IAUT Constitution 2018
Article 1: Name and Purpose
- The name of group is Iranian Association at the University of Toronto, abbreviated as IAUT.
- IAUT is an independent cultural, academic, and social organization that seeks to promote activities relating to Iran and Iranians at the University of Toronto and the general community.
- IAUT aims to promulgate the Iranian cultural and heritage, provide an appropriate channel of communication and dialogue for the Iranian community, promote interaction amongst its members, and provide academic assistance.
- IAUT shall be non-partisan and non-religious. As such, it will not advocate the interest of any political and/or religious party, group, individual, etc.
- IAUT shall be non-proﬁt. As such, it will not engage in activities that are commercial in nature. This is not to preclude IAUT from organizing speciﬁc activities at a reasonable charge. However, IAUT will not function as an on-campus branch of a commercial organization, provide services for personal monetary proﬁt for third party organizations, or pay salaries to any of its oﬃ
Article 2: Membership
- Membership shall be divided into two categories: associate and adjunct. Members must register by submitting their full name and a valid email address.
- Associate membership is open to all University of Toronto aﬃliates (i.e. students, staﬀ, alumni, and faculty). Associate members may vote, nominate, and run in Board of Directors election; they may also vote in constitutional amendments.
- Adjunct membership is open to all. However, non-University of Toronto aﬃliated members do not hold the aforementioned rights.
- Membership will be granted with a membership fee of at most $5 per year. Any member may apply for a refund within one month of becoming a member.
- IAUT will not discriminate against sex, race, religion, or sexual orientation.
Article 3: Administrative Branch
- The Board of Directors (BoD) consists of nine members as follows: President, Vice President, Secretary, Treasurer, Communications, Social Media, External Liaison, Internal Liaison, and Membership Outreach who must assume the following responsibilities:i. President
- To be the Chief Executive Officer who oversees the operations, management and success of the group
- To call for meetings of the Executive team and General Meetings of IAUT
- To be the spokesperson for the group
- To hold signing officer authority along with the Treasurer and the Vice President
- To preside over board meetings as well as general meetings
- To prepare an annual report of IAUT activities and ensure the transition of office to the future BoD
- ii. Vice President
- To assume the duties of the president in case of his/her absence
- To hold signing officer authority along with the Treasurer and the President
- To oversee the responsibilities and duties assigned to IAUT Execs
- To set meetings times and agenda for all meetings
- To record the minutes of all meetings and pass them on to the next team
- To keep a record of members and events, and the Constitution and the Bylaw iv.
- To supervise, handle, and keep a record of all ﬁnancial transactions
- To pass on a detailed record of all ﬁnancial transactions to the next team
- To hold signing officer authority along with the President and the Vice President
- To prepare an annual budget at the beginning and a ﬁnancial summary at the end of each year
- To apply to appropriate sources of funding
- To ensure at least $2000 remains in the bank account at the end of each term for the newly elected team
- To assist the President in making positive relationship between members and the IAUT team
- To check the emails, respond to them or assign them to the corresponding/related board or executive member
- To ensure the IAUT activities are communicated in different ways such as social media and postering.
- To communicate with the University of Toronto’s admin for room bookings, license agreements and any required administrative authorization
vi. Social Media
- To manage the IAUT social media communication channels such as Facebook and Telegram, and keep them up-to-date
- To update the IAUT’s website regularly with new content such as meeting minutes, summary reports of IAUT events and the latest Constitution and Bylaw
- To advertise IAUT’s events on IAUT’s social media channels in communication with lead organizers of each event
- To check the social media messages, respond to them or assign them to the corresponding/related board or executive member
vii. External Liaison
- To represent, or ensure the IAUT’s representation, in all off-campus events to which IAUT is invited or has interest
- To be the IAUT’s liaison with Iranian Associations at Canadian Universities and institutes other than the University of Toronto
- To oversee and facilitate IAUT’s collaboration with off-campus groups such as Iranian/Canadian artists and celebrities
- To be the IAUT’s main contact with off-campus groups/associations and direct them to the corresponding/related board or executive member
viii. Internal Liaison
- To be responsible for developing and maintaining contacts and liaison with organizations within the University of Toronto’s community and other organizations that the BoD deems necessary or valuable
- To represent, or ensure the IAUT’s representation, in all on-campus events to which IAUT is invited or has interest
- To oversee and facilitate IAUT’s collaboration with on-campus ulife groups
- To be the IAUT’s main contact with the University of Toronto’s Students Union (UTSU) and the University of Toronto’s Graduate Students Union (UTGSU)
ix. Members Outreach
- To gather suggestions, ideas, concerns, questions and requests of the members and present them in to the executive members.
- To keep a record and a register in which are set out the names of all persons who are Members, Associate Members or Honorary Members of IAUT
- To make the members’ and emails’ list
- To invite IAUT members to any IAUT event or inform them of any other matter affecting their interests by posting notices or by using such other methods of communication as are required
- To call for volunteers as per BoD’s request and be the main contact with IAUT’s volunteers
- There will also be up to two elected and up to two appointed executive members by the BoD, all of whom must be IAUT members to assist the BoD to execute IAUT activities.
- Executive or BoD members can associate themselves with one or more of the following subcommittees: academic, cultural, and social.
- Each Executive and BoD member must act as the lead organizer of at least one IAUT’s event.
- No BoD member shall be absent in three consecutive BoD meeting.
Article 4: Election
- The BoD shall strike the Elections Committee and appoint one Chief Returning Officer (CRO) and two Scrutinizers from associate members on the committee not later than March 30th. All members of the Elections Committee shall be non-biased in the results of the election and shall be required to disclose any and all conflicts of interest in the election.
- The elections committee shall accept nominations for at least two weeks not later than April 15th. Candidates have to be members for at least one month prior to the nomination period. All BoD nominates must be associate members of IAUT (UofT aﬃliates). All Executive nominates must be associate or adjunct members of IAUT.
- The CRO shall select up to three election dates before May 15thfor the voting period. These dates will be announced in a minimum of two weeks prior to elections dates and must fall on weekdays.
- The CRO and Scrutinizers shall provide each member with a paper ballot on the voting dates and ask the member to place their ballot in an enclosed box. Only members who have been a member for 30 days prior to election dates are eligible for voting.
- After the election is over, the CRO and Scrutinizers shall count the ballots. The candidate with the most votes shall be elected to the position. In case of a tie, a separate second round election will be held to break the tie.
- The CRO and Scrutinizers shall submit a report of the results of the elections to the Executive Committee and general members.
- The BoD and executive team serve from June 1st to May 30th of the following year.
- There shall be no voting by proxy.
- Should any BoD position becomes vacant, due to not enough candidates on the election day or in case a BoD member resigns, the BoD shall openly call for new candidates within a month, and select new BoD members to fill the vacancies.
Article 5: Removal of BoD or executive members
- Any BoD or executive member may resign from their position at any time.
- If the BoD determines that a BoD member has failed to fulﬁl his/her duties, or displays disruptive behavior to the functioning of the organization, the BoD may give him/her a notice of removal. The member up for removal shall have the right to defend his/her actions. The BoD may remove that director by a 75% super-majority vote. In case of the removal of an executive member, 75% super-majority of all elected directors is required.
- The removed director may request to hold an emergency general meeting, during which he/she may appeal the decision before all the associate members. Majority votes of the eligible members as deﬁned in Article 2 will have the ﬁnal say.
Article 6: Board of Director Meetings
- The BoD shall meet on a regular basis.
- Administrative or executive decisions are made during the BoD meetings by a simple majority vote in a meeting.
- The quorum of executive meetings shall be 50%+1 of BoD members.
- The minutes of every official meeting will be recorded and kept in the IAUT archives for a minimum of four years.
Article 7: General Meetings
- A minimum of one general meeting shall be held every year no later than May 25th.
- A general meeting will be held under the following conditions: i. if not held for at least a year ii. At the request of twenty percent (20%) of the members. iii. at the discretion of the BoD.
- The Executive Committee will announce the meeting dates at least two weeks prior to holding the meeting.
- General meetings are intended to go over the group’s annual activity plan, financial health and propose or vote on constitutional amendments, if any. Motions will require 2/3 majority of registered members in attendance for a vote to be cast.
Article 8: Constitutional Amendments
- Any associate member may propose amendments to this constitution. The Executive Committee will administer the process of having amendments discussed at general meetings.
- A vote of super majority of two third of the associate members at the AGM is required for an amendment to pass.
- The Executive Committee shall formally adopt the new constitution and submit the revised constitution to the respective University offices within two weeks of its approval by general members.