Constitution of ECEGSS

You can find the PDF version of the constitution here.

Article I. Name  

  1. The name of the society shall be the Electrical and Computer Engineering Graduate Students’  Society, hereinafter referred to as “the Society”.  

Article II. Purpose  

  1. The purpose of the Society shall be to represent the common interests of the graduate students enrolled in the Department of Electrical and Computer Engineering (ECE) at the University of  Toronto.  

Article III. Membership  

  1. All the graduate students registered in the Department of Electrical and Computer Engineering shall be the Members of the Society.  

Article IV. Executive Council

  1. The Executive Council shall consist of:  
    • a. Executive Officers.  
    • b. The Graduate Students’ Union (GSU) Council Representatives.  
    • c. The CUPE 3902 Steward(s).

Article V. Executive Officers  

  1. The President, Treasurer, Social and academic officer(s), Health and wellness officer(s),  Professional development officer(s), External liaison officer(s) and Communications officer(s)  are the Executive Officers of the Society.  
  2. The President, held by one individual, shall:  
    • a. Act as the official representative of the Society and undertake all duties assigned to him/her by the Society and by the department.  
    • b. Act as the Chairperson at the Annual General Meeting, Executive Committee Meetings and  ECE Council Meetings.  
    • c. Promote co-operation, participation and cohesion of the Membership.  
    • d. Be responsible for the execution of all the Society’s legislation.  
    • e. Call the Annual General Meeting.  
    • f. Present a program of activities for the office to the ECE Council.  
    • g. Accomplish duties established by the resolutions of the ECE Council, by-laws or the  Constitution, including future amendments.  
    • h. Ensure that the Society has at least one GSU Council Representative.  
    • i. Assume the duties of the Treasurer in his/her absence.  
    • j. Attend GSU Council meetings in the absence of all the GSU Council Representatives.  k. Schedule and meet, along with the rest of the Executive Committee, with the chair of the department at least twice a term.  
  3. Treasurer, held by one individual, shall: 
    • a. Assume the duties of the President in his/her absence.  
    • b. Present, according to the times established by the Executive Committee, the financial statements of the Society to the Executive Committee.  
    • c. Be responsible for keeping records of the General, ECE Council and Executive Committee  Meetings and disseminating them to the ECE council.  
    • d. Be responsible for compiling a list of the by-laws and Constitutional Amendments of the  Society.  
    • e. Fulfill the Financial Management responsibilities contained in this Constitution.  f. Accomplish the duties established by the resolutions of the ECE Council, by-laws and the  Constitution, including future amendments.  
  4. Social and academic officers, held by up to three individuals, shall:  
    • a. Work with the Executive Committee to identify potential social and academic events for the  Membership. 
    • b. Work with the Treasurer on the budget of the potential events and choose the suitable ones.  c. Take the leading role in organizing the planned events, and delegate tasks to the Executive  Committee as needed.  
  5. Communications officers, held by up to two individuals, shall:  
    • a. Work with the Executive Committee to promote events of the Society. 
    • b. Create posters, manage the Society’s website, and social media engagement. c. Work with the communications officer in the ECE chair’s office on the monthly ECE  graduate student newsletter.  
  6. Health and wellness officers, held by up to two individuals, shall:  
    • a. Work with the Executive Committee to identify potential athletic events for the Membership. b. Work with the Treasurer on the budget of the potential events and choose the suitable ones.  c. Take the leading role in organizing the planned events, and delegate tasks to the Executive  Committee.  
  7. Professional Development officers, held by up to two individuals, shall: 
    • a. Work with the Executive Committee to identify potential professional development events for the Membership. 
    • b. Work with the Treasurer on the budget of the potential events and choose the suitable ones.  c. Take the leading role in organizing the planned events, and delegate tasks to the Executive  Committee.  
  8. External liaison officers, held by up to two individuals, shall:  
    • a. Attend and represent the Society in external organizations, including, but not limited to,  Graduate Engineering Council of Students (GECoS) and Faculty council.  
    • b. Report relevant activities back to the Executive Committee and act as a liaison between the  Society and external groups.  
  9. An Executive Officer will be replaced by by-election if any of the following events occurs  before the Annual General Meeting:  
    • a. He or she ceases to be a Member of the Society.  
    • b. He or she explicitly resigns by notice to the Executive Committee. 
    • c. He or she fails to comply with the Constitution and by-laws of the Society.  d. He or she is removed by a two-thirds (2/3) majority vote of the members in attendance at the duly constituted General Meeting.  
  10. The President may serve as acting Treasurer and vice versa should the events of Clause 5 of this  Article occur between the Annual General Meeting and the end of the term of office the  Executive Officers. If all Executive Officers resign or are removed during this period, the  Executive Officer-elects may take office immediately to serve until the end of their designated term of office.  
  11. The Executive Officers shall meet with the chair of the department at least once every two months during their terms in office.  

Article VII. Graduate Students’ Union Council Representatives  

  1. The number of GSU Council Representatives is established by GSU by-laws. 
  2. The Executive Officers of the Society can serve as GSU Council Representatives and/or  Stewards concurrently in absence of qualified candidates to fill these roles. 
  3. The GSU Representatives shall:  
    • a. Attend the Executive Committee Meetings.  
    • b. Attend the ECE Council Meetings.  
    • c. Attend the meetings of the GSU Council.  
    • d. Follow the administrative procedure to obtain the GSU Head Grant for the Society.  e. Inform the Membership of business concerning the GSU Council.  
  4. A GSU Representative will be replaced by by-election if:  
    • a. He or she ceases to be a Member of the Society.  
    • b. He or she explicitly resigns by notice to the Executive Committee.  
    • c. He or she fails to comply with the Constitution and by-laws of the Society.  d. He or she is removed by a two-thirds (2/3) majority vote of the Members in attendance at a  duly constituted General Meeting. 

Article IX. CUPE 3902 Steward(s)  

  1. The CUPE 3902 Steward(s) shall be elected at the Annual General Meeting. 
  2. The CUPE 3902 Steward(s) shall:  
    • a. Attend the ECE Council Meetings.  
    • b. Attend the CUPE 3902 Stewards’ Council Meetings.  
    • c. Keep the ECE Council informed regarding CUPE 3902 issues.  
  3. The CUPE 3902 Steward(s) will be replaced if:  
    • a. He or she ceases to be a Member of the Society.  
    • b. He or she explicitly resigns by notice to the Executive Committee.  
    • c. He or she fails to comply with the Constitution and by-law of the Society.  

Article X. The Chief Returning Officer  

  1. The ECE Council shall elect from its members the Chief Returning Officer ahead of the Annual  General Meeting to be held in the Fall term. 
  2. The role of the Chief Returning Officer shall be to carry out the elections for the new ECE  council in accordance with the rules and stipulations of Article XIV below.  
  3. Should the Chief Returning Officer fail to complete his/her term of office, the ECE Council shall elect a replacement as soon as possible.  

Article XI. General Meetings  

  1. A duly constituted General Meeting is a meeting of the Society membership, which conforms to the clauses of this Article.  
  2. The President shall convene the Annual General Meeting of the Society within the first month of the academic year. 
  3. The President, the Treasurer or any three members of the ECE Council may convene a General  Meeting for an express purpose.  
  4. The President will notify the membership of the meeting at least one week prior to the meeting date.  
  5. A quorum for a General Meeting shall consists of 3 members of the ECE Council and 25  members from at least 4 groups. Attendance by proxy to meet quorum is not permitted. 
  6. General Meetings shall be chaired by the President or the Treasurer or a member chosen by the  ECE Council.  
  7. Any motion placed before a duly constituted General Meeting shall be passed by a simple majority of the members in attendance at the meeting unless specified otherwise in this  Constitution or a by-law of the Society. A single Society member shall cast only one vote and voting by proxy is not permitted.  
  8. A petition of 1/4 membership can trigger an emergency meeting.  

Article XII. ECE Council Meetings  

  1. The President shall convene at least one ECE Council meeting per semester. 
  2. The ECE Council members shall be notified of the meeting at least one week prior to the meeting date.  
  3. A quorum for an ECE Council Meeting shall consist of 50% of the ECE Council members.  Attendance by proxy to meet quorum is not permitted.  
  4. ECE Council Meetings shall be chaired by the President or the Treasurer.  
  5. Any motion placed before an ECE Council Meeting shall be passed by a simple majority of the attendees unless specified otherwise in this Constitution or a by-law of the Society. A single ECE Council member shall cast only one vote and voting by proxy is not permitted.  

Article XIII. Executive Committee Meetings  

  1. The President shall convene Executive Committee Meetings; however, any member of the  Executive Committee may convene an Executive Committee Meeting.  
  2. The convener(s) of an Executive Committee meeting will notify the Executive Committee members of the meeting at least 3 business days prior to the meeting date.  
  3. A quorum for an Executive Committee meeting shall consists of four members of the Executive  Committee. Attendance by proxy to meet quorum is not permitted.  
  4. Executive committee meetings shall be chaired by the President or Treasurer. 
  5. Any motion placed before an Executive Committee meeting shall be passed by a simple majority of the attendees unless specified otherwise in this Constitution or a by-law of the  Society. A single Executive Committee member shall cast only one vote and voting by proxy is not permitted.  

Article XIV. Elections  

  1. The Officers of the Society shall be elected by a simple majority vote at the Annual General  Meeting for a one-year term beginning after elections. 
  2. The GSU Council representatives and CUPE 3902 representatives shall be elected by a simple majority vote at the Annual General Meeting for a one-year term beginning immediately after the election.  
  3. The electoral process shall begin with the call for nominations by the Chief Returning Officer(s) two weeks before the Annual General Meeting. The nomination period shall be one week. 
  4. 4. All nominees must be members of the Society at the time of taking office.  
  5. At the meeting, the election shall begin with presentations by the candidates for the positions to be filled at the election. The presentations shall be followed by a question and answer session,  which is in turn followed immediately by the voting period in which any member of the Society,  except the Chief Returning Officer, may vote. Voting shall be conducted strictly during the voting period by secret ballot. Voting by proxy is not permitted.  
  6. The Chief Returning Officer shall count the votes immediately after the election meeting. Each candidate may appoint one scrutineer to observe vote counting. Should there be a tie in any contest, the Chief Returning Officer shall cast the deciding vote.  
  7. The Chief Returning Officer shall announce the election results within the 24 hours following the Annual General Meeting.  
  8. The Chief Returning Officer may not be a candidate in any election during his/her term of officer.  
  9. The Executive Committee shall determine the duration of the presentations, the question and answer session, and the voting period in consultation with the Chief Returning Officer. 
  10. Should it become necessary, the replacement for an officer or representative shall be elected from the Membership by a simple majority vote at a General Meeting any time during the term of office of the Executive Committee. Such a by-election shall be conducted in accordance with the Clauses in this Article. An officer or representative elected in this manner shall serve until the end of the term of the incumbent Executive Committee.  
  11. In the event that the provisions of Clause 1 of this Article are not complied with, a new  Executive Committee may be elected from the Member by a simple majority vote at a General  Meeting called in accordance with Clause 3 of Article XI to take office immediately.  
  12. The ECE Council shall, upon the advice of the Chief Returning Officer, enact or amend a by-law to supplement this Article.  

Article XV. By-Laws  

  1. The Society may enact such by-law as it considers necessary to carry out its duties. 
  2. A member of the ECE Council may table a motion to enact, amend or annual a by-law at any duly constituted ECE Council meeting.  
  3. Motions to enact, amend or annul by-laws shall be passed by a two-thirds (2/3) majority vote of the ECE Council members in attendance at any duly-constituted ECE Council meeting,  provided a written notice of the motions is given to the ECE Council members at least 3 days prior to the meeting.  
  4. The by-laws of the Society shall be posted on the Society website.  

Article XVI. Financial Management  

  1. The Executive Committee shall open and maintain a bank account at a commercial bank, trust company or credit union.  
  2. There shall be two signatories, including the President or the Treasurer, for each cheque issued by the Society.  
  3. The Treasurer shall be responsible for keeping accurate records of all the financial transactions of the Society and the supporting documents. The records shall be posted on the Society website. 
  4. The fiscal year shall be from September 16 to September 15 of the following year. 
  5. The Treasurer shall present the financial statement of the previous fiscal year at the Annual  General Meeting for adoption by the Membership.  
  6. At the beginning of each fiscal year, the Executive Committee shall draw up a budget for the year and present it to the ECE Council for amendments and approval.  
  7. The Society shall enact a by-law to regulate the expenditure of its funds.  

Article XVII. Commencement and Constitutional Amendment  

  1. This Constitution comes into force immediate upon passing by a two-thirds (2/3) majority vote of the members in attendance at a duly constituted General Meeting or referendum, and acceptance by the Graduate Students’ Union.  
  2. The Executive Committee shall call a General Meeting to consider a proposal to amend the  Constitution at the request of the three-quarters (3/4) of ECE Council members or two-thirds  (2/3) of the Society membership.  
  3. The proposed amendments take effect immediately upon passing by a two-thirds (2/3) majority vote of the members in attendance at a duly constituted General Meeting and acceptance by the  Graduate Students’ Union.  
  4. This Constitution shall be posted on the Society website.