A G M...w w w . s f u g r a d s o c i e t y . c a / a g m Annual General Meeting Booklet 2 rauate...

1Graduate Student Society at Simon Fraser University

Annual General Meeting 2016 Booklet

A G M2016

w w w . s f u g r a d s o c i e t y . c a / a g m

Annual General Meeting Booklet

2Graduate Student Society at Simon Fraser UniversityAnnual General Meeting 2016 Booklet

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Not included in this booklet, but also available at this meeting:Annual ReportConstitution and By-Laws of the Graduate Student Society at SFUConstitution and By-Laws of the Graduate Student Society at SFU with Tracked Changes

Robert’s Rule of Order pg. 4

Agenda pg. 5

Summary of Motions pg. 6

2015 AGM Minutes pg. 7

2015 Financial Statements pg. 15

Regulations passed by Council in 2015 pg. 30

Special Resolution A pg. 31

Overview: Elected Representation pg. 33

Special Resolution B pg. 35

Special Resolution C pg. 38

Special Resolution D pg. 40

Notes pg. 41

Table of Contents


Speaker presents motion

Motion “moved” & “seconded”

Debate

“I support the motion because…”

“I oppose the motion because…”

Vote (In favour, opposed, abstain)

Motion “carries” or

“fails”

Amendment

Councillors can ask to amend a motion for any reason. The amendment will need to be

seconded by another Councillor. Then it will be discussed and voted on. If it passes, it will

replace the original motion.

I Move to amend the motion by…

Robert’s Rules of Order



Agenda

1) Call to Order

2) Appointment of Speaker

3) Appointment of Secretary

4) Declaration of Quorum

5) Adoption of the Agenda

6) Approval of the Minutes of the February 4, 2015 AGM Minutes

7) Reportsa) GSS Annual Reportb) Auditor Report

8) Question Period

9) New Businessa) Receive the Audited Financial Statements for the 2014-15 Fiscal Yearb) Appointment of the Auditor for the 2015-16 Fiscal Yearc) Receiving and Approving of Regulations Approved by Council since February 5, 2015d) Special Resolution A: Basic Correctionse) Special Resolution B: Updating Director positions and establishing whether Directors can also serve

as Councillorsf) Special Resolution C: Two-week overlap for incoming and outgoing Directorsg) Special Resolution D: Clarifying the voting rights of incoming and outgoing Directors on Executive

Committee

10) Announcementsa) Spring Electionsb) Post-AGM social event

11) Adjournment


Summary of MotionsNew Business

AGM2016.01 Be It Resolved That a Speaker be appointed for the 2016 AGM meeting AGM2016.02 Be It Resolved That a Secretary be appointed for the 2016 AGM meeting AGM2016.03 Be It Resolved That the Agenda be adopted

AGM2016.04 Be It Resolved That the Minutes of the February 4, 2015 AGM be adopted AGM2016.05 Be It Resolved That all the Regulations approved by Council since the

February 4, 2015 AGM be approved. AGM2016.06 Be It Resolved That the GSS By-Laws be amended to reflect basic

corrections which do not affect the meaning of the By-Laws, as circulated in “Amendment #1” at the February 3, 2016 AGM.

AGM2016.07 Be It Resolved That the GSS By-Law VI: Executive Committee be amended to (i) replace “Coordinators” and “Officers” with “Directors,” and (ii) to prevent Directors from serving as Councillors during their terms, as circulated in “Amendment #2 (a) at the February 3, 2016 AGM. If the previous motion fails: Be It Resolved That the GSS By-Law VI: Executive Committee be amended to (i) replace “Coordinators” and “Officers” with “Directors,” and (ii) to allow Directors to serve as Councillors during their terms, as circulated in “Amendment #2 (b) at the February 3, 2016 AGM.

AGM2016.07 Be It Resolved That the GSS By-Law VI: Executive Committee be amended to allow a 2-week overlap period between incoming and outgoing Directors, as circulated in “Amendment #3” at the February 3, 2016 AGM.

AGM2016.08 Be It Resolved That the GSS By-Law VI: Executive Committee be amended to clarify the voting rights of incoming and outgoing Directors, as circulated in “Amendment #4” at the February 3, 2016 AGM.



2015 AGM Minutes

Maggie Benston Centre Room 2205 • Simon Fraser University • 8888 University Drive • Burnaby, BC, V5A 1S6

Tel: (778) 782-‐3899 • www.sfugradsociety.ca • www.facebook.com/sfugradsociety

Annual General Meeting Minutes (Draft until Approved) February 4, 2015

1) Call to order The meeting was called to order at 1:33 PM.

2) Appointment of Speaker MOTION to appoint Mike Soron, as Speaker for the February 4, 2015 Annual General Meeting. (50/27) CARRIED

3) Appointment of Secretary

MOTION to appoint Emily Heaps, Administrative Assistant, as Secretary for the February 4, 2015 Annual General Meeting. (57/68) CARRIED

4) Attendance

The Speaker proclaimed that 83 members were present when the meeting was called to order. It was declared that we have functional quorum. Number Name Department Notes

1 Mara Katz Linguistics 2 David Weston English 3 Colin Truncik Physics 4 Katelyn McDougall Urban Studies 5 Greg Christie Psychology 6 Arianna Falbo Philosophy 7 Pamela Thindwa International Studies 8 Amir Ghaserninejod Communications 9 Abhishek Nanjundappa Mechatronics

10 Ting Liu Education 11 Regina Belloso Sociology 12 Kayleigh MacMillan Linguistics 13 Adam Rinne Urban Studies 14 Daniel Mundeva Not legible 15 Jessica Woodley Criminology left at 1:28 15 Tina Kong English 15 Not legible FHS left at 1:20 16 James Patten Psychology 17 Leah Weiner History 18 Rosalind Chaplin Philosophy 19 Mateasz Michalik Psychology left at 3:12 20 Joshua Ogden Philosophy


The Graduate Student Society at Simon Fraser University Annual General Meeting Minutes (Draft until Approved)

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21 Stephen Yu MBB 22 William Bredeson Philosophy 23 Melissa MacAskill Linguistics 24 Jeffrey Zureck EASC 25 Ryan Graves MA IS 26 Ehsan Jozaghi Criminology 27 Ross Churchley Mathematics 28 Stephan Niemeler Geography 29 Kelli Finney Linguistics 30 Nezam Engineering Sciences left at 1:49 30 Vince Hopkins Political Sciences 31 Stephanie Perrin International Studies 32 Hayley Lagroix Psychology 33 Matt Horrigan Contemporary Arts 34 Wendy Dallian Contemporary Arts 35 Robert Bittner Gender, Sexuality & Women's Studies 36 Lisa Shorten Linguistics left at 2:55 36 Shirin Safaei Chemistry 37 Jennifer Johnson International Studies left at 3:15 38 Reagan Belan Chemistry 39 Melissa Roth Archaeology 40 Alan Leung Business 41 Gil Hernstadt ENSC 42 Mike Chomitz Physics 43 Alisa Paterson Chemistry 44 Richie Alame Sociology left at 1:57 44 Jeff Crompton EASC 45 Flavien Beavd EASC 46 Daniel Antlinger Computing Science 47 Felipe Mello Resource & Environmental Management 48 Fred Harwood Education left at 3:12 48 Derrick Ho Geography 49 Momcila Gavrilov Physics 50 Sophie Fung Urban Studies 51 Amy Farahbakhsh Urban Studies 52 Kirby Maguire Psychology 53 Jesse Taylor Biology left at 3:03 54 Ataman Ardan Sociology & Anthropology 55 Devon Cass Philosophy 56 Sarah Makin Earth Sciences 57 Kristianne Hendricks Geography left at 1:12 57 Pascale Coibeau Biology

2015 AGM Minutes cont’d




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58 Emiliano Sepulveda Contemporary Arts 59 Jorma Kujala Contemporary Arts 60 Simon Pek Business 61 Elizabeth Sarjeant Communications left at 3:12 62 Colin Cuthbert Sociology left at 1:42 62 Monica Semeniuk Business 63 Syed Hamza Engineering Sciences 64 Amy Van Wyck Publishing 65 Ukoabasi Isip Mathematics 66 Foster Ranney Educational Psychology 67 Lucien Durey Contemporary Arts 68 Sean Heath Anthropology 69 Patrick Carolan Psychology left at 2:58 70 Jane Kong Education 71 Marlene Wagner Biology 72 Andrea Smit Psychology 73 Ashley Livingstone Psychology 74 Terry Sidhu Urban Studies 74 Derek Suhota Physics 75 Sebastian Pardo Biology 75 Evan Caldbick Psychology 77 Ferzi Naragni Urban Studies 78 Krista Gerlich-‐Fitzgerald Public Policy 78 Sieun Lee Engineering 79 Juliana Mitchell Criminology left at 1:30 79 Katharina Gomes Molecular Biology & Biochemistry 80 Kristina Gicas Psychology 81 Jesus Pulido Resource & Environmental Management 82 Phily Dluhy Physics left at 2:55 83 Eric Schibli Physics 84 Sue Hampton Education 85 Nik Hamm Philosophy 85 Micheal Hegedus Engineering Sciences left at 2:35 86 Marissa Bennett Philosophy 86 Dan Greenberg Biology left at 2:15 87 Brad Zurhcer Philosophy left at 2:58 88 Pamela Tannouri Engineering Sciences 89 Cathryn McColeman Physics 90 Emily Sadowski Education 92 Ardalan Benema Computing Science 92 Tup Zulu Business left at 2:09 93 Payam Ahmadrund Computing Science




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94 Ali Arab Computing Science 95 Leslie Saunders Biological Sciences 96 Eugeny Vinnik Computing Science 97 Jebutu Modupeoluna French 97 Marten Heidemeyer Computing Science 98 Mapumdelo Mary Physics 99 Emily Heaps Business

100 Marco Farrentai Chemistry 100 Adam Barlev Chemistry left at 2:26 101 James Beare Physics left at 2:40 102 Irina Presmyakova Linguistics 102 Antonoa Musso Biology 103 Justin Lo Biology 103 Teja Ogiralia Engineering Sciences left at 2:23 104 Jacqueline Dubon Health Sciences 105 Michele Buckman Public Policy 106 Xuehan Liu Engineering Sciences 106 Soaad Abdelhadi Education left at 2:23 107 Jolene Swain Biological Sciences 108 Yawas Mohd Khan Computing Science 109 Ashley Eapen Engineering Sciences 110 Shruti Menon Engineering Sciences

Guest Orion Kidder TSSU Guest Leah Bjornson The Peak Guest Melissa Roach The Peak

5) Adoption of the Agenda MOTION to adopt the agenda. (51/36) CARRIED

6) Approval of Minutes A. February 26, 2014 Annual General Meeting Minutes

MOTION to approve the minutes as presented. (58/1) CARRIED 2 abstentions

B. July 31, 2014 Special General Meeting Minutes MOTION to approve the minutes as presented. (49/4) CARRIED 4 abstentions





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7) Reports A. Graduate Student Society Annual Report

Cass gave a brief overview of the fiscal year. They worked to: define the roles better for members, equalize working hours and responsibilities, and create a uniform starting date for all members of Executive committee. Advocacy has made a graduate provincial scholarship for the second year in a row. The GSS was granted official intervener status for the Kinder Morgan pipeline. They are working to promote the Transit referendum. Investments have been moved to Vancity to be more socially responsible. MacAskill increased the number of services and member engagements. They have had successful socials and improved the website. Emergency grocery card has doubled the budget.

B. Auditor Report Yuki Sugiyama, GSS auditor, gave a brief presentation of the society’s financial statements. Statement of Financial Position provides a snapshot of GSS assets and liabilities for last fiscal year. Revenues are made up of membership revenues; very similar to last year’s financial reports. The Auditor’s Report outlines that it is management’s responsibility to prepare the financial statements. The auditor has only provided an opinion about the financial health of Graduate Student Society.

8) Question Period A. Questions on Reports

None Quorum check conducted by Speaker, total count 89.

9) New Business A. Receiving the Audited Financial Statement for the 2013-‐14 Fiscal Year

Motion: Be It Resolved That the Audited Financial Statements be received for the 2013-‐2014 Fiscal Year. (24/12) CARRIED

B. Appointment of the Auditor for the 2014-‐15 Fiscal Year Motion: Be It Resolved That Tompkins, Wozny, Miller and Co. be appointed as the Auditor for the 2014-‐15 fiscal year. (73/61) CARRIED 1 abstention

C. Receiving and Approving of Regulations Approved by Council Since February 26, 2014 Liu outlined the hierarchy structure that the GSS follows. Highlights that we have worked on streamlining the regulations. They added language on the contingency fund to allow members easier access to abide. They created three new positions that were approved by Council in September 2014. The other three job descriptions will be brought to council for approval. #24 Asked what we are voting on. Liu replied that councilors discuss and vote on Regulations at Council meetings; whereas they vote to approve the regulations at the AGM. All of the regulations are on the website. The first By-‐Law is an opportunity for all GSS members to review what has gone through Council during the last fiscal year. #14 asked whether the retired governing documents had been reviewed. Liu states that the content had been combined into one regulation in order to replace the original regulations. The approval of this regulation leads to all of the other documents. Therefore, the GSS is now making it easier to follow. All of the changes were brought to council and discussed. All of the job descriptions had been replaced with different job titles.




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Chavarie recommended to attendees that they should bring up the issue with their Council representatives, who will then take it to Council. Motion: Be It Resolved That all the Regulations approved by Council since the February 26, 2014 AGM be approved. (68/17) 6 abstentions Noted: #83 CARRIED #17 requested a recess #27 would like to move the Announcements forward Motion to amend the agenda and proceed to item 9D. CARRIED Quorum check conducted by Speaker at 2:14 PM, total count 101.

D. Special Resolution A: Changing Council Speaker Appointment From Semester to Annual Liu introduced By-‐Laws by stating that they are legally binding and they must be discussed/approved by general members. We propose to extend the term to 1 year in order to provide more time for the candidate. #24 asked if the elected person would be able to step down, if they had to resign. #62 stated that if we have a bad speaker, then the person is there for a long time. Liu replied that if council is not happy with the current speaker, they can bring a motion forward to change the speaker. #42 spoke against the motion. Their concern was that universities are for learning, and it is important to give as much experience to as many students as possible. #37 spoke in favour. They stated if the GSS has a poor speaker, they will be able to practice and learn how to become a better speaker. #39 called to question, #50seconded 4 abstentions Motion: Be It Resolved That the GSS By-‐Law V Section 14 be amended to change the Council Speaker Appointment from a semesterly to an annual appointment, as circulated at the February 4, 2015 AGM. (53/17) CARRIED 4 opposed 3 abstentions

E. Special Resolution B: Synchronizing Director Elections into One Single Spring Election Liu proposed to replace coordinators with members of the executive committee and that they will be elected once per year in the spring. The main goal of this motion is to reduce costs and burdens associate with multiple elections because all six directors would be elected at the same time. #2 spoke in favour, but asked if there would still be accountability if the leapfrogging was removed. Liu stated that there would still be a 2-‐week overlap so that the new candidates would be trained for 2 weeks and everyone will be a part of the orientation together.





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F. Special Resolution C: Adding a Term Limit for Executive Committee Members

Liu proposed adding a term limit of two full terms to executive committee members because they want to ensure that more students get the opportunity to participate. #39 spoke in favour and asked whether this motion was only for the same position or for all positions on the executive committee. Liu clarified that no single grad student can be on the executive committee for more than two terms. #90 proposed an amended motion: Be It Resolved That no single grad student can be on executive committee for more than two terms. (90/12) #57 spoke against this because she knew someone who ran for positions for seven years. #88 asked what is there is no one else running for that position and that they need someone to fill the position. The speaker noted that vacancy is a reality and could happen. #81 spoke against this motion because they believed that having a limit on the number of terms an officer/director can serve is not enough incentive to do a good job. #39 stated that having two full terms is short, but they agree with the idea of limiting it in a way. The Speaker reminded us that we were discussing an amendment. #49 spoke against it because it does not make sense to be able to be on executive committee for twelve years. #38 asked whether people generally run for a second term in the same position. The Speaker noted that there are some occasions where officials have run for two years, but it is uncommon. Motion: (Amended, version A) Be It Resolved That for an amendment that no single graduate student can be elected to any one position for more than two full terms. (90/12) In favour: 45 Opposed: 31 Abstained: 11 CARRIED Motion to extend the meeting (57/50) Opposed: 18 Abstained: 5 Quorum: 104 CARRIED Motion: (Amended, version B) Be It Resolved That no single graduate student can be elected to any one position for more than two full terms, but for no more than four total terms in any position. (74/64) Call to question (7/12) Oppose: 5 Abstention: 0 Quorum: 101 CARRIED




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10) Announcements A. Spring Elections

Spring Elections are coming up and more information will be circulated through SFU emails. Board and Senate elections are coming up, you can vote online. Katelyn McDougall and David Weston are running as elected officials for the GSS.

B. Advocacy and Policy Advisor Parental Leave Replacement Hiring Job posting will be made public on February 6, 2015.

C. Transit Referendum Cass noted that the voting period in March will be to increase the sales tax in order to improve transit lines. If anyone is interested in getting involved and helping with promotions, then please contact Cass.

D. Sustainable SFU Sustainable SFU will be having their AGM on March 11 at 4 pm. Encouraged Grad student members to join their AGM. More info to come through their SFU emails or visit their website at sustainableSFU.ca

E. SPICES Workshop Chavarie stated that the deadline for SPICES application is Feb 11, 2015. SPICES is an initiative to provide seed money to anyone with ideas to help develop the community and add value added experiences for Grad students. Previous projects have included the Think Again! Conferences that include interdisciplinary sharing followed by a pub social. Please check the GSS website for more information on how to apply. In the past, the Dean of Graduate Studies gave a thumbs-‐up or thumbs-‐down application process. The workshops will be assisted by Adam Rinne and Katie Hearn. Caucus grants are still available and they are available every other month.

11) Adjournment Meeting adjourned at 3:17 PM.




2015 Financial Statements

August 31, 2015

THE GRADUATE STUDENT SOCIETY

FINANCIAL STATEMENTS

AT SIMON FRASER UNIVERSITY

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2015 Financial Statements cont’d The Graduate Student Society at Simon Fraser University

INDEX TO THE FINANCIAL STATEMENTS

August 31, 2015

Page

Auditor's Report 1

Financial Statements

Statement of Financial Position 2

Statement of Operations and Changes in Fund Balances 3

Statement of Cash Flows 4

Notes to Financial Statements 5 - 12

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2015 Financial Statements cont’dINDEPENDENT AUDITOR'S REPORT

The Graduate Student Society at Simon Fraser University

Report on the Financial Statements

Management's Responsibility for the Financial Statements

Vancouver, CanadaChartered Professional AccountantsDecember 8, 2015

An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in thefinancial statements. The procedures selected depend on the auditor's judgment, including the assessment of therisks of material misstatement of the financial statements, whether due to fraud or error. In making those riskassessments, the auditor considers internal control relevant to the Society's preparation and fair presentation of the financial statements in order to design audit procedures that are appropriate in the circumstances, but not for thepurpose of expressing an opinion on the effectiveness of the Society's internal control. An audit also includesevaluating the appropriateness of accounting policies used and the reasonableness of accounting estimates madeby management, as well as evaluating the overall presentation of the financial statements.

We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our auditopinion.

Opinion

In our opinion, the financial statements present fairly, in all material respects, the financial position of theGraduate Student Society at Simon Fraser University as at August 31, 2015, and the results of its operations andits cash flows for the year then ended in accordance with Canadian accounting standards for not-for-profitorganizations.

Report on Other Legal and Regulatory Requirements

As required by the British Columbia Society Act, we report that the accounting principles used in these financialstatements have been applied on a basis consistent with that of the preceding year.

Our responsibility is to express an opinion on these financial statements based on our audit. We conducted ouraudit in accordance with Canadian generally accepted auditing standards. Those standards require that we complywith ethical requirements and plan and perform the audit to obtain reasonable assurance about whether thefinancial statements are free from material misstatement.

To the Members of

We have audited the accompanying financial statements of the Graduate Student Society at Simon FraserUniversity, which comprise the statement of financial position as at August 31, 2015, and the statements ofoperations and change in fund balances and cash flows for the year then ended, and a summary of significantaccounting policies and other explanatory information.

Management is responsible for the preparation and fair presentation of these financial statements in accordancewith Canadian accounting standards for not-for-profit organizations, and for such internal control as managementdetermines is necessary to enable the preparation of financial statements that are free from material misstatement,whether due to fraud or error.

Auditor's Responsibility

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STATEMENT OF FINANCIAL POSITION

As at August 31

2014

Operating Fund

Contingency Fund

LegalDefense

FundBenefit

Plan Fund

Benefit Plan Contingency

FundCapital Fund Total Total

$ $ $ $ $ $ $ $

ASSETSCurrent assetsCash 203,992 — — — — — 203,992 221,570Short-term investments [note 3] 116,252 — 26,164 279,813 8,202 1,429,554 1,859,985 1,818,874Accounts receivable [note 4] 5,890 — — — — — 5,890 1,248Prepaid expenses 120 — — — — — 120 6,295Interfund loans (29,221) 29,221 — — — — — —Total current assets 297,033 29,221 26,164 279,813 8,202 1,429,554 2,069,987 2,047,987Capital assets [note 5] 17,428 — — — — — 17,428 19,261

314,461 29,221 26,164 279,813 8,202 1,429,554 2,087,415 2,067,248

LIABILITIES AND FUND BALANCESCurrent liabilitiesAccounts payable

and accruals [note 6] 92,411 — — — — — 92,411 58,613Deferred revenue 5,014 — — — — — 5,014 7,427Funds held in trust - caucus 48,111 — — — — — 48,111 43,005Total current liabilities 145,536 — — — — — 145,536 109,045Fund balancesInvested in capital assets 17,428 — — — — — 17,428 19,261Internally restricted [note 7] — 29,221 26,164 279,813 8,202 1,429,554 1,772,954 1,724,994Unrestricted 151,497 — — — — — 151,497 213,948Total fund balances 168,925 29,221 26,164 279,813 8,202 1,429,554 1,941,879 1,958,203

314,461 29,221 26,164 279,813 8,202 1,429,554 2,087,415 2,067,248

Commitments [note 13]

See accompanying notes to the financial statements

On behalf of the Board

2015

Related party transactions [note 11]

Council Member Council Member

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2015 Financial Statements cont’d




STATEMENT OF OPERATIONS ANDCHANGES IN FUND BALANCES

Year ended August 31

2014

Operating Fund

Contingency Fund

Legal Defense

FundBenefit

Plan Fund


FundCapital Fund Total Total

$ $ $ $ $ $ $ $

REVENUESMembership revenue 521,109 — — 1,306,970 — — 1,828,079 1,733,419Benefit plan add-on's — — — 4,566 — — 4,566 6,899Other income 17,190 — — — — — 17,190 9,475Investment income 2,192 — 142 1,528 102 7,339 11,303 23,007Unrealized gain on investments 2,295 — 618 6,665 441 34,121 44,140 15,110Total revenues 542,786 — 760 1,319,729 543 41,460 1,905,278 1,787,910

EXPENSESAmortization of capital assets 6,373 — — — — — 6,373 6,560Building operating costs [note 8] 17,448 — — — — — 17,448 16,282Caucus funding - core and grants 63,014 — — — — — 63,014 60,847Elections 1,800 — — — — — 1,800 1,754Events 12,982 — — — — — 12,982 23,364Governance 20,248 — — — — — 20,248 10,548Health Plan premiums and service fees — — — 1,247,544 — — 1,247,544 1,127,915SFU administrative charge — — — 13,064 — — 13,064 12,104Benefit plan bursaries — — — 10,840 — — 10,840 5,040Insurance 8,975 — — — — — 8,975 9,927Investment management fees 658 — 177 1,911 127 9,784 12,657 —Merchandise 2,346 — — — — — 2,346 1,294Office and administrative 8,721 — — — — — 8,721 6,934Ombudsperson services [note 10] 9,639 — — — — — 9,639 9,021Professional development grants 42,000 — — — — — 42,000 42,000Professional fees 16,597 — — — — — 16,597 12,845Repairs and maintenance 1,142 — — — — — 1,142 —Salaries and wages 273,378 — — — — — 273,378 237,387Services 30,489 — — — — — 30,489 21,561Shared services [note 10] 12,037 — — — — — 12,037 14,133Stipends [note 11] 110,308 — — — — — 110,308 109,968Total expenses 638,155 — 177 1,273,359 127 9,784 1,921,602 1,729,484Excess of revenues (expenses) for the year (95,369) — 583 46,370 416 31,676 (16,324) 58,426Fund balances, beginning of year 233,209 — 25,581 283,694 17,841 1,397,878 1,958,203 1,899,777Interfund transfers

Administrative charge on Benefit Plan 60,306 — — (60,306) — — — —Transfer of contingency fees — — — 10,055 (10,055) — — —Transfer to Contingency Fund (29,221) 29,221 — — — — — —

Fund balances, end of year 168,925 29,221 26,164 279,813 8,202 1,429,554 1,941,879 1,958,203


2015

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STATEMENT OF CASH FLOWS

Year ended August 31

2014

OperatingFund

LegalDefense

FundBenefit

Plan Fund


FundCapitalFund Total Total

$ $ $ $ $ $ $

OPERATING ACTIVITIES Excess of revenues (expenses) for the year (95,369) 583 46,370 416 31,676 (16,324) 58,426

Items not involving cashAmortization of capital assets 6,373 — — — — 6,373 6,560 Write-off of capital asset 353 — — — — 353 —Increase in market value of short term (2,295) (618) (6,665) (441) (34,121) (44,140) (15,110)

Changes in non-cash working capital balancesAccounts receivable (4,642) — — — — (4,642) 1,878 Prepaid expenses 6,175 — — — — 6,175 (1,276) Accounts payable and accruals 33,798 — — — — 33,798 26,788 Funds held in trust - caucus 5,106 — — — — 5,106 (533) Deferred revenue (2,413) — — — — (2,413) 7,427

Cash provided by (used in) operating activities (52,914) (35) 39,705 (25) (2,445) (15,714) 84,160

FINANCING ACTIVITIESInterfund transfer 60,306 — (50,251) (10,055) — — —Interfund loans 3,758 — (3,758) — — — —Cash provided by (used in) financing activities 64,064 — (54,009) (10,055) — — —

INVESTING ACTIVITIESPurchase of capital assets (4,893) — — — — (4,893) (5,037) Purchase (sale) of short-term investments (net) (23,835) 35 14,304 10,080 2,445 3,029 (24,437) Cash provided by (used in) investing activities (28,728) 35 14,304 10,080 2,445 (1,864) (29,474) Increase (decrease) in cash during the year (17,578) — — — — (17,578) 54,686 Cash, beginning of year 221,570 — — — — 221,570 166,884 Cash, end of year 203,992 — — — — 203,992 221,570


2015

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NOTES TO FINANCIAL STATEMENTS

August 31, 2015

1. NATURE OF ORGANIZATION

Fund Accounting

The major funds are described below:

2. SIGNIFICANT ACCOUNTING POLICIES

The financial statements were prepared in accordance with Canadian accounting standards for not-for-profit organizations ("ASNPO") and include the following significant accounting policies:

The purposes of the Society are to represent and advocate for the interest of the graduate students ofSimon Fraser University (the "University"); to support and promote all student activities of, by and forthe graduate students of the University; to promote the principle of student representation at all levels ofdecision-making within the University and all other institutions that affect the interests of the graduatestudents of the University; to advance and promote the interests of the student body of the University asa whole by coordinating and collaborating with other societies which have as their purposes the likeadvancement or promotion of such interests, and to provide services to promote the academic and socialinterests of graduate students at the University.

Use of EstimatesThe preparation of financial statements in conformity with Canadian ASNPO requires management tomake estimates and assumptions that affect the reported amounts of assets and liabilities and disclosureof contingent assets and liabilities at the date of the financial statements and the amounts of revenue andexpenses reported during the year. Significant areas requiring the use of management estimates relate to the determination of net recoverable value of assets, in particular as it relates to useful lives of capitalassets. Actual results could differ from these estimates.

The Graduate Student Society at Simon Fraser University (the "Society") was incorporated pursuant tothe British Columbia Society Act on July 26, 2007. The Society is a registered, not-for-profitorganization who is exempt from income taxes.

The Society follows fund accounting using the deferral method of accounting for contributions.Revenue and their related expenses are accounted for in separate funds in accordance with objectives,limitations and determinations made by Council.

Operating FundThe Operating Fund accounts for the Society's administrative activities. This fund representsunrestricted resources.

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August 31, 2015

The Capital Fund was established for the purposes of maintaining a fund for construction andmaintenance expenditures on the Society's current premises and for future planning, development andinvestment in such premises.

Revenue RecognitionThe Society follows the deferral method of accounting for contributions. Contributions for externallyrestricted purposes are recognized as revenue of the appropriate fund in the year in which the relatedexpenses are incurred.

Student activity fees are recognized as revenue according to the academic terms and funds they relateto.

All other unrestricted contributions are recognized as revenue of the appropriate fund when received orreceivable if the amount can be reasonably estimated and collection is reasonably assured.

2. SIGNIFICANT ACCOUNTING POLICIES (CONT'D)

Capital Fund

The following funds are all internally restricted for the following purposes:

Benefit Plan FundThe members of the Society contribute up to $453.06 annually (as of September 2015 - $456.87annually) for the purpose of offering both an extended health plan and dental plan benefits for graduatestudents.

Legal Defense FundThe Legal Defense Fund was established to provide the Society with the necessary resources to paylegal costs defending or entering into legal action where appropriate.

Benefit Plan Contingency FundThe Benefit Plan Contingency Fund was established to provide the Society with additional resources tocover potential future shortfalls of the Benefit Plan Fund.

Contingency FundThe Contingency Fund was established to maintain a balance of at least 5% of the annual OperatingFund budget. The Contingency Fund is to be used to cover any shortfalls in the Operating Fund.

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August 31, 2015

2015 2014$ $

Cash and equivalents 31,910 1,406,379 Canadian corporate bonds 532,796 — Canadian government bonds 559,835 412,495 Canadian equities 438,568 — U.S. equities 296,876 —

1,859,985 1,818,874

2. SIGNIFICANT ACCOUNTING POLICIES (CONT'D)

Capital Assets

Short-Term InvestmentsShort-term investments include equities, government bonds and corporate bonds recorded at marketvalue.

Cash

Measurement of Financial Instruments

Financial liabilities measured at amortized cost include accounts payable and accruals.

Financial assets measured at amortized cost include cash and accounts receivable. Financial assetsmeasured at cost are tested for impairment when there are indicators of impairment.

The Society initially measures its financial assets and financial liabilities at fair value. The Societysubsequently measures all its financial assets and financial liabilities at amortized cost.

Financial assets measured at fair value include short-term investments.

Cash is defined as cash on hand and cash on deposit, net of cheques issued and outstanding at the year-end.

The statement of cash flows is prepared on a net cash basis and cash flows from operating, financingand investing activities are presented using the indirect method.

Purchased capital assets are recorded at cost. Capital assets are amortized on a declining or straight-linebasis at the rates outlined in note 5 with current year additions being amortized at one half the annualrate.

3. SHORT-TERM INVESTMENTS

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August 31, 2015

2015 2014$ $

Operations 5,890 1,248 Allowance for doubtful accounts — —

5,890 1,248

Accumulated Net BookCost Amortization Value

Rate $ $ $

2015Computer equipment 55% declining basis 15,948 15,479 469Furniture and equipment 20% declining basis 14,274 5,848 8,426Website 3 years straight line 2,851 2,851 —Leasehold improvements 6 years straight line 20,478 11,945 8,533

53,551 36,123 17,428

2014Computer equipment 55% declining basis 16,530 14,753 1,777 Furniture and equipment 20% declining basis 9,413 4,350 5,063Website 3 years straight line 2,851 2,376 475Leasehold improvements 6 years straight line 20,478 8,532 11,946

49,272 30,011 19,261

2015 2014$ $

Operations 85,261 51,376 Government remittance - payroll 7,150 7,237

92,411 58,613

4. ACCOUNTS RECEIVABLE

5. CAPITAL ASSETS

6. ACCOUNTS PAYABLE AND ACCRUALS

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August 31, 2015

2015 2014$ $

Legal Defense FundOpening balance 25,581 25,447 Investment income earned during the year 760 134

26,341 25,581

2015 2014$ $

Benefit Plan Bursary FundPrincipal internally restricted per motion 274,172 274,172 Accumulated interest, beginning of year 11,128 (760) Investment income, including unrealized gains/(losses) 8,193 16,928 Bursaries paid out during the year (10,840) (5,040) Accumulated interest, end of year 8,481 11,128 Total Benefit Plan Bursary Fund 282,653 285,300 Deficit for Benefit Plan operations (2,840) (1,606)

279,813 283,694

In 2010, the Society passed a motion to internally restrict the excess cash in the benefit plan to fundbursaries to cover benefit plan premiums out of the interest earned on the restricted funds. The originalprincipal amount is not to be withdrawn for any reason except in the case that the funds must be used asa contingency or if a motion is passed at council with a two-thirds majority. In the fall of 2011, theSociety commenced granting bursaries.

In 2011, the Society internally restricted $25,000 for a Legal Defense Fund to be used to provide theSociety with the necessary resources to enter into legal action where appropriate.

(i) Operating Fund internally restricted funds

(ii) Benefit Plan internally restricted funds

7. INTERNALLY RESTRICTED FUNDS

8. BUILDING OPERATING COSTS

These costs represent amounts charged by the Simon Fraser Student Society ("SFSS") for themaintenance and operations of the Society's premises in the Maggie Benston Centre [note 13(a)] .

9

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August 31, 2015

2015 2014$ $

First Nations Student Association 8,038 8,045 Peak Publications Society 52,415 52,452 Simon Fraser Campus Radio Society (CJSF) 32,091 32,114Simon Fraser Public Interest Research Group 32,091 32,114 Sustainable SFU 21,394 21,409 World University Services of Canada Refugee Program 10,697 10,705

156,726 156,839

Stipends expense includes stipend payments made to Executive Committee and Graduate Councilmembers for the performance of their duties in the amount of $110,308 [2014 - $109,968] in aggregate.

The Society has an agreement with SFSS for graduate students to continue to receive servicespreviously provided by SFSS. These services include the Legal Clinic, Women's Centre and Out-on-Campus. The Society's charge is calculated on the number of graduate students in relation to the totalnumber of students. This agreement will be reviewed prior to renewal every year.

12. FINANCIAL INSTRUMENTSThe Society is exposed to various risks through its financial instruments. The following analysispresents the Society's exposures to significant risk as at August 31, 2015.

9. AFFILIATE ORGANIZATIONS

10. SHARED SERVICES

The SFU Ombuds office is managed by a tripartite agreement by which the University covers 50% ofthe costs and SFSS and the Society divide the remaining 50% based on the proportional number ofstudents.

As these fees are collected in trust on behalf of the other organizations, they are not included in thestatement of operations.

During the year, the Society collected fees on behalf of the following autonomous organizations:

The Society collects fees each semester through the University on behalf of certain affiliateorganizations. These fees have been approved by referendum.

11. RELATED PARTY TRANSACTIONS

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August 31, 2015

Credit Risk

Interest Rate Risk

Liquidity Risk

Currency Risk

Market Risk

(a) Lease ObligationsThe Society is on a month-to-month lease with SFSS for occupancy in the Maggie Benston Centre.

In addition, the Society is committed to pay building operating costs to the SFSS for the space itoccupies in the Maggie Benston Centre in the approximate amount of $17,721 per year as part of itsannual costs for the space.

13. COMMITMENTS

Liquidity risk is the risk that the Society will not be able to meet its cash requirements or fundobligations as they become due. The Society maintains adequate levels of working capital by preparingbudgets to ensure all its obligations can be met when they fall due.

Interest rate risk is the risk that the fair value or future cash flows of a financial instrument will fluctuate because of changes in market interest rates. The Society is exposed to interest rate risk on its cash andshort-term investments.

The Society has short-term investments that are denominated in a foreign currency (United States) andthus are exposed to the financial risk of earnings fluctuations arising from changes in foreign exchangerates and the degree of volatility of these rates.

Market risk is the risk that the fair value or future cash flows of a financial instrument will fluctuatebecause of changes in market prices. The Society is exposed to its market risk through certain of itsshort-term investments.

Credit risk is the risk that the Society will incur a loss due to the failure by its debtors to meet theircontractual obligations. The Society is exposed to credit risk with respect to its cash, short-terminvestments and accounts receivable. The Society limits its exposure to credit risk by placing its cash inbank accounts with a chartered Canadian financial institution and by having its short term investmentsmanaged by a professional investment manager.

12. FINANCIAL INSTRUMENTS (CONT'D)

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August 31, 2015

Under the terms of the agreement, the student fees can be revised annually. Effective September 1,2015, the health plan fees increased from $191.29 to $192.90 per member and the dental plan feesincreased from $261.77 to $263.97 per member.

(b) Graduate Benefit PlanIn 2013, the Society renegotiated and entered into an agreement for extended health and dental benefitswhich are provided to graduate students who are enrolled in the plan. The agreement sets the planprovider service fees at $10 per health and dental plan, per member annually. Effective September 1,2015, the plan provider service service fee increased to $11 per health and dental plan, per memberannually.

13. COMMITMENTS (CONT'D)

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Regulations passed by Council since February 4, 2015Presented to the membership per By-Law III: General Meetings, 4. (g)

New Governing Documents

Reference # Document Name & Motion Reference # Relevant Council Meeting

TR1130 “Director of Internal Relations” Terms of Reference portfolio description (effective May 1st, 2015) [C.2015. 2.1]

2015-02-17

TR1140 “Director of External Relations” Terms of Reference (effective May 1st, 2015) [C.2015. 2.1]

2015-02-17

TR1150 “Director of Student Life” Terms of Reference (effective May 1st, 2015) [C.2015. 2.1]

2015-02-17

P3400 “Non-Partisan Policy” Adopted [C.2015. 9.5] 2015-09-15


R2300 Update to “Stipends Regulation” (effective May 1st, 2015) [C.2015. 2.2]

2015-02-17

R3300 “Sunset/Renewal” section and the accompanying Appendix A of the Special Membership Fee Regulation was removed from the Regulation [C.2015. 5.1]

2015-04-10

R2200 “Funds Regulation” updated [C.2015. 8.1] 2015-08-11

TR1100 Director of Finance Terms of Reference updated [C. 2015.10.4]

2015-10-13

TR1110 Director of Graduate Student Services Terms of Reference updated [C. 2015.10.4]

2015-10-13

TR1120 Director of University Relations Terms of Reference updated [C. 2015.10.4]

2015-10-13


TR 4150 “Collective Advocacy and Campaigns Committee” (CACC) disbanded [C.2015. 3.2]

2015-03-10

TR 4250 “Environmental and Social Justice Committee” (EJSC) disbanded [C.2015. 3.2]

2015-03-10

Amended Governing Documents

Retired Governing Documents



Background

The GSS By-Laws require some basic corrections and small grammatical changes. These changes do not alter the meaning of the By-Laws. This motion is being presented because the By-Laws can only be amended through a vote at the AGM.

Examples of changes include:

- Minor grammatical corrections to articles, capitalization, and pluralization; - Updated page numbers;- “By-Law X: Regulations and Amendments” no longer exists, and references to this By-Law were replaced with references to “By-Law IX: Governing Documents.”

The entire track-changed document was circulated when notice for this AGM was sent to the general mem-bership and is available online.

MOTION:

Be It Resolved That the GSS By-Laws be amended to reflect basic corrections which do not affect the mean-ing of the By-Laws, as circulated in “Amendment #1” at the February 3, 2016 AGM.

Special Resolution A


Recommendation from Executive Committee

Practice at the GSS for the past year has been that Directors cannot act as Councilors if elected for both positions. Various reasons support this practice. One reason is that if Directors were allowed to be Council-lors, it could increase the likelihood that Directors fall into a conflict of interest. For example, Directors are responsible for representing the interests of the whole GSS at Executive Committee. If Directors were also Councillors, they might be inclined to vote for a motion at Executive Committee because favours their par-ticular caucus and not because it is in the best interests of the GSS as a whole.

Another reason is that Directors cannot normally vote at Council. Allowing some Directors to vote at Coun-cil (in their capacity as Councilors) would change the balance of power between Directors, who currently operate in a non-hierarchical way.

At the December 1, 2015, Executive Committee meeting, the Executive Committee unanimously recom-mended that the GSS By-Laws be changed so that any student elected as a Director who is also a Councillor must resign their position as a Councillor before commencing their term as a Director.

Explanation of Motions and Amendments

Two motions are proposed below. Each motion supports a different amendment. The amendments contra-dict each other, so only one of these motions can pass. If the first motion passes, there will be no need to vote on the second motion.

Motion for Amendment #2 (a): This amendment proposes that Directors cannot serve as Councillors while they are Directors. If you support this motion, vote in favour.

Motion for Amendment #2 (b): This amendment proposes that Directors can also serve as Councillors while they are Directors. If you support this this motion, first vote against the motion above, and then vote in favour of this motion.

MOTION

Be It Resolved That the GSS By-Law VI: Executive Committee be amended to (i) replace “Coordinators” and “Officers” with “Directors,” and (ii) to prevent Directors from serving as Councillors during their terms, as circulated in “Amendment #2 (a) at the February 3, 2016 AGM.

Or, if the motion above fails:

Be It Resolved That the GSS By-Law VI: Executive Committee be amended to (i) replace “Coordinators” and “Officers” with “Directors,” and (ii) to allow Directors to serve as Councillors during their terms, as circu-lated in “Amendment #2 (b) at the February 3, 2016 AGM.

Special Resolution A cont’d



This section provides background information about how the Graduate Student Society functions so that members can better understand the context behind the proposed By-Law changes in special resolutions B, C and D.

By-Laws

The Constitution and By-Laws of the Graduate Student Society at SFU are the organization’s most important governing documents. They were established by the membership and can only be changed by a vote of the membership at an Annual General Meeting.

The Constitution and By-Laws establish rules about the purposes of the Society and how it functions. Some of these rules give elected student representatives the authority to make decisions that affect the whole membership. For example, elected student representatives make decisions about what services are offered to graduate students by the Society, which advocacy campaigns the Society should support, and how graduate student membership fees are spent.

In December 2015, the GSS Council voted to put four potential changes on the agenda for the 2016 AGM. Three of these changes relate to how the Executive Committee functions.

These issues are important because the Executive Committee is elected by the whole membership to help run the day-to-day operations of the Society. Having a well-functioning Executive Committee is central to having a well-functioning Graduate Student Society.

Elected Student Representatives: Caucuses, Council, and Executive Committee

The Graduate Student Society exists to represent the interests of graduate students at SFU. Elected student leaders take responsibility for making sure that the Society is working for the benefit of its members.

Elected student representatives are organized in to three main groups:

(1) Council: Council is composed of student representatives elected by individual caucuses. These rep-resentatives are called Councillors and they meet once per month. Council cannot change the By-Laws, but they can change other governing documents. Council’s powers are described under “By-Law V: Graduate Council.”

Overview: Elected Representation


(2) Executive Committee: Executive Committee is composed of student representatives who are elected by the whole membership twice per year. Individually, these student representatives have their own portfo-lios and focus on particular issues. Collectively, they also sit on Executive Committee. Executive Commit-tee makes decisions that affect the day-to-day running of the Society which are not required to be made at Council. They also make recommendations to Council. The Executive Committee’s powers are described under “By-Law VI: Executive Committee.”

Council has the authority to establish the descriptions of the positions under GSS Bylaws: VI: Executive Committee, 6. (a). Currently, the Executive Committee representatives are: Director of External Relations, Director of Finance, Director of Graduate Services, Director of Internal Relations, Director of Student Life, and Director of University Relations.

Only Directors can vote at Executive Committee meetings, which occur every two weeks.

(3) Graduate Caucuses: Individual caucuses are composed of students from particular SFU departments or programs. They elect a representative to Council and make decisions that affect their members, such as how to spend the money they receive from membership fees. Graduate caucuses are described under By-Law IV: Graduate Caucuses.

This background provides an introduction to the proposed amendments. Please read the individual back-grounders for details on the specific changes being proposed at this AGM.

Overview: Elected Representation cont’d



Background

The student representatives on Executive Committee who are elected by the general membership are now called “Directors.” However, this was not always the case. Before September 2014, instead of Directors, there were two types of elected student leaders: Coordinators and Officers. There were three Coordinators and three Officers.

In September 2014, Council re-evaluated these positions. Council has this authority under GSS Bylaw: VI: Executive Committee, 6.(a), which states: “[Executive Committee] shall consist of: (a) The elected student leaders whose positions are established by Council for the purpose of serving on Executive Committee”.

Council replaced “Coordinators” and “Officers” with “Directors”. This change was made due to a variety of factors, including: complaints that there was a hierarchy between Coordinators and Officers due to their dif-ferent roles; the desirability of having all Executive Committee members elected by the whole membership, rather than having some elected by Council, as was previously the case; and a desire for greater clarity in job descriptions.

Council established new Terms of Reference for the Directors. It replaced the Coordinators effective January 1, 2015, and the Officers effective May 1, 2015. The new positions are:

− Director of Finance replaces Financial Coordinator; − Director of University Relations replaces Professional Development Coordinator; − Director of Graduate Services replaces Graduate Services Coordinator; − Director of Internal Relations replaces Academic and Internal Relations Officer;− Director of External Relations replaces Coordinating and External Relations Officer;− Director of Student Life replaces Member and Community Relations Officer

Although Council made these changes, the GSS By-Laws still refer to “Coordinators” and “Officers.” Because Council has the authority to write Terms of Reference for the positions on Executive Committee, replacing them with “Directors” is not contentious. Executive Committee and Council agree that this update should be made.

However, it is not possible to simply insert the word “Director” to make the change. The membership must also decide whether Directors can also act as Councillors if elected for both positions. This is because the GSS By-Laws set out different rules about this: “Officers” could not maintain their seat on Council if elected, but “Coordinators” could. What rule should apply to Directors?

Special Resolution B


Special Resolution B cont’d

SPECIAL RESOLUTION B (i): Directors are not allowed to serve as Councillors during their term.

Proposed changes to By-Law VI: Executive Committee 16. The Directors Coordinators shall be elected by secret ballot in an election conducted by the Society. 17. Any General Member in good standing of the Society is eligible to run in an election for a position as a Coordinator. If a regular member of Council is elected as a Coordinator , they may continue on in their position on Council in addition to the Coordinator duties for the Society. 18. The Coordinators shall be elected for a term of one year, commencing on the first day of January and ending the last day of December. 19. Refer to By-Law X: Election and Referenda for rules governing the replacement of Coordinators by by-election. 20. 17. Half of the Directors The Officers shall be elected in an election held annually in the months of February or March. All such Directors Officers shall be elected for a term of one year, commencing on May 1 in the year which they are elected and running until the end of April in the subsequent year. 18. Half of the Directors shall be elected in an election held annually in the months of October or November. All such Directors shall be elected for a term of one year, commencing on January 1 in the year which they are elected and running until the end of December in the subsequent year. 21.19. Any ordinary member in good standing of the Society is eligible to run in an election for a position as a Director an Officer. If a regular member of Council or a Coordinator is elected as a Director an Officer, then his resignation as a regular member of Council or as a Coordinator shall be deemed to have been delivered on the date he is declared elected and his resignation shall be effective on the first day of his term as a Director an Officer. 22. 20. Refer to By-Law X: Election and Referenda for rules governing the replacement of Directors Officers by by-election.

New By-Law VI: Executive Committee 16. The Directors shall be elected by secret ballot in an election conducted by the Society. 17. Half of the Directors shall be elected in an election held annually in the months of February or March. All such Directors shall be elected for a term of one year, commencing on May 1 in the year which they are elected and running until the end of April in the subsequent year. 18. Half of the Directors shall be elected in an election held annually in the months of October or November. All such Directors shall be elected for a term of one year, commencing on January 1 in the year which they are elected and running until the end of December in the subsequent year. 19. Any ordinary member in good standing of the Society is eligible to run in an election for a position as a Director. If a regular member of Council is elected as a Director, then his resignation as a regular member of Council shall be deemed to have been delivered on the date he is declared elected and his resignation shall be effective on the first day of his term as a Director. 20. Refer to By-Law X: Election and Referenda for rules governing the replacement of Directors by by-election.



Special Resolution B cont’d

SPECIAL RESOLUTION B (ii): Directors may also serve as Councillors if elected for both positions.

Proposed changes to By-Law VI: Executive Committee 16. The Directors Coordinators shall be elected by secret ballot in an election conducted by the Society. 17. Any General Member in good standing of the Society is eligible to run in an election for a position as a Director Coordinator. If a regular member of Council is elected as a Director Coordinator , they may continue on in their position on Council in addition to the Director Coordinator duties for the Society. 18. The Coordinators shall be elected for a term of one year, commencing on the first day of January and ending the last day of December. 19. Refer to By-Law X: Election and Referenda for rules governing the replacement of Coordinators by by-election. 20. 19. Half of the Directors The Officers shall be elected in an election held annually in the months of February or March. All such Directors Officers shall be elected for a term of one year, commencing on May 1 in the year which they are elected and running until the end of April in the subsequent year. 20. Half of the Directors shall be elected in an election held annually in the months of October or November. All such Directors shall be elected for a term of one year, commencing on January 1 in the year which they are elected and running until the end of December in the subsequent year. 21. Any ordinary member in good standing of the Society is eligible to run in an election for a position as an Officer. If a regular member of Council or a Coordinator is elected as an Officer, then his resignation as a regular member of Council or as a Coordinator shall be deemed to have been delivered on the date he is declared elected and his resignation shall be effective on the first day of his term as an Officer. 22. 21. Refer to By-Law X: Election and Referenda for rules governing the replacement of Directors Officers by by-election.

New By-Law VI: Executive Committee 16. The Directors shall be elected by secret ballot in an election conducted by the Society. 17. Any General Member in good standing of the Society is eligible to run in an election for a position as a Director. If a regular member of Council is elected as a Director, they may continue on in their position on Council in addition to the Director duties for the Society. 19. Half of the Directors shall be elected in an election held annually in the months of February or March. All such Directors shall be elected for a term of one year, commencing on May 1 in the year which they are elected and running until the end of April in the subsequent year. 20. Half of the Directors shall be elected in an election held annually in the months of October or November. All such Directors shall be elected for a term of one year, commencing on January 1 in the year which they are elected and running until the end of December in the subsequent year. 21. Refer to By-Law X: Election and Referenda for rules governing the replacement of Directors by by-election.


SPECIAL RESOLUTION C: Two-week overlap for incoming and outgoing Directors

Background

Currently, incoming Directors do not have any transition period to receive training from their predecessors. Outgoing Directors provide a “transition report” but might not ever meet their successors. Recommendation from Executive CommitteeAt the December 1, 2015 Executive Committee meeting, the Committee unanimously recommended that the GSS by-laws be amended so that Directors work an additional two weeks at the end of their terms in order to train their incoming successor.Staff work hard to train incoming Directors, but it would be much more efficient if out-going Directors were more involved in this task. A 2-week overlap period between outgoing and incoming Directors would benefit the Society by allowing former Directors to help train their successors. This would help ensure that projects are “picked up” more efficiently, reduce staff time spent on training, and help preserve institutional memory.

MOTION Be It Resolved That the GSS By-Law VI: Executive Committee be amended to allow a 2-week overlap period between incoming and outgoing Directors, as circulated in “Amendment #3” at the February 3, 2016 AGM.

Special Resoliton C



Special Resolution C cont’d

SPECIAL RESOLUTION C: Two-week overlap for incoming and outgoing Directors.

Proposed Changes to By-Law VI: Executive Committee* [17./19.] Half of the Directors shall be elected in an election held annually in the months of February or March. All such Directors shall be elected for a term of one year, commencing on beginning May 1 in the year which they are elected and ending May 15 of the following year running until the end of April in the subsequent year. [18./20.] Half of the Directors shall be elected in an election held annually in the months of October or November. All such Directors shall be elected for a term of one year, commencing on January 1 in the year which they are elected and ending January 15 of the following year running until the end of December in the subsequent year.

New By-Law VI: Executive Committee [17./19] Half of the Directors shall be elected in an election held annually in the months of February or March. All such Directors shall be elected for a term beginning May 1 and ending May 15 of the following year. [18./20.] Half of the Directors shall be elected in an election held annually in the months of October or November. All such Directors shall be elected for a term beginning January 1 and ending January 15 of the following year.


Special Resolution D

Background

In December 2015, Council approved three proposed By-Law changes for the 2016 AGM. One proposal was that there should be a two-week overlap period between outgoing and incoming Directors to support training and transition. This proposal is explained in “Proposed Amendment #3,” the previous item on this agenda.

If “Amendment #3” is approved, a question arises: if there is a two-week overlap period, which Director has the right to vote at Executive Committee meetings during that period – the incoming Director or the outgoing Director?

The current GSS By-Laws do not directly answer this question. In the opinion of the GSS Advocate and Policy Advisor, the current By-Laws would give both incoming and outgoing Directors the right to vote on Executive Committee during the two-week overlap period.

In December 2015, Council instructed the GSS Advocate and Policy Advisor to draft a new By-Law to answer the question in this way: the outgoing Director loses their voting rights when the incoming Director begins their term.

If this motion fails, both the incoming and outgoing Directors will arguably have voting rights on Executive Committee during the two-week overlap period.

MOTION

Be It Resolved That the GSS By-Law VI: Executive Committee be amended to clarify the voting rights of in-coming and outgoing Directors, as circulated in “Amendment #4” at the February 3, 2016 AGM.

SPECIAL RESOLUTION D: Clarifying the voting rights of incoming and outgoing Directors

Proposed New By-Law V1: Executive Committee

10. Each voting member of Executive Committee shall have the right to vote at Executive Committee from the first day of their term until the first day of their successor's term.



Notes

A G M...w w w . s f u g r a d s o c i e t y . c a / a g m Annual General Meeting Booklet 2 rauate...

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