Constitution

Name

The name of this organization shall be the “The Bioinformatics Club of the University of Waterloo” and shall henceforth be referred to as BIC.

 

Purpose

The purpose of BIC is to help provide Bioinformatics students with an academic and social environment in which they can thrive. BIC aims to be a place for social networking and learning, as well as a place for members to express their thoughts about the the subject at hand.

 

Membership

  1. In compliance with MathSoc regulations and in recognition of the Club being primarily targeted at Undergraduate students, full membership is open to all members of the Mathematics Society and restricted to the same.
  2. Membership shall commence upon payment of the membership fee set by the Executive Officers of BIC. The membership shall be terminated at the end of each academic term, and is subject to termination by the Executive Officers of BIC.
  3. Membership entitles all members of BIC voting rights in all regular meetings and elections, as well as entitling members to participate in all BIC functions and events.

 

Officers

  1. The officers of the Club shall be:
  2. President
  3. Vice-President of External Relations
  4. Vice-President of Operations
  5. Vice-President of Finances
  6. Promotional Coordinator
  7. Web Master
  8. Media Coordinator
  9. First Year Representative(s) (1 or 2)
  10. Off-Stream Representative(s) (1 or 2)

 

Duties of Officers

  • The primary duty of the Executive Officers is the upholding of this constitution.
  • The duties of the President shall be:
    • to call and preside at all general, special, and executive meetings of the Club
    • to audit, or to appoint a representative to audit, the financial records of the Club at the end of each academic term
    • to organize any events the Club deems fit
  • The duties of the Vice-President of External Relations shall be:
    • to communicate with other clubs and societies in order to plan joint events
    • to connect with professors or labs of interest for talks and lab tours
  • The duties of the Vice-President of Operations shall be:
    • to assume the duties of the President in the event of the President’s absence
    • to care for all internal club correspondence, as well as correspondence with MathSoc and faculty members
    • to keep minutes of all Club meetings and making sure that they are available to all BIC members
  • The duties of the Vice-President of Finances shall be:
    • to collect dues and maintain all financial and membership records
    • to produce a financial or membership statement when requested
    • to prepare a budget for the term which is to be approved by the Executive Countil and which will be presented at the MathSoc Budget Meeting
  • The duties of the Promotional Coordinator shall be:
    • to create and design signs, posters, and other forms of advertisement for meetings and events
    • to print and display these advertisements around campus
    • to update BIC’s website, calender, and social pages with important news and event information
  • The duties of the Webmaster shall be:
    • the general up keep of BIC’s website and server
    • to update the design and functionality of the website
  • The duties of the Media Coordinator shall be:
    • to make sure each event has photographers and/or videographers
    • to collect all corresponding photos and videos and send these to the Executive Officers for approval
  • The duties of the First Year Representative(s) shall be:
    • to represent the interests of the first year students in the Club
    • to ensure that their peers are fully informed of BIC’s initiatives and activites
  • The duties of the Off-Stream Representative(s) shall be:
    • to represent the interests of the off-stream members of the Club

 

Executive Officers

  1. All officers shall be elected at a meeting to be held no later than three weeks after the start of each school term, such start defined as the beginning of lectures in the Winter and Spring terms, and as the beginning of Orientation Week in the Fall term.
  2. The selection of Executive Officers shall be democratic. Off-Stream Representatives or a chosen person who has been associated with BIC in past terms will oversee the election. Any person eligible for membership in BIC may make him or herself eligible for election, or may be nominated by a current member of BIC. Any person nominated may accept or reject the nomination. All candidates must make their intent to run in the election known to the chosen overseer. Elections will be held during the first or second week of the current term. Emails will be sent to all students eligible for membership based on the Club’s mailing list.
  3. Each position may be held by either one or two people (jointly) as decided by the chosen overseer.
  4. Only students in their 1A or 1B term can run for the position of First Year Representative.
  5. Members in 1B – 5B can run for any position of the Executive Officers, excluding First Year Representative and President positions.
  6. Only members that have held an executive position in a previous term may run for President.

 

Tenure

The Executive Officers shall hold their positions until the first day of classes in the term following their instatement.

 

Executive Council

  1. The Executive Council shall consist of the Executive Officers and the Faculty Advisor(s).
  2. The Executive Council has the power to take actions and make decisions on behalf of BIC members, with the interests of BIC at heart. BIC members, however, may overturn a decision made by the Executive Council through a vote at a general meeting of BIC. Such a vote requires 2/3 of the votes to pass.
  3. If the membership of BIC agrees that the Executive Council has been abusing its decision-making power, with a 2/3 majority vote, any or all members of the Executive Council may be removed from council. At such a general meeting, replacement Executive Officers shall be elected by BIC members. If such a vote is to occur, BIC members must be informed of the vote prior to the meeting so that they can be present to vote if they choose to do so.
  4. Likewise, any one of the Executive Officers may be removed from the Executive Council with an 80% majority vote among the Executive Officers.

 

Finances: Allocation of Funds

  1. The Vice-President of Finances shall present to the Club, before the end of each academic term, a complete financial statement of the past period, and a tentative budget for the following academic term.
  2. The Vice-President of Finances shall present, as part of the tentative budget, a recommended fee to be levied on the members in the following academic period.
  3. The signing officers shall be the Vice-President of Finances and the President.
  4. At the end of each term, the President or his/her representative shall ensure that the financial records are complete and accurate.
  5. It is recommended that BIC funds be allocated for the following things:
    • BIC social events
    • bringing in speakers to address BIC
    • expenditures brought forth by BIC members and decided under a vote by BIC members
    • emergency expenditures BIC believes are crucial to its existence

 

Amendments and Procedures

Amendments to this document may be made following a democratic vote open to all BIC members. This vote may only take place at a general meeting. In order for an amendment to pass, it must receive a minimum of 75% support among all current members and all off-stream representatives.

 

Committees

Committees may be created and dissolved by the Executive Council. The duties of any such committee will be determined by the Executive Council.

 

Meetings

  1. General meetings of the Club shall be called at times designated by the Executive Officers.
  2. Special meetings may be called at any time deemed necessary by the Executive Officers or by the Faculty Advisor.
  3. All members shall be notified at least two days prior to a forthcoming meeting. Electronic mail and/or posting of signs to public areas around campus (preferably in the MC) will be considered sufficient notification, though other forms of notification are also encouraged.
  4. The Club shall hold meetings only in places that are open to all members of the Club.

 

Dissolution

In the event of dissolution of the Club, all assets of the Club shall be transferred to the Mathematics Society of the University of Waterloo.

 

Use of Club Resources

  1. All resources under control of the Club are to be used in accordance with the aims of the Club.
  2. The President and Vice-President are jointly responsible for the proper use of all Club resources. Permission to use a resource is automatically granted to someone responsible for that resource, and optionally as determined by unanimous vote of those responsible for a resource. Granting permission to someone to use a resource does not make that person responsible for the proper use of the resource, although the user is, of course, responsible to the person granting permission.
  3. When taking resources outside of the club office, members shall sign a sign-out sheet indicating the borrowed item, the sign-out time, and expected return-time.

 

Creation and Revision

  • This constitution was created on the 19th day of January, 2009.
  • This constitution was revised on the 27th day of April, 2012.