The Constitution of the University of Waterloo Science Fiction Club

Effective 26 May 2010

  1. Purpose

    The University of Waterloo Science Fiction Club, otherwise known as "WatSFiC" and hereafter referred to as "the club", is an organisation formed to promote interest in Science Fiction and Fantasy literature and gaming, and to serve those members of the community with these interests.

  2. Membership

    1. Full Members

      A full member of the club shall be any eligible person (where eligible is defined by the University of Waterloo Federation of Students Clubs Policy) who has paid the club membership dues for the period of time in question as outlined in the club bylaws. Full members of the club entitled to:

      1. vote at and take full part in all meetings of the club;
      2. stand for and hold, in accordance with applicable regulations and procedures, any elected or appointed position within the club; and
      3. in accordance with any applicable regulations and restraints, utilise the resources of and participate in events sponsored by the club.

    2. Associate Members

      An Associate Member is any person in good standing with the club who wishes to be a member of the club but is ineligible for Full Membership and has paid his or her club dues for the period in question as set in the bylaws. Associate Members may be permitted to use resources of the club, as outlined in the club procedures. In other respects Associate Members do not have the privileges accorded to any of Full or Honorary members.

    3. Honorary Members

      Honorary members of the club shall be those designated as such by a three-quarters majority vote of members present at any meeting of the club. Such persons shall retain their honorary membership in perpetuity unless it is rescinded by a three-quarters majority vote of members present at any meeting of the club. Honorary members of the club may, in accordance with any applicable regulations and restraints, utilise the resources of and participate in events sponsored by the club; however, they may neither vote, nor hold executive office.

    4. Members Bound by By-Laws

      All members shall, by accepting membership, be deemed to have notice of and to agree to be bound by all rules and regulations duly made thereto or hereafter to be made by the club or a majority of the executive including, but not limited to, the club constitution and all club by-laws.

    5. Disciplinary Matters

      The club shall be empowered to revoke for any reason, all rights and privileges of any member, without restitution, at a meeting of the club, providing notice of such a meeting has been given to the member at least seven days prior to the date of the meeting. Adoption of any such motion shall require a two-thirds vote of the club. This does not restrict any disciplinary action taken by the club against a member for a specific offence as outlined in the bylaws.  Any reinstatement of the member shall be subject to review by the executive.

  3. Executive Offices

    1. Responsibility and Authority

      The club shall be managed by the club officers, who shall be elected by the membership of the club. Each of these officers, acting on behalf of and responsible to the membership of the club, shall have vested in them certain powers as detailed in this document and in the appropriate by-laws in order to perform their assigned duties. The Officers shall perform such additional duties pertaining to their Offices as may be prescribed by the Executive or by the club. The Executive Officers shall be composed of the President, the Vice-President, the Treasurer and the Secretary.

    2. Term of Office

      The members of the club executive have a term of office extending from the date of their election to the date of the election of their successors in the following academic term.

    3. Election of Officers

      An election for executive positions shall be held at the beginning of every term. If an executive position is not filled at the election meeting, or becomes vacant during the term, the other executive officers must temporarily reassign the roles and duties of that position amongst themselves. A permanent replacement shall be elected by the club at a general meeting with notice as soon as practical. Elections shall be conducted according to the relevant by-laws.

    4. Election Procedures

      All full members of the club present shall be entitled to cast exactly one vote for each contested position.

    5. President

      The president of the club shall

      1. be the chief executive officer of the club;
      2. act as chairman at all meetings of the club at which he is present;
      3. represent the club and the membership thereof to organisations and at gatherings where such representation is necessary;
      4. co-ordinate and facilitate the actions of the other officers of the club;
      5. oversee and administer any activities of the club not specifically under the control of any other club officer;
      6. act with the other executive officers in matters which cannot, in his opinion, await the decision of the club in accordance with any applicable club regulations and restraints.

    6. Vice-President

      The vice president of the club shall

      1. be responsible for club publicity and public relations;
      2. assume the duties and responsibilities of the president in the president's absence; and
      3. perform such other duties as are assigned to him.

    7. Treasurer

      The treasurer of the club shall

      1. administer the finances of the club;
      2. be responsible for keeping accurate and complete records of the financial transactions of the club;
      3. prepare and present to a meeting a budget for the operations of the club during each academic term by the end of the first month of said term;
      4. prepare and present to a meeting a final summary of the club finances by the end of the academic term;
      5. be able to answer any member's questions about the financial affairs of the club at any meeting.

    8. Secretary

      The secretary of the club shall

      1. be responsible for the maintenance of all non-financial records of the club including, but not necessarily limited to, the minutes of all meetings, lists, and club correspondence; and
      2. be responsible for keeping an up-to-date list of non-financial club assets.

    9. Other Officers

      The club may, at its discretion, define other officer positions in the bylaws of the club. Officer positions which are not executive officers may be vacant, in which case the responsibilities of the office shall pass to the appropriate executive officer. Any bylaw which defines an officer position must contain the powers and responsibilities of that officer, and which executive officer shall assume the duties of the office if it lies vacant.

    10. Signing Officers

      Contracts, documents or any other instruments incurring a financial liability requiring the signatures of the club shall be signed by any two of the three signing officers appointed by and from among the executive officers. All contracts, documents and instruments in writing so signed shall be binding upon the club without further authorisation or formality. The club shall have the power by resolution to appoint any member on behalf of the club to sign specific contracts, documents and/or instruments in writing. Such contracts, documents or instruments shall require the prior approval of the club.

  4. Meetings

    1. General

      There shall be convened, as outlined in the club by-laws, meetings of the membership of the club in order to generally oversee the activities and conduct business of the club. These meetings are hereafter referred to as "club meetings".

    2. Power of the Assembly

      During club meetings the assembly shall have all powers vested in the executive of the club, including the power to examine, rescind and otherwise deal with any decision of the executive.

    3. Quorum

      Quorum at all club meetings shall be four Full members of the club, or a majority of the entire Full membership, whichever is less.

  5. Bylaws

    1. General

      The membership of the club shall be empowered to enact bylaws not contrary to any provision of this document to govern or regulate any aspects of the affairs and operations of the club.

    2. Notice

      Notice of any motion to enact, amend or repeal a bylaw of the club shall be given at a club meeting no less than five days before the meeting at which the matter is to be considered.

    3. Approval

      A motion to enact, amend or repeal a bylaw requires a two-thirds vote.

  6. Amendments

    1. General

      The membership of the club shall be empowered to amend this document if the changes are not contrary to any superior documents regulating the club.

    2. Notice

      Notice of any motion to amend the constitution of the club shall be given at a club meeting no less than fourteen days before the meeting at which the matter is to be considered.

    3. Approval of Amendments

      A motion to amend the constitution requires a two-thirds vote.

    4. Constitutional Corrections

      A motion to correct the wording or numbering of this document and/or associated by-laws can be made without notice by unanimous vote at a club meeting.  Such a correction must not alter the intent or spirit of the constitution or its by-laws.  Any member may oppose the alteration made using the power of this subsection within fourteen (14) days of the motion's passage, in which case the alteration is struck down and considered null and void.  If an amendment is passed using the power of this subsection and later struck down using the power of this subsection, Notice of Amendment shall be deemed to have been given on the date the motion was raised.

  7. Dissolution

    1. In the event that the Federation of Students dissolves the club, all assets of the Club become the property of the Federation of Students, to be held in trust for a minimum period of two years.
    2. If, during this period, the Club becomes active again, the trust shall be dissolved and all assets shall become the property of the Club.
    3. After two years, if the trust has not been dissolved then all assets (including but not limited to funds and the library) shall be donated to the Waterloo Public Library or a suitable organisation that will put them to use in accordance with the purpose of the club.