Constitution

Constitution of the Banzai Anime Klub of Alberta 

1. Name of the organization 

- The organization, Banzai Anime Klub of Alberta (BAKA), is a student group/club of the University of Alberta’s Student’s Union.

2. Purpose of organization. 

- The purpose of the organization is the promotion and appreciation of the art form known as animation, modern visual art, and modern culture.

3. Membership 

3.1 Classes of Membership 

3.1.1 General Member 

3.1.1.1 Members who have paid their membership dues.

3.1.1.2 Outside members under the age of 18 need to have a consent form signed by their legal guardian in order to become a general member.

3.1.1.3 Membership must be approved by an executive member.

3.1.1.4 2/3 of the club’s members, rounded up, must be active members of the student’s union.

3.1.1.5 Membership is automatically revoked after 1 year unless renewed by a member of the executive.

3.1.2 Staff Members 

3.1.2.1 Are also General Members.

3.1.2.2 Appointed by the president.

3.1.2.3 Given special powers relevant to their position.

3.1.2.4 – The Director of Programming

- Provides and maintains the club equipment to allow the club to perform its duties.

- Assists in the providing of multi-media entertainment for general club use.

- Must be a member in good standing.

3.1.2.5 – The Office Manager

- Shall hold office hours during the week in lieu of executive presence

- Manages multimedia assets.

- Must be a member in good standing.

 

3.1.3 Executive Member 

3.1.3.1 Are also General Members

3.1.3.2 Elected in a legal election as stipulated under the articles of election.

3.1.3.3 Can vote in executive meetings.

3.1.3.4 Must follow the guidelines for the position they were elected to.

3.1.3.5 The Executive Member positions will be President, Vice President Internal, Vice President External, Treasurer, and Secretary

3.1.4 Member for Life 

3.1.4.1 Are also General Members.

3.1.4.2 Appointed by unanimous vote of the executive or a vote of 75% of current members.

3.1.4.3 Do not have to pay membership dues to be considered a member.

 3.2 Rights of Members 

3.2.1 All members have the right to vote in elections.

3.2.2 All members have the right to run in elections.

3.2.3 All members have the right to request executive minutes that are up to 1 year old and to receive those minutes within 2 weeks of their request in writing.

3.2.4 All members have the right to examine the financial records.

3.2.5 All members have the right to review the list of banned members.

3.2.6 All members have the right to review the list of members in poor standing.

3.2.7 All members have the right to review the list of staff members.

3.2.8 All members have the right to review the list of current club rules.

3.2.9 All members have the right to inspect the ballot box before any ballots are entered into the ballot box.

3.2.10 All members have the right to witness the counting of election ballots.

3.2.11 All members have the right to inspect the box and names for the random draw and revoking of membership when purges are undertaken.

3.2.12 All members have the right to witness the random draw of membership revoking when purges are undertaken.

3.2.13 All members have the right to petition.

3.2.14 All members have the right to be provided with proof of membership.

3.2.15 All members have the right to revoke their membership at anytime.

3.2.16 All members have the right to attend meetings.

3.2.17 All members have the rights and responsibilities of the club.

3.2.18 Membership dues will be no more than $20 a year.

3.3 Duties of Members 

3.3.1 All members must report wrong doing by other members to the executive.

3.3.2 To be informed of the constitution and current club rules.

3.3.3 All members must treat each other with respect and not insult or slander/libel other members.

3.3.4 Members will observe a high standard of personal hygiene with special regards to elimination of personal odor or the odor of any possessions.

3.3.5 Members will respect the Rules of the Charter of the U of A, the Laws and By-laws of Edmonton, Alberta and the Commonwealth of Canada with respect to social interaction.

 3.4 Revoking of Membership 

3.4.1 Membership can be revoked for the following

3.4.1.1 Violating the constitution.

3.4.1.2 Violating club rules as written in the list of club rules.

3.4.1.3 Acting irresponsibly when entrusted with a staff position.

3.4.2 Non Executive Membership can be revoked by an Executive vote or a Petition of 50% + 1 of current members.

3.4.3 Membership can be revoked on the following levels:

3.4.3.1 A set time as dictated by the party revoking membership (minimum 3 weeks).

3.4.3.2 Until their membership runs out and they can re-apply for membership at a set date.

3.4.3.3 Placed on the banned list and are unable to attend club events unless reinstated by majority executive vote or general members vote.

3.4.4 Procedure for revoking membership 

3.4.4.1 The acting party revokes membership.

3.4.4.2 The member being revoked must be informed in writing along with the reason why.

3.4.4.3 The executive must be informed of the revoking within 1 week.

3.4.4.4 The person who was revoked membership has 2 weeks to file protest with the executive over the decision.

3.4.5 The member being revoked cannot be reimbursed their membership fees unless by executive vote.

 

3.5 Extraordinary Revoking of Membership 

3.5.1 If the club membership has less then 2/3 student union members, rounded up, and/or alumni, a purge may be undertaken to revoke the membership of all non-university members till the ratio is 2/3, rounded up, or above.

3.5.2 An announcement will be made at the first general meeting.

3.5.3 On announcement, non-university members will be given one week to voluntarily renounce their membership.

3.5.4 After one week of the announcement, all non-university members that are in poor standing will have their membership revoked.

3.5.5 If the ratio is still not met, the revoking of non-university membership will be done by a Random Draw. This will be undertaken by the Secretary. This draw can be witnessed by any member. The box and names can be inspected by any member before the draw. The draw cannot revoke the membership of an executive or staff member.

3.5.6 If the ratio is still not met, the president will revoke the membership of staff who is a non-university member till the ratio is met.

3.5.7 If the ratio is still not met, any executive member who is a non-university member will have their membership revoked.

3.5.8 In this extraordinary case, the executive can decide to reimburse membership dues to the revoked members only if the treasurer feels club funds are sufficient. If anyone is reimbursed their dues, all members revoked due to the purge will be reimbursed or none.

3.5.9 Non-University members will not be accepted till the membership is above 2/3, rounded up.

3.5.10 When Non-University members can become members again, all members who had their membership revoked in the purge will be given notice when possible and the opportunity to become members again at the next general meeting.

 

3.6 Status of Membership 

3.6.1 Members in Good Standing

3.6.1.1 The default standing of all members. They are allowed all the benefits of the club.

3.6.2 Members in Poor Standing

3.6.2.1 Members who have breeched a club rule as stated in the club rule list, violated the constitution, or has abused club privileges

3.6.2.1.1 A non executive member can be place in poor standing by any executive member or staff member given that power by the President or Vice-President.

3.6.2.1.2 When a Member is placed in poor standing, that member is to be notified verbally and the executive must be informed at the next executive meeting and place on the list of Members in Poor Standing.

3.6.2.1.3 Any member in poor standing can appeal the decision to the executive at an executive meeting.

3.6.2.1.4 A member in poor standing cannot hold staff positions, enter the club office, or go to any club event except General Meetings and Elections unless invited by a member of the executive.

3.6.2.1.5 A member can be placed back into Good Standing by any executive or a petition of 50% + 1 of current members or by winning a club election.

4. Membership Dues 

4.1 Membership dues will be collected immediately upon becoming a member

4.2 All payments must be in cash.

4.3 These payments can be made to any executive member so long as they currently have the clubs cash box with them.

4.4 Membership dues are expected once a year on the anniversary of membership or membership will be automatically revoked.

 

5. Executives

 5.1 Positions 

5.1.1 President 

5.1.1.1 Has veto power over all decisions. The president’s veto can only be overturned by unanimous vote of other current executives.

5.1.1.2 Has one vote in executive meetings.

5.1.1.3 Can create staff positions.

5.1.1.4 Can appoint staff.

5.1.1.5 Can dissolve staff positions.

5.1.1.6 Chairs executive meetings by default.

5.1.1.7 Can appoint a member to act as chair.

5.1.1.8 Responsible for all other executive positions.

5.1.1.9 Books rooms and meeting locations.

5.1.1.10 Is a signing authority.

5.1.1.11 Can call elections.

5.1.1.12 Must be a previous executive member or nominated by an outgoing executive member.

 

5.1.2 Vice-President Internal 

5.1.2.1 Takes complaints and suggestions for members and presents them at executive meetings.

5.1.2.2 Handles events that relate to members or are located on campus.

5.1.2.3 Maintains the banned member list.

5.1.2.4 Maintains the contact list of on campus groups and organizations.

5.1.2.5 Has one vote in executive meetings.

5.1.2.6 Is a signing authority.

 

5.1.3 Vice-President External

5.1.3.1 The ambassador to organizations off campus.

5.1.3.2 Handles events that are held off campus.

5.1.3.3 Has one vote at executive meetings.

5.1.3.4 Takes complaints and suggestions from outside campus groups.

5.1.3.5 Maintains a contact list of off campus groups.

5.1.3.6 The only position that can be held by a non-university student member.

 

5.1.4 Treasurer

5.1.4.1 Is a signing authority.

5.1.4.2 Handles all financial matters and records

5.1.4.3 Keeps executives informed with current financial matters.

5.1.4.4 Maintains a record of the current balance, expenditures, and cash box.

5.1.4.5 Sets membership dues with executive approval.

5.1.4.6 Has control of the club cash box.

5.1.5 Secretary 

5.1.5.1 Records meeting minutes.

5.1.5.2 Maintains the membership list.

5.1.5.3 Maintains the list of members in poor standing

5.1.5.4 Maintains the list of banned members

5.1.5.5 Maintains the list of special access codes and key holders.

5.1.5.6 Maintains a list of all committees.

5.1.5.7 Keeps a copy of all committee charters and objectives.

5.1.5.8 Keeps a copy of financial records.

5.1.5.9 Maintains the list of current club rules.

5.1.5.10 Maintains a copy of current staff positions

5.1.5.11 Maintains a list of current executive members.

5.1.5.12 Keeps submitted petitions.

5.1.5.13 Maintains all club records.

5.1.5.14 Informs all executives of meetings.

5.1.5.15 Maintains the agenda for executive meetings.

 5.2 Resignation and appointment

5.2.1 Any executive member can resign in writing to the remaining executive members.

5.2.2 Any executive member can appoint another person to hold their position for a set time, or until the next election, with the consent of a majority executive vote.

 

5.3 Impeachment 

5.3.1 A unanimous vote of all current executive members except the impeached executive for impeachment is valid.

5.3.2 A petition of 50% of current members + 1 for impeachment of an executive members is valid.

5.3.3 That executive member has the right to appeal the decision to the members at the next meeting in a speech that will last no more then 5 minutes.

5.4 Insufficient Executive 

5.4.1 Whenever an executive member has been removed for whatever reason or the position cannot be filled, the following actions can be taken by the acting president.

5.4.1.1 Hold a by-election for the position in question under the rules of election.

5.4.1.2 Continue with the current number of executives where positions will be consolidated and follow these directions:

5.4.1.2.1 When a position can’t be filled, all the executive will move up by one rank in this order of succession: President, Vice-President Internal, Treasurer, Secretary, Vice- President External.

5.4.1.2.2 4 members will have a President, Vice-President, Treasurer, and Secretary. The minimum number of executive members is 3 members. Vp External duties will be taken over by the Vice-President internal in the event that the position cannot be filled.

5.4.1.2.3 3 members will have a President, Treasurer, and Secretary. Quorum is 2 members. Duties of the Vice president internal and external are taken by the Treasurer and Secretary respectively. If there is one executive member who is not a University Student or Alumni, that member will have to resign from the executive and the executive counts as dropping below 3 to comply with Student Union regulations.

5.4.1.2.4 If the executive drops below 3 members and the positions cannot be filled, the club must be dissolved under the articles of disbandment.

 

6. Meetings

 6.1 Number of meetings

6.1.1 There will be at least 15 general meetings a year.

6.1.2 There will be at least 4 executive meetings a year.

6.2 Executive meetings. 

6.2.1 Can be called by any executive member.

6.2.2 Require at least 3 days notice to executive members.

6.2.3 The secretary is responsible for informing the executive members of an executive meeting.

6.2.4 The secretary has the responsibility of forming the agenda.

6.2.5 Executive members have till the meeting to place items on the agenda.

6.2.6 Regular members can also place items on the agenda within 2 days of the Executive meeting.

6.2.7 Executive meetings will follow Robert’s rules of order.

6.3 Committee meetings

6.3.1 Committee meetings will follow Robert’s Rules of Order

6.3.2 A committee meeting will be directed by the charter and objectives created for it.

7. Proxy

 7.1 Any member can appoint a proxy to

7.1.1 Vote in elections.

7.1.2 Vote in executive meetings if the member is a current executive.

7.2 A proxy can only be active with the written permission of the member who cannot attend.

 

8. Committees 

8.1 A committee can be formed by executive vote or by the president.

8.2 All members of a committee will be considered staff.

8.3 A committee will be made up of no less then 3 members.

8.4 Upon creation, the committee will have a clear charter and objective that it must follow. The charter will also determine quorum, voting rights at committee meetings, ect

8.5 A committee can be disbanded by executive vote, the president, or by the committee itself.

 

9. Staff Positions 

9.1 A staff position can be created by the president or executive vote.

9.2 A member can be appointed to the position by the president or executive vote.

9.3 Can hold the position till they resign or are voted out by the executive or by the presidents decision or are no longer members in good standing.

 

10. Elections 

10.1 Calling an Election

10.1.1 The President can call an election at any time.

10.1.2 An election can be called by executive vote.

10.1.3 A petition of 50% of current members + 1 can call an election.

10.1.4 An election must be held once a year, if no one calls an election the default date is the first Monday of November.

10.2 Returning Officer

10.2.1 The party, hereafter known as the club body which initiated the process, calling the election must also choose the Returning Officer.

10.2.2 The Returning officer is charged with running the election.

10.2.3 The Returning officer has the right to announce after the election his thoughts on the election and report to the members and suspicion of fraud at the next general meeting.

10.2.4 The position is remanded at the end of the next general meeting.

 10.3 Procedure of the election

 10.3.1 The Election Day must be announced at least 3 weeks prior, either on the website or in public to members.

10.3.2 Nominations must be taken by the Returning Officer.

10.3.3 All Nominations must be in at least before 1 week before the election.

10.3.4 A speech and question period must be run at least 1 week prior to election day.

10.3.5 On Election Day, each member has 1 vote per issue or office.

10.3.6 All votes are by secret ballot.

10.3.7 The ballot box can be inspected by any member before any votes are entered into the box.

10.3.8 The counting of the ballots can be witnessed by any member.

10.3.9 The ballots must be kept for at least 1 month.

 10.4 To Run

 10.4.1 The member running must be a university student or alumni unless they are running for the position of Vice President External.

10.4.2 Must be nominated by at least one member. Members cannot nominate themselves.

10.4.3 Only previous executive members or persons nominated by a outgoing executive member can run for the position of president.

10.4.4 A member can only run for one position per election.

 10.5 Counting of Ballots 

10.5.1 Votes are counted by a “first past the post” basis.

10.5.2 The ballots will have the first and last name of the candidates with the position they are running for.

10.5.3 Any member can view the counting of the ballots.

 10.6 Transfer of Power

10.6.1 After an election the following will occur within 2 weeks.

10.6.1.1 The outgoing executive will transfer over signing authority, all relevant documents, keys, and lists.

10.6.1.2 The acting president will inform the Student’s Union of the results.

10.6.1.3 An executive meeting will be held within 2 weeks of the election.

 10.7 By Elections and Referendums

10.7.1 Handled exactly like elections.

10.7.2 A referendum can be called by the president, executive vote, or a petition of 50% +1 of current members.

10.7.3 A by election can be called only when the relevant executive position is empty and then only by the president, executive vote, or 50% + 1 of current members.

10.7.4 Referendums require 75% of current members in quorum in order to pass unless otherwise specified.

11. Petitions

11.1 A petition must contain the following to be considered valid:

 11.1.1 A statement.

11.1.2 The full names, signatures, date of signatures (containing day, month, and year), and contact information of current members.

11.1.3 At least 3 names of current members.

11.1.4 Is considered valid for 4 months from the date of the first signature.

 11.2 Submitting a petition

11.2.1 A petition can be submitted to the executive and collected by the acting secretary.

11.2.2 When submitted, the secretary must add it to the agenda for the next executive meeting.

11.2.3 A petition of 20% or more of current club members can be read out at a general meeting announcement for a maximum of 2 minutes.

 12. Amending the constitution.

12.1 Handled exactly like an election except for the following.

12.1.1 Can only be passed by a vote of 75% in quorum

 13. Disbanding the club 

13.1 The club will be disbanded if and only if the following circumstances occur.

13.1.1 There are less then 3 current executives and no current member wishes to take the position. At least one call for an election must have already been held where it was impossible to elect 3 executives.

13.1.2 The club has dropped below 10 members for a period of 2 months.

13.1.3 A vote of 75% of current members and unanimous vote of current executives.

13.2 If the club is disbanded, the remaining executives will follow this procedure.

13.2.1 Sell all club assets at an auction announced to remaining members within 1 week.

13.2.2 Use all remaining funds to settle outgoing debts.

13.2.3 Pay remaining members back their membership dues.

13.2.5 Donate any and all remaining funds and assets to a non-profit organization of the Student’s Union’s choice.

13.2.6 Inform the Student’s Union of the clubs disbandment.

13.2.7 All personal information collected by the club will be destroyed.

 

14. Definitions: 

14.1 Members in Good Standing: Anyone who has paid their membership dues and has been approved by the executive. Must be at least 14 years of age or a student of the University of Alberta.

14.2 Members in Poor Standing: Members who have violated the constitution or club rules.

14.3 Proxy: A member or non-member given written consent by a member to vote in an election, or an executive meeting. Does count towards quorum.

14.4 Petition: A document with the names, signatures, date of signing (including the year, month, and day) and contact information of 3 or more members with a statement attached.

14.5 General Meeting: A meeting where all members are able to attend and was announced 3 weeks in advance.