Club Governance

LUSU By-Law #8

Your Club Executive Organizer is responsible for your club

Thunder Bay Clubs Executive Organizer

The Executive Organizer charged with organizing Official Clubs in Thunder Bay is the Vice-President Advocacy. They are responsible for:

  • Ensuring proper operation of all Thunder Bay clubs.
  • Review all Club constitutions, membership lists, event lists, Officers’ Lists, and other supplementary information 

  • Make recommendations to the Board of Directors regarding any suggested amendments or changes to Club constitutions.

  • Make a recommendation to the Board of Directors for recognition as an Official Club if the application is complete.

  • Organizing Thunder Bay clubs.
  • Drafting or filing any necessary paperwork.
  • Ensuring club elections run properly. 
  • Organizing Thunder Bay Club Days. 

Orillia Clubs Executive Organizer

The Executive Organizer charged with organizing Official Clubs in Orillia is the Vice-President Orillia. They are responsible for:

  • Ensuring proper operation of all Orillia clubs.
  • Review all Club constitutions, membership lists, event lists, Officers’ Lists, and other supplementary information 

  • Make recommendations to the Board of Directors regarding any suggested amendments or changes to Club constitutions.

  • Make a recommendation to the Board of Directors for recognition as an Official Club if the application is complete.

  • Organizing Orillia clubs.
  • Drafting or filing any necessary paperwork.
  • Ensuring club elections run properly. 
  • Organizing Orillia Club Days.

Official Club Status (Funded)

To be eligible for funding by LUSU a club must obtain Official Club Status. Official Clubs will have that status from the time of ratification until the next ratification vote by our Board of Directors in the following Academic Year.

In order to be recognized by LUSU as an Official Club they must have:

  • A minimum membership of 20 members, all of whom are Members of LUSU for the duration of their membership in the Club
  • The following documentation submitted to the Executive Organizer prior to October 15 on behalf of the Club.
  • A constitution and set of by-laws that govern the Club and that include (but are not limited to) the following eight (8) articles:
    1. Constitution - Name and Purpose of Club
    2. By-Law I - Membership Requirements of the Club
    3. By-Law II - Club Meeting Procedures (Frequency and Quorum)
    4. By-Law III - Club Officer Positions (Titles, description, terms of office, method of selection and duties)
    5. By-Law IV– Amendments to the Constitution (Subject to LUSU approval)
    6. By-Law V - Club Election Procedures
    7. Operational Policy I - A statement accepting accountability for the Club, both currently and for previous years.
    8. Operational Policy II-Membership Dues. 
                    A list identifying a minimum of 3, and a maximum of 6, Club Officers including the following information for each and at least 1 contact person:
                      1. Printed name
                      2. Full address
                      3. Signature
                      4. Student Number
                      5. Telephone number(s)
                      6. Email address
                      7. Statement of permission to release contact information (contact person(s) only)
                    A membership list that includes each members:  
                      1. Printed name 
                      2. Signature
                      3. Student Number
                      4. Email address

                    Unfunded Official Club

                    In order be recognized by LUSU as an Official Club but not receive funding from the Corporation, the Club must:

                    • Have a minimum membership of ten (10) members, all of whom must be Members of LUSU for the duration of their membership in the Club
                    • Submit the finalized Club Application to the Executive Organizer prior to October 15th.

                    Membership

                    Any changes to a Club’s Officers’ List shall be made in the Club Application within seven (7) days of said changes to be reported to the Executive Organizer.

                    Members of the general public may participate in Official Clubs; however no more than half of an Official Club’s membership may be non-Members; and non-Members are prohibited from being voting members of Official Clubs.

                    Faculty, staff and/or alumni may act as consultants and/or advisors for Official Clubs.

                    No Official Club may be exclusive in membership, with the exception of religious, political, and area of study clubs.

                    To be deemed an "exclusive club”, you must submit a statement about the nature of the club and its specific belief(s), practices, or area of study accepting that it will not violate the Constitution or Student Code of Conduct.

                    Breaches and Remedies

                    All alleged breaches of this By-Law #8 shall be addressed in the following manner:

                    1. A sufficiently detailed complaint must be submitted to the Internal Relations Committee, with a copy to the Executive Committee, within two (2) Business Days of discovery of the alleged breach.
                    2. If the complaint identified in is determined to have merit by the Internal Relations Committee, it will make a recommendation to the Board of Directors pursuant to Article VI in our constitution.
                    3. If the complaint identified is determined not to have merit by the Internal Relations Committee, the Chairperson shall notify the complainant within two (2) Business Days with reasons for the Internal Relation Committee’s determination.

                    Violations

                    The Internal Relations Committee shall recommend progressive discipline to the Board of Directors, implying the following in accordance to the severity of the infraction:

                    1. Admonition and removal of Official Club privileges
                    2. Removal of Official Club status for the remainder of the academic year
                    3. Denial of Official Club status for no less than three (3) consecutive years
                    4. Other remuneration consistent with the infraction.

                    Club Membership Dues

                    Approval of the Board of Directors is required in order for an Official Club to institute or change membership fees. Said membership fees must be fully outlined and detailed in the constitution of said Official Club.

                    Club Advertising

                    All material for solicitation and distribution by or on behalf of an Official Club must be:

                    • Approved by LUSU before being distributed.

                    Powers of the Board of Directors

                    Upon a two-thirds (2/3) majority vote at a duly constituted Board Meeting, the Board of Directors shall be empowered to take the following actions with respect to Clubs of the Corporation:

                      • Approve a Club application 
                      • Dissolve any Club
                      • Censure or remove any Club Officer
                      • Amend or revise Club constitutions

                    Regulations of Operations

                    • Official Clubs may access the phone, fax and printing services offered in the LUSU Offices at cost.
                    • They can apply to access available Lakehead University and LUSU space and materials as needed with discounted or no costs to the club. 
                    • Any damage to Lakehead University or LUSU property is not covered by LUSU’s existing insurance policies and will be the sole responsibility of the Official Club that has made the application. 
                    • Official Clubs with funding shall submit a cheque request and receipts to the Executive Organizer, the General Manager, or an approved LUSU administrator for approval in order to gain access to the funding allocated to that Official Club.
                    • If additional funding is required, Official Clubs can submit a Funding Request Form to the Finance and Operations Committee in order to access any of the Club Discretionary Funds.

                    Annual General Meeting

                    All Official Clubs shall hold at least one (1) general meeting per year including or in addition to the meeting where Club Officers are elected.

                    1. Minutes of said general meeting shall be:
                      • Available to the general membership of the Official Club and to the Board of Directors.

                    Quorum for the general meeting shall be set by each individual Official Club in its constitution.

                    Official Clubs shall cease contact with Members immediately if so requested by the Member.

                    Boardroom

                    All Clubs are able to access the LUSU board room (UC 2020) by filling out a usage form.


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