BY-LAWS OF THE SOBEY MBA SOCIETY AT SAINT MARY S UNIVERSITY April 2014

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1 ARTICLE 1: THE SOCIETY The name of this organization shall be the Sobey MBA Society at the Sobey School of Business of Saint Mary s University, hereinafter referred to as the MBA Society, or the Society. ARTICLE 2: OBJECTIVES A. To contribute to the intellectual growth and cultural development of the university. B. To serve as a medium of communication between members of the MBA Society and the governing bodies of the Sobey School of Business, Saint Mary s University, other student societies, SMUSA, the professors and manager, the Alumni, and the business and local community. C. To promote and coordinate the interests of the members of the MBA Society. D. To operate and otherwise provide services for the members of the MBA Society. E. To uphold and respect the academic freedom of the University. ARTICLE 3: MEMBERSHIP A. All students registered as full or part-time in the Sobey School of Business Master of Business Administration program, shall enjoy all the rights and privileges of ordinary membership. B. Honorary Executive members, with no voting privileges, may be elected by the Executive for a period not to exceed one academic year. C. Membership of the Society Executive shall consist of the following positions: 1. President 2. Vice-President Internal 3. Vice-President External 4. Vice-President Finance 5. Vice-President Operations 6. Vice President of Ethics and Communication D. A sub-committee of representatives, The Representative Committee will consist of the following positions: 1. First Year Representative 2. Accelerated Representative 3. Part-Time Representative 4. CMA Representative 5. International Representative ARTICLE 4: MEETINGS A. General meetings for all members of the Society will take place at least once per fall and winter term. Notice of meetings will be posted at least 72 hours in advance of such meetings. A petition of at least 25% of members will also be sufficient to 1

2 call a general meeting when presented to the President or a Vice-President of the Society. A quorum for a general meeting will be 25% of the total membership. A vote of at least 51% majority will be required to pass any motion at a general meeting. B. Executive meetings will be held on a bi-weekly or weekly basis. Notice of such meetings will be posted at least 48 hours in advance of such meetings. Four persons will constitute a quorum, provided that the President is present. A vote of at least 51% will be required to pass any motion. C. For general and executive meetings of the MBA Society, an agenda will be prepared and posted no later than 48 hours prior to the said meeting. A summary of the minutes will be posted no later than 3 days after meetings of the general and/or executive meetings. D. All regularly scheduled meetings shall be open for the members of the Society. Special or emergency meetings of the MBA Society Executive will be closed meetings unless otherwise stated. E. Except as inconsistent with the Constitution and By-Laws, Robert s Rules of Order shall govern the affairs of the Society meetings. ARTICLE 5: CONSTITUTIONAL AMENDMENT Amendment to the constitution may only take place at a general meeting of the Society. Proposed changes must be posted publicly at least two weeks in advance of such a meeting. The rules of a general meeting shall adhere when voting on constitutional amendments. ARTICLE 6: THE EXECUTIVE: ROLES AND RESPONSIBILITIES S.1 The President of the Society shall: E. Be the Chief Executive Officer of the Society and shall be charged with the general management of the Society. C. Be a signing officer for the Society. F. Act in the capacity of official spokesperson for the Society concerning internal and external policy, unless otherwise delegated. G. Provide leadership to the Society by designing and initiating programs to promote the stated objectives of the Society as defined in the Constitution. I. Call and chair all meetings of the Society. K. At the beginning of academic year present a report of planned Society activities to SMUSA, and the MBA administration along with copy of the financial statements. L. Provide an agenda for each general Executive meeting 48 hours prior to said meeting. S.2 The Vice-President Internal of the Society shall: A. Be an active member of the MBA Council representing MBA Students in all matters of the MBA Program. 2

3 B. Be available to members to voice their concerns and/or suggestions in regards to academic issues. C. In the absence of the President, assume that office with all of its duties and responsibilities. D. Be a signing officer for the Society. E. Be responsible for the updating and maintenance of the Constitution and By-Laws of the Society. F. Be responsible for the operation and maintenance of MBA Student Advisory Program. G. Be the Chief Returning Officer in all elections. H. Be responsible for ratifying the MBA Society as a SMUSA society I. Attend all meetings called by SMUSA and be responsible for ensuring compliance with SMUSA regulations. J. Be responsible for the preparation of the MBA Handbook in coordination with the MBA Administration. K. Plan and organize the events and agenda for Orientation Week. L. Oversee/delegate the involvement of the Representative Committee in the appropriate Executive matters (such as event planning). S.3 The Vice-President External of the Society shall: A. Arrange, organize and publicize community/charity related events. B. Be responsible for creating links with the local business organizations, with particular emphasis on Professional Development. C. Maintain ties with alumni including events and maintenance of contacts. D. Be responsible for coordinating the Professional Mentorship Program and Professional Development Days along with the Sobey MBA administration. E. Organize the annual Sobey MBA Leadership Forum S.5 The Vice-President Finance of the Society shall: A. Be responsible for the financial transactions of the Society including receiving student levies, contributions, and other revenue on behalf of the Society, and make authorized payments out of such funds for expenses incurred by the Society. B. Prepare the budget for the Society and present it to the Executive no later than the third week of September. C. Prepare and post monthly financial statements of the Society, no later than one week after month end. D. Reconcile Society bank statements on a monthly basis. E. Prepare the formal requests for external Society funding. S.7 The Vice President Operations: A. Be responsible for organizing the MBA Games Team and all fundraising efforts. B. Be responsible for the organization and registration of all intramural teams. C. Contact and arrange for the sale of MBA related clothing. D. Organize the sale of business cards (once in September and once in January) 3

4 S.8 The Vice President of Ethics and Communication: A. Be responsible for and maintain all communications channels (website, notice boards, etc) B. Be responsible for the keeping of all minutes during meetings of the Society and post minutes no later than 3 days following the said meeting on the MBA bulletin boards. C. Administer all photos and general interest issues relevant to the Saint Mary s Yearbook. Co-ordinate group graduation photo and MBA Society Executive photo. D. Edit and forward any general Society business to all Society members and the Society website. E. Raise awareness of ethical business practices F. Help ensure alignment of Saint Mary s University operating practices, processes and programs with ethical standards of conduct G. Create and organize events centered around business ethics H. Coordinate and manage the Volunteer Program, sending teams of MBA students every week or bi-weekly to an established Non-profit organization. Ensure sustainable volunteer support is provided, to demonstrate students commitment to community. ARTICLE 7: GENERAL DUTIES AND RESPONSIBILITIES OF THE EXECUTIVE MEMBERS OF THE SOCIETY S.1 A. Members are required to attend all meetings of the Executive. When any Member of the Executive has failed to attend two regular meetings without reasonable cause, the Executive may, on 2/3 s approval declare that member s position vacant. Such a member will be ineligible for reelection at the first election following their removal. B. Each member of the Executive shall be associated, as defined under the Bylaws, with their electorate in order that they might fairly represent the positions and views of the electorate. C. Any act in violation of the Constitution and/or By-laws of the Society, may result in the call for resignation. D. All positions on the Executive shall hold office from April 1 to the following March 31. If it becomes evident that an elected member will not be a registered student for his/her entire term in office, the position must be reposted and a new member elected during the regularly scheduled fall elections. E. All members of the Executive must be registered full-time students for the upcoming school year, with the exception of the Part-Time Representative. F. Be a voting member of the Executive. G. Be prepared to present a report of his/her activities at all regular meetings. ARTICLE 8: THE REPRESENTATIVE COMMITTEE S.1 Membership 4

5 A. The Representative committee consists of: A First Year Representative A Part-Time Representative An Accelerated Representative An International Representative A CMA Representative S.2 Responsibilities A. Be responsible to foster acceptance and spirit for his/her constituents. B. Be the official liaison between the Executive and his/her respective constituents. C. Be representative of his/her respective constituents. D. Bring forward ideas and concerns of constituents to the Society. E. Be an active member of the Social Committee: plan, organize, communicate and implement social events. F. The International Rep, specifically, is also responsible for acting as a liaison between the International Centre and his/her respective constituents, as well as guiding the planning of international events. G. The members of the Representative Committee will assist the members of the executives with planning events such as: Orientation Week, social events, MBA Games, and community/charity events. S.3 General Provisions A. The Representative Committee will be elected, just as the members of the Executive are. B. The Representative Committee is a committee of the MBA Society Executive C. The Representative Committee will not attend all Executive meetings ARTICLE 9: NOMINATION AND ELECTION OF OFFICERS S.1 General Provisions A. The fall election shall be held no later than the last week of September. B. The spring election shall be held no later than the second week of March. C. Only members of the Society are eligible to vote in elections or to be nominated to any position on the Society Executive. D. The Chief Returning Officer shall be the Vice-President Internal in all elections. S.2 At the fall elections: A. The First Year Representative, MBA-CMA Representative and Accelerated Representative and any position that is left vacant from the previous spring election shall be voted on. 5

6 B. Only first year members are eligible to nominate and vote for First Year Representatives S.3 At the spring elections: A. The President, Vice-President Internal, Vice-President External, Vice- President Finance, Vice-President Operations, Vice President Ethics and Communication and International Representative will be elected. B. Only Part-Time members are eligible to nominate the Part-Time Representative, only MBA-CMA students are eligible to nominate the MBA-CMA representative. Only First Year Students are eligible to nominate for the remaining positions on the Executive. C. All members of the Society are eligible to vote for all Executive positions. S.4 At each election: A. At least two weeks prior to the election date, a notice will be posted calling for nominations. B. Nominations for all positions shall be in written form and signed by a nominator and a seconder. C. Nominators lacking a seconder to their nomination will be informed prior to the expiration of the nomination period. D. All nominations will be submitted to the Chief Returning Officer. E. Nominations shall close the Thursday afternoon at 17:00 prior to the election week and a list of all candidates nominated to each position will be posted immediately. F. If an Executive position is not contested, that candidate will be declared elected by acclamation following a successful affirmation vote of 51% of the ballots cast. S.5 During the week of voting: A. Electronic polling will take place. B. Results of the election will be posted in the MBA lounge within a 24-hour period after the close of the polls. S.6 In any election: A. Each election shall be by secret ballot. B. Each ballot shall list the full name of the candidate and the name of each candidate will appear in alphabetical order. C. The voter shall be required to present their Student Identification card in order to cast their ballot. D. In the instance that two general meetings have been held to vote for changes in the constitution, and for both meetings, less than 25% of the members have voted, a third vote may be conducted by . S.7 Counting the ballots: A. The candidate with the most number of votes is deemed elected. B. In the case of a tie vote, the Chief Returning Officer will inform the candidates. The final decision will be determined by the flip of a coin and 6

7 shall be in the presence of the interested candidates if they so desire to be present. ARTICLE 10: IMPEACHMENT OF OFFICERS S.1 Impeachment of any member of the Executive will follow the same process for that of a general meeting. A petition of at least 25% of the members of the Society is needed to call such a meeting and a quorum will be 25% of members. Meetings must be announced 72 hours in advance and a 2/3 s majority vote will be required to pass an impeachment motion. ARTICLE 11: FINANCE AND AUDIT S.1 The Society will obtain funds from fees, fundraising activities, SMUSA grants, funds provided by the University, and donations. S.2 The fiscal period will be from April 1 of the year until March 31 of the following year, unless otherwise stated by the Executive. S.3 Any two of the President, Vice-President Internal, and Vice-President Finance will be signing officers for the Society. All monies spent without approval from the MBA Society executive will be the responsibility of the signing officers. S.4 The budget will be prepared no later than mid-august. Upon approval by the MBA Society Executive, it will be posted for all members of the Society. Financial Statements shall be prepared and posted by the Vice-President Finance on a monthly basis. 7

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