Ote agm powerpoint

Annual General Meeting January 30th, 2013

Over The E dge

S Newspaper

Outline of 2014 AGM

S Directors of the Over the Edge Newspaper Society Reports S OTE EIC/Publisher Report S Finance Report and Budget Breakdown S Bylaw and Constitutional Amendment Proposals S Appointment of new Directors S Adjournment

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Director’s Reports

S Molly Fredeen Student Representative Director S Fraser Hayes Communications Director S Gerald Pinchbeck Acting Community Director (Not present)

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EIC and CUP Report

S Shelley Termuende Editor-In-Chief/Publisher at Over The Edge Newspaper

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Finance Report: Overview

S Kelley Ware Finance Manager for Over The Edge Newspaper Brief Semester Overview (Fall 2013) September October November December Others Totals Difference

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Budget $4709.50 $6289.50 $5544.01 $1964.51 ------$18507.52

Expenditure $4772.02 $7763.10 $7354.70 $1733.45 (Subject to Change) $714.00 $22337.27

-$3829.75

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Total Semester Expenditure Total Semester Revenue

$22337.27 (subject change) $29829.60.

Semester Net

$7492.33 (subject change)

Budget Actuals September, 2013

Budget

Expenditure

Honorariums Food Office Supplies Accounting Paper Printing

$2800.00 $237.50 $75.00 $235.00 $1362.00

$3240.00 $245.87 $87.05 $498.75 $1199.10

Totals

$4709.50

$4772.02

Ad Sale Revenue

$728.65

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September End Newspaper

$666.13

Budget Actuals Budget

Expenditure

Honorariums Food Office Supplies Accounting Paper Printing WPNCUP Sponsorship

$3500.00 $117.50 $75.00 $235.00 $1362.00 $1000.00

$3400.00 $55.84 $60.62 $2047.50 $683.55 $862.33

Totals

$6289.50

$7763.10

Ad Sale Revenue

$297.50

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October End Newspaper

October, 2013

-$1176.10

Budget Actuals Budget

Expenditure

Honorariums Food Office Supplies Accounting Paper Printing Other

$3654.51 $217.50 $75.00 $235.00 $1362.00 not budgeted

$3959.02 $65.51 $77.83 $383.26 $1549.80 $1319.28

Totals

$5544.01

$7354.70

Ad Sale Revenue GST/HST Return

$105.00 $2851.38

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November, 2013

November End Newspaper

$1145.69

Budget Actuals Budget

Expenditure

Honorariums Food Office Supplies Accounting Paper Printing

$1654.51 $0.00 $75.00 $235.00 $0.00

$1654.51 $0.00 $78.94 Not Received Yet $0.00

Totals

$1964.51

$1733.45

Ad Sale Revenue

$0.00

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December, 2013

December End Newspaper

$231.06

Budget Actuals Budget

Expenditure

Honorariums Food Office Supplies Accounting Paper Printing

$3954.51 $217.50 $75.00 $235.00 $1362.00

$ $ $ $ $

Totals

$5844.01

$

Ad Sale Revenue

$

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January End Newspaper

January, 2014

$

Budget Projections for 2014-2015 Food

Office Supplies

Accounting Paper Printing

Sept

3,954.51

217.50

75.00

235.00

1,603.20

Oct

3,954.51

117.50

75.00

235.00

1,603.20

Nov

3,954.51

217.50

75.00

235.00

1,603.20

Dec

1,500.00

-

75.00

235.00

Jan

3,954.51

217.50

75.00

235.00

1,603.20

Feb

3,954.51

117.50

75.00

235.00

1,603.20

Mar

3,954.51

117.50

75.00

235.00

1,603.20

Apr

1,000.00

-

75.00

235.00

-

May

1,000.00

-

75.00

235.00

-

June

1,000.00

-

75.00

235.00

-

July

1,000.00

-

75.00

235.00

-

Aug

1,350.00

100.00

75.00

235.00

-

1,105.00

900.00

2,820.00

9,619.20

Total

30,577.06

-

TOTAL 45,021.26

Expense Trends by Month 4,500.00 4,000.00 3,500.00 3,000.00

Honorariums

2,500.00

Food

2,000.00

Office Supplies

1,500.00

Accounting/Taxes Paper Printing Costs

1,000.00 500.00 -

Sept Oct Nov Dec Jan Feb Mar Apr May June July Aug

Honorariums

Projections: February-April 2014 February Budget ($5744.01) Honorariums Food Office Supplies

$3954.51 $117.50 $75.00

Accounting Paper Printing

$235.00 $1362.00

Accounting Paper Printing

$235.00 $1362.00

March Budget ($5744.01) Honorariums Food Office Supplies

$3954.51 $117.50 $75.00

April Budget ($1564.51) Honorariums Office Supplies Accounting

$1254.51 $75.00 $235.00

Projections: May-August 2014 May Budget ($1464.51) Honorariums Office Supplies

$1154.51 $75.00

Accounting

$235.00

$1154.51 $75.00

Accounting

$235.00

$1154.51 $75.00

Accounting

$235.00

June Budget ($1464.51) Honorariums Office Supplies

July Budget ($1464.51) Honorariums Office Supplies

August Budget ($1939.51) Honorariums

$1504.51

Accounting

$235.00

Office Supplies

$75.00

Food

$125.00

Projections: September-December 2014 September Budget ($6085.21) Honorariums Food Office Supplies

$3954.51 $217.50 $75.00

Accounting Paper Printing

$235.00 $1603.20

Accounting Paper Printing

$235.00 $1603.20

Accounting Paper Printing

$235.00 $1603.20

Accounting

$235.00

October Budget ($5983.21) Honorariums Food Office Supplies

$3954.51 $117.50 $75.00

November Budget ($6085.21) Honorariums Office Supplies Food

$3954.51 $75.00 $217.50

December Budget ($1964.51) Honorariums Office Supplies

$1654.51 $75.00

Bylaws and Constitutional Revisions Part 2 - Purposes of the Society S

The purposes of the Society are:

S

To produce the official newspaper of UNBC and which newspaper shall be named Over the Edge.

S

To act as a purposeful media service for the students of UNBC, providing meaningful coverage of both university events and events affecting the greater community in a fair and accurate manner

S

To provide students with relevant journalism experience

S

To act in a manner that upholds the principles enunciated in the Canadian Charter of Rights and Freedoms

S

On the winding up or dissolution of this society, funds or assets remaining after all debts have been paid shall be transferred to a charitable institution with purposes similar to those of this society, or, if this cannot be done, to another charitable institution recognized by Revenue Canada as qualified under the provisions of the Income Tax Act of Canada. This Paragraph’s meaning and intent is unalterable.

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Part 3 – Bylaws S Here set forth in numbered sections and numbered clauses are the bylaws of the Over The

Edge Society. These bylaws provide for the matters referred to in section 6.1 of the Society Act.

S On being admitted to membership on the Editorial Board or Board of Directors, each member

is entitled to, and the Over The Edge Society must give the member without charge, a copy of the constitution and bylaws of Over the Edge Newspaper Society.

S These bylaws must not be altered or added to except by special resolution motioned and voted

on at the Annual General Meeting.

S The definition in the Society Act on the date these bylaws become effective apply to these

bylaws.

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Section 1(a) – Membership S Members of OTE include all UNBC students who pay the OTE fee via UNBC

mandatory, beginning-of-semester, undergraduate, student fees. (Persons who pay their current semester subscription fee: ($10/semester indexed to CPI).

S Every member must uphold the constitution and comply with these bylaws.

S All members are in good standing except; S S

Those who fail to pay their student fee in the whole of the semester.

Faculty and staff members of UNBC may not automatically obtain membership status.

S Special membership may be granted to individuals whom submit an application

form and pay the annual rate of membership for Over the Edge.

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Section 1(b) – Discontinuation of Membership S A person ceases to be a member of Over The Edge when: S Through a letter signed by the individual and delivered to the OTE office

or mailed to Over The Edge within the first two weeks of the September and January semester requesting that the individual cease to hold membership;

S Upon Expulsion from UNBC; S Following the dissolution of the society.

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S Section 2(a) – Annual General Meeting S The Over The Edge Society must hold a mandatory Annual General Meeting and

must submit to the Society Act for filing within 4 months of the AGM.

S Annual General meetings of the society must be held in accordance with the Society

Act at the time and place decided upon by the Board of Directors and the Editor-InChief with 2/3 majority approval.

S The first AGM of Over the Edge Newspaper Society must be held within 12 months

of the date of incorporation as required by the Society Act.

S Two-week notice of the general meeting must specify the date, time, and location of

the meeting with posters throughout the school and UNBC community.

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S

Section 2(b) – Proceedings at Annual General Meetings

S

The EIC or chair of the Board of Directors must chair the meeting.

S

Annual general meetings will follow the Roberts Rules of Order.

S

Business conducted at the AGM is any business that, under these bylaws, ought to be conducted at an AGM, or business that is brought under consideration by the report of the editorial board or board of directors issued with the notice convening the meeting.

S

Business other than the election of the AGM chair and adjournment or termination of the meeting must be conducted at an annual general meeting at a time when quorum is present.

S

Quorum consists of the members of the editorial board plus ten members or one percent of OTE members (whichever is greater when AGM is conducted).

S

Quorum must be maintained for the duration of the AGM.

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S

If within thirty minutes from the time appointed for a AGM a quorum is not present, the meeting, if convened on the requisite of the members, must be terminated, but in any other case, it must stand adjourned to the same day in the next week, at the same time and place, and if, at the adjourned meeting, a quorum is not present within thirty minutes from the appointed time for the meeting, the members present constitute a quorum.

S

If during an AGM there ceases to be quorum present, business in progress must be suspended until quorum is present or until the meeting is adjourned or terminated.

S

Except as provided in the bylaw, it is not necessary to give notice of an adjournment or of the business to be conducted at the adjourned general meeting.

S

A resolution proposed at a meeting need not be seconded, and the chair of a meeting may move or propose a resolution.

S

In the case of a tie vote, the chair will use the one vote in which they are entitled to as chair to pass or not pass a resolution by a majority vote.

S

A bylaw made or amended by the society in an AGM, invalidates a prior bylaw if the members of the Over The Edge Society vote by 2/3 majority to change, amend or eliminate it.

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S Section 2(c) – Proceedings at Adjourned Annual General

Meetings S Section 2(d) – Voting at Annual General Meetings

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S

Section 3 - General Meetings

S

Every general meeting is an editorial board meeting or Board of Directors meeting.

S

The editorial board may, when they see fit, ask to convene a general meeting. The editorial board may meet at the places they deem fit to conduct business, adjourn, and otherwise regulate their business as they see fit under the direction of the EIC and Board of Directors.

S

A general meeting may be adjourned from time to time and place to place, but business must not be conducted at an adjourned meeting other than the business left unfinished at the meeting.

S

Notice of a general meeting must be given to: S

Every member shown on the register of members on the day notice is given by way of an announcement. This can include printed advertising in Over the Edge newspaper, Posters and Social Media.

S

The EIC may from time to time set quorum to conduct business, and unless so, set quorum is a majority of editors in office.

S

The EIC is the chair of all editorial board meetings unless they appoint an editorial board member to act as chair in their stead.

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S The EIC must convene an Editorial Board meeting at the request of an

editor. The EIC will arrange and plan general editorial meetings.

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S Section 4 – Editorial Board Positions S The Editorial Board shall consist of those positions described in the

OTE policy.

S A member of the Editorial Board may be impeached and removed from

their position at a general meeting as described in Section 6.

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S Section 5 – Hiring S All editors excluding the EIC must be hired by the third week of August prior to

the fall semester.

S The EIC will be hired by the Board of Directors by the First Week of July prior

to the upcoming fall semester.

S The publisher will be elected by the sitting Board of Directors.

S A hiring committee shall be struck to hire incoming Editorial Board members.

The HC will consist of no less than three and no more than five members, including but not limited to: The EIC, A Voting member of the Board of Directors, and The Northern Undergraduate Student Society President.

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S Notice of Editorial Board vacancies must be given to members two

weeks prior to the intended application deadline.

S If an Editorial Board member resigns, the Board of Directors must

appoint an editorial member by majority vote to temporarily fill the vacant position at a Board of Director’s meeting, until a rehiring can be called or until the next normally-scheduled hiring takes place, unless the editorial board in accordance with the Board of Directors wishes the position to remain vacant.

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S Section 7 – Appointment of the Directors and Advisors S The Board of Directors will vote to have any interested members obtain

a seat on the Board of Directors outside of a member’s vote at an AGM.

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S Section 9 – Duties of the Board of Directors S Each director must maintain a membership on the board of directors for

a minimum of three consecutive semesters. (September-December, January-April, May-August) S Each director must submit an annual report of their position on the

board of directors two weeks prior to the AGM.

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S Section 12 – Policies S The staff of Over the Edge can write and rewrite policies and pass them

at a general Board of Directors meeting by Director’s majority vote in order for it to be adopted as Over The Edge policy.

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Director Appointments S Matt Wood, Communications Manager at UNBC S Conan Winkelmeyer, UNBC Student S David Clarkson, UNBC Student S Vote to continue the current directors appointment

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Thank You for your continued support!

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