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 be granted only 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 business or respond to questions on specific issues that the University Centre Board are considering.
Guests are welcome to attend University Centre Board meetings but will not be allowed to sit at the University Centre Board table.