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Preamble

The Executive body of the History Student Union is assembled via election with the goal of promoting the study of History at Simon Fraser University through academic and social events.

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I. Name

This union shall be known as the History Student Union of Simon Fraser University (hereinafter referred to as HSU).

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II. Membership
Membership in the HSU shall be open to:

1. All declared Majors, Joint Majors, Extended Minors, Minors, or Honours in the Department of History that are in good standing with the Simon Fraser Student Society;

2. All students of Simon Fraser University (SFU) currently enrolled in at least one Department of History course that are in good standing with the Simon Fraser Student Society.

3. All students of Simon Fraser University (SFU) with the intention of declaring a Major, Joint Major, Extended Minor, Minor or Honours in the Department of History

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III. Meetings

1. There shall be at least one (1) scheduled general meeting per semester.

2.Special general meetings may be called at the request of the HSU Executive or at the written request of at least fifty (50) members of the HSU. Special general meetings shall be called to deal with extraordinary business of the HSU.

3. Executive meetings

a. Executive meetings shall be held at least twice per semester, with at least four (4) days notice posted before each meeting.

b. Executive meetings shall be open to all HSU members, who may attend and vote on issues.

4. Notice of meetings shall be given at least seven (7) days in advance by the posting of notice in the HSU display case, located outside AQ 6027.

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IV. Decorum
1. All meetings shall be conducted in an orderly fashion, respecting basic rules of politeness.

2.

2. Robert’s Rules of Order shall be invoked only in those cases where adherence to stricter principles of order are required; these cases shall include elections, nominations, the recall of elected officers, the striking of committees, and other issues of importance.

3. If members wish to implement Robert’s Rules of Order, they shall propose such a motion, which must then be seconded, and, if the motion is passed by vote, Robert’s Rules of Order will be subsequently imposed.

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V. Quorum

1. Quorum at meetings during the Fall and Spring semesters shall be 50% of the executive body. In summer months, quorum at meetings shall be 25% with at least two members present.

VI. Organization of the HSU

1. The organization of the HSU shall consist of an Executive, members at large, and ad hoc committees.

2. The Executive of the HSU shall consist of: a President, a Vice-President, a Secretary, a Treasurer, an Upper Division and Faculty Representative, an HSU Forum Representative, a Public Relations Officer, an Events Coordinator, a Lower Division Representative, and a Society of Arts and Social Sciences (SASS) Representative.

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VII. Elections of Officers

1. Each member of the Executive shall be elected during a special general meeting convened for the election of officers of the HSU during either the spring, summer, or fall semesters. The term of office shall be one (1) year from the date of the election to office.

2. At the discretion of the HSU Executive, members serving on the HSU executive may also serve on other DSU executives.

3. To be eligible for any position on the HSU Executive, all candidates must fulfill the membership requirements as stipulated under Article II. Furthermore, to be eligible for the positions of President, Vice-President, Secretary, Treasurer, Faculty Representative, and Upper Division Representative, all candidates must be a declared History Major, Extended Minor, Minor, or Honours, or have the sincere intention of declaring at a later date.

4. Members cannot be elected for any more than two (2) Executive positions within the HSU and are only allowed to seek election for multiple offices should enough candidates not be available. Should any candidate seek election for a position held by an Executive member holding multiple positions, a by-election must be called to decide the status of the contested position only.

5. Any vacancy of HSU Executive offices, with the exception of vacancy created by recall, shall be filled through a by-election held within three weeks of the office being vacated. Eligibility requirements and nomination procedures for by-elections shall be the same as those used for regular HSU elections.

6. Ad hoc committees shall be formed as deemed necessary by the Executive or a simple majority of those members present at any general meeting. The number of ad hoc committees is unlimited. Any member of the HSU may sit on an ad hoc committee.

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VIII. Duties of Officers

1. The President shall: chair all meetings; coordinate the activities of the Executive and ad hoc committees; call general meetings; and notify the appropriate channels regarding the occurrence of those meetings.

2. The Vice-President shall: chair meetings and fill all duties of the elected President if the President is unable to do so. Should the position of President become vacant, the Vice-President shall be acclaimed the President for the remainder of the President’s term and an election must be called in accordance with VII, 5. to fill the position of Vice-President.

3. The Secretary shall: record and maintain all minutes of HSU meetings taken during their tenure; email and post on Canvas the minutes of all HSU meetings within two (2) weeks of them being adopted; maintain a membership list of the Executive; compile records for transfer to the Simon Fraser University Archives; and perform other required or related duties as deemed necessary.

4. The Treasurer shall: be responsible for all financial records of the HSU, and their maintenance, and the drafting of all budgets; employ sound bookkeeping procedures; notify the membership of the financial status of the HSU by presenting a financial report at general meetings; make the financial records of the HSU available upon written request from any member no later than two (2) weeks after the request was made; and perform other required or related duties as deemed necessary.

5. The Upper Division-Faculty Representative shall: be responsible to the HSU; be empowered to represent the HSU on any of all Departmental Committees unless otherwise arranged by the Department or the HSU Executive; and perform other required or related duties as deemed necessary. He/She may not miss more than two (2) consecutive Departmental Meetings. Missing more than two (2) consecutive Departmental Meetings is grounds for his/her recall. He/She shall also represent the interests and concerns of the History Upper Division student body and perform other required or related duties as deemed necessary.

6. The HSU SFSS Representative shall: represent the membership on SFSS; report to Forum the concerns of the membership; report to the membership the activities of SFSS; and perform other required or related duties as deemed necessary. Councillors are now legal members of the SFSS Board of Directors. Councillors must be elected in March before the new period starts. Councillors are elected for a period of May 1 - April 30 of the following year, regardless of the rest of the student union positions and their elections. If a councillor appoints an alternate to attend a meeting in their place, they must be a group executive and must follow the guidelines as a councillor. Please read SFSS Bylaws before thinking of running for council. SFSS Bylaw 5: The members of Council shall be Members in good standing of the Society and shall not miss more than one registration during tenure of office. In order to remain a Member in good standing during a semester in which a member of Council is not registered, that Member shall pay all Society fees for that semester at a rate equal to the prorated part-time student rate. Council shall consist of: a. members of the Executive Committee. b. One (1) representative from each Constituency Group, to be elected by the members of their respective Constituency Group; c. One (1) representative from each Student Union established in accordance with By-Law 10(3), to be elected by their respective Student Unions; d. One (1) representative from each Affiliated Student Group, to be elected by their respective Affiliated Student Group. Members of Council shall receive a stipend. SFSS Bylaw 6: Council shall: a. be the only recognized medium of communication between the Society and: i. Its Members. ii. The University. iii. The general public. b. act as the Board of Directors of the Society. 3. Council shall exercise full control over all activities of the Society, including, but not limited to: a. enacting regulations governing any activities of the Society, b. making rulings in connection to all regulations pursuant to these By-Laws, c. approve the budget for any fiscal year, d. approving the Society’s entrance into any contracts extending over a multi-year period, e. approving expenditures outside the budget, f. approving spending on any single item, whether approved as a single expenditure or as multiple expenditures, more than $5,000, g. calling a General Election or By-Election, h. calling a Members’ Meeting of the Society, and i. approve the wording of questions that will go to referendum. 4. Council may delegate such of its powers, duties and obligations as it may deem expedient for the practicable conduct of the affairs of the Society. 5. Council may, by resolution, appoint persons not members of Council as full or qualified signing officers, provided they are covered by liability insurance satisfactory to Council and naming the Society as beneficiary. 6. Council may establish a new seat on Council for a Student Union by a motion requiring two-thirds (2/3) majority vote of members in attendance at the Council meeting. a. Such motion shall require three (3) weeks written notice to Council. 7. Council may recognize a Constituency Group within the University community and establish a new seat on Council for a Constituency Group representative by a motion requiring a two-thirds (2/3) majority vote of members in attendance at the Council meeting. a. Such motion shall require three (3) weeks written notice to Council. 8. Council may recognize an Affiliated Student Group and establish a new seat on Council for an Affiliated Student Group representative by a motion requiring a two-thirds (2/3) majority vote of members in attendance at the Council meeting. a. such a motion shall require three (3) weeks written notice to Council. 9. Council may, by way of regulation, set stipends that are payable to members of Council, including for members of the Executive Committee. Limitations on the Powers of Council 10. Any resolution or regulation passed by Council must be compliant with any relevant municipal, provincial and federal legislation pursuant to any resolution or regulation. 11. Council shall be bound by any resolution made by the Membership via a Members’ Meeting or Referendum. 12. Council must approve a preliminary budget for the following fiscal year by April 30th. 13. Council must approve a final budget by June 30th of any fiscal year.Last Updated: 2020-10-26 SFSS By-Laws Page 14 of 37 14. Any increase to stipends shall take effect on the following May 1st. Council shall not consider changes to the remuneration structure between the date that nominations open for General Elections and May 1st. 15. Council may, for the purpose of carrying out the objects of the Society, borrow, raise or secure the repayment of money. Council may authorize: a. the issue of bonds, b. perpetual or redeemable debentures, or c. any mortgage, charge or other security on the whole or part of the property or assets of the Society, present and future, including Society fees now or hereafter due or payable. i. no debenture shall be issued without sanction of a special resolution. Duties and Obligations of Council 16. Councillors shall: a. Act honestly and in good faith with a view to the best interests of the entire Membership of the Society in respect of matters for which Council has the authority to act, b. Commit to the fiduciary duties required of a Councillor, as a director of the Society, c. Use reasonable efforts to advance the interests of the Student Union or Constituency group that they represent, d. Act as a liaison between their Student Union or Constituency Group and Council e. Sit on at least one Council Committee, f. Attend all meetings of Council and any Committees to which they are elected, appointed, or sit as an ex-official member, g. Attend Members’ Meetings, and h. Perform any other duties as outlined in the By-Laws, regulations or as assigned by the Council. Council Meetings 17. The President shall chair or delegate the chair at all Council meetings, provided however, Council may, by simple majority vote, determine the chair at any time for any period of time within an elected term. a. The Chair of Council shall convene a meeting of Council at least once per month, or within two (2) working days upon receipt of a petition signed by at least one-half (1/2) of the members of Council. 18. Council shall appoint a member of Council, other than a member of the Executive Committee to serve as Vice Chair of Council. a. The Vice Chair of Council shall have the power to convene a meeting of Council in the absence of, or at the discretion of, the Chair of Council 19. Quorum for a meeting of Council shall be a majority of the seats filled, including a majority of Executive Officers. 20. Council meetings shall be open to all members of the Society, and members shall have full speaking rights in meetings, subject to limitations via regulation. 21. Council and Council Committee meetings may be held in person and/or electronically. 22. Subject to the regulations of the Society, Robert’s Rules of Order shall govern the conduct of all meetings of Council and its committees. 23. No votes by proxy shall be allowed. 24. Councillors are entitled up to two Alternates to attend meetings and vote when the Councillor is unavailable. a. If a Councillor represents a Student Union, their Alternates must be a member of their respective Student Union Executive. b. If a Councillor represents a Constituency Group, their Alternates must be a member of their respective Constituency Group Executives.Last Updated: 2020-10-26 SFSS By-Laws Page 15 of 37 c. Alternates may only move and second motions, and vote, in the absence of the Councillor. d. Alternates may participate during in-camera sessions and are bound by the same confidentially guidelines as Councillors. e. If both the Councillor and Alternate are present at a Council meeting, the Councillor shall be considered the official representative for their Student Union, Constituency Group, or Affiliated Student Group. f. The use of Alternates by Councillors shall be subject to limitations via regulation. SFSS Bylaw 10: Council may recognize a Student Union provided that it is satisfied that the Student Union is from a University Faculty, or a University Department offering a major or minor, excluding those programs that are offered as double majors and excluding those programs that offer a minor but have no recognized union. 3. If the members of a proposed Student Union vote in favour of creating a Student Union at a general meeting or via referendum of the membership of the proposed Student Union, Council shall ratify the results of that referendum and recognize the Student Union provided that the Student Union: a. Has a written Constitution and By-Laws that: i. Have been ratified by a majority of Members of a Department or Faculty at a general meeting of the Student Union for which notice has been given in accordance with these By-Laws; ii. Have been approved by the Council; and iii. Are consistent with the Constitution and By-Laws of the Society, and b. Has a functional, elected executive, elected in accordance with its Constitution and ByLaws, and c. Holds regular general meetings that are open to all of its members and gives its members notice of those meetings.

7. The Public Relations Officer shall: be charged with the maintenance of the HSU public image through all publications, advertisements, displays and events, and field all comments, concerns, suggestions, etc. from the History student body. in the organization and hosting of all events held with, and in association with, the HSU. He/She shall be responsible for maintaining the HSU website. In addition, he/she shall perform other required or related duties as deemed necessary.

8. The Lower Division Representative shall: represent the interests and concerns of the History Lower Division student body; and perform other required or related duties as deemed necessary.

9. The SASS Representative shall: have a single vote on the SASS Council, and as such they shall attend SASS Council meetings, sit on at least one (1) SASS committee other than Council, and report back to the DSU Executive as requested.

10. The FASS Representative shall: have a single vote on the FASS DSU Executive Committee, attend all FASS DSU Executive Committee meetings as a representative of HSU, and report back to the HSU executive as requested.

11. Ad hoc committees shall be temporary in nature. They shall form under a term of reference, report their findings, and then disband.

IX. Recall of Elected HSU Officers

1. Any elected officer of the HSU shall face a recall vote on submission of a written request for such a vote by any fifty (50) members of the HSU. Such a written request must include details of membership of the members demanding the recall. A simple majority in favour of the recall at the special general meeting called for this purpose shall end the officer’s tenure. The next scheduled general meeting shall be constituted to fill the position on the HSU Executive made vacant. The special general meeting shall follow eligibility requirements and nomination procedures for general HSU elections.

2. At the discretion of the HSU, any elected officer of the HSU shall face a recall if he/she misses more than two (2) consecutive general meetings without sending regrets.

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X. Voting
1. Each member of the HSU shall be entitled to one vote.
2. Each member of the HSU may vote on all issues on the agenda at any general, or special general, meeting.

3. HSU executive members are accorded a single vote per position held. Individuals that are elected to fill more than one (1) Executive position shall be accorded one (1) vote for each position up to a maximum of two (2) votes.

4. All previous records kept under the old methods of management that have not reached maturation should be altered only as deemed necessary to facilitate the transfer of materials to the SFU archives.

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XII. Signing Authority

1. Signing Authority shall rest with all members of the HSU Executive. All cheques must be signed by two officers. One officer must be the treasurer. The other officer may be any member of the Executive with signing authority.

2. Signatories shall be given a mandate for future expenditures at a general meeting in which the issue involving the expenditure is discussed. This shall take the form of a broad mandate, if flexibility and/or time constraints are issues.

3. If a broad mandate is given, the Treasurer is responsible for detailing the exact nature of the expenditures at the next general meeting.

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XIII. Amendments to the HSU Constitution

1. Amendments to the HSU Constitution shall require the notice of motion to amend the constitution posted and circulated two (2) weeks prior to the special general meeting convened for such a purpose wherein the proposed amendments shall be voted on.

2. Approval of recommended amendments require two-thirds (2/3) majority of those present at a special general meeting convened to amend the Constitution.

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XIV. Dissolution

1. This article shall not be altered except with the prior written consent of the Simon Fraser Student Society.

2. In the event that the Union becomes inactive, all assets of the Union revert to the Simon Fraser Student Society, to be held in trust for a minimum period of two years. For the purpose of this article, the Student Union shall be deemed inactive if the membership does not hold the minimum number or quorate general meetings as required by this constitution for two consecutive semesters.

3. If the Union is regenerated to represent the interests of students within the Department during this period, the trust shall be dissolved and all assets shall be at the direct disposal of the Union. If the trust has not been dissolved after two years, the Simon Fraser Student Society may dispose of or redistribute the assets as it sees fit.

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XV. Ratification and Amendments

1. This constitution was ratified on October 21, 1993

2. Addition of Article XIV on June 18, 2004

3. Keyed in on June 18, 2004

4. Inclusion of Extended Minors, Addition of Vice Chair and Lower Division Representative

on May 1, 2005.

5. This constitution was amended on May 14, 2008

6. This constitution was amended on June 17, 2008

7. This constitution was amended on November 27, 2008

8. This constitution was amended on September 27, 2010

9. This constitution was amended on October 5, 2011

10. This constitution was amended on January 12, 2012 

11. This constitution was amended on October 6, 2016

12. This constitution was amended on May 15, 2020

13. HSU SFSS Council Representative information and responsibilities were added and updated on March 12, 2021. 

14. This constitution was amended on March 12, 2021.