Council and Committees of Council

5.01 Terms of Reference for the Council

5.01.01 The Council shall be the ultimate decision-making body for policy and political affairs of the Association. The Council shall have the final authority, subject only to review by referendum or by an Annual or Special General Meeting, in forming and implementing the policies of the Association. These powers shall not be delegated.

5.01.02 Without restricting the generality of Subsection 5.01.01, the Council shall fulfill its mandate by

(a) Reviewing, debating, and composing:

i) reports, their recommendations and conclusions,

ii) motions brought forth by members of the Executive, members of Council and members of the Association,

iii) policy decisions regarding the official stance of the Association on issues within the purview of the Council,

iv) policy manuals and by-laws governing the operation of the Association,

v) budgets to appropriate all Association monies,

vi) decisions of the Executive made in the summer months on behalf of the Council, as outlined in subsection 2.03.05.

(b) Representing the Association where it is deemed necessary.

5.01.03 The decisions of the Council shall be binding on all members of the Association.

5.01.04 The term of office for members of the Council and Extended Council shall begin at 4:30 pm on the final day of the Winter term in the year they were elected or hired and shall end at 4:30 pm on the final day of the Winter term of the following year.

5.01.05 Notwithstanding this subsection, the term of office for members of the Council and Extended Council elected or hired in the Fall term shall begin seventy-two (72) hours after their election or appointment and shall end at 4:30pm on the final day of the Winter term of the following year.

(a) Notwithstanding subsections 5.01.01 and 5.01.04, the Incoming Council, that is the collective members elected or hired to Council positions for the following academic year, may hold a meeting of the Incoming Council between the Annual General Meeting and the final day of the Winter term where it may exercise the powers of the Council.

(b) Notwithstanding subsection 5.01.04, the term of office for the Senator shall last two years, beginning the first day of September in the year they were elected and end on the last day of August two years later.

(c) Notwithstanding subsection 5.01.04, the term of office for the Head Teach shall begin in January following the hiring of the new Teach Exec.

5.02 Membership to the Council

5.02.01 The elected members of the Council shall be:

(a) President,

(b) Vice President (Internal),

(d) Executive Administrator,

(e) Senator,

(f) Representative(s) to the AMS,

i) The number of representatives shall be determined in accordance with the AMS Constitution.

ii) Should the Association be entitled to two (2) or more representatives, one (1) shall be filled by a first year Association member.

(g) First Year Representatives,

(h) Second Year Representatives,

(i) Third Year Representatives,

(j) Fourth Year Representatives,

(k) Alumni Representative(s).

5.02.02 The hired members of the Council shall be:

(a) Head Teach,

(b) Conference Chair,

(d) Treasurer,

(e) Marketing and Design Director,

(f) Events Director,

(g) Academic Affairs Commissioner,

(h) Equity Affairs Commissioner,

(i) Sustainability Commissioner.

(j) BISC Representatives

5.02.03 The Appointed member of the Council shall be:

(a) Speaker.

5.02.04 The observers of the Council shall be:

(a) ASUS President,

(b) ASUS Vice President,

5.02.05 The hired members of Extended Council shall be:

(a) IT Administrator,

(b) Workshop Coordinators,

(d) Social Affairs Coordinators,

(e) Athletic Coordinators,

(f) Academics Teach,

(g) Social Teach,

(h) Financial Teach,

(i) Logistics Internal Teach,

(j) Logistics External Teach

(k) Marketing Teach

(l) QCE Director of Logistics,

(m) QCE Director of Special Events,

(n) QCE Director of Marketing,

(o) QCE Director of Finance,

(p) QCE Director of Sponsorship,

(q) Merchandise Coordinator,

(r) Photography Coordinators,

(s) Video Coordinators

(t) First Year Interns,

(u) Equity Outreach Coordinator

(v) Sustainability Commissioner

(w) Alumni and Outreach Coordinators

(x) Graphic Designer

5.02.06 All members listed in Subsections 5.02.01 shall be entitled to one (1) vote at meetings of the Council, with the exception of the Executive Administrator.

5.02.07 Notwithstanding Subsection 5.02.06, the Speaker shall Chair meetings of the Council and shall vote only to break a tie in accordance with Subsection 5.06.06.

5.02.08 Voting members may proxy their vote to another member of the Association who is not a voting member of the Council.

5.02.09 A member of the Council may only hold one (1) position on the Council at any time, with the exception of Teach Exec.

5.02.10 The observers of the Council shall:

i) be informed of all meetings of the Council once the dates have been finalized by the Executive Administrator,

ii) be invited to speak at all meetings of Council in the form of a report, presentation, or discussion at a time designated by the Executive Administrator.

5.03 Duties of Council Members

5.03.01 Notwithstanding Subsection 5.02.03, all members of the Council shall:

(a) attend all meetings of the Council,

i) Should a member be unable to attend a meeting, the member shall notify the Executive Administrator of the absence in writing twenty-four (24) hours prior to the start of the meeting, notwithstanding any cases of exceptional circumstance within twenty-four (24) hours of the meeting, as determined by the Executive Administrator.

ii) If unable to attend a meeting, a written report must be provided to the Executive Administrator prior to the meeting, with the exception of extenuating circumstances in which case the written report must be submitted as soon as possible.

(b) hold a minimum of one office hour in the Con-Ed Office on a weekly basis during regular semester classes, with the exception of First Year Intern(s) whose office hour(s) shall be held with a member of the Executive,

(c) attend Con-Ed’s Sidewalk Sale table during Orientation Week for a minimum of one (1) hour, barring extenuating circumstances (i.e. involvement in Orientation Week, still under contract with summer job, etc…),

(d) provide at minimum a verbal report outlining all relevant information that falls under their responsibilities at all meetings of the Council,

(e) complete a transition manual that,

i) Shall be submitted to the Executive Administrator by one (1) meeting of the Council prior to the Annual General meeting.

ii) Shall be submitted to the incoming position-holder at the Annual General Meeting.

(f) not be permitted to use a laptop during the Council meeting unless conducting Council business,

(g) be held accountable under the requirements described by the Association’s Code of Conduct.

5.03.02 All members of Extended Council shall:

(a) be required to attend the Annual General Meeting and any Special General Meeting(s),

(b) be held accountable under the requirements described by the Association’s Code of Conduct,

(d) attend Con-Ed’s Sidewalk Sale table during Orientation Week for a minimum of one (1) hour, barring extenuating circumstances (i.e. involvement in Orientation Week, still under contract with summer job, etc…),

(e) complete a transition manual,

i) Shall be submitted to the Executive Administrator by one (1) meeting of the Council prior to the Annual General Meeting.

ii) Shall be submitted to the incoming position holder at the Annual General Meeting.

5.03.03 The duties of the Executive are outlined in Section 2.03 of this Constitution.

5.03.04 The duties specific to individual members of Council and Extended Council are outlined in the Job Description Policy Manual, but shall not be limited thereby.

5.04 Election and Selection of Council and Extended Council Members

5.04.01 The elected members of the Council shall be elected in accordance with Article 4 of this Constitution, and the Elections Policy Manual.

5.04.02 The hired members of the Council and Extended Council shall be appointed by the Executive in accordance with the Hiring Policy Manual.

5.04.03 Notwithstanding Subsection 5.04.02, Teach Exec shall be appointed in accordance with the Orientation Policy Manual.

5.04.04 Notwithstanding 5.04.02, Conference Executive shall be appointed in accordance with the Conference Executive Policy Manual.

5.04.05 The appointed member of the Council shall be appointed by the Council at the first regular meeting.

i) Any member of the association may nominate a Member not on Council or Extended Council.

ii) Nominees will be given the opportunity to give an opening statement, answer questions, and give a closing statement.

iii) Nominees will leave the room, and Council will vote on the new appointed member of Council.

iv) If no member is appointed at said meeting, another attempt shall be made at the following meeting.

5.05 Job Performance and Behavior Discipline

5.05.01 When Council and Extended Council discipline is being considered as a course of action, the ultimate authority shall rest with the Executive.

5.05.02 The measures listed below shall be followed in order regarding incidents including, but not limited to weak job performance and/or behavior misconduct.

i) Verbal Warning: If a behavioral infraction occurs or a Council/Extended Council’s performance is not meeting expectations, then this individual must be made aware of said misconduct and/or areas of concern. The Umbrella Head shall review expectations with the Council/Extended Council member and offer suggestions for improvement.

ii) Written Warning: If an additional infraction occurs or performance does not improve following the verbal warning, a warning in the form of a letter shall be given, informing the Council/Extended Council Member where their performance does not meet expectations. The Umbrella Head shall schedule a meeting with the Council/Extended Council member to address areas of concern and state expectations for improvement. A written warning constitutes a final warning.

iii) Any further breach of expectations and/or behavioural infraction shall be considered grounds for dismissal and the procedures outlined in Subsection 5.05.05 will be followed.

5.05.03 All verbal and written warnings will be documented and remain in the hands of the Executive Administrator until the end of the Council/Extended Council member’s term at which point the files will be destroyed.

i) Any member of the Association who has received a warning will be asked about their personal growth from this experience in a subsequent interview for any position on CESA Council/Extended Council that they choose to apply for.

5.05.04 The measures outlined in 5.05.02 will be followed unless the circumstances warrant an advance in the measures outlined in 5.05.02 due to the severity of the situation; subject to the discretion of the Executive. This includes, but is not limited to:

(a) Ineligibility to be a member,

(b) Theft, fraud, or embezzlement of funds,

i) Which includes, but is not limited to action that breaches the Mission Statement of the Association, as outlined at the beginning of this document.

5.05.05 In cases where grounds for dismissal are warranted, the Executive and the Executive Administrator shall be responsible for meeting within forty-eight (48) hours from the time the infraction was brought to their attention to decide whether the grounds for dismissal are justified.

5.05.06 Dismissal of a member of Council/Extended Council can only be acted upon if the Executive decides this unanimously.

5.05.07 Should there not be unanimous consent by the Executive for the dismissal of a member of Council/Extended Council, the Umbrella Head shall schedule a meeting with the member and the Executive to issue a written warning, as described in 5.05.02 (iii).

5.05.08 Should there be unanimous consent by the Executive for the dismissal of a member of Council/Extended Council, the following steps must be taken:

i) The Vice President (Internal) is charged with formally notifying the Council/Extended Council member in question that they must attend a meeting with the Executive and Executive Administrator immediately. At the discretion of the Executive, the meeting may be scheduled within a maximum of twenty four (24) hours following the notification, barring extenuating circumstances.

ii) Upon meeting, the Vice President (Internal) is responsible for outlining the Executive’s decision to dismiss the individual from their position on Council/Extended Council. At which point, the Council/Extended Council member’s termination will be effective immediately.

5.05.09 Should the meeting not take place immediately, or within twenty four (24) hours, the Council/Extended Council member will be notified via telephone and/or e-mail the Executive’s decision to dismiss the individual from their position.

5.05.10 Upon termination, the Council/Extended Council member must cease any work involving their former job responsibilities.

5.05.11 The Executive Umbrella Head is responsible for notifying the Umbrella Head, if applicable, of the decision. The Executive Umbrella Head, and the Umbrella Head, if applicable, are responsible for notifying the terminated Council/Extended Council member’s partner, if applicable. A meeting between the Executive Umbrella Head, Umbrella Head, and partner, if applicable, must be arranged, within forty eight (48) hours to discuss the termination.

5.05.12 The Executive Administrator is responsible for notifying the Council of the member’s dismissal.

i) This is to be done only after the member’s Umbrella Head and partner, if applicable, have been notified.

5.05.13 The Vice President (Internal) is responsible for presenting the dismissal and its justification, barring confidentiality constraints, at the next Council meeting.

5.05.14 Upon termination, the member’s job responsibilities become the responsibility of the Umbrella Head.

5.05.15 At the discretion of the Executive, the vacant position will become open for hiring and follow the procedures outlined in the Hiring Policy Manual.

5.05.16 Any member who wishes to terminate their membership on the Council or Extended Council shall inform the Executive Administrator in writing. The position shall be filled in accordance with the Hiring Policy Manual.

i) Should the Executive Administrator, Speaker/CEO, or any member of the Executive terminate their membership on the Council, they shall not be permitted to participate as a candidate in a CESA election from the time they are elected through the following Fall and Winter terms.

5.05.17 Any member of the Council or Extended Council may take a two-week leave of absence from their position for an extended illness or extenuating circumstance.

(a) The member shall notify the Executive Administrator in writing.

i) The member shall notify the Executive Administrator at the end of their leave of absence. The member will detail their intentions moving forward (e.g. further two-week extension, return to their position).

ii) If a second subsequent extension is required, a meeting will be scheduled within the next 24 hours with the Executive and the Executive Administrator to discuss next steps (e.g. extended leave of absence, resignation, etc.).

(b) The member shall provide the Executive Administrator with a list of job responsibilities and tasks to be completed by the appropriate Council/Extended Council member(s) during the leave of absence.

5.05.18 With the exception of Subsection 5.05.17, Section 5.05 does not apply to the members of the Executive, whose removal is governed by Section 2.05.

5.06 Meetings of the Council and Quorum

5.06.01 The Council shall meet on a bi-weekly basis during regular semester classes.

(a) No meeting shall surpass two (2) hours in length without the consent of the majority of members of the Council.

5.06.02 The Speaker shall Chair all meetings of the Council.

(a) In the event that the Speaker cannot occupy the Chair, the Executive Administrator shall occupy the Chair.

5.06.03 The Clerk(s) of the Council shall be responsible for keeping minutes of all regular

meetings of the Council.

5.06.04 The meetings of the Council shall be open to the public, but there shall be recourse to closed sessions if so decided by a majority of members present.

(a) Should a motion to enter into closed session carry, all persons not described in sections 5.02.01, or 5.02.02 shall leave the room as long as the session remains closed.

(b) No member shall enter or leave the meeting room as long as the session remains closed.

i) Breaches of confidentiality are just cause for removal from the Council and may warrant a complaint to the AMS Judicial Committee.

5.06.05 Quorum shall be one half (1/2) of all voting members plus one. If half of all voting members is not a whole number, then the next highest whole number shall constitute quorum. Proxy votes shall not count towards quorum. If quorum is not maintained, the meeting shall adjourn, and the time and names of all members present shall be recorded in the minutes.

5.06.06 Association members may vote at meetings by proxy.

(a) Before every meeting at which a proxy votes, the Speaker shall be provided with notification, in writing, including by email, by the relevant Council member,

(b) A proxy shall stand in the stead of the Council member in accordance with the terms of the written appointment.

5.06.07 Unless otherwise required in other sections of this Constitution, motions of the meetings of the Council shall be decided by a majority of votes. In the case of an equality of votes, the Speaker shall cast the deciding vote in the negative. All votes at such meetings shall be taken by ballot if so demanded by any Council member present, but if no demand is made, the vote shall be taken in the usual way by a show of hands.

5.07 Notice of Council Meetings

5.07.01 Notice of regular meetings shall be made to members of the Council at least two (2) weeks before each meeting.

5.07.02 Special or Emergency meetings of the Council may be called:

(a) by the Executive, or;

(b) by the Executive Administrator, upon receipt of a written request for a special meeting by at least 20 members of the Council, or;

5.07.03 Special and Emergency meetings of the Council operate notwithstanding subsection 5.07.01.

5.08 Agenda, Proper Notice of Motions

5.08.01 Any member of the Association wishing to have items placed on the agenda of a regular meeting of the Council must give written notice to the Executive Administrator in time to be circulated with the agenda.

5.08.02 The agenda shall be available for Council members and for the general public at least forty-eight (48) hours prior to a regular meeting.

5.08.03 Any item or motion included on an agenda prepared in accordance with subsection 5.07.01 shall be deemed to have had proper notice unless required otherwise in this Constitution.

5.08.04 The Executive Administrator shall be responsible for the distribution of the agenda and minutes to all members of the Council.

5.09 Rules of Order

5.09.01 A copy of “Roberts Rules of Order” in its most recent edition, which shall govern the meetings of the Council, shall be made available to all members of the Council at the first meeting they attend after their election or appointment.

5.10 Committees of Council

5.10.01 The standing committees of the Council shall be:

(a) Conference Committee,

i) The chair of the committee shall be the Conference Chair.

(b) Orientation Committee,

i) The chair of the committee shall be the Head Teach.

i) The chair of the committee shall be the Robert J. Hill Committee Chair.

(d) Social Affairs Committee

i) The chairs of the committee shall be the Social Affairs Coordinators.

(f) Bursary Committee,

i) The chair of the committee shall be the Equity Affairs Commissioner.

(g) Community Affairs Committee,

i) The chairs of the committee shall be the Community Affairs Coordinators.

(h) Athletics Committee,

i) The chairs of the committee shall be the Athletics Coordinators.

(i) Senate Advisory Committee,

i) The President and Senator shall make up this committee. This committee will get in contact before every Senate meeting and the committee as a whole will decide the Senator's vote on upcoming motions at Senate.

(j) Education Outreach Award Committee,

i) The chair of the committee shall be the Education Outreach Award Chair.

5.10.02 The terms of reference for all committees of the Council shall be at the discretion of the chair of the committee.

5.10.03 The committee chairs shall regularly report to the Council on the progress of the committees.

5.11 General

5.11.01 Members of the Council and Extended Council shall receive free admittance to any event or initiative they are principally responsible for organizing and executing, pending the financial stability of the event or initiative.

(a) This includes but is not limited to the Executive for Con-Ed Camp, the Conference Committee for Queen’s Conference on Education, the Athletic Coordinators for BEWIC Sports Days, and the Social Affairs Coordinators for Con-Ed Formal.

(b) Events Director shall receive free admission to BEWIC Sports Days and Con-Ed Formal.