The New By-laws Nick Darbyshire Governance Officer, KUCSC Governance@kucsc.com

The New By-lawsNick Darbyshire

Governance Officer, KUCSC

Governance@kucsc.com

Role of the Governance OfficerStewards existing KUCSC policy Acts as the head of the “Judicial Branch” of the

KUCSC, coordinating the portfolios of the Speaker, Deputy Speaker, and CRO.

Interprets and enforces existing policy, and makes recommendations on amendments

What have I been up to? By-Laws!

Drafting and editing an entirely new set (170-pages) of new policies and procedures for Council

Ad-Hoc Committee to look at the new by-laws, and ensure their perfection

Modeling the by-laws in terms of fairness, equality, transparency, structure, and legitimacy.

Why are we here today? Simply put, the current by-laws are in a state of

disarrayThere is far too much ambiguity, and far too little

structureSome of our practices are against Ontario

Corporate Law, or will be soon.

ProxiesUnder Ontario Law, non-profit corporations must

allow for voting members to send a “proxy,” if they are unable to attend a meeting.

This is one of the sections that will be changing.A Proxy form will be made available to voting

members of the KUCSC as soon as possible.

What are we leaving behind?Just about everything. All of the policies, by-laws, and statutes that we

have worked with thus far will be declared void

What are we gaining? Close to 170-pages of new legislation, to be our

cornerstone, and guiding constitution from here on.

By-Law #1 A structured Board of Directors, with powers and

responsibilities. A strategic vision, or long-term plan. Very specific policies surrounding financial obligations and

procedure A new composition of Council.

Two classes of Members: Voting, and Resource

By-Law #1 Some new names: Our Vice-President Finance becomes our

CFO (Chief Financial Officer), and our Vice President Communications becomes our CCO (Chief Communications Officer).

The Speaker will be granted a vote, in the case of a tie The ability to remove Council members has been greatly

increased “Members may be removed by a Two-Thirds (2/3) Vote in

favour of removal” (Subject to certain procedures)

By-Law #1 Very specific procedures surrounding notice to Council for

motions – hopefully, we will avoid too many motions in New Business.

A reduced quorum for some issues (technically) Increased responsibility for the Deputy Speaker Provisions surrounding confidential meetings

By-Law #1- No Summer meeting! AGM (Annual General Meeting) in February/March, as

opposed to June. Very specific rules surrounding the procedure

Longer turnover period Introduction of a new committee: The Governance and

Council Operations Committee (GCO) Combines Attendance and Honourarium with a committee that

specifically deals with by-law amendments

By-Law #1 The Executive Board now has tangible responsibilities, in

addition to being on the Board of Directors The President will now make 10% more than the other

Executives (starting next year). This is up from the current 5%.

Very strict and precise By-Law amendment procedures A much harsher attendance policy

By-Law #2 - Elections A tougher elections policy, with a formal Elections Committee A codified CRO, with constitutional duties Four sets of Elections yearly (pretty much the same) Earlier campaign periods. This year’s election will most likely

be in January. A strict, yet flexible Elections Timetable

By-Law #2 Strict candidate eligibility Strict balloting procedure, to ensure fairness Much more specific and competent financial procedure

surrounding budgets, and campaigns. Campaign team specifications Liabilities of Candidates, and greatly increased

responsibilities for Candidates. Fair Market Value specifications

By-Law #2 The ability for the Elections Committee to be flexible, yet

maintain precedence and professionalism. Special rules for Vice-President elections Preferential voting rules, and the ability for Candidates to

elect scrutinizers Codified appeal processes Rules and procedure for referenda and plebiscites

Overhauled Clubs Policy Updated ratification requirements, including timelines. New de-ratification policies, if Clubs fail to adhere to the by-

laws. All clubs must hold a minimum of 15 members Sections pertaining to club constitutions (including a

template, to ease Clubs into the process), and obligations. All clubs will be required to hand in a constitution by January

15th, 2015, or face immediate de-ratification.

Terms of Reference Executives, Coordinators and Commissioners, as well as

some other positions now have a Terms of Reference to aid them in their roles

In addition, there are much more expedient procedures in regards to disciplining Coordinators and Commissioners.

Faculty Representatives should coordinate with their Faculty heads, to draft a TOR for their position.

Executive TOR Office Hours changes Work a maximum of 15 hours per week outside of the

KUCSC Writing a White Paper yearly New roles as an “Executive Council,” and Board of Directors

Updated Standing Orders Various new powers for the Speaker, including time limits on

certain sections of the agenda Time limits for Council meetings, including emergency

provisions More expedient sections of the Agenda Presentations from USC Reps, KCC Reps, at every Council

Meeting, to ensure greater accountability, and transparency. Reports from Committees

Various Policy changes Changes to reimbursement procedures Institution of a Community Standards Policy Conflict of Interest policies Introduction of interim and final reports, which every Member

shall be responsible for. Personal information protection policies

Attendance Policy Missing a meeting without regrets will result in a substantial

attendance penalty (1.5 demerits) First Warning: 3 demerits Second Warning: 4.5 demerits Suspension from Council (6 demerits)

This policy also counts for Committee meetings! Make sure to attend Committee and Council meetings.

Note! If you are removed from Council for attendance infractions,

as well as other infractions, you shall be prohibited from holding a position on Council for at least one year!

Disciplinary Policies There is now a much better HR system in place with the new

by-laws Volunteer Progressive Discipline policy Executive Accountabilities and Discipline Process

Committee Structure Rules clarifying what each Committee must do A stronger, more efficient, and more accountable Honourarium

Committee (Governance and Council Operations). Specific rules regarding quorum, attendance, responsibilities

of the Chair, etc. All Faculty Representatives will sit on one Committee: the

Student Issues Committee. Some Representatives may have to double up, and/or be required

to join more than one. Members will be allowed to participate in Committee

meetings via teleconferencing.

What happens now? Motions will be moved to strike out the entirety of By-Law #1,

our Elections Policy, Clubs policies, etc., and be replaced with the new by-laws.

Upon their passing, the new by-laws (almost all sections) will come into power immediately. This includes all business on the agenda today, as long as they are introduced after an affirmative vote.

What happens now? All attendance infractions prior to the exact moment the by-

laws are ratified will be forgiven (but not forgotten!) by the Council.

All members will be expected to conduct their operations to the standards set under the new by-laws. Ignorance of the new by-laws will not be tolerated (you are expected to have come to this meeting having read at least the sections pertaining to you).

All members will have to re-submit their interest for Committees, as all members will be pooled once again.

What happens now? No longer will infractions go unnoticed, or be tolerated. The Governance Office, as the judicial branch, will be

cracking down on attendance at Council and Committees, as well as illegitimate practices of Council Members, Executive members, Clubs, etc.

Operations will be difficult until everyone learns to adapt to the new system. There will be issues.

There will be some new faces on Council, and Members will be held to a higher standard than before

What happens now? All in all, we will be able to represent the King’s Student Body

to a much greater degree, with a vastly larger amount of legitimacy.

Going Forward We will be dealing with a new set of by-laws, policies, and

procedures that everyone will not be accustomed to We will be looking at the new by-laws, and examining which

sections work, and which do not, based on how this year goes

We will most likely have to add sections, or evaluate sections depending on whether or not the Seminary acquisition is successful

New Projects Looking at the Regis policy, and it’s place in the new system

(est. AGM 2015) Drafting and implementing a new KUCSC Travel Policy Potentially working with Huron and Brescia to codify the

Affiliate Appeals Board, in light of new Governance positions

Questions?