up to and returned to the Society if and when she leaves office, leaves employment or changes position.
  4. An elected official or staff member who is leaving a position, for any reason, must transfer her records to her successor in their entirety. No records may be taken from the Society, disposed of or destroyed except in accordance with Article 2 below.

Article 2. Disposal of Records

  1. During an elected official's or staff member's time in office, she may dispose of or destroy copies of records that she deems are simply encumbering other files and records. Under no circumstances is this paragraph to be construed to permit the disposal or destruction of master copies of any record, or copies that may, for any reason, have any continued value to the Society.
  2. Master copies of any record, or copies that may, for any reason, have continued value to the Society, shall only be destroyed or disposed of upon the joint authority of the General Manager and the Director of Operations. The General Manager and the Director of Operations shall endeavour to consult with any reasonably interested parties within the Society, who may have further use or purpose for the records, prior to their destruction or disposal.