THE
CONSTITUTION OF
UNIVERSITY OF TORONTO
THAMIL STUDENTS ASSOCIATION
(SCARBOROUGH CAMPUS)
Preamble:
The organisation is the sole representative body of undergraduate and graduate
students, primarily of Tamil and secondarily of other ethnic origins attending
the University of Toronto at Scarborough. This recognised student body will
serve as a forum for Tamil students and those students wishing to affiliate
themselves with Tamils, to come together and engage in projects and events meant
to showcase the multi-varied hues of the Tamil Canadian community, be it social,
cultural or political, to the larger
student community at the university. In appreciation of the multicultural mosaic
of Scarborough campus, the organisation will make a concerted effort to engage
various groups within and without the campus as means to a greater
cross-cultural informative end.
Article 1.0: Name
The organization shall be known as the University of Toronto at Scarborough’s
Tamil Students' Association, hereafter referred to as UTSCTSA or simply as
Association.
Article 2.0: Language
The official languages of the Association shall be both Tamil and English.
Article 3.0: Aims and Purposes
The aim of UTSCTSA is to work for the betterment of Tamil students and the
larger student community at the University of Toronto at Scarborough. UTSCTSA
shall strive to further the understanding between different cultures by
promoting Tamil cultural values within the multicultural context of the campus.
The Association will also contribute positively towards satisfying the
humanitarian needs of Tamils.
Article 4.0: Membership and Fees
(a) Any faculty, staff, alumni and students registered with the University of
Toronto at Scarborough in a programme leading to a degree, diploma, or
certificate of the University shall be eligible for membership. This includes
Tamil students from other University of Toronto campuses enrolled in courses at
the University of Toronto at Scarborough.
(b) Any other student of the University as defined by the University Act, 1971,
as amended or re-enacted from time to time may become a member of the
Association on payment to the organisation of the annual membership fee, having
demonstrated a genuine interest in Tamil culture.
(c) The annual membership fee shall be $5.00, unless changed by a vote by the
membership or the executive committee. The association shall issue a card during
its first general assembly as proof of membership.
(d) A membership lapses when a member is expelled from the University.
(e) Those members who the TSA Executive council feels are vital to the TSA shall
not have to the pay the membership fees. These members may include Faculty but
shall not be restricted only to them. These members shall be called Honorary
Members of the TSA. The Executive Council, through a simple majority will bestow
this status upon them, after an Executive Member files a nomination.
Article 5.0: Executive Committee
The Executive Committee shall be comprised of 23 members. Any member of the
Association (except those ineligible from holding office) has the right to be
nominated for the committee. The committee is responsible for the association.
The assignment of the specific duties of the members shall be decided within the
committee. All members of the executive shall be eligible for re-election
however cannot hold their individual positions for more than two terms whether
it is consecutive or otherwise.
Article 6.0: Duties of Executive Committee
a) The executive committee shall elect:
(i) President
He/she shall be elected during the first official meeting of the executive,
requiring an absolute majority of 12 votes. In this capacity, he/she shall:
- Represent the Tamil student community at the University of Toronto at
Scarborough;
- Preside at all the meetings of the executive and Association;
- Coordinate the activities of the executive committee and Association.
- Provide his/her signature on all official transactions and documents of the
Association;
- Ensure that the association meets its goals.
(ii) Vice Presidents
They shall be elected during the first official meeting of the executive,
requiring an absolute majority of 12 votes.
Vice-President Internal:
- Preside over executive meetings in the absence of the president;
- Work with the President and Coordinators to assist in managing any projects
initiated or coordinated by the organization.
- Work with the President and Coordinators to identify opportunities and
strategies to accomplish the goals of the organization
- Work with the President and Coordinators to identify opportunities and
strategies to accomplish the goals of the organization
Vice-President External:
- Preside over executive meetings in the absence of the president;
- Work with the President and Liaisons to assist in identifying and managing any
projects which could emphasize the organization’s role within the UTSC, the
Tamil community and the mainstream community
(iii) Treasurer
He/she shall be elected during the first official meeting of the executive,
requiring an absolute majority. In this capacity,
he/she shall:
- Be in charge of all financial matters of the Association;
- Keep receipts and complete financial records for all financial transactions of
the Association;
- Ensure that all financial documents requiring signature(s) shall be co-signed
by the treasurer and the president.
b) The general membership shall elect:
(iv) Secretary
- There shall be one seat in the Executive Council for a secretary and the
leading candidate for this position shall obtain this post.
- Take minutes of all Executive meetings and provide them typed to the Web
Master for posting on the official TSA website.
- Summarize event notes to those execs that were unable to attend those events.
- Remind the execs of their duties and responsibilities.
- Be responsible for the overall booking of halls and rooms for TSA events.
(v) Cultural Coordinator
- The Cultural coordinator position shall be given to the candidate with the
highest number of votes for that position.
- Work to coordinate projects which promote cultural awareness at UTSC.
- Work closely with event coordinator to increase the cultural content of all
events at every possible opportunity.
(vi) Language Coordinator
- The Language coordinator position shall be given to the candidate with the
highest number of votes for that position.
- Work to coordinate projects which promote Tamil language/literature among the
student body and the greater Tamil community.
(vii) Campus Liaison
- The Campus Liaison position shall be given to the candidate with the highest
number of votes for that position.
- Maintain relationship/communication with campus committees, other student
groups or student unions
- Inform the organization of upcoming events/activities organized by the campus
committee, other student groups or student unions
- Increase participation and visibility of the organization within the
University of Toronto.
(viii) External Liaison
- The External Liaison position shall be given to the candidate with the highest
number of votes for that position.
- Increase participation of students and visibility of organization in the
mainstream community as well as the Tamil community (local & abroad).
- Maintain relationship/communication with related organizations and student
groups to achieve common objectives.
- Communicate issues and concerns of the University of Toronto Tamil student
community to Tamil community (local & abroad) as well as the mainstream Canadian
community.
(ix) Events Coordinator
- The Events coordinator position shall be given to the candidate with the
highest number of votes for that position.
- Organize and coordinate all events on campus and off campus.
(x) Social Coordinators
- There shall be two seats in the Executive Council for Social coordinators. The
top two candidates with the highest votes
shall attain these positions.
- Works closely with “Event Coordinator” in Organizing and coordinating events
of social nature.
(xi) Awareness Coordinator
- The Awareness Coordinator position shall be given to the candidate with the
highest number of votes for that position
- Coordinate events which promote awareness of Tamil History as well as the
Tamil community’s social, political and
economic issues.
- Coordinate projects which serve as a forum for the discussion of Tamil history
as well as the Tamil community’s political,
social and economic issues
(xii) Athletic Coordinators
- There shall be two seats in the Executive Council for Athletic
Representatives. The leading male and female candidate
shall be given the seats and given the title as the male and female athletic
representative respectively.
- Organize sporting events at the suggestions of the General Members.
- Raise funds for sporting events.
- Encourage athleticism amongst the TSA general members.
(xiii) Web Masters
- There shall be two seats in the Executive Council for Webmasters. The top two
candidates with the highest votes shall
attain these positions.
- Responsible for the maintenance and operation of the official TSA website with
regular updates regarding upcoming events,
past events, meeting minutes from executive & general meetings and any other
related items.
- Promote TSA activities through posters and web based media.
- Responsible for managing the organization’s email account and sending out
requested emails.
(xiv) Public Relations Coordinator
- There shall be two seats in the Executive Council for Public Relations
Coordinators. The top two candidates with the
highest votes shall attain these positions.
- Responsible for aiding other coordinators in writing up documents. Such as:
press releases, letters, media statements,
general emails promoting events, etc.
- Work closely with the Web Master to make sure all events are adequately
advertised
- Actively work to increase the participation of University of Toronto students
within the TSA.
- Adequately publicize all the events among the student body and the greater
Tamil community.
(xv) Photographer
- There shall be one seat in the Executive Council for a Photographer and the
leading candidate for this position shall obtain
this post.
- Work as the official motion and still photographers of the TSA.
- Responsible for the production and publication of the newsletter, yearbook
etc.
(xvi) First Year Representatives
- There shall be two seats in the Executive Council for First year
Representatives. The leading male and female candidate of
First year shall be given the seats.
- Represent the interests of the first year student members of the Association;
- Promote UTSCTSA and its activities among the first year students.
b) The role of the members of the executive is to co-ordinate the activities of
the Association. In order to accomplish their
duties, two conditions are required:
(i) Each member of the executive committee should form working committees
composed of members at large of the
Association for undertaking and completion of all projects and events;
(ii) Members of the executive shall co-operate amongst themselves and work
together regardless of their area of responsibility.
c) The executive shall announce in advance all upcoming events and meetings of
the Association by direct mail and
advertising.
d) The majority of the executive members should be present at every general
meeting.
e) Removal and replacement of members of the executive committee:
(i) UTSCTSA executives can be removed if they fail to in their tasks or
responsibilities as outlined by the Constitution
in Article 6.0;
(ii) An executive member can be removed upon the suggestion of the president and
by absolute majority of the executive;
(iii) An executive member, including the president, can be removed if 20 or more
TSA general members and 10 or more
executive members call for a motion to remove the executive member in question
and this motion is passed by an absolute
majority from a quorum of 40 (forty) members or 50% (fifty percent) of the
membership, whichever is less;
(iv) Once an executive member is removed from the council, the elections for a
new executive member to replace the
vacant position have to be held within a month of the removal. If no members are
nominated to this new position, the president
shall appoint a new member, re-assign an existing executive member or take upon
the vacant position himself/herself with the
approval of the Executive by an absolute majority.
Article 7.0: Advisory Council
Advisory Council members shall be inducted into the executive council as he/she
is great asset to the committee. Advisory
council members shall be nominated by an exec member and be inducted into the
exec council on the approval of the president.
If the advisory council member is seen unfit by the exec council, the president
or the exec council can remove him/her by a
simple majority.
Advisory Council members will be allowed to attend every exec meeting. The
Advisory councils shall not vote during exec
council resolutions and voting sessions.
Article 8.0: Sub-committee
Sub-committee members shall be inducted into the executive council for assisting
the TSA in organizing events, undertaking
major tasks and for working as an assistance body to the Exec Council.
Participants, who ran for positions within the
Executive council and were unsuccessful, may enter the Sub-Committee.
Sub-Committee members shall be nominated by an exec
member and be inducted into the exec council on the approval of the president.
If the sub-committee member is seen unfit by the
exec council, the president or the exec council can remove him/her by a simple
majority.
Sub-committee members will be allowed to attend selected exec meeting upon the
invitation of the President or an exec council
member under whom the sub-committee member serves the TSA. The Sub-committee
members shall not vote during exec council
resolutions and voting sessions.
Article 9.0: Election
a) Election Date - The election date shall be decided by the executive and shall
take place no later than the end of October.
Preferably, elections should be held by the end of September. The date, time and
location of the general elections is to be
selected by the president and proposed to the executive, who shall approve of it
by absolute majority.
b) Commissioner of Elections – The Commissioner of Elections shall be appointed
from within or outside of the executive
committee upon the suggestion of the president and approval by absolute majority
of the executive. If any member of the TSA
feels they will not be able to perform his or her duties or has not performed
his or her duties, they shall with the signatures of
at least 20 other general members propose the removal of the Commissioner by
simple majority. The general membership can
also nominate another commissioner with support from 10 general members and the
nominated candidate with the highest
support from the general membership will be declared the Commissioner of
Elections. The Commissioner shall count all the
votes cast during the elections and declare winners by adhering the rules and
regulations laid out in this Constitution.
c) Nominations - Nominations shall be open until the election date and until the
election committee declares the nominations
closed before the voting proceeds. All nominees must be members in good
standing. The nominations for all executive positions
(barring presidency) require the signature of at least five general members and
must be sent to the commissioner of elections at
least two days before the day of the elections. The Commissioner shall have the
final say in accepting nominations and has the
authority to prepare the ballot papers, as he/she sees fit.
d) Voting - Before depositing the ballot, the voter shall present his/her valid
membership card and the Commissioner shall
check the eligibility of the voter. Only members of the Association in good
standing may vote. The members’ ballot shall then be
counted by and made public by the Commissioner.
e) By-elections - If a by-election is required, it shall be held as soon as
possible and conducted in a manner similar to that
of the annual general election.
f) Re-elections – If a re-election is requested by a member, he/she should voice
the concern as soon as possible within the
duration of the elections period. For approval of re-elections, an absolute
majority is required from the gathered general
membership.
Article 10: Meetings
a) General Meetings – the Executive shall call the general meetings of the
Association at least once every two months with
the president serving as the Chairman of the meeting. A quorum shall consist of
40 (forty) members or 50 % (fifty percent) of
the membership, whichever is less. In the event quorum cannot be attained, the
executive shall schedule another meeting as soon
as possible. Quorum at this meeting shall be 20 members. No decisions can be
taken or motions voted upon, unless quorum is
met at all times. The business shall be conducted as follows:
(i) Reading of the minutes of previous general meeting (second person acceptance
required);
(ii) Business arising from minutes of previous general meeting;
(iii) Summary of activities and latest developments and briefing of the Assembly
by the executive;
(iv) Report of the Treasurer (second person acceptance required). In the absence
of the Treasurer, another member of
the Executive shall present the Treasurer's Report, preferably the President;
(v) Report of all standing committees (second person acceptance required);
(vi) Executive motions, if any exist (no second person acceptance required);
(vii) New business.
b) Executive meetings - the president shall call executive meetings of the
Association at least once every month with the
president serving as the Chairman of the meeting. The business shall be
conducted as follows:
(i) Minutes and records of all decisions shall be kept by the Secretary and be
accessible to the membership. All decisions
of the Executive shall be subject to approval/endorsement of the subsequent
general meeting;
(ii) All decisions of the Executive shall require an absolute majority of all
the Executive members (i.e. minimum of twelve
in favour) to pass.
c) Emergency executive meetings – Any member of the Executive may call an
emergency executive meeting through e-mail,
phone or verbally. Conduct shall be similar to regular executive meetings.
d) Annual joint executive meeting - The annual joint meeting of incoming and
outgoing Executives shall be called by the
President no later than one week after the new Executive has been elected. At
this meeting, the outgoing officers of the
Association shall present their reports and financial statements for the year.
The outgoing officers should also offer their
recommendations, advice and guidance to the newly elected officers, in order to
ensure a smooth transition and assist the
officers with their new duties.
Article 11: Amendments
a) Notice - Notice of any proposals for amendments to this Constitution must be
given at a general meeting of the Association.
The proposed amendments shall be discussed during the following general meeting.
b) Approval - For approval of amendments, a quorum of 40 (forty) members or 50%
(fifty per cent) of the membership is
required, whichever is less. The proposed amendment shall require a 3/5
(three-fifths) majority to pass.
Article 12: Food Handling on Campus Guidelines
The Club will conform to Provincial and Municipal Health Regulations when events
are held on the University of Toronto at
Scarborough Campus, which include the sale and/or service of food products