1.1 The organization shall be officially entitled the UNIVERSITY OF TORONTO CAMPUS CONSERVATIVE ASSOCIATION, hereinafter referred to as the Association.
1.2 The official abbreviated name of the Association shall be UTCC.
2.1 The CONSTITUTION OF THE UNIVERSITY OF TORONTO CAMPUS CONSERVATIVE ASSOCIATION, hereinafter referred to as the Constitution, shall be the governing document of the Association.
2.2 All articles of this Constitution remain in force until revised or rescinded according to the amending formula detailed herein.
2.3 This Constitution shall remain readily available to the membership in its most recent iteration.
3.1 The Association shall be responsible to the University of Toronto and subject to all relevant rules set by the same.
3.2 The Association shall be responsible to affiliated parent organizations and subject to all relevant rules set by the same.
4.1 The purpose of this Association shall be the promotion of the Conservative Party of Canada, the Progressive Conservative Party of Ontario, and conservative principles, values, and ideas within the University of Toronto community.
4.2 This Association shall encourage active participation in the Canadian conservative movement, as well as the academic and political development of conservative students.
5. Recognition and External Affiliations
5.1 The Association shall seek and maintain recognition as the University of Toronto St. George campus affiliate of the Conservative Party of Canada and the Progressive Conservative Party of Ontario.
5.2 The Association shall seek and maintain recognition as a registered member branch of the Ontario Progressive Conservative Campus Association.
5.2 The Association shall seek and maintain recognition as an university-recognized campus group at the University of Toronto.
6.1 Membership in the Association shall, in accordance with University of Toronto policy, be open to all students, staff, faculty, and alumni of the University of Toronto.
6.2 Members are entitled to the following: a record of membership upon the official membership lists; the right to vote in elections of the Association; the receipt of club communications; the right to participate in events of the Association, in accordance with the rules; the right to participate in general meetings of the Association, in accordance with the rules.
6.3 A member must: be a student, staff member, faculty member, or alumnus of the University of Toronto; have paid required membership dues; identify with conservative principles and beliefs; and not retain membership in a partisan University of Toronto campus club affiliated with a non-conservative provincial or federal Canadian party.
6.4 A member of the organization must retain all of the qualifications for membership to remain a member. Members who allow any of the criteria to lapse shall lose their good standing for thirty days following the loss of any said qualifications. After the thirty-day period, said individuals shall be automatically removed from the organization.
6.5 Membership in good standing is defined as a member meeting all of the criteria for membership, who has not been suspended or otherwise removed from the organization. Members without good standing have the rights of membership suspended until the reacquisition of good standing.
6.6 This Association shall charge a membership fee per annum, to be determined by the Executive Committee. Equal and reasonable membership fees must be charged to all members. Should the Executive Committee not announce an altered membership fee by the 30th day of the August immediately after their election, the previous fee shall apply for the calendar year.
6.7 Members are entitled to pay up to four years in advance in a single lump sum. Membership fee increases shall not apply to previously paid membership fees.
6.8 Any member of the Association may request a refund of membership dues up to fourteen (14) calendar days after purchasing said membership, provided that no election or ticketed event administered by the Association was held during said fourteen (14) days. The Executive Committee must refund the dues in full, and strike the member from all membership lists.
6.9 The Association reserves the right to remove any member committing any act which negatively impacts the interests of the club and its members. A two-thirds majority vote of the Executive Committee to remove a member shall constitute the removal of said member from the Association. A member must be served of notice of removal, including a reason for impeachment, and may appeal to their impeachment to the Executive Committee. The impeached individual may rejoin the organization one calendar year from their removal, should said individual fulfil the membership criteria. Members sitting on the Executive Committee may not be removed according to this process.
7. Honorary Membership
7.1 Honorary memberships may be bestowed on any consenting individual with a record of outstanding service to the Association.
7.2 Bestowal of honorary memberships shall require selection by the President and a majority vote ratification by the Executive Committee.
7.3 Honorary memberships may be revoked only by a two-thirds majority of the Executive Committee.
7.4 Honorary members need not meet the regular membership criteria.
7.5 Honorary members do not retain any of the rights of regular members, and may not engage in any activity reserved for members only.
8. Executive Committee
8.1 The Executive Committee of the University of Toronto Campus Conservative Association, herein referred to as the Executive Committee, shall direct the affairs of the Association.
8.2 The Executive Committee shall consist of a President, Vice President, Director of Finance, Director of Communications, Director of Membership, and Secretary, as well as First, Second, Third, and Fourth-Year Representatives.
8.3 The Presidents of the Ontario Progressive Conservative Campus Association, the Ontario Progressive Conservative Youth Association, and local federal and provincial conservative riding associations are entitled to observe Executive Committee meetings.
8.4 Members of the Executive Committee are required to be members of the Association in good standing.
8.5 Members of the Executive Committee who forfeit good standing shall be suspended for seven days while they attempt to reacquire it; should the conditions for good standing not be reacquired after seven days, said member shall be removed from the Executive Committee.
8.6 The following officers constitute the Executive Committee:
8.6.1 The President shall: Hold responsibility for the maintenance of the affiliations of the Association; Hold responsibility for the enforcement and observation of the Constitution; Hold responsibility to arbitrate constitutional disputes, in accordance with the Executive Committee, while providing written explanations as to any resolution made upon the request of any party to the dispute; Retain primary signing authority over all aspects of the organization; Call, chair, and direct all meetings of the Association; Call elections or competitive applications as directed by this Constitution; Act as the primary official spokesperson for the Association; Act as the primary initiator of Association events and campaigns, in conjunction with the Executive Committee, and; Retain power of veto over any Executive Committee decision, unless otherwise specified. Said veto may be overturned by a two-thirds majority vote of the Executive Committee.
8.6.2 The Vice President shall: Provide assistance to the President where required; Assist with the development and implementation of events; Assist with ensuring the involvement of the Association in pertinent aspects of University of Toronto life, and; Act as an adviser to the President in matters pertinent to the Association.
8.6.3 The Director of Finance shall: Maintain accurate records of all property, accounts, and financial transactions falling under the jurisdiction of the Association; Prepare financial reports and budgets as deemed necessary by the Executive Committee or the University of Toronto; Have budgets approved by a majority vote of the Executive Committee; Provide a financial disclosure report to the general membership on an annual basis, leaving sensitive items, such as donor information, undisclosed; Provide a complete financial disclosure report, including receipts, to the incoming Executive Committee; Retain co-signing authority, along with the President, over pertinent club matters; Serve as Chief Financial Officer of the Association, and; Retain responsibility for the fundraising efforts of the Association.
8.6.4 The Director of Membership shall: Retain primary responsibility for recruitment and recruitment strategy; Ensure the accuracy of membership lists; Act as the primary enforcer of membership rules, in accordance with this Constitution, and; Ensure the regular communication of membership records to the President.
8.6.5 The Director of Communications shall: Notify members of the activities of the Association; Retain responsibility for maintaining a positive image of the Association; Retain responsibility for advertising on behalf of the Association; Communicate relevant notices to interested parties on behalf of the Association; Maintain the communications accounts of the Association, and; Prepare communications to the media on behalf of the Association, as directed by the President or Executive Committee.
8.6.6 The Secretary shall: Record and maintain minutes of meetings; Record and maintain records of events, where applicable; Carry out the constitutionally-designated procedures for all Association elections, except where otherwise specified by this Constitution; Facilitate discussion in appropriate Executive Committee venues, and; Ensure Executive Committee discipline and attendance, in conjunction with the President.
8.6.7 The First-Year Representative shall: Act as a representative for first-year students; Transfer news of Executive Committee decisions and events to first-year students, and; Assist the Executive Committee with any communications, planning, and events the Executive Committee deems necessary.
8.6.8 The Second-Year Representative shall: Act as a representative for second-year students; Transfer news of Executive Committee decisions and events to second-year students, and; Assist the Executive Committee with any communications, planning, and events the Executive Committee deems necessary.
8.6.9 The Third-Year Representative shall: Act as a representative for third-year students; Transfer news of Executive Committee decisions and events to third-year students, and; Assist the Executive Committee with any communications, planning, and events the Executive Committee deems necessary.
8.6.10 The Fourth-Year Representative shall: Act as a representative for fourth-year students; Transfer news of Executive Committee decisions and events to fourth-year students, and; Assist the Executive Committee with any communications, planning, and events the Executive Committee deems necessary.
9.1 Should the office of President become vacant, an Interim President shall be appointed by a majority vote of the Executive Committee to temporarily fill the vacancy. The nominee for Interim President may decline the appointment upon notification.
9.2 Any member may be appointed as Interim President. The Executive Committee is encouraged to select the Vice President as Interim President.
9.3 A by-election to elect a new President must be held at General Meeting within twenty-one (21) days of the vacancy of the office of the President. The Interim President is forbidden to run for President at said by-election.
9.4 Members of the Executive Committee may not be impeached. Only resignation, or the automatic procedures laid out in this Constitution, may remove an Executive Committee member.
10. Appointments and By-Elections
10.1 Vacancies to the Executive Committee may be filled through by-elections or competitive applications. The President may select which method is to be used, and may be overturned by a two-thirds majority of the Executive Committee.
10.2 Competitive applications and by-elections may not be held in lieu of regular annual elections; annual elections to each position shall occur regardless of when a vacant position is filled.
10.3 Notice of competitive applications must be circulated to the membership within fourteen (14) days of a vacancy occurring, and fourteen (14) days in advance of the deadline for said applications.
10.4 Applicants must fit all constitutional criteria to sit on the Executive Committee at time of application and time of selection. Any member meeting the constitutional criteria may apply and must have their application considered.
10.5 The President must select a candidate from among the applications submitted, or declare that there is no suitable candidate and reopen applications. Any decision may be overturned by a two-thirds majority of the Executive Committee.
10.6 Competitive applications may not occur to the position of President.
10.7 By-elections shall follow the rules and procedures for general elections.
10.8 By-elections must be called within fourteen (14) days of a vacancy occurring, and notice circulated to the membership fourteen (14) days in advance of the set election date.
10.9 Any candidate elected in a by-election shall automatically become a member of the Executive Committee three (3) days after the election date.
10.10 Whereas elections to the position of First-Year Representative are held in the fall, the Executive Committee may not appoint a First-Year Representative until after an election for the position is held in that term.
11. Executive Committee Meetings
11.1 The Executive Committee shall meet no less than once per month. The time and place of the meeting shall be at the discretion of the President. The President must ensure that the time and place are reasonable.
11.2 Executive Committee meetings shall be called and chaired by the President . Notice shall be served at least seventy-two hours in advance, except in case of emergency.
11.3 Executive Committee meetings may be held using various methods, including the internet or telephone, under the condition that said methods are accessible for all executives.
11.4 Quorum for Executive Committee meetings shall consist of fifty percent plus one of all voting members of the Executive Committee. A meeting may not proceed without quorum.
11.5 The President shall chair, and set the agenda for, all Executive Committee meetings.
11.6 Emergency votes may be held through conference call or online. Every Executive Committee member must have reasonable opportunity to vote. Votes must be minuted as special sessions.
11.7 Executive Committee members shall be automatically removed from the Executive Committee upon absence from three (3) meetings in a row without valid reason, or five (5) meetings total without valid reason, whichever occurs first. Reason must be submitted in writing to the President in advance of the meeting. The President, through the Secretary, must publish in the meeting minutes that a valid reason was given. The minutes may be retroactively revised to include an absence only if that absence was due to emergency. The Executive Committee may overturn an automatic removal with a two-thirds majority vote.
11.7.1 Valid reason is defined as any matter which would have rendered an individual unable to attend under reasonable circumstances, including class, work, or distance. The President retains the right to declare a provided reason valid or invalid, which may be overturned by a two-thirds majority of the Executive Committee.
12. General Meetings
12.1 A General Meeting of the Association shall be held during the final two weeks of September or the first two weeks of October. Said General Meeting must include the election of a First-Year Representative.
12.2 A General Meeting of the Association shall be held in April, and contain an election for an Executive Committee for the following year, as well as a financial report to the membership. General Meetings including an election or constitutional amendments should not, where avoidable, be held on university-set examination days. It is forbidden to hold a General Meeting on a federal or provincial election day, when said election occurs in any riding in the City of Toronto.
12.3 Members must have purchased a membership ten (10) days in advance of a General Meeting to be eligible to vote at said General Meeting.
12.4 The President shall chair all meetings, excepting any election where the President chooses to run for election to an Executive Committee position. The President may chair at Delegate Selection Meetings where they wish to acquire a delegate position, but may not self-nominate.
12.5 The President shall set the agenda for General Meetings, and circulate it to the membership seven (7) days in advance of the meeting. Changes to the agenda may be made up to and during the meeting, unless otherwise specified in this Constitution, and must be publicly announced. Motions to add to the agenda may be made by any member in good standing in attendance before adjournment.
12.6 General Meetings shall be called by the President, and notice provided to the membership at least fourteen (14) days in advance.
12.7 Only University of Toronto Campus Conservative members in good standing may vote or propose motions in any meeting or election.
12.8 The President may remove any non-members from the chamber at their discretion.
12.9 Meetings shall proceed according to Robert's Rules of Order. Where the rules conflict with this Constitution, this Constitution takes precedence.
13. Delegate Selection Meetings
13.1 Members must have purchased a membership a minimum of fourteen (14) days in advance of a Delegate Selection Meeting to be eligible to vote or run for election, or earlier if so designated by the organization for which the meeting has been called.
13.2 Notice of Delegate Selection Meetings must be sent in advance to the Association membership at least ten (10) days in advance of the meeting date, or earlier if so required by the organization for which the meeting has been called.
13.3 Balloting for Delegate Selection Meetings shall consist of a secret ballot, on which members may list names up to the amount of delegate and alternate positions up for election. Those receiving the most total votes shall be declared elected until the number of positions is exhausted.
13.4 In the event of a draw that impacts the result, the President shall select the victor.
13.5 Should fewer delegates be nominated than the maximum total of delegate and alternate positions available, the President may fill the vacant positions. A two-thirds majority of the Executive Committee may override any candidate selected by the President.
13.6 A Delegate Selection Meeting may coincide with a General Meeting.
13.7 Should delegate selection be required when the university is closed, or during the summer semester, the Executive Committee shall select delegates by majority vote.
14.1 Elections to all Executive Committee positions, excluding that of First-Year Representative, are to be held at a General Meeting every April.
14.2 Elections to the position of First-Year Representative are to be held at a General Meeting every year in the final two (2) weeks of September, or the first two (2) weeks of October.
14.3 Members must be an eligible member for fourteen (14) days in advance of an election to be eligible to vote or run for election, with the exception of those running for the position of First-Year Representative, who may join until nominations close.
14.4 Members desiring to run for election must submit their intention to run in writing at least seven (7) days in advance of an election, with the exception of those running for the position of First- Year Representative, who may be nominated at the election meeting for the position. The written notice must include name, address, and desired position of the member. The last day at which a member may withdraw their name from the ballot is two (2) days before an election.
14.5 The Secretary shall bear the responsibility of counting and overseeing the election. In the event there is no Secretary, or the Secretary is unable to do so, the President shall appoint an Electoral Officer to perform the Secretary's task for that election. Should three candidates object to the selection, the Executive Committee shall select another Electoral Officer. The Electoral Officer must not be running for election.
14.6 A process of appeal shall be in place to resolve electoral disputes. It shall be overseen by the Executive Committee. Findings which alter the course of an election must pass a two-thirds majority vote of the Executive Committee. No members of the Executive Committee running for election to any position within the UTCC may oversee any part of the appeal process. No appeal may be made more than twenty-four (24) hours following the vote.
14.7 General Elections shall be conducted by secret ballot using a system of instant-runoff voting. The rules governing ballots are as follows: In the case of an uncontested election, the ballot shall ask whether or not the elector chooses to endorse the candidate nominated. In the case of a contested election, the ballot shall list the candidates, and ask the elector to rank the candidates they choose to endorse in order. The elector may rank as many candidates as they choose. A ballot listing no candidates, write-in candidates, or unclear rankings will be regarded as spoiled. Each ballot must be signed by the Electoral Officer to be valid. Only one ballot per position shall be issued to each elector. If a mistake is made, and the first ballot not submitted into the ballot box, a second ballot may be issued. The first ballot must be returned to the Electoral Officer and marked as void. Any elector attempting to illegally acquire a second ballot shall be ejected from the election.
14.8 Ballots shall be counted according to instant-runoff voting procedures. The first preferences of voters will be counted. If no candidate retains a majority of first preference voters, the last-place candidate will be eliminated and their second preferences added to the remaining candidates. Said process shall continue until one candidate receives a majority of the vote. The candidate receiving fifty percent plus one of the vote shall be declared the victor.
14.9 Fall elections to the position of First-Year Representative, excluding by-elections, shall take place using first-past-the-post. Otherwise, all rules shall remain the same.
14.9 Should a vote result in a draw, the rest of the Executive Committee-elect shall select a victor by majority vote. Should that vote also result in a draw, the President-elect shall select a victor.
14.10 The name of each candidate, the position for which they are running, and, if applicable, the slate with which they are running, shall be prominently displayed to each elector as they vote. This information must, at the discretion of the Electoral Officer, either be printed on the ballots, displayed in the voting booth, or displayed so that it may be prominently and clearly viewed from the voting booth.
14.11 Each candidate, or slate of candidates, may appoint a scrutineer to oversee counting of ballots. Slates may appoint only one scrutineer per slate, rather than one per candidate.
14.12 All election results shall be communicated to the membership within five (5) days of the vote taking place.
14.13 Every Executive Committee position will be open for election at every spring general election to the Executive Committee, regardless of when any particular executive took office. The exception to this is the position of First-Year Representative, which shall become vacant at spring general election, but not be filled until the fall election to that position.
15. Succession Procedures
15.1 The Executive Committee-elect shall receive custody of all properties, logos, promotional materials, and other club materials from the outgoing Executive Committee within two (2) weeks of being duly elected. Each member of the outgoing Executive Committee is expected to hand over relevant information to their incoming equivalent.
15.2 The outgoing Executive Committee shall cease to retain any constitutional authority within two (2) weeks following the election of the Executive Committee-elect. The outgoing Executive Committee and the Executive-Committee elect are expected to meet once during this time.
15.3 Each member of the outgoing Executive Committee is expected to prepare a brief transition manual to the benefit of their successor.
16. Constitutional Amendments
16.1 Amendments to this Constitution require support from two-thirds of members at a General Meeting to become part of this Constitution.
16.2 Members must have purchased a membership fourteen (14) days in advance of a General Meeting to be eligible to vote on constitutional amendments.
16.3 Amendments to this constitution may be proposed only by two members of the Executive Committee or by four members in good standing. Proposals must then be approved by a two-thirds majority of the Executive Committee to proceed to a vote by the membership.
16.4 Proposed amendments to this Constitution must be submitted in writing to the President and Secretary ten (10) days in advance of a General Meeting in order to be tabled at said meeting.
16.5 Any proposed amendments must be provided to the membership in writing seven (7) days in advance of the General Meeting at which they are to be tabled.
16.6 Any replacement of this Constitution with a new constitution shall follow the amending procedure.
16.7 Upon coming into force, amendments must be submitted to the University of Toronto, Ontario Progressive Conservative Campus Association, and any other relevant bodies.
16.8 Any amendment not meeting the requirements of the University of Toronto shall be invalid, and the previous valid section upheld. Clearly invalid amendments may be ruled out-of-order by the chair. No amendment which does not follow the above procedure in its entirety shall be recognized as valid.
17.1 Accurate records of all transactions and accounts shall be maintained at all times.
17.2 Payment of accounts and incurring of debts over $25.00 must be authorized by the Executive Committee, except in the event of emergency.
17.3 The Executive Committee shall perform at least one annual audit of the financial records of the Association. The Director of Finance shall present said report at the Association’s Spring General Meeting, where it must be passed by a majority vote of those present or two-thirds of the Executive Committee. The President and Director of Finance shall sign the official audit.
18.1 The Executive Committee may pass bylaws to accompany this Constitution with a two-thirds majority resolution. Said bylaws shall not attempt to override any element of this Constitution. Said bylaws shall lose effect upon the end of the elected term of the Executive Committee.
18.2 Bylaws must be publicized to the membership within forty-eight (48) hours of adoption.
19.1 The University of Toronto Campus Conservative Association is not an agent or representative of the University of Toronto; its views and actions in no way represent those of the University of Toronto.
20. Implementation and Amendment Dates
20.1 This Constitution shall enter into force on October 7th, 2013.
20.2 This Constitution was last amended on the October 7th, 2013.