UC Board Bylaws

 

University Centre Board By-Laws

The University Centre Board operates under the following by-laws.
 

UNIVERSITY CENTRE BOARD MEMBERSHIP BY-LAW

  • Representation: Representation and membership on the Board shall be as stated in the Constitution of the University Centre Board.
  • Term: Term of office for the University Centre Board shall be, with the exception of the appointees of the President, two years. Terms less than two years may be established by the sponsoring user groups.
  • Change of Status: Appointing groups are required to report the change of status of any University Centre Board member to the Secretary of the University Centre Board. Such change of status shall result in the appointment of a replacement member. A change in status is defined as no longer able to fulfill their obligation to the University Centre Board, or long-term illness.
  • Extensions: Further two-year appointment must be submitted in writing to the University Centre Board for approval.
  • Termination: A regular member of the University Centre Board will be deemed a member in bad standing if he/she misses two monthly Board or two Standing Committee meetings without leave. Leave must be reported to the Board Secretary. The said member will be expelled from the University Centre Board and the appointing group notified by the Board secretary.


UNIVERSITY CENTRE BOARD COMMITTEES BY-LAW

  • Representation: A balanced representation will be the goal of all University Centre Board committees and all University Centre Board committees shall have a minimum of five members.
  • Membership: All voting members of the University Centre Board committees will be University Centre Board members. Non-voting committee appointments may be approved by the University Centre Board upon written submission to the University Centre Board by the sponsoring University Centre Board committee.
  • Term: Term of office for the University Centre Board’s committees shall be one year (appointment normally in September). By action of the University Centre Board, on recommendation from a committee, a committee member may be removed on the grounds of poor meeting attendance or inadequate participation in the work of the committee.
  • Extensions: Extensions will be considered by the Executive Committee, prior to striking committees, recognizing the desire for equal representation and benefit of past experience.
  • Chair: Each standing committee of the University Centre Board shall annually elect a Chair from amongst its voting members. No individual may chair concurrently more than one standing committee of the University Centre Board.
  • Vice-Chair: Each standing committee of the University Centre Board shall annually elect a vice-Chair from amongst its voting members who shall assume the Chair’s responsibilities in the event of a temporary absence or resignation


ALTERNATE MEMBERS OF THE UNIVERSITY CENTRE BOARD BY-LAW

  • Membership: All user groups of the University Centre Board may appoint alternates to the Board. The number of alternates shall be limited to one-half of these group’s Board membership. Alternates may fill temporary absences of regular members of the Board at Board meetings. Alternates shall meet the same criteria as regular appointees. Alternate Board Member: An alternate member to the University Centre Board is deemed to be a member if he/she is nominated and ratified by the member organization and present at a University Centre Board Meeting and ratified by the University Centre Board. All alternate members must be nominated and ratified by the second University Centre Board meeting. All alternate members are encouraged to attend University Centre Board meetings.
  • Term: Term of appointment for alternates shall be for a one-year period.
  • Extensions: Extension of term for alternates (for another one-year period) must be approved by the University Centre Board.


GENERAL MEMBERSHIP BY-LAW

  • Term Calculation: Terms of office shall in all cases be calculate from the first meeting (usually held in October) of the University Centre Board to August 31st of the end of the members’ year appointment.
  • Vacancies: In the event of a member’s resignation during his/her term, the appointing user group shall replace the member, who shall serve the remainder of the resigning member’s regular term of office.
  • Terminations: The secretary of the University Centre Board shall notify members and alternates of their impending termination date one month prior to that date. The University Centre Board may elect to terminate a regular member as outlined in the Constitution. These causes and personal resignations shall be the only form of  termination once a member has been ratified. Notice will also be sent at this time to the executives of the user groups.
  • Board and Committee Meetings: All meetings will be conducted under the guidance of Robert’s Rules of Order.

 

UNIVERSITY CENTRE BOARD VOTING BY-LAW

  • Membership: The University Centre Board is comprised of 20 voting members as outlined in the Constitution.
  • Alternates: Alternates to the Board shall have full voting privileges where they are acting as a replacement for a regular Board member. Chair of the Board shall be responsible for verifying which regular member an alternate is temporarily replacing.
  • Quorum-Board: Quorum for the University Centre Board is two thirds of the members ratified. Minimum quorum for any University Centre Board meeting is eleven (11).
  • Quorum-Committees: Quorum shall be calculated at the committee level as established in the Terms of Reference for each committee.
  • Proxies: There will be no proxies at the Board or Committees.
  • Chair: At the Board, in the event of a tie vote, the Chair may cast a tie-breaking vote.


SIGNING AUTHORITY BY-LAW

All minutes of meetings of the University Centre Board shall be signed by the Chair, University Centre Board and Director, University Centre. All minutes of meetings of the University Centre Board’s sub-committees shall be signed by the Chair of the respective sub-committee and the Director, University Centre. In the absence of a Chair, the Vice-Chair having presided shall sign. In the absence of the Director, University Centre, the Recording Secretary shall sign.


OTHER MOTIONS PASSED BY THE UNIVERSITY CENTRE BOARD BY-LAW

  • Chair: The Chair of the University Centre Board shall be elected at the first meeting (usually held in October) each year, to be effective at the time of election. The Responsibility of the chair is to facilitate an orderly and organized meeting according to the Robert’s Rules of Order. The chair may step down to participate in debate of a motion but must preside over the vote on each motion as Chair.
  • Vice-Chair: The Vice-Chair of the University Centre Board shall be elected at the first meeting (usually held in October) each year, to be effective at the time of election.
     

SPEAKER RIGHTS BY-LAW

Speaker rights may be granted by the University Centre Board through an appropriate motion. Rights will only be granted for one specific issue that an individual is attending the meeting to address. Guests will be allowed to make relevant presentations to the University Centre Board and respond to questions by members on specific issues relating to the business item.

These guidelines for speakers apply to all regular meetings of the University Centre Board and Standing Committees:

  1. Guests are not permitted to speak without being granted speaking rights by an approved motion of the board or committee. A guest may request speaking rights to a specific business item by raising their hand for comment.
  2. Guests who are granted speaking rights will be provided up to five (5) minutes to make a presentation and provide information to the board pertaining to the specific business item only. Board members may ask questions and provide the guest speaker with sufficient time to respond to the question, no longer than three (3) minutes in length.
  3. A maximum of three (3) guests may be granted speaking rights to provide information relating to a specific business item.
  4. Should a guest granted speaking rights speak out of term or violate these guidelines, they will forfeit their speaking rights and be instructed by the Chair to leave immediately. In such circumstances, the guest will exit the meeting immediately.
     

GUESTS BY-LAW

Guests are welcome to attend University Centre Board meetings upon registered notice but will not be allowed to sit at the University Centre Board table. Guests may only speak upon being granted speaking rights to a specific business item.

These guidelines for guests apply to all regular University Centre Board and Standing Committee meetings:

  1. In accordance with Ontario Fire Code provisions, each board and committee meeting will have an established maximum number of guests permitted to attend in-person based on the occupancy of the boardroom.
  2. All guests must register to attend by contacting the University Centre Board Secretary at least one (1) hour prior to the meeting time. Guests may register to attend remotely via Microsoft Teams should in-person guest registration reach capacity.
  3. Unregistered guests are not permitted to attend unless approved by motion of the Board or Committee.
  4. Guests will exit the meeting immediately should the Board move to closed session of the meeting or at the request of the Chair.
  5. Guest may only attend a closed session by invitation subject to approved motion confirming the invitation at the time the Board moves into closed session.
  6. Interference with the progress of a meeting by a guest will not be permitted and any guest who attempts to impede the business of the meeting will be instructed by the Chair to leave. In such circumstances, the guest will exit the meeting immediately.
  7. No audio or visual, or audio and visual record or transmittal by any guest of the University Centre board meeting is permitted.
  8. Questions regarding guest attendance and meeting governance may be directed to the University Centre Board Secretary.

 

 

Share this page