Elections
Elections will be held in place of our regular meeting on Tuesday, March 18th, 2008. The executive positions, and their descriptions, are described below.
---
The Secretary shall...
- be responsible for the Club's external relations with Hart House and other campus organizations;
- be responsible for relations with the Canadian University Society for Inter-Collegiate Debate (CUSID), ensuring attendance and voting at CUSID meetings;
- set Executive meetings' dates, times, and agendas in consultation with the Chair and Programme Advisor;
- maintain the minutes of Executive meetings and the Annual General Meeting, as well as the Club archive;
- jointly with the Treasurer (see below, 5d) prepare, submit, and defend the Club budget at the Committee on Budgets' annual review;
- foster communication among members of the Executive between meetings;
- make short-term policy decisions between executive meetings, except for financial decisions resulting in unplanned expenditure of more than $250 per person, and submit receipts to the treasurer for any expenditures resulting from those decisions;
- be responsible for monitoring and promoting ongoing debating education in the club;
- at his or her discretion, delegate responsibility for the keeping of the minutes to a Recording Secretary, to be selected by the entire Executive;
- at his or her discretion, and through consultations with the Executive,delegate responsibility for maintaining the list of club member's points to a Points System Coordinator; and
- at his or her discretion, and through consultations with the Executive,appoint an Accessibility Officer from amongst the other
members of the Executive to act as a liaison for accessibility and
equity issues within the club.
The Treasurer shall...
- produce receipts for major and material Club expenditures, and submit them to the Programme Advisor for approval;
- arrange with the External Tournament Coordinator the preparation of cheques to pay for all tournament expenses;
- review, with the Programme Advisor, all requests for reimbursement submitted by Club members;
- review the monthly statements prepared by the Hart House accounting department, advising the Executive of the Club's actual financial resources; and
- jointly with the Secretary (see above, 4c) prepare, submit, and defend the Club budget at the Committee on Budgets' annual review.
The External Tournament Coordinator shall...
- arrange with the Treasurer for the registration of and payment for all Hart House teams and required judges at all tournaments excluding the World Universities Debating Championship, and submit receipts for all expenses to the treasurer;
- ensure that arrangements for accommodation for and transportation to all tournaments be made in a timely and cost-effective manner; and
- ensure that sign-up sheets for regular tournaments be posted well in advance of the tournament, that they be posted with adequate general notice, that they be maintained in a fair and equitable manner, including through regular consultation with the Points System Coordinator to determine the eligibility of teams, and that a record of sign up sheets is given to the Programme Advisor.
The Tuesday Meetings Coordinator shall...
- arrange and lead the weekly Tuesday night meetings, ensuring that sufficient rooms are booked, and that all members in attendance feel welcome;
- be responsible for arranging seminars within their regular meeting time;
- keep accurate records of attendance;
- assist the Communications Director in maintaining an up-to-date membership list, and in disseminating important information to all Club members in a timely way; and
- assist in reviewing the eligibility of members who have signed up for tournaments.
The Wednesday Meetings Coordinator shall...
- arrange and lead the weekly Wednesday afternoon meetings, ensuring that sufficient rooms are booked, and that all members in attendance feel welcome;
- be responsible for arranging seminars within their regular meeting time;
- keep accurate records of attendance;
- assist the Communications Director in maintaining an up-to-date membership list, and in disseminating important information to all Club members in a timely way; and
- assist in reviewing the eligibility of members who have signed up for tournaments.
The Internal Tournament Coordinator shall...
- organize qualifying tournaments for title tournaments, and any other tournaments that the Executive chooses so to manage, and submit to the treasurer any receipts for expenses accrued at internal events;
- ensure that sign-up sheets for qualifying tournaments be posted well in advance of the tournament, that they be posted with adequate general notice, that they be maintained in a fair and equitable manner, and that a record of participation in internal events be provided to the Points System Administrator;
- submit a ranked list of all the teams in the qualifying tournament to the External Tournament Coordinator as soon as possible following the qualifier; and
- organize the end-of-term tournaments on the last day of each term.
- In the event that the ITC wishes to participate in a qualifying tournament, he or she shall make all necessary logistical arrangements, and then appoint a designate to run the actual event.
The Communications Director shall...
- maintain, with the assistance of the Meetings Coordinators, an up-to-date membership list;
- regularly update all Club members of upcoming events, including but not limited to tournaments and elections;
- prepare promotional materials for recruitment and fundraising, and submit receipts to the treasurer for expenses stemming from such;
- maintain the Club website; and
- assist in reviewing the eligibility of members who have signed up for tournaments.
---
Election Procedures
1) Only members who have a minimum of 8 meetings in the academic year may cast a ballot for each elected Executive position.
2) For the March elections, to be considered eligible to vote, one must have held membership in the Club for not less than two weeks.
3) In order to qualify for election, a candidate must be an eligible voter.
4) Any member who is unable to attend an election but still wishes to vote must submit their directed proxies to the Programme Advisor in writing at least 24 hours in advance of the election.
posted by Mitchell Gerskup @ 3:26 p.m.
0 Comments
