ANNUAL GENERAL MEETING

Notice of KSA Annual General Meeting

Date: Friday, March 31, 2023

Time: 12:00 PM – 2:00 pm

Location: Surrey Campus, Fir 128

Format: In Person

Details:

• Remember to bring your student card as we will be checking these at the door, which will be required to enter.

• Light refreshments will be provided.

Agenda for the meeting:

• Approval of Audited Financial Statements
• Appointment of Auditors
• Introduction of new KSA Council for the year 2023-24

More to follow…

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Prizes to be won!

Prizes valued over $2000

• 2 x $500 and 2 x $200 KPU Tuition Credit Vouchers
• 2 x $100 Bookstore gift cards
• 2 x $50 and 12 x $25 Amazon gift cards
• 8 x $25 Grassroots Café gift cards

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Councillor Non-Attendance
Be it resolved, as a special resolution, that the Bylaws, Article 6, Clause 5, be replaced with the following:

5. A Councillor who has missed two meetings of Council during their term of office, without
   submitting regrets that are accepted by Council, will be sent a warning letter.
6. A Councillor who has missed three meetings of Council during their term of office, without
   submitting regrets that are accepted by Council, may be removed from office by a Resolution of
   Council. Notice of the motion to remove a Councillor from office must be given to the Councillor
   facing removal and to all other members of Council with the notice of the meeting pursuant to
   Article 11, Clause 3(c).
7. For the purposes of this Article, a Councillor
   (a) who is 30 minutes late (or more) for a meeting of Council, or
   (b) who leaves the meeting sooner than
   (i) two hours following the scheduled time of the meeting or
   (ii) the meeting’s adjournment,
   shall be deemed to have missed that meeting.
8. Council shall adopt Regulations:
   (a) defining under what circumstances it is acceptable for a Councillor to submit regrets; and
   (b) articulating the process by which regrets shall be accepted or rejected.
9. A Councillor who is removed from office pursuant to this Article may not run for office for one
   year following their removal.
   Mandatory orientation sessions
   Be it resolved, as a special resolution, that the Bylaws be amended by adding a new Article 10 and
   shifting the current Article 10 – 25 accordingly, to read as follows:
   Article 10 – Council Orientation
10. Any person who has been elected or appointed to Council must complete official Council
    orientation sessions in the manner set out by Council.
11. Mandatory Council orientation sessions shall be held for all Councilors-elect in the month of
    March. If one or more persons are unable to attend any sessions, a make-up orientation session
    shall be organized in the month of April, and thereafter at the discretion of the Society. In the
    case of persons who are elected in a by-election, or who are appointed pursuant to Article 9,
    Clause 5(d) official orientation sessions shall be within one month of the person’s election or
    appointment. In the event that the Society fails to hold official Council orientation sessions in
    accordance with this clause, clauses 2 and 3 shall not apply to the person(s) in question.
12. If a person who has been elected or appointed to Council, has failed to complete official Council
    orientation sessions within one month of the commencement of their term of office, the person
    shall not receive any compensation from the Society until they have completed all orientation
    sessions (including a Councilor honorarium under Article 9, clause 13 and an Executive stipend
    under Article 12, clause 13), and any compensation that would be payable to them shall be
    forfeited.
    Be it further resolved, as a special resolution, that the Bylaws, Article 12, clause 3 be amended by adding
    sub-clause (j), to read:
    (j) Organize mandatory Council orientation sessions for all persons who are elected or appointed
    to Council, in accordance with Article 26.
    Removal of Proxies
    Be it resolved, as a special resolution, that the Bylaws, Article 10, Clause 10(a-d), be repealed and
    replaced with the following:
13. Councilors are permitted to submit regrets that are accepted by Council in the event they are
    unable to attend a meeting.
    Change of Removal of Committees from Bylaws
    Be it resolved, as a special resolution, that the Bylaws, Article 13, Clause 4(c), 5(f), 6(f), 7(e), 8(h), and
    9(e) be repealed.
    Be it resolved, as a special resolution, that the Bylaws, Article 13, Clause 4(a-c), be replaced by the
    following:
    The Governance Committee shall:
    a) Oversee the Bylaws, Regulations, and other governance rules of the society, and provide options
    and recommendations to council as needed or required.
    b) Review and may suggest changes to the bylaws and regulations of the KSA as well as create and
    update policies.
    c) Have other such duties as stipulated by the Regulations, or assigned by Council from time to
    time; and
    Be it resolved, as a special resolution, that the following be added to Bylaws, Article 13:
14. Council shall adopt Regulations, not inconsistent with these Bylaws, concerning the
    composition, powers, duties, and responsibilities of all committees.
    Committee Chairs
    Be it resolved, as a special resolution, that the Bylaws, Article 13, Clause 2, be replaced with the
    following:
15. All standing committees, with the exception of the Executive Committee, shall be chaired by a
    non-Executive councilor or Member at Large of the committee, with non-Executive councilors
    being given priority.

Student Union Debenture Authorization

Whereas the members of the Kwantlen University Collect Student Associations (the KSA) approve a student society fee in September 2009 for the purpose of developing and operating a new Student Union Building (the SUB);

Whereas the KSA will be required to borrow money and enter into financing arrangements to fund the development of the new SUB;

Whereas the Society Act and the KSA bylaws require a special resolution fo the membership to authorize the KSA and its board of directions (KSA Council) to borrow money and enter into certain financial arrangements;

BE IT RESOLVED, as a special resolution by a majority of not less than two-thirds of the members present voting at the annual general meeting of members of the society duly called and validly constituted, that:

1. The KSA is authorized to borrow money from a third party in amounts determined reasonable or
   necessary by KSA Council for the development of the new SUB on such terms and conditions as KSA
   Council may see fit and approve;
2. The KSA is further authorized to secure repayment of such borrowing in a manner KSA Council considers
   to be in the best interests of the KSA, including by the creation, granting and issuance of debentures,
   promissory notes, mortgages, general security agreements and such other instruments charging all or any
   portion of the real or personal property of the KSA, on such terms as KSA Council may see fit and approve;
3. Two signing officers of the KSA appointed by KSA Council, one of which must be the Executive Director or
   Financial Controller, are authorized to negotiate, settle, execute, grant, issue, and deliver on behalf of the
   KSA any agreement, debenture, mortgage, security agreement or other instrument that KSA Council
   deems necessary or desirable to effect any such borrowing by the KSA or to give and perfect any security
   granted by the KSA; and
4. The general power conferred on KSA Council by this special resolution to enter into the above described
   financial arrangements shall expire at the next Annual General Meeting to be held no later than March 30,
   2024.