British Columbia Political Studies Association

Constitution

Name

The name of the society is the British Columbia Political Studies Association (the "Association").

Purposes

The purposes of the Association are:

1. to provide a provincial forum for persons and organizations engaged in the study, teaching, and practice of political studies, public policy, and public administration in British Columbia;
2. to foster and promote effective instruction in political, policy, and governance studies across British Columbia's post-secondary institutions, including research-intensive universities, teaching-focused institutions, university-colleges, and colleges;
3. to advance scholarship and research in political studies, public policy, and public administration, and to facilitate research collaboration among members;
4. to support the professional development of faculty, instructors, and students engaged in political studies, including those in sessional, contract, and precarious teaching positions;
5. to promote student success and engagement, including through recognition of academic achievement, support for student participation in the Association's activities, and provision of information about educational pathways and career opportunities;
6. to facilitate curriculum articulation and student mobility across British Columbia's post-secondary system in collaboration with the BC Council on Admissions and Transfer and its political studies Articulation Committee;
7. to serve as a bridge between the academic community and the broader public, including governments, Indigenous nations, civil society, the media, and secondary education, by making academic political studies expertise accessible and relevant to public life in British Columbia;
8. to act as a clearinghouse for information, events, and resources pertinent to political and governance studies in the province; and
9. to carry out such other activities as are consistent with and incidental to the foregoing purposes.

Bylaws

ARTICLE I — NON-PROFIT STATUS

1.1. The Association is carried on without purpose of gain for its members. Any profits or other accretions to the Association shall be used exclusively for promoting its purposes.

1.2. No part of the income of the Association shall be paid or otherwise made available for the personal benefit of any member, director, or officer of the Association. This does not prevent the Association from paying reasonable compensation for goods or services provided in a capacity other than as a director, or from reimbursing expenses permitted by these Bylaws.

ARTICLE II — DISSOLUTION

2.1. In the event of the winding up or dissolution of the Association, any funds remaining after the satisfaction of all debts and liabilities shall be transferred to one or more organizations that:

(a) are engaged in purposes similar to those of the Association; and

(b) are recognized as charitable organizations or charitable trusts under the Income Tax Act (Canada).

2.2. The recipient organization or organizations shall be determined by the members by special resolution at the time of winding up or dissolution. If effect cannot be given to this provision, the remaining funds shall be transferred to such other qualified charitable organization as the Board of Directors may determine.

ARTICLE III — MEMBERSHIP

Classes of Membership

3.1. The Association shall have the following classes of membership:

(a) Regular Member — any individual engaged in the study, teaching, research, or practice of political studies, public policy, or public administration, or otherwise interested in the purposes of the Association;

(b) Student Member — any individual enrolled in a post-secondary program at an accredited institution who is interested in the purposes of the Association, including undergraduate and graduate students;

(c) Community Member — any individual not affiliated with an institution of higher education who wishes to join the Association;

(d) Institutional Member — any department, faculty, college, or other organizational unit of a post-secondary institution that wishes to affiliate with the Association;

(e) Honorary Life Member — any individual recognized by the Board for outstanding contribution to the Association or to the discipline, admitted by resolution of the Board; and

(f) Corporate Member — any incorporated business or non-profit organization with a corporate registration or address in British Columbia.

Admission to Membership

3.2. An eligible person or organization becomes a member by applying in the manner established by the Board and paying the applicable fee. Every member shall uphold the Constitution and comply with these Bylaws.

Good Standing

3.3. A member is in good standing if the applicable fees have been paid and the member has not been suspended or expelled. A member whose fee remains unpaid sixty days after the renewal date ceases to be a member unless the Board grants an extension. The Board may grant zero-cost memberships to encourage participation by individuals for whom the membership fee presents a barrier.

3.4. Only a member in good standing may vote, hold office, or exercise other membership rights.

Resignation and Termination

3.5. A member may resign by written notice by email to the current Secretary, or by cancelling their membership on the Association’s online membership portal, effective when the notice is received.

3.6. The Board may, by a two-thirds vote, suspend or expel a member for conduct contrary to the purposes or interests of the Association, provided the member receives at least fourteen days’ written notice of the proposed action and its reasons, has a reasonable opportunity to respond, and may appeal the decision to the members at the next general meeting.

3.7. Membership fees are non-refundable upon resignation or expulsion.

ARTICLE IV — RECORDS AND ADMINISTRATION

4.1. The Association shall maintain its records and permit access to them in accordance with the Act.

4.2. The Board may designate electronic systems and establish policies for administering membership, communications, electronic voting and Association records.

ARTICLE V — FEES AND DUES

5.1. The Board may, by resolution, set and publish membership fees for each class of membership, establish their due dates and manner of payment, and waive or reduce fees in cases of financial hardship.

5.2. In setting membership fees, the Board shall consider members’ differing financial circumstances and the financial needs of the Association.

5.3. The Board may establish fees or charges for conferences, events and other Association activities.

ARTICLE VI — BOARD OF DIRECTORS

Composition and Qualifications

6.1. The activities and internal affairs of the Association shall be managed, or supervised, by a Board whose authorized size is not fewer than seven and not more than fifteen directors, comprising:

(a) the President;

(b) the Vice-President;

(c) the Secretary

(d) the Treasurer

(e) if the position is filled, the Immediate Past President; and

(f) the directors at large elected or appointed in accordance with these Bylaws.

6.2. Every director must:

(a) be an individual who is a member in good standing of the Association;

(b) consent in writing to serve as a director; and

(c) meet the qualifications for directors established by the Act.

6.3. In electing and appointing directors, the Association shall endeavour to achieve a Board that reflects the diversity of its membership, including different institutional types, geographic regions of British Columbia and career stages and, where practicable, student representation.

Election of Directors and Member-Elected Officers

6.4. At each Annual General Meeting, the voting members shall elect, as applicable, the positions listed below. The Board shall determine before notice of the meeting is sent how many directors at large are to be elected, so that the Board will have between seven and fifteen directors after the election, taking into account continuing directors and whether the Immediate Past President position is filled. Nominations and elections shall be conducted in accordance with Article X:

(a) the President;

(b) the Vice-President;

(c) the Secretary

(d) the Treasurer; and

(e) the number of directors at large determined by the Board under this section.

6.5. If, when nominations are declared closed at the Annual General Meeting, there are insufficient eligible nominees to fill the member-elected officer positions and enough director-at-large positions to produce a Board of at least seven directors, taking into account continuing directors and the Immediate Past President, the chair shall invite further nominations. If sufficient nominations are not obtained, the election shall proceed for the positions for which nominees are available, and the Board shall reopen nominations after the meeting and hold any required further election as soon as reasonably practicable and no later than ninety days after the Annual General Meeting. Directors whose terms would otherwise expire shall continue in office until their successors take office. If insufficient nominees remain at that time, any unfilled positions shall be treated as vacancies and may be filled in accordance with the vacancy provisions of these Bylaws.

6.6. Separate elections shall be conducted for:

(a) President;

(b) Vice-President;

(c) the Secretary

(d) the Treasurer; and

(e) the available director-at-large positions.

6.7. A person elected as President, Vice-President, Secretary, or Treasurer is, by virtue of that election, also elected as a director and counts toward the number of directors established by section 6.1.

6.8. A person may not simultaneously serve in more than one capacity as a director, except that a director at large may also serve as a Board-appointed officer in accordance with Article VII.

6.9. A director elected or acclaimed at an Annual General Meeting takes office at the conclusion of the meeting, except that a director elected by a further ballot or selected by lot under section 6.13 takes office when that result is announced. A director elected after the Annual General Meeting under section 6.4 takes office when the result is certified and sent to the members.

Terms and Staggering

6.10. Subject to section 6.11, the term of an elected director expires at the conclusion of the second Annual General Meeting after the director's election.

6.11. Terms of elected directors shall be staggered, as nearly as practicable, so that approximately one-half expire at each Annual General Meeting. When staggered terms are first established, the voting members may elect specified directors or officers for one-year transitional terms. A one-year transitional term expires at the conclusion of the next Annual General Meeting and does not count toward the term limit in section 6.12.

6.12. A person may serve no more than three consecutive two-year terms as a director at large or member-elected officer. After three consecutive two-year terms, the person is not eligible for election or appointment to either role for at least one year. Service as Immediate Past President under section 7.14 does not count toward or contravene this limit.

Election Ties

6.13. If an election results in a tie affecting who would be elected:

(a) a further ballot shall be conducted among the tied candidates; and

(b) if the further ballot also results in a tie, the successful candidate shall be selected by lot under the supervision of at least two persons who are neither candidates nor materially interested in the result.

Resignation, Cessation and Removal

6.14. A director may resign by giving written notice to the Association. The resignation takes effect in accordance with the Act.

6.15. A director ceases to hold office when the director:

(a) dies or resigns;

(b) is automatically removed under these Bylaws upon ceasing to be a member in good standing;

(c) is automatically removed under these Bylaws upon ceasing to meet the qualifications for directors established by the Act or these Bylaws;

(d) is removed by special resolution of the voting members;

(e) is removed under section 6.16; or

(f) completes the director's term of office.

6.16. The Board may, by a resolution passed by at least two-thirds of the other directors then in office, remove a director who has been absent from four consecutive Board meetings without leave granted by the Board, provided that:

(a) the director receives written notice of the proposed removal and the reasons for it; and

(b) the director is given a reasonable opportunity to make representations before the resolution is considered.

Vacancies

6.17. If a vacancy arises in the position of President, Vice-President, Secretary or Treasurer, the Board may appoint:

(a) a current director; or

(b) another qualified member in good standing,

to fill the position until the conclusion of the next Annual General Meeting.

6.18. A member appointed under section 6.17(b) is also appointed as a director for the duration of the appointment.

6.19. At the next Annual General Meeting, the voting members shall elect a person to the vacant position:

(a) for a full term, if the original term has expired; or

(b) for the remainder of the unexpired term, if any.

6.20. If a vacancy arises among the directors at large, the remaining directors may appoint a qualified member in good standing to fill the vacancy until the conclusion of the next Annual General Meeting.

6.21. A partial term served under sections 6.17 or 6.20 does not count as a term for the purpose of the term limit in section 6.12.

6.22. The Association shall not pay a director remuneration for serving as a director, but may reimburse reasonable expenses necessarily incurred in performing the director’s duties, in accordance with any policy established by the Board.

ARTICLE VII — OFFICERS AND OTHER BOARD ROLES

Officers

7.1. The officers of the Association are:

(a) the President;

(b) the Vice-President;

(c) the Secretary;

(d) the Treasurer; and

(e) any additional officer positions established by the Board.

7.2. The President, Vice-President, Secretary and Treasurer are elected by the voting members in accordance with Article VI and are referred to in these Bylaws as the "member-elected officers."

7.3. The Board may:

(a) appoint a director at large to another officer position established by the Board; and

(b) permit one director to hold both the offices of Secretary and Treasurer.

Terms and Removal of Officers

7.4. A Board-appointed officer holds office until the first Board meeting following the next Annual General Meeting unless the officer:

(a) resigns from the officer position;

(b) ceases to be a director; or

(c) is removed from the officer position by resolution of the Board.

7.5. The Board may remove a Board-appointed officer from that officer position and appoint another director at large in the officer's place. Removal from a Board-appointed officer position does not, by itself, remove the person as a director.

7.6. The Board may not remove a member-elected officer solely from that elected office. A member-elected officer ceases to hold the elected office only when the person:

(a) completes the applicable term;

(b) resigns as a director;

(c) ceases to hold office as a director under Article VI; or

(d) is removed as a director in accordance with the Act or Article VI.

Duties

7.7. The President shall chair general and Board meetings, provide leadership to the Board, represent the Association externally, and perform other duties assigned by these Bylaws or the Board. If no director able to preside is present within fifteen minutes after the scheduled start of a general meeting, the voting members present shall elect an individual present to chair the meeting.

7.8. The Vice-President shall assist the President and perform the President’s duties when the President is absent, unable to act or materially conflicted.

7.9. The Secretary shall ensure that required notices are issued, minutes and Association records are maintained, official correspondence is managed, and required filings are made with the Registrar. If the Secretary is absent from a meeting, the chair shall appoint an individual to act as secretary for that meeting.

7.10. The Treasurer shall ensure that Association funds and accounting records are properly maintained, budgets and financial reports are prepared, and required tax and financial filings are made.

Directors at Large

7.11. A director who is not serving as President, Vice-President, Secretary, Treasurer, or Immediate Past President is a director at large.

Immediate Past President and Advisers

7.12. Subject to section 6.2, the most recent former President to have completed a term as President may serve as the Immediate Past President if willing to serve and not serving in any other capacity as a director or officer. The Immediate Past President is, by virtue of holding that position, an ex officio director with the same rights, duties and vote as every other director and counts toward the number of directors and quorum. If the person cannot or declines to serve, or later ceases to serve, the position remains vacant until a new person becomes the Immediate Past President; no earlier former President succeeds to the position. Service as Immediate Past President does not count toward the term limit in section 6.12.

7.13. The Board may appoint non-voting advisers or liaisons, including:

(a) a representative of the Canadian Political Science Review;

(b) the chair of the next annual conference; and

(c) one or more student representatives.

7.14. A person appointed under section 7.13:

(a) is not a director or officer by virtue of the appointment;

(b) does not vote or count toward quorum;

(c) may participate only as authorized by the Board; and

(d) may be excluded where confidentiality, privilege, conflict of interest or another governance consideration requires.

ARTICLE VIII — MEETINGS OF MEMBERS

Annual General Meeting

8.1. The Association shall hold an Annual General Meeting (AGM) within twelve (12) months of the previous AGM, and in any event within six (6) months of the end of the Association's fiscal year.

8.2. At an AGM, the following constitutes ordinary business, and all other business is special business:

(a) receiving the President's report;

(b) receiving and considering the financial statements for the preceding fiscal year;

(c) electing or acclaiming directors and member-elected officers;

(d) appointing an auditor, if required; and

(e) considering other business arising out of a report of the directors that does not require a special resolution.

Special General Meetings

8.3. The Board may call a Special General Meeting at any time. The Board shall call a Special General Meeting upon receiving a written requisition signed by at least ten percent (10%) of the voting members in good standing, stating the purpose of the meeting. All business at a Special General Meeting is special business.

8.4. A Special General Meeting requisitioned by members shall be held within sixty (60) days of receipt of the requisition.

Format of Meetings

8.5. General meetings may be held in person, electronically, or in a hybrid format, provided that all participants can communicate adequately with one another.

8.6. Having regard to the geographic distribution of its membership, the Association shall ordinarily provide for electronic participation. A member participating electronically is deemed present and may vote at the meeting.

Notice

8.7. Notice of every general meeting shall be given to all members at least twenty-one (21) days before the meeting, and not more than sixty (60) days before the meeting.

8.8. Notice of an electronic or hybrid meeting shall include instructions for joining and participating in the meeting, including instructions for voting.

8.9. Notice of a general meeting shall state the nature of any special business to be transacted in sufficient detail to permit a member to form a reasoned judgment concerning that business. The full text of any special resolution to be voted on shall be included in the notice of a general meeting.

8.10. A member may waive notice of a meeting. Attendance at a meeting constitutes waiver of notice, unless the member attends for the express purpose of objecting to the meeting on the ground that it was not lawfully called.

Quorum

8.11. Quorum for a general meeting is the greater of:

(a) five percent (5%) of the voting members in good standing, rounded up to the next whole member; or

(b) ten (10) voting members in good standing.

8.12. If quorum is not present within thirty (30) minutes of the scheduled start time, the meeting shall be adjourned to a date, time, and place (or electronic platform) determined by the chair, with at least seven (7) days' notice to members. No business other than choosing a chair or adjourning or terminating the meeting may be transacted without quorum. If quorum ceases during a meeting, business shall be suspended until quorum is restored or the meeting is adjourned or terminated. The chair may, and if directed by ordinary resolution shall, adjourn the meeting, but only unfinished business may be transacted when the meeting continues. Notice of the continuation shall be given if the meeting is adjourned for thirty (30) days or more.

ARTICLE IX — MEETINGS OF THE BOARD

9.1. A Board meeting may be called by the President or by any two other directors. The Board shall meet at least four times per year. Meetings may be held in person, electronically, or in a hybrid format. The Board shall ordinarily provide for electronic participation, and a director participating by a means that permits adequate communication with the other participants is deemed present.

9.2. Directors shall receive at least seven days' notice of a meeting, except that a majority of the directors may consent to shorter notice in urgent circumstances. The accidental omission to give notice to a director, or the non-receipt of notice by a director, does not invalidate proceedings at the meeting.

9.3. Quorum is a majority of the directors then in office.

9.4. A resolution consented to in writing by all directors is as valid as if passed at a duly constituted Board meeting.

9.5. Minutes of Board meetings shall be recorded and maintained with the Association's records.

9.6. Each director has one vote. Unless the Act or these Bylaws require a higher threshold, a resolution is passed by a simple majority of the votes cast. The chair does not have a second or casting vote, and an equality of votes defeats the resolution. A director may not vote by proxy.

ARTICLE X — VOTING AND ELECTIONS

Voting at General Meetings

10.1. Each member in good standing is entitled to one vote. An Institutional or Corporate Member shall exercise its membership rights through an individual representative authorized by that member. A representative who is also an individual member in good standing may cast one vote for the individual membership and one vote for the Institutional or Corporate membership.

10.2. Unless a secret ballot is required under this section, voting at a general meeting shall ordinarily be conducted immediately by a show of hands, including the electronic hand-raising function for members participating remotely, or by another non-secret method determined by the chair that adequately discloses the intention of voting members. Before voting begins, the chair may direct that a resolution be decided by secret ballot. A voting member may request a secret ballot and, if the request is supported by one other voting member, the resolution shall be decided by secret ballot without a motion, debate or vote on the request. A resolution requiring a secret ballot shall be deferred to a secret-ballot portion near the conclusion of the meeting. Contested elections and resolutions deferred under this section may be included in a single electronic ballot. The chair shall recess the meeting for ten minutes to permit the ballot to be prepared, distributed and completed, and may extend the recess as reasonably necessary to address technical or delivery problems and provide eligible voting members with a reasonable opportunity to vote. The result shall be announced when the meeting reconvenes.

10.3. Proxy voting is not permitted.

10.4. Resolutions at general meetings shall be decided by a simple majority of votes cast, unless a special resolution is required by the Societies Act or these Bylaws.

10.5. A special resolution requires approval by at least two-thirds (2/3) of the votes cast by members entitled to vote.

Electronic Voting

10.6. An electronic secret ballot held during a general meeting shall be conducted in accordance with the provisions governing voting at general meetings. The Board may also authorize electronic voting for resolutions or required further elections decided between general meetings.

10.7. Each secret electronic ballot at a general meeting, and each electronic vote held between general meetings, shall be administered by at least two individuals appointed by the Board who are not candidates in the election concerned and do not have a material conflict of interest (the “Voting Officers”).

10.8. For an electronic vote held between general meetings, notice shall be sent to every eligible voting member and shall include:

(a) the resolution or the candidates and positions to be filled;

(b) sufficient information to permit a reasoned judgment;

(c) instructions for voting; and

(d) the opening and closing dates and times. Voting held between general meetings shall remain open for at least fourteen days after notice is sent.

10.9. For an electronic ballot at a general meeting, voting eligibility shall be limited to eligible voting members participating in the meeting and shall be determined when the ballot is cast. For an electronic vote held between general meetings, eligibility shall also be determined when the ballot is cast. The electronic voting system shall permit only eligible members to vote, limit each membership to one ballot, preserve ballot secrecy where required, and produce a reliable and verifiable tabulation without linking a member’s identity to the member’s ballot. Results must not be disclosed before voting closes, except to address a documented technical or security problem.

10.10. After voting closes, at least two Voting Officers shall verify and sign a certificate recording the matter decided, the number eligible to vote and voting, the tally, applicable threshold and result. The Secretary shall retain the certificate and an appropriate non-identifying record of the tabulation. A result determined at a general meeting shall be announced when the meeting reconvenes; other certified results shall be sent promptly to the members. No announcement or record shall disclose how any individual voted.

Elections of Directors and Member-Elected Officers

10.11. Elections of directors and member-elected officers shall be conducted annually at the Annual General Meeting in accordance with Article VI and this Article.

10.12. When notice of the Annual General Meeting is sent, the Board shall invite nominations for the available director and member-elected officer positions. Any member in good standing may nominate an eligible member, including themself, with that person’s consent. A nominee may provide a brief candidate statement. Before the meeting, the Association shall circulate the names and statements of nominees received by a date established by the Board. Nominations may also be made at the Annual General Meeting before the chair declares nominations closed, with nominated persons given one minute to make an oral statement to the meeting.

10.13. Where the number of nominees does not exceed the number of positions to be filled, the nominees shall be declared elected by acclamation and the results shall be sent promptly to the members.

10.14. Where the number of nominees exceeds the number of positions to be filled, the election shall be conducted by secret electronic ballot during the secret-ballot portion of the Annual General Meeting.

ARTICLE XI — COMMITTEES

11.1. The Board may establish standing or ad hoc committees to assist in carrying out the purposes of the Association, including but not limited to:

(a) a Planning and Strategy Committee, responsible for the strategic direction of the Association;

(b) a Membership and Communications Committee, responsible for membership and member relations and communications;

(c) an Activities and Student Engagement Committee, responsible for programming and events, essay prizes, and mentorship;

(d) an External Relations Committee, responsible for interaction with the community;

(e) a Conference Committee, responsible for advising and liaison with the annual conference; and

(f) a Governance and Finance Committee, chaired by the Secretary, the Treasurer or another director designated by the Board, responsible for the governance of the Association according to the Constitution and for the financial health of the Association.

11.2. Each committee shall have at least one director as a member. Committees may include non-director members of the Association.

11.3. Committees shall report to the Board and shall not exercise powers reserved to the Board or the members.

11.4. Committee meetings may be held electronically or in a hybrid format. The Secretary shall maintain records of committee proceedings with the Association's records. If the Secretary is not a member of a committee, the Committee Chair shall record minutes and submit them to the Secretary.

ARTICLE XII — FINANCE AND AUDIT

12.1. The fiscal year of the Association shall be from July 1 to June 30, or another period determined by the Board.

12.2. Annual financial statements shall be presented to the members at the Annual General Meeting. The members may, by ordinary resolution, appoint an auditor in accordance with the Act, but no auditor is required unless required by law.

12.3. The Board shall approve an annual budget and may establish policies governing expenditures and variances from the budget.

12.4. A contract or financial instrument binding the Association must be signed by two directors authorized by the Board.

ARTICLE XIII — NOTICES AND COMMUNICATIONS

13.1. Subject to the Act, a notice required by these Bylaws shall be sent by email to the recipient's most recent address in the Association's records and is deemed received on the day it is sent.

13.2. Each member and director is responsible for providing the Association with a current email address.

ARTICLE XIV — AMENDMENTS

14.1. The Constitution or Bylaws may be altered by special resolution in accordance with the Act. An alteration takes effect when the applicable alteration application is filed with the Registrar.

14.2. The full text of a proposed alteration, together with a brief explanation of its purpose and effect, shall be sent to all members in good standing at least twenty-one days before the general meeting or electronic ballot at which it will be considered.

ARTICLE XV — INTERPRETATION AND GENERAL

15.1. In these Bylaws:

(a) "Act" means the Societies Act, S.B.C. 2015, c. 18, as amended;

(b) "Association" means the British Columbia Political Studies Association;

(c) "Board" means the Board of Directors of the Association;

(d) "in good standing" has the meaning set out in Article III; and

(e) "written" includes email and other electronic communications capable of being retained.

15.2. Terms defined in the Act have the same meanings in these Bylaws.

15.3. The Board may establish policies consistent with the Act and these Bylaws.

15.4. The invalidity or unenforceability of a provision does not affect the remaining provisions.