Special General Assembly (SGA)

A Special General Assembly (SGA) for the membership is being called by the 2024-2025 GSA President, Sai Abhinav Tadepalli.

An email was sent to the graduate student community on Tuesday, November 19, inviting students to attend the SGA, which will be held on Tuesday, December 3rd, at 11 a.m, both online and at the GSA House.

At the Special General Assembly, only items in the notice of meeting can be considered at the meeting (as per our By-Laws).

General Assemblies and Special General Assemblies are a space for all GSA members to come together and make collective decisions about the association that are binding. GA is a time for our members to debate and discuss the operations of the GSA while bringing new viewpoints to the floor.

REFERENDUM RESULTS

FEE-LEVY REFERENDUM

• Legal Information Clinic (LIC – CSU) – PASSED

Yes: 229 votes

No: 90 votes

Abstain: 8 votes

• The LINK Publication Society – PASSED

Yes: 201 votes

No: 116 votes

Abstain: 10 votes

• Student Success Center – PASSED

Yes: 188 votes

No: 117 votes

Abstain: 22 votes

BY-LAW REFERENDUM

• Knowledge transfer and guidelines – PASSED

Yes: 154 votes

Abstain: 31 votes

No: 27 votes

• Executives roles and responsibilities – PASSED

Yes: 142 votes

Abstain: 39 votes

No: 31 votes

• Financial management and admin processes – PASSED

Yes: 124 votes

No: 52 votes

Abstain: 36 votes

Fee-Levy Referendum Questions

Voting period for the SGA Referendum Questions will start December 4th, at 12 a.m. and it ends December 5th, 11:59 P.M.

• Legal Information Clinic (LIC – CSU)

Do you agree to apply a fee levy of $2.75 per term in order to allow graduate students with full access to the services offered by the CSU Legal Information Clinic?

By voting for this fee levy, grad students will be helping to overcome the high costs of access to justice and legal fees by receiving ON-CAMPUS, WALK-IN ACCESS to legal info services. Experienced Quebec lawyers and law students will help them to understand and exercise their rights in immigration, small claims, human rights, criminal, contracts, family law, as well as any other areas of law. Legal Consultation, Representation and Referrals can be provided in ALL AREAS OF LAW, with eligible cases having their legal fees and costs paid by the LIC Legal Fee Fund. Grad students will be given prioritized access to immigration and other legal workshops, along with accompaniment to any legal appointments. This fee would be effective beginning in the Summer Semester of 2025.

• The LINK Publication Society

Do you agree to implement a fee levy of $1.00 per student per semester to support the Link Publication Society, a student newspaper at the university ? The fee would be collected from all GSA members who would become members of the Link Publication Society by paying the fee levy. The fee levy will be effective with the Winter semester of 2025 (2244) and billed in accordance with the university tuition billing and refund policy.

• Student Success Center

Do you agree to increase the Student Services fee that supports the Student Services Sector comprised of the Student Success Centre, Campus Wellness and Support Services, the Dean of Students Office, and the Financial Aid and Awards Office — to match the fee levy that undergraduate students are already paying, from $10.26 per credit to $11.11 per credit (an increase of $0.85 per credit), annually adjusted to the Consumer Price Index of Canada, to be collected from all Graduate students, and to be implemented for the Winter 2025 (2244) term in accordance with the University’s tuition refund and withdrawal policy?

By-Law Referendum Questions

Read Current By Laws – Here

Read Proposed By Laws changes – Here

1. “Do you ratify the proposed amendments to the GSA By-Laws related to governance and membership, including updates to membership categories, the structure and representation of the Council of Directors, and the responsibilities of council members to better serve GSA members?”

Do you ratify the proposed amendments to Article IV, V, VI, VII and Annex A:

Article IV – General Assembly
1. In accordance with the Quebec Companies Act, the annual general assembly is set to receive the financial statements from the previous year, receive the year-end report from the directors, appoint auditors, and receive the election report from the Chief Returning Officer about the newly elected Directors and Executives.

Article V – Council of Directors
6. Council meetings will be conducted in person but can be conducted in a hybrid method during the summer term and the month of December).
7. In the case of online council meetings, all council members need to make themselves visible during the attendance check. Council members shall add their real names and function within the GSA. Council members who are unresponsive more than three-time during the meeting will be removed from the meeting (e.g. waiting room). Voting in an online meeting will be done by roll call and each individual vote shall be recorded (in favor, against or abstention); to the GSA By-Laws related to governance and membership, including updates to membership categories, the structure and representation of the Council of Directors, and the responsibilities of council members to better serve GSA members?”
10. Notice should be given to newly elected directors and executives to be invited to attend the last council meeting before they take office.
20. Each Director shall hold a mandatory meeting with students from their respective faculty at least once per term to discuss and address faculty- specific concerns and initiatives.

Article VI – Roles and Responsibilities of the Council Chair
1. Set the agenda and disseminate required documents to Council members and executives prior to Council meetings.
2. Call and coordinate meetings of the Council of Directors, ensuring all monthly Council and Committee meetings are scheduled in collaboration with the Executive team and/or Council members.
3. Issue formal notices of GSA Council Meetings, ensuring all Council members and executives receive notification no later than five (5) days prior to each scheduled meeting.
4. Collect, compile, and distribute the agenda, gathering agenda items from
members and ensuring the final agenda is sent to all Council members and
executives at least five (5) days before each meeting.
5. Ensure the organization and proper storage of all relevant documentation for the Council Meeting in the shared Council Google Drive prior to the meeting.
6. Direct and manage the proceedings of the Council of Directors’ meetings,
adhering strictly to the GSA By-Laws and the most recent version of Robert’s Rules of Order.
7. Maintain the focus of Council Meetings, ensuring discussions are relevant to the agenda items and the overall objectives of the meeting.
8. Enforce compliance with Robert’s Rules of Order and other procedural rules outlined in the GSA By-Laws during all Council Meetings.
9. Exhibit strong organizational skills and meticulous attention to detail in
managing Council activities, ensuring smooth and efficient operations.

Article VII – Roles and Responsibilities of the Minute Taker
1. Record attendance at the start of each Council Meeting.
2. Take clear and detailed notes of all proceedings during the Council Meeting, ensuring that discussions, decisions, and actions are accurately documented in real time and are safely stored and organized in the Council’s shared Google Drive.
3. Document all voting outcomes and motions that occur during the Council Meeting.
4. Submit a draft version of the Council Meeting minutes to the Council
Chairperson and to the President and/or VP Internal within three (3) days after each Council meeting.

ANNEX A: Honorarium By-Law
1. For directors, the honorarium per council meeting will be 75$.

2. “Do you ratify the proposed amendments to the GSA By-Laws outlining the roles and responsibilities of the Executives and updating the mandates, structure, and operating procedures of standing committees to enhance governance and organizational efficiency?”

Do you ratify the following amendments and additions to Articles VIII, IX and X as follows:

Article VIII – Executives
1. GSA Executives shall oversee the daily functions and services of the GSA,
serve as non-voting members of the Council of Directors, and execute resolutions/motions adopted by the Council.

Article IX – Roles and Responsibilities of The Executives
2.4. Oversee the production of the student handbook.
2.5. Chair the budget and funding committee and the sustainability
committee.
4.3. Chair the Handbook and the Sustainability committee.
4.4. Oversee the creation and production of the student handbook.

Article X – Standing Committees
0. General Operating Procedures:
1. The chair shall have a vote in case of a tie (except the EJC). Members shall be given individual notice of a meeting at least three (3) days before the meeting takes place unless this stipulation is waived by every member in writing.
2. The chair can remove a committee member who fails to attend two (2)
meetings without notice. In such a case, Council shall appoint a replacement from the same faculty at its next regular meeting (Except Academic Cabinet and EJC Committee).
3. Have a secretary for the Committee (could be from the staff positions of the GSA) to act as the Minute Taker for the committee.
4. Have a quorum of a majority of the sitting voting members.
5. Require a vote of simple majority to adopt a resolution.
6. Carry out any additional functions delegated by The Council.

4. The Appointments Committee shall:
4.3. Be composed of:
4.3.2. The Vice President Internal (non-voting member)
8. The Sustainability Committee shall:
8.3. Be composed of:
8.3.1. Vice President Mobilization (chair).
8.3.2. President (non-voting member).
8.3.3. Vice President Internal (non-voting member).
8.3.4. Vice President Academic and Advocacy (non-voting member).
8.3.5. Vice President External (non-voting member).
8.4. Meet at the discretion of The Vice President – Mobilization who will also chair the committee.
9. HealthCare Committee:
9.1. Meets to discuss and identify strategies for enhancing healthcare and
dental coverage for both international and domestic graduate students.
9.2. All committee members must sign the Non-Disclosure Agreement
(NDA) before the first meeting.
9.3. Be composed of:
9.3.1. Vice President – Internal (chair).
9.3.2. President (non-voting member).
9.3.3. Council members from different faculties may participate voluntarily.
9.4. Meet at the discretion of the Vice – President Internal who will also chair the committee.

3. “Do you ratify the proposed amendments to the GSA By-Laws related to financial management and administrative processes, including updates to expenditure limits, financial oversight mechanisms, election procedures, and provisions for interim governance during election delays?”

Do you ratify the following amendments and additions to Articles XII and XIII as follows:

Article XII – Finances
2. The signing officers shall have discretionary expenditure privileges up to and not exceeding $1250 CAD per month within a single budget line.
3. The Budget and Funding Committee shall have discretionary expenditure privileges up to and not exceeding $2500 CAD per month within a single budget line.

Article XIII – Elections
1. The Directors and Executives shall be elected annually, with elections conducted no later than March 31.st as defined within the Concordia Graduate Calendar

4. “Do you ratify the introduction of new articles to the GSA By-Laws addressing knowledge transfer for incoming officers and providing guidelines for interpreting the by-laws to ensure continuity and clarity?”

Do you ratify the following amendments and additions to Articles XIV, XVII, XVIII as follows:

Article XIV – Transition
1. The outgoing Directors and Executives shall provide a transfer of knowledge to the incoming Directors and Executives within the first four (4) weeks following the final election results to ensure complete transition of tasks/responsibilities.
2. Outgoing Directors and Executives are advised to remain available for
consultation and guidance during the first month of the new mandate,
specifically in June, to address any questions or provide additional support.
3. The Office Coordinator is responsible for overseeing the transition of
knowledge to ensure that all required meetings and reports are completed
within the established timeframes and may seek assistance from the outgoing President if needed.

Article XVII – Resignation by Absence
1. An executive or a director who is absent from three (3) council meetings shall be deemed to have resigned. An executive or a director who is absent for a valid reason may provide the Council Chairperson a valid reason for his absence, including the relevant documentation. (Work commitments, scheduled course commitments, illness, bereavement, or an emergency are considered valid reasons for an absence).
2. The Council Chairperson shall indicate to the concerned director if the absence is considered for a valid reason. A valid reason is not counted for the application of this article.
3. If a director disagrees with the Council Chairperson’s decision,. The director may ask the Council to excuse their absence for a valid reason. If approved by a simple majority vote, the absence is not counted for the application of this article.

Article XVIII – Eligibility for Office
2. To take and hold office, He/She must not have an elected position with CUFA, CUPFA, CREW, a Concordia graduate student faculty association, a Concordia graduate student departmental association, or a club registered with GSA.
4. No Candidate can contest for more than one position in the elections.

The roles in the SGA