Club Constitution

Our club constitution, as of March 2018.

1. Article 1: Name

1.1. The name of the organization shall be “Women’s Studies and Feminist Club”, hereinafter referred to as “the Club”, by its full name, or as “WSF Calgary.”

1.2. The name of the Club will be used as stated in all official capacities.

2. Article 2: Mandate and Values

2.1. Mandate: The Women’s Studies and Feminist Club must, in all actions, strive towards the following basic goals:

2.1.1. To facilitate and foster a feminist community on and around the University of Calgary campus.

2.1.2. To promote and advocate for the Women’s Studies program at the University of Calgary.

2.1.3. To explore the place of activism in Women’s Studies and feminist communities by welcoming, fostering, promoting, enacting, and/or documenting diverse actions.

2.1.4. To support pride in Women’s Studies and feminism through relationship-building, action, celebration, documentation, education, storytelling, scholarship, outreach, activism training, and other means.

2.1.5. To hold, first and foremost, both its mandate and values as the guiding principles for all action.

2.2. Values:

2.2.1. Diversity – WSF Calgary is committed to actively representing and honouring diversity of gender, gender identity, race, ethnicity, culture, religion, spirituality, class, sexuality, age, ability, language, immigration status, education level, etc. WSF Calgary strives to achieve a non-judgemental practice and culture among its members.

2.2.2. Intersectionality – WSF Calgary strives to work from a model of understanding that:

2.2.2.1. each being exists at an intersection of oppressions and privileges, such that they are uniquely positioned in a web/matrix of connections between their identities, situations, privileges, oppressions,

2.2.2.2. we must form a clear and complete picture of the people around us, all of the factors of our situation and identity are to be taken seriously without measuring or ranking them, and with the usage of empathy and external sympathy

2.2.2.3. we need space to examine both privilege and oppression, and that paying attention to privilege is an important part of social change

2.2.2.4. our experiences and situations change over time in relation to the web of identity, privilege, and oppression,

2.2.2.5. we are each complex, and it would be impossible to allow for a fullness of who we are through just one or two labels, and

2.2.2.6. intersectionality is a theory that expands and changes with time itself as well, and that there is no uniform understanding or application of this theory.

2.2.3. Reciprocity – WSF Calgary is committed to engaging in processes where all participants feel heard and respected, and are required to show the same respect to their fellow participants.

2.2.4. Safer Space Guidelines will be maintained and enforced at all WSF Calgary meetings and events.

2.2.5 Acknowledgement of Treaty 7 territories will be made at all formalized meetings and events.

2.2.6. Trust, reflexive learning, attunement, critical thinking, gratefulness in learning environments on campus.

2.2.7. WSF Calgary is committed to actively achieving and practicing a non-hierarchical structure and bottom-up, membership-driven, participatory culture – as much as is possible within the technical constraints dictated by the Students’ Union.

3. Article 3: Membership

3.1. WSF Calgary will allow membership for any and all Active Members of the SU. WSF Calgary will also allow membership to any person who is not an Active Member of the SU, as long as this keeps the membership within the two thirds undergraduate student requirement in Article 3.1.1. If this is not the case, then WSF Calgary will still offer to put that person on a mailing list of public club events, as well as on a ‘waiting list’ should it become possible to provide that person with a membership at a future date.

3.1.1. At all times at least two thirds of WSF Calgary members must be current undergraduate students at the University of Calgary.

3.1.2. In order to be sanctioned as an SU club, WSF Calgary must also have 20 members by the end of the Club Year.

3.2. WSF Calgary will collect a minimum $1.00 membership fee from each individual member each year in the form of a donation.

3.2.1. The Recommended Donation Amount is $5.00, but no pressure should be placed on a member to pay more than they are able to.

3.2.2. Should the Club decide to offer incentives (such as apparel) for donations of a certain level, the minimum donation amount required to receive these rewards shall not exceed the twice Recommended Donation Amount plus the production cost of the item, subject to item availability.

3.2.2.1. Members may opt to donate more, this is only a restriction on the amount WSF Calgary may request.

3.3. WSF Calgary will keep a membership list containing the names, email addresses and student ID numbers of all members, as well as the amount paid for their membership.

3.3.1. The Executive may also decide at the beginning of the Club Year to ask for other information, which members are under no obligation to provide, in order to track Club demographics (eg: program, year, etc…).

3.3.1.1. It must be made clear to members that providing this information is entirely optional.

3.3.2. Members who are uncomfortable with having their information on such a list may opt out while still receiving a membership card as well as all member benefits.

3.3.2.1. Such members may be required to show their cards to participate in member-only functions.

3.3.2.2. A separate tally of how many such members exist must be kept in order to meet the requirements of Article 3.1.2.

3.4. A membership will not be required for any of the following activities:

3.4.1. Joining the Club’s Facebook discussion group

3.4.2. Joining the Club’s mailing list

3.4.3. Volunteering to assist with Club events

3.5. A membership will be required for each of the following activities:

3.5.1. Voting during the Club General Meetings or Special General Meetings

3.5.2. Attending Club Executive Meetings

3.5.3. Joining the WSF Exec and Organizers Facebook group

3.5.4. Running in an election for an Executive position

3.6. Membership requirements for any other activities will be at the discretion of The Executive, but they are encouraged whenever possible not to require a membership.

3.7. Members must agree to abide by the Club’s mandate and values, as described in Article 2, as well as a Membership Code of Conduct created by The Executive.

3.7.1. Membership may be revoked following violation of the Membership Code of Conduct and proper adherence to complaint procedures by The Executive, as outlined in the Code of Conduct.

4. Article 4: Students’ Union

4.1. WSF Calgary acknowledges and will abide by the Students’ Union By-laws and Policies.

4.2. WSF Calgary will no longer remain a Students’ Union Club if a Policy or By-law is contravened, without Club Committee ratification.

5. Article 5: Executive Positions

5.1. All Club Executives must be Active Members of the Students’ Union.

5.2. Only Club Executives may apply for sanctioning, be responsible for all communications with the SU and attending Club Special Events.

5.3. Club members may only hold one Club Executive position, although any Club Executive position may be held simultaneously by more than one member.

5.4. Two signing Club Executive Members must sign each cheque from the Club.

5.4.1. The VP Finance and VP Internal are designated as the Club’s signing Executives.

5.4.2. Executives may not sign cheques made out to themselves.

5.5. All members of The Executive are responsible for the following:

5.5.1. Engaging in a minimum of 3 hours of volunteer activities for WSF Calgary per week, inclusive of meetings and events.

5.5.2. Completing a ProServe course offered freely by the SU.

5.5.3. Understanding and abiding by the WSF Calgary constitution in full.

5.5.4. Helping other members (Executive or otherwise) with their Club-related projects whenever possible.

5.5.5. Attendance at a minimum one third of all WSF Calgary events (excluding meetings).

5.5.6. Attendance at all meetings, including Executive Meetings, General Meetings, and Special General Meetings. If a member of The Executive cannot attend a meeting, they must inform the VP Internal or another member who will be in attendance in writing prior to the event. Regular failure to attend meetings may result in the invocation of the MEUQ procedures outlined in article 6.2.

5.5.7. Serving the good of WSF Calgary by socializing with members online and at events; engaging in outreach outside of WSF Calgary membership; and capitalizing on opportunities for collaboration and coalition-building whenever possible.

5.5.8. Mentoring potential future Executive members to ensure sustainability of the Club.

5.5.9. Engaging with the Club Executive and Organizer’s Facebook group to keep track of other Executive members’ projects.

5.5.10. Participating in the U Calgary Gender and Sexuality Mega-Group to engage in cross-collaboration with other related University of Calgary clubs and resources.

5.5.11. Knowledge and familiarity with SU policies

5.6. Responsibilities of specific roles are outlined below. It is expected that all Executive members will assist their fellow Executives in any and all of their duties, as necessary. We recognize and value that different members may have differing strengths and outlooks and as such is it so the benefit of the club for as much of The Executive to collaborate on as many projects as possible.

5.6.1. VP Academic

5.6.1.1. Is knowledgeable about the Women’s Studies Program

5.6.1.2. Advocates for Women’s Studies program issues with appropriate professors and administration

5.6.1.3. Faculty liaison for the club

5.6.1.4. Cooperates with other initiatives to provide academic support to students in relation to Women’s Studies courses or programs

5.6.1.5. Supports Project Managers and Executives with resources such as contact/referrals to other gender and sexuality related resources both on and off campus.

5.6.1.6. Starts and coordinates Alumni Project – to find and outreach to Women’s Studies Alumni

5.6.1.6.1. Collect and document their stories and experiences

5.6.1.6.2. Promotes and support Women’s Studies program through these materials

5.6.1.6.3. Fosters connections between student body, the program, and the alumni

5.6.2. VP Communications

5.6.2.1. Coordinates classroom visits, media appearances, and other methods of outreach

5.6.2.2. Promoting WSF Calgary events and information via social media, including Twitter (@WSFCalgary) and Facebook, or delegating such duties to an appropriate Executive

5.6.2.3. Maintains WSF Calgary website: updates content, comes up with new content and structures, and improves site interactivity and mobile/browser capabilities.

5.6.2.4. Responsible for the storage, maintenance, and transportation of the Club’s display materials (including tri-fold, suggestion box, etc…)

5.6.2.5. Creates posters, postcards, and/or other materials to promote club mandate and activities

5.6.3. VP Events

5.6.3.1. Coordinates funding for events

5.6.3.2. Arranges for transportation to/from events

5.6.3.3. Creates Facebook and OrgSync (SU online club management system) events

5.6.3.4. Coordinates event set-up

5.6.3.5. Finds and/or books event venues

5.6.3.6. Coordinates child care, accessibility, gender-inclusive washroom, and other provisions as necessary

5.6.3.7. Gets Clubs Office approvals for events

5.6.3.8. Generates event ideas with input from members and other Executives to ensure that the events held match the interests of the Club’s membership

5.6.3.9. Creates a schedule of planned events for the year

5.6.4. VP Finance

5.6.4.1. Maintains the Club’s bank account

5.6.4.2. Collects and digitizes receipts

5.6.4.3. Deposits money

5.6.4.4. Budgeting

5.6.4.5. Applies for insurance

5.6.4.6. Tracks membership dues and is responsible for cash box

5.6.4.7. Keeps clear and organized financial records to assist with End of Year Report to the SU

5.6.4.8. Responsible for setting up initiatives that would bring in money

5.6.4.9. Works closely with other execs on money management for events, etc.

5.6.4.10. Facilitates consensus budget decisions

5.6.4.11. Co-signing authority for club bank account along with VP Internal

5.6.4.12. Applies for awards and grants

5.6.4.13. Organizes fundraising drives

5.6.5. VP Internal

5.6.5.1. Checks in with all Executives on progress of ongoing projects, before upcoming deadlines, and at meetings

5.6.5.2. Facilitates conflict resolution and disciplinary actions

5.6.5.3. Organizes Executive Meetings, including:

5.6.5.3.1. creating agenda for meetings,

5.6.5.3.2. taking and distributing minutes,

5.6.5.3.3. recording attendance at meetings,

5.6.5.3.4. communicating events to Executive members, and

5.6.5.3.5. Arranging venues

5.6.5.4. Monitors and replies to WSF email account, or delegates inquiries to an appropriate Executive member

5.6.5.5. Is point person for all Executives (fields questions, requests, reroutes necessary task delegation, etc.)

5.6.5.6. Co-signing authority for WSF bank account along with VP Finance

5.6.5.7. Coordinates team building activities for The Executive (eg: StrengthsQuest training)

5.6.5.8. Coordinates opportunities for professional development of Executives

5.6.5.9. Responsible for any co-curricular records maintenance required from the club

5.6.5.10. Coordinates elections and delegates the Chief Election Officer

5.6.5.11. Completes and submits the Final Report to the SU

5.6.6. VP Student Engagement

5.6.6.1. Manages the WSF Calgary mailing list and newsletter

5.6.6.2. Monitors and replies to WSF email account, or delegates emails to appropriate Executives

5.6.6.3. Coordinates outreach to WSF members for the purpose of recruiting Project Managers and new Executives, recruiting volunteers for WSF campaigns or displays

5.6.6.4. Acts as a first point of contact for club members by answering questions, connecting members with other Executives as appropriate, and supporting members in their own projects, events, or initiatives as they relate to the Club’s mandate

5.6.6.5. Collaborates with VP Events to assist members in organizing their own events

5.6.6.6. Facilitates collaboration with other clubs to expand and strengthen the WSF network

5.6.6.7. Keeps track of membership sales and the member list

5.6.6.8. Organizes any training needed for members volunteering for WSF Calgary initiatives

5.6.7. VP Education and Activism

5.6.7.1. Plans and facilitates training and education on activism regarding intersectional feminist issues: pro-choice topics, homophobia, sexism, etc.

5.6.7.2. Organizes activist initiatives including but not limited to counter protests, demonstrations, and community events, etc.

5.6.7.3. Manages volunteers and participants involved in activism events and initiatives.

5.6.7.4. Liaises with university administration, Campus Security, and/or other relevant campus and institutional bodies

5.6.7.5. Monitors and replies to WSF email account and other social media forums, or delegates communications to fellow Executives or project managers.

5.6.7.6 Facilitates collaboration with other clubs and/or activist and educational organizations in the community.

5.6.7.7. Supports fellow Executives with events, communications, and other initiatives as needed.

5.6.8. Project Manager

5.6.8.1. Project Managers take on a specific project with the support of WSF Calgary. Possible projects include (but are not limited to): guest speakers, conferences, discussion groups, activism campaigns, or protests.

5.6.8.2. Project Managers are volunteers with WSF Calgary and can receive recognition on their co-curricular records.

5.6.8.3. Project Manager is not an elected position, they are approved by The Executive.

5.6.8.4. Within reason, there is no limit on the number of projects a Project Manager can take on, and a current Executive may also be a Project Manager if they are working on a specific project outside of the scope of their Executive role.

6. Article 6: Executive Terms of Office

6.1. The term of office for all Executive positions shall commence May 1st and end on April 30th of the following school year (referred to as one Club Year).

6.2. We are all human. It is possible that a member of The Executive will commit an act of impropriety, violate the provisions of the Club Constitution, or become delinquent in their duties during the course of their term. In this Constitution, such a member of The Executive shall be referred to as MEUQ (Member of The Executive Under Question), and the situation which has resulted directly in them becoming a MEUQ shall be referred to as The Incident.

6.2.1. When a member of The Executive becomes an MEUQ, there are two (2) courses of action that may be followed:

6.2.1.1. The Incident may be resolved via appropriate action undertaken collaboratively by the MEUQ and the VP Internal; the appropriate action(s) may be:

6.2.1.1.1. an informal conversation guided by respectful listening; non-judgemental peer support; and non-violent communication and conflict resolution values

6.2.1.1.2. the development of a plan to prevent the MEUQ from engaging in further incidents, and/or the development of a plan to rectify any damage caused by The Incident

6.2.1.1.3. other appropriate actions as deemed viable by both parties (including a voluntary resignation from the MEUQ)

6.2.1.1.4. Please note that the MEUQ may not be impeached through this first set of actions.

6.2.1.2. A Special General Meeting (SGM) may be called to find a context-appropriate solution to the situation. This is the only procedure through which an Executive may become impeached. See Article 9.3 on SGM procedures.

6.2.1.2.1. A quorum (as described in Article 9) is required to impeach a member of The Executive.

6.2.1.2.2. The impeachment will be handled using the consensus process outlined in Article 11. The VP Internal will act in the role of facilitator.

6.2.1.2.3. When voting, members are voting on the motion to impeach, thus assent is a vote for impeachment, dissent is a vote against, and a block will result in further discussion.

6.2.1.2.4. A two thirds majority assent is required in order to impeach.

6.2.1.2.5. If a block cannot be overcome, the impeachment fails.

6.2.1.2.6. The MEUQ may not vote during the impeachment process but is encouraged to participate in the discussion.

6.2.2. In the event that the MEUQ and the VP Internal are the same person, The Executive will designate an ombudsperson by consensus to act as the VP Internal for the purposes of dealing with The Incident.

6.2.3. This process must be documented in full and kept in the confidential section of the WSF Calgary’s archives.

6.2.4. Examples of when to use this process include, but are not limited to: regular non-attendance of meetings, persistent failure to communicate with The Executive, failure to perform crucial duties required of the position, or failure to abide by the Club’s mandate and values while representing the Club.

7. Article 7: Executive Elections

7.1. A General Election where all Executive positions are open must take place no later than March 31st of each year to ensure a smooth transition from old Executive to new Executive.

7.2. Prior to the election, The Executive shall appoint a Chief Election Officer (CEO) for the upcoming election. The CEO must be a neutral undergraduate student at the University of Calgary who is not running in the upcoming election. The CEO may be an existing member of The Executive, provided they are not running in the election.

7.2.1. If the CEO is unable to fulfill their duties for any reason, The Executive shall appoint a new CEO.

7.3. The CEO shall not vote in the upcoming election.

7.4. The CEO shall be responsible for all duties associated with the upcoming election and shall provide proper notice to all club members of a General Meeting (GM) or a Special General Meeting (SGM) wherein the upcoming election will be held.

7.4.1. Proper notice consists of active advertising of the election date through:

7.4.1.1. the Club’s mailing list,

7.4.1.2. social media platforms including Facebook and Twitter,

7.4.1.3. putting up election posters at any Club events occurring between the election announcement and the election itself, and

7.4.1.4. any other reasonable methods of contacting members of the Club

7.4.2. For a GM, the election date, time, and place must be announced at least 15 days before the election date, with advertising continuing up to election date itself, inclusive.

7.4.3. For an SGM wherein a by-election will take place, the election must be announced at least 10 days in advance.

7.4.4. Ideally, candidates should announce their candidacy and what position they are running for as far in advance as possible of the election. It is the responsibility of the CEO to communicate who the candidates are to the Club’s membership.

7.5. The Executive and the CEO must discuss in advance any accommodations that may need to be made to members’ needs for the election. The CEO will then also be responsible for arranging for such accommodations in whatever way has been discussed with The Executive.

7.5.1. A member who is unable to attend the GM or SGM for a valid reason, as judged by the CEO, may contact the CEO at least 48 hours in advance of the election to designate another WSF Calgary member to act as a proxy on their behalf. This proxy:

7.5.1.1. may assent or dissent to candidates on behalf of the absent member

7.5.1.2. may not vote to block a candidate on behalf of the absent member,

7.5.1.3. is expected to accurately and honestly reflect the voting preferences of the absent member after discussion with said member, and

7.5.1.4. is not barred from voting on their own behalf and may assent, dissent, or block on their own behalf.

7.5.2. A member who wishes to run for an Executive position during a General Election who is unable to attend the General Election for a valid reason, as judged by the CEO, may contact the CEO at least 48 hours in advance of the election to designate another WSF Calgary member to read their platform to the meeting’s attendees. This member will then be considered no different than any other candidate.

7.5.3. An absent member, even with a designated proxy, will not be counted for the purposes of a quorum. The designated proxy will count for themselves if they are also voting on their own behalf.

7.5.4. The CEO may not be designated as a proxy.

7.6. The Executive Elections must, essentially, follow the consensus decision-making process outlined in Article 11. To clarify how it applies in the particular situation of The Executive Election:

7.6.1. The CEO will act as the facilitator for the election process.

7.6.2. The CEO will begin the meeting by introducing themselves and their role, as well as outlining the meeting protocol and process. They will clarify any concerns or questions members may have.

7.6.2.1. A quorum is not required for the election of new Executive members.

7.6.3. The CEO will outline all of The Executive positions briefly, and then go through the voting process for each position one by one, as if each were a separate motion. For each Executive position:

7.6.3.1. The CEO will introduce the position name, roles and responsibilities, and the member of The Executive that is currently holding that position.

7.6.3.2. The CEO will ask the candidates vying for that Executive position to identify themselves by name, and will then allow each of the candidates to speak for themselves as to their interest in, and qualifications for, that Executive position. Each of the candidates’ names must be written on a visible board.

7.6.3.2.1. The CEO may remind all of the candidates to be respectful of the members’ time in their speaking. Only the CEO (as a non-voting member) may act as moderator if conflicts or time issues arise in this case.

7.6.3.2.2. Candidates may run for more than one position, but may only accept one position, even if successfully voted in for more than one.

7.6.3.3. The CEO will open up the floor for all members to speak, so that they can ask questions of any or all candidates, as well as raise concerns that they may have about certain candidates’ qualifications/agenda/etc.

7.6.3.4. At this point the CEO must remind all members that, because this will be a hidden vote, if any member has intention to “block” any particular candidate, now is the only chance for the member to voice concerns about that candidate while retaining relative anonymity about their intention to block.

7.6.3.5. Once each of the candidates and members wishing to speak have had a chance to do so, and the CEO has double checked that there are no more comments or questions to be voiced by any voting member at this time, the CEO will pass out empty election ballots.

7.6.3.6. The CEO will instruct the members to write down the names of each candidate in a column on the ballot, and, beside each name, to indicate their decision in regards to that particular candidate: ‘assent’, ‘dissent’, or ‘block’.

7.6.3.7. After everyone is done, the ballots will be collected and kept in a separate and secure bundle to be counted by the CEO later.

7.6.3.8. The next ‘motion’/voting procedure for the next Executive position will begin (steps 7.6.3.1-7.6.3.8).

7.6.4. Once all of the Executive positions have been voted on and ballots collected, the CEO will retire to count them privately. All candidates that collect two thirds or more ‘assent’ votes and no blocks become Executives in their chosen position (if several candidates are elected for the same position, the position may become an Executive Team). If candidates ran for multiple positions and are elected to more than one of them, they must choose at most one position to accept.

7.6.4.1. If a candidate is blocked, the blocker will be asked to come forward and explain their reason for blocking. The CEO may then have the group discuss the reasoning for the block and then repeat the voting process for a blocked candidate.

7.6.4.2. If the block cannot be resolved, then the candidate may not become an Executive for that position.

8. Article 8: Transition of The Executive

8.1. During the period from the end of the first week of April until the first day of May, when the new Executive will assume office, it is the responsibility of the departing Executive to orient the newly elected Executive officers to their jobs.

8.1.1. This includes:

8.1.1.1. Teaching the incoming Executive about Club and Students’ Union policies and procedures

8.1.1.2. Transitioning custodianship of club records and materials, including:

8.1.1.2.1. office and mailbox keys,

8.1.1.2.2. bank accounts,

8.1.1.2.3. locker combinations, and

8.1.1.2.4. all passwords to all Club email and social media accounts

8.1.1.3. Preparing the new Executive to be effective in their roles for the next year’s work.

8.2. It is the responsibility of the departing VP Internal to ensure that all club requirements to the Students’ Union have been fulfilled before the incoming Executive assumes office, including:

8.2.1. Submission of a complete annual report

8.2.2. Removal of all club records and materials from the club office and locker

8.3. It is the responsibility of the departing VP Finance to bring all accounts up to date to the end of the fiscal year, and to prepare any required financial statements of the club.

8.3.1. In addition, the outgoing VP Finance and VP Internal must arrange with the respective incoming Executive for the transition of the club bank accounts into the incoming VP Finance and VP Internal’s names.

8.3.2. These tasks are to be completed and their outputs delivered to the new Executive no later than the last day of April.

8.4. It is the responsibility of the incoming Executive to assume custody of all club records and materials and accountability for all financial activities of the club (as outlined in Article 5) and for all club requirements to the Students’ Union commencing with the first day of May.

9. Article 9: Meetings

9.1. Executive Meetings

9.1.1. The Executive will meet a minimum of once per month during the year. Best practices for meeting frequency can be found in Article 14. All Executive Meetings are open to WSF Calgary members.

9.1.2. Decisions are ultimately made through a vote, where two thirds or more of those present ‘assent’ to the decision, with no Executive voting to block it, although in practice such a formal method is not required.

9.1.3. Quorum requires a minimum of three quarters of The Executive to be present.

9.1.4. In the event that a regularly scheduled Executive Meeting cannot take place, every effort should be made to reschedule it so as not to miss a meeting.

9.2. General Meetings (GMs)

9.2.1. General Meetings are called to elect new Executives, as well as to make major club decisions as a collective. GMs must be called and advertised widely within the membership at least 15 days in advance.

9.2.2. At least one GM must be called per year no later than March 31st to elect a new incoming Executive, typically referred to as the Annual General Meeting or AGM.

9.2.3. Quorum is a minimum of one third of the club membership, or 10 members (a minimum of 4 of whom must be Non-Executive members) present, whichever is less. For the purposes of establishing quorum, Project Managers should be considered Executive members.

9.3. Special General Meetings (SGMs)

9.3.1. Special General Meetings are called to deal with Members of Executive Under Question issues, by-elections, constitutional amendments, and any other immediate potential changes that need to be dealt with. SGMs must be called and advertised widely within the membership at least 10 days in advance. The agenda for the meeting, and any applicable notes, must be made available and promoted to the membership 10 days in advance as well.

9.3.2. Quorum is a minimum of one third of the club membership, or 10 members (a minimum of 4 of whom must be Non-Executive members) present, whichever is less. For the purposes of establishing quorum, Project Managers should be considered Executive members.

9.4. Acknowledgement of Treaty 7 territories should be made at all meetings.

10. Article 10: Amendments

10.1. This Constitution shall comprise the operating basis of the Women’s Studies and Feminist Club. All amendments to this document must be approved through the consensus decision making process outlined in Article 11 at a General Meeting or a Special General Meeting.

10.2. A quorum (as described in Article 9) is required in order to amend this Constitution.

10.3. A copy of the amended constitution must be submitted to the Students’ Union within two weeks of ratification.

10.4. The Executive may amend Article 14 (with the exception of Article 14.1) regarding Best Practices at its discretion, and with neither a quorum, nor a GM, nor an SGM, but such amendments are not binding.

11. Article 11: Consensus Decision-Making Process

11.1. The consensus decision-making process requires a facilitator (any volunteer member or invited facilitator). This person must meet with a designated member of The Executive for agenda and consensus facilitation training and/or discussion, as appropriate. The facilitator may choose to be as hands-on or -off as they are comfortable with after consulting with The Executive member.

11.2. All members of the club that are physically present at a GM or SGM have the right to listen, speak, and vote.

11.2.1. Votes can be ‘assent’, ‘dissent’, or ‘block.’

11.2.2. As long as quorum is filled, a vote that has no blocks and a minimum of two thirds assents means the motion/decision voted on is passed and will be implemented.

11.2.3. A quorum is not required for votes to elect Executive members.

11.2.4. A quorum (as described in Article 9) is required to amend this Constitution, to impeach a member of The Executive, or to dissolve the Club.

11.2.5. If a motion is blocked, the blocker will be asked to come forward and explain the reasoning for their block and the members may discuss this reasoning and vote again.

11.3. Any fractions will be rounded down when determining quorum or consensus. (ie: For 20 people, two thirds majority will consist of 13 or more people.)

12. Article 12: Dissolution

12.1. If dissolution of the Club is deemed to be the best choice by all members through the consensus decision-making process, the details of such dissolution will be worked out in the meeting that comes to such a decision.

12.1.1. A quorum (as described in Article 9) is required in order to dissolve the Club.

12.1.2. Two thirds majority assent with no blocks is required in order to dissolve the Club.

12.1.3. In addition, a two thirds majority of The Executive is required in order to dissolve the Club.

12.2. It is recommended that the Club bank account be closed, and any funds available be held in trust by another feminist organization on campus (the Women’s Resource Centre, for example) until another feminist student group or club is formed, at which point the Club’s assets can be transferred to them.

12.3. Other alternatives are also possible, and will be discussed in the members’ meeting.

12.4. Any existing and archived documentation will continue to be stored in a known and pre-determined location, so that future groups can learn from the progress of the Club. Ideally, there will already exist a yearly ‘process’ publication of the major successes, procedures, and conflicts of the Club, documented for others to use and learn from.

13. Article 13: Archives

13.1. All club materials will be stored on the Club’s Google Drive to ensure persistence and accessibility. This includes promotional materials, the Constitution in its current and older versions, mailing lists, photographs, meeting minutes, etc…

13.2. Material with confidential, personal, or identifying information should not be made public except with permission from all identified parties.

14. Article 14: Best Practices

14.1. This section is intended to list best practices of the Club as a guiding document for future Executives. With the exception of this Article (14.1), the entirety of this section is non-binding on The Executive, but may also be updated at the discretion of The Executive without following the amendment procedures in Article 10.