Cata Constitution | Creative Arts Therapy Association

ARTICLE I. NAME & OBJECTIVE

Section A. The name of the organization herein constituted shall be the Creative Arts Therapy Association At York University. “CATA@YU” shall be its acronym.” No other name will be used in the advertisement or representation of the club.

Authority: This Constitution is the mandating document of Creative Arts Therapy Association At York University. The authority of the Constitution extends to the Creative Arts Therapy Association At York University Council and every other person or organization deriving its authority and existence from the constitution or Council. In Addition this included any person who is directly or indirectly responsible to council.
Definitions: In this Constitution-

CATA@YU describes the Creative Arts Therapy Association At York University
Constitution describes the Constitution of Creative Arts Therapy Association At York University
Council describes the Creative Arts Therapy Association At York University’s Council (executive board)
Fall term means the first day of regular classes of the academic year in undergraduate studies at York University and every day thereafter until the first day of the winter term.
Honorarium describes the financial remuneration as recognition of the dedication towards Council Activities
University describes York University Act,1965
Winter term describes the first day of regular classes of the Winter term at York University and every day after until the last day of exams during the official undergraduate exam period
YFS describes the York Federation for Students
YODA describes the York Orientation Directors Association
SC&LD describes the office of the Student Community and Leadership Development
VP describes Vice President
SSC Describes the Student Success Committee
ASAY describes the Aboriginal Students’ Association at York
CIS-GENDER describes people who, for the most part, identify as the gender they are assigned at birth.

Non-Conflict Laws: This applies only to the extent that it does not conflict with the valid and applicable laws and regulations of York University, the Office of Student Community and Leadership Development, the Government of Ontario and the Government of Canada

Section B. Creative Arts Therapy Association at York University (CATA@YU) is a new student club inspired by a growing interest in different programs in the Fine Arts Faculty and the Psychology Department at York University. This club will be affiliated to the School of Arts, Media, Performance and Design at York University.

Goals
Promote interests and awareness regarding Creative Arts Therapy. Organize and develop social and organizational activities to benefit both York community and communities around. Provide resources and offer assistance to those interested in Creative Arts Therapy. Provide a ground to share images, papers, videos, etc, about different types of Art Therapy with members.
Vision
To facilitate a growing interest in the York University community and foster the creativity of many that revolves around Arts Therapy, in different areas of study, as it integrates. Collaborate with professional organizations to maintain the quality of the resources made available to the students, staff and faculty. Have a strong network among individuals who are dedicated to this subject matter to gain more knowledge and promote research on Arts Therapy.

Strategies
- Awareness by connecting with Arts Therapists to provide lectures/demonstrations to York Community.
- Provide Professors and Graduate students who are researching or writing thesis on Arts Therapy at York with Volunteers.
- Collaborate with various Arts Therapy organizations for events in and out of campus.
- Help Fine Arts Students at York to get volunteering opportunity to gain some experience in the field of Arts Therapy and for networking.
- Have a mission to collect and document written works done at York and elsewhere on Arts Therapy.
- Provide information on further studies on Arts Therapy for those interested and connect them with the Art Therapy Institutes Canada wide.

ARTICLE II. INTERPRETATION

CATA@YU shall make all determinations and interpretations with due regard to accepted rules of procedure. The Speaker or Chair of the meeting is generally subject to an appeal from the meeting members, regarded as the primary source of interpretation.

The Constitution and all subsidiary regulations shall be interpreted, in the first instance by the Speaker, subject to an appeal to the Council. Where a decision of the Speaker is appealed to the Council, it is the duty of each Member of Council to restrict their vote only to the legal correctness of the decision of the Speaker. A disagreement exists when at least four (4) voting members of Council raise objection to the ruling, procedure and interpretation. In the event of a disagreement, a final decision or ruling of the Speaker may be appealed to : I. The fine arts Faculty; or II. SC&LD

Powers:

The powers of the Council are: (a) to receive and administer all Council funds; (b) to engage in all reasonable undertakings necessary to achieve the objectives of the Council, including adopting subsidiary regulations, establishing subcommittees, and hiring individuals as appropriate; (c) to do all such other things as are incidental or conducive to the attainment of the objectives of the Council.

ARTICLE III. MEMBERSHIP

The club’s membership is open to all at the University. The club’s membership cannot be exclusive and must be open to all: non-undergraduate students, staff, and faculty members and must be free for everyone.

ARTICLE IV. MEETING PROCEDURES

At least Four (8) general meetings shall be held during each school term (2 meetings every month).
It is the responsibility of the President and Vice-President with the support of the executive team to call and chair meetings.
Speaking privileges are granted to executives and general members.
In the case of a tie during voting, the deciding vote and decision goes to the President.
The time and date of the next meeting will be announced at the end of every meeting. A call for the agenda to general members will be made during this time. President or Vice President can call emergency meetings where there is less than two weeks’ notice.

ARTICLE V. QUORUM

The club’s quorum for meetings shall be fifty (50) percent +1 of the total membership.

ARTICLE VI. EXECUTIVES, QUALIFICATIONS AND DUTIES

There are fourteen (14) voting members of Council: six (11) members are Executive Officers, while three (3) are representatives.
No more than one person shall hold any one position on Council, and no individual can hold more than one elected position.
Executives Members must be enrolled in 3.0 credits per term; with courses being held in Keele or Glendon Campus.
Collectively, the Executive Committee will ensure that the club’s activities do not violate the University’s policies and procedures, and municipal, provincial and federal laws.
There will not be less than eight (8) Executive members at any one time that fulfill the following functions.
If at any time an elected or hired member of Council no longer possesses the qualifications set out in these sections, the position of that Member shall be vacated immediately upon a majority vote of the council.

Section A.

The signing Officers’ of CATA@YU shall be the following: President, Vice president and the Director of Finance.

Section B.

The Duties of the Signing Officer’s shall be as follows.

The President will:

Oversee the other members of the executive in fulfilling their responsibilities;
Chair all meetings; act as official spokesperson of the organization
Be one (1) of the three (3) signing authorities for the money held by the club
To delegate internal/external affairs to other members of the organization, from time to time as deemed necessary.
Have Finance Office signing authority for the club; and,
If absent, assign an executive with all the responsibilities of the President.
Main liaison to the community and the University
Assist other executives as necessary
Attend all meetings and social, academic events that the club organizes, subject to academic and other work commitments
Be a member of the hiring committee
Maintain weekly office hours (When office space is provided)
The council also requires the President to have served on CATA@YU council for at least one year prior as the Vice President or the Director of Finance.

The Vice President will:

Assist the president in ensuring that the club meets all deadlines and runs smoothly
Communicate with other executive members of the organization in order to keep everyone on track
Delegate duties, to other members, where expedient, and where the delegation of such duties is allowed by the Constitution, and any other by-laws
Create a timetable of office hours(once office space is given) based on members’ schedules at the beginning of each academic term
Create and monitor a weekly office cleaning schedule for the club’s office and ensure the schedule is followed
Be one (1) of three (3) signing authorities for the moneys held by the club
Assist the president in overseeing the operations of the rest executive members
Distribute e-mail and all other communications as appropriate regarding events, and keep information to the club and all other community members from the club as necessary, as a central club communicator
Maintain weekly office hours (when office space is provided)
Attend all meetings and social, academic events that the club organizes, subject to academic and other work commitments
To ensure that meeting minutes are sent to all executive members within 73 hours
In events where the President is unable to fulfill obligations, the EVP is next in line to lead the club and make decisions to the club’s impact.

The Director of Finance will:

Create a club account at the bank (BMO in Yorklanes is suggested as they work with many clubs and are easily accessible on campus. As early in the year as possible, yourself and two other signing officer; most likely the President and EVP, must go to the bank and sign on as the official signing officers. Bring two pieces of ID; YU card and photo ID. Your president needs to bring proof that all of you are signing officers. (I need to ask YFS how to do that)
Be one (1) of three (3) signing authorities for the moneys held by the club
Keep track of all the money that comes in and out; make sure you have a total at the end of every event (especially if it’s a fund raising event). Once the total is counted, subtract the cost of expenses (food, decoration, instructors, etc.)
Make sure that more than one person is monitoring the money to help reduce errors, and possible theft.
Attend all meetings and social, academic events that the club organizes, subject to academic and other work commitments
Be a member of the hiring committee alongside with President and EVP
Maintain weekly office hours (when office space is provided)
Create invoices for each semester for your events; templates for invoices can be found on the YFS website and the SC&LD YU Connect Page. Have the information corroborated by a signing authority; this will be useful for YFS and SC&LD ratification as well as requesting for funding.

Note: Depositing and withdrawing money works differently. To deposit money, only you and the debit card are needed. To withdraw money, it must be done at the teller with ALL signing authorities. For both occasions, always take a receipt and keep it with your records. Make sure the records are up-to-date with all the receipts, records, statements and invoices used by the club.

Section C.

Speaker/Secretary:

To have sound knowledge of Robert’s Rules of Order and the CATA@YU Constitution;
To uphold and enforce the Constitution and all subsidiary regulations
To be impartial and to preside over the meetings of Council, and to preserve order and decorum;
To monitor absences and invite motions of impeachment, as required by the Constitution;
To chair regular CCC meetings, keeping order in accordance with Robert’s Rules of Order;
To be available for all meetings of the CCC;
To distribute the agenda for general meetings at least 48 hours before such meetings after consultation with other members of council;
To review and ensure the minutes recorded by the secretary are correct;
To, in the absence of the secretary, assign another council member to be responsible to record minutes;
To assume such other duties as Council may, from time to time assign, provided that such additional duties do not compromise the impartiality and integrity of the office of the Speaker;
To maintain regular weekly office hours.
For every motion of censure will be proposed by the speaker, to ensure confidentiality.
The Council will also require the speaker/secretary to be hired by the Council Hiring Committee before the summer session.
To take accurate minutes of all meetings of council
To track attendance of council members at meetings;
To ensure the distribution of minute within 72 hours after a general meeting;
To be available for all meetings of CATA@YU;
Organize and execute at least one (1) community outreach event per term

The Director of Communications will:

Main liaison between executive and general members of the organization
Give or cause to be given notice of all meetings; and,
Organize club programs, activities and events in accordance with its Constitution’s mandate;
Respond to queries from Community groups and other clubs in a timely manner and consulting other executives if necessary
Communicating information from executive meetings to external groups
Liaison (along with President) to the community
Along with the VP of Marketing and Promotions handle all social media pages for the purpose of our organization.
Maintain office hours (once office space is provided)
Attend all meetings and social, academic events that the club organizes, subject to academic and other work commitments
Organize and execute at least one (1) community outreach event per term
Be a member of hiring committee along with President and EVP
Allowed an Assistant Director of Communications to assist with all his/her operations.
Will act as Club liason.

The Director of Creative Marketing and Promotions will:

Collaborate with the President, Director of Events and Director of Communications to organize and advertise events
Collaborate with the Representatives of the Club and Member-at-Large to advertise over social media
Assist other executives when necessary
Responsible for all social media promotional duties as well as use of YU-connect
Maintain office hours (once office space is provided)
Attend all meetings and social, academic events that the club organizes, subject to academic and other work commitments
Promote the up-coming events such as specialized workshops, or outings, by creating promotional material (posters, banners, etc.), posting on social networks, and tabling at the university.
Book the tabling times required by your club and creating a schedule for executive members and volunteers who will be running the tabling throughout the day.
Organize and execute at least one (1) community outreach event per term
Allowed an Assistant Director of Creative Marketing and Promotions to assist with all his/her operations.

The Director of Events will:

Work with other Executives to promote the club events and recruit members
Advise and discuss with the executive team on ideas for internal and external events and make amendments to event ideas as necessary
Be responsible for adhering to all terms and conditions set forth by the University for organizing events on and off campus.
To organize and execute social and academic events, totaling at least 1 event per academic term
Liaison (along with President) to the community
Maintain office hours (once office space is provided)
Attend all meetings and social, academic events that the club organizes, subject to academic and other work commitments
Assist other executives when necessary

The Executive General Member will:

Be available when needed to carry out various responsibilities of the club
Ensure all tasks are completed well, and to fill in if no one else is available (i.e. Tabling)
Assist the Club President with his/her duties and the organization and long term goals planning of the club
Ensure proper action is taken in conjunction with the club president if rules are broken by club members (i.e. harassment of a member; verbal, physical or otherwise)
Mediate and fully resolve any conflicts that may take place between members of the club
Help the President with his/her duties in the club
Provide advice to the core executive team and assist other executives when necessary
Advise the core executive team on proper decision-making, planning, organizing and contingency planning skills
Represent the York university student body and the interests of the general members
Collaborate with Director of Creative Marketing and Promotions and Director of Events for social media outlets.
Maintain office hours (once office space is provided)
Attend all meetings and social, academic events that the club organizes, subject to academic and other work commitments.
Organize and execute at least one (1) community outreach event per term.

The First Year Representative will :

a) To create and regularly maintain a communication channel (i.e. Facebook group, or listserv) between the Council and 1st year students;
b) To communicate the ideas, concerns and position of the first year students;
c) To report the decisions of Council to junior students;
d) To encourage 1st year students to participate in the Council and its activities;
e) Raising the concerns of first year students to the Council;
f) To assume such other duties which Council may, from time to time, assign;
g) To program at least one (1) social event during the academic term geared primarily towards first year students.
h) To maintain three one regularly scheduled and publicized office hours; which are to be set and decided upon at the start of each term;
i) To attend all meetings and social and academic events of the Council, subject to academic and other work commitments;

The calumet Representative will:

a) To create and regularly maintain a communication channel (i.e. Facebook group, or listserv) between the Council and the calumet students;
b) To communicate the ideas, concerns and position of the calumet students;
c) To report the decisions of Council to the Calumet students;
d) To encourage the Calumet students to participate in the Council and its activities;
e) Raising the concerns of the Calumet students to the Council;
f) To assume such other duties which Council may, from time to time, assign;
g) To program at least one (1) social event during the academic term geared primarily towards the Calumet students.
h) To maintain three one regularly scheduled and publicized office hours; which are to be set and decided upon at the start of each term;
i) To attend all meetings and social and academic events of the Council, subject to academic and other work commitments;

The Master’s/Graduate Level representative will :

a) To create and regularly maintain a communication channel (i.e. Facebook group, or listserv) between the Council and Graduate students;
b) To communicate the ideas, concerns and position of the Graduate students;
c) To report the decisions of Council to Graduate students;
d) To encourage Graduate students to participate in the Council and its activities;
e) Raising the concerns of Graduate students to the Council;
f) To assume such other duties which Council may, from time to time, assign;
g) To program at least one (1) social event during the academic term geared primarily towards Graduate students.
h) To maintain three one regularly scheduled and publicized office hours; which are to be set and decided upon at the start of each term;!
i) To attend all meetings and social and academic events of the Council, subject to academic and other work commitments;

Faculty Supervisor:

a) To create and regularly maintain a communication channel (listserv) between the Council and the Faculty;
b) To communicate the ideas, concerns and position of the faculty and staff to the council;
c) To report the decisions of Council to the Faculty;
d) To encourage the faculty and staff to participate in the Council and its activities;
e) Raising the concerns of Faculty to the Council;
f) To assume such other duties which Council may, from time to time, assign;
g) To program at least one (1) social event during the academic year.
i) To attend the first meeting every month and social and academic events of the Council, subject to academic and other work commitments;
j) Be a voice for CATA@YU to the community outside of York University.

Volunteers:

Besides the executive team, the organization can also have a team of volunteers to assist with Cub function. This team usually consists of any general member who is interested and available. They can assist:

Doing tabling
Putting up posters
Bringing new members
Promotions club on social media, to friends and to classrooms

ARTICLE VII. ELECTIONS

There will be no elections held by CATA@YU to fulfill any vacant positions. For now, all shall be decided through an interviewing process held per year to select a council member in this student club. This selection process will take plays in the summer session of each academic year so that there is enough time to train the incoming students. When the council thinks it is ready to have elections then amendments on the constitution will be made accordingly. Anyone is applicable to fill in any position in the council, except for the position of the signing officers. One must take the role of a Director to be qualified to apply for the position of any signing officer. After each term year every council member will be given honorarium and a certificate to acknowledge their dedication to the club, signed by the Faculty Supervisor.

Section A

The term of office shall be one year, starting and ending on September 1^st of each year. (Since the club intends to start in January 2015, note that it will dissolve by September 1^st 2015 to be able to start all over).

Section B

Forms will be handed out to interested student body in April of each year and the deadline will be set till the beginning of the summer term. This will allow enough time for students to decide on what role they want to take.

Section C

Once all forms are collected, it will be evaluated by the CATA@YU council members and interviews will be set up at a convenient time for the applicants. Decisions must be sent out by the end of the summer term.

Section D

Installations of new officers will take place on 1^st September of each year.

Section E

If there is a vacancy, an emergency meeting will be held to figure out the situation within a week. It shall take no more than 30 days to fill up that position.

ARTICLE VIII. CONFLICT OF INTEREST

Conflict of interest stands for any disagreement between the council members. In this case a voting procedure will take place. If there is a tie then the decision will rest upon the signing officers. Once there is a decision made, it will be communicated immediately with the rest of the council members.

ARTICLE IX. Procedures Regarding Allegations of Wrongdoing and Disciplinary action.

In the case of allegations of wrongdoing are brought against any Executives or Officers, allegations will be received in writing
Wrongdoings can include but are not limited to: failure to fulfill one’s duties, lack of attendance to meetings and events, etc.
The Executive or Officers will have the opportunity to review the allegations and prepare a statement
The statement will be delivered at a meeting of the Executives and Officer
If so required, the removal of the Executive or Officer will be determined by these member
The accused will be given a fair chance to defend themselves and that the accuser will also be given this same chance at the same meeting to state their reasons why the wrong doing has occurred. The final decision should be rendered by executives not involved in the incident.

ARTICLE X. FINANCIAL RESPONSIBILITY

The President, Vice-President and Treasurer are the sole signing authorities
The responsibility for creating the budget and financial reports, approving the budget and maintain the financial records of the organization will be maintained by the Treasurer and approved by the President.

ARTICLE XI. DUES

Section A.

Dues shall be collected from the funding from the York University funding committees or funding from external organizations or from club events.

Section B.

Dues shall be set by the beginning of each academic year by the recommendation of the officers and the vote by the voting body.

Section C.

Delinquent membership dues are to be dealt by the signing officers and collected from the events organized for the general members.

Section D.

If the organization becomes inactive or folds, the remaining funds will go to charity.

ARTICLE XII. EMPLOYMENT STANDARDS

There will be no employees of CATA@YU.

ARTICLE XIII. COMMITEES

There are no individual committees within CATA@YU. The council itself will work as a whole and make all decisions together during the meetings.

ARTICLE XIV. ADVISORY/MANAGEMENT BOARDS

There are no advisory/management boards within CATA@YU. If this student club decides to have any publications or additional part to the organization, then the constitution can be amended to consider these issues when needed.

ARTICLE XV. EXTERNAL AFFILIATIONS.

The club shall disclose any relationship with external organizations, in accordance with the external affiliation provisions of Clubs Operating Policy.

ARTICLE XVI. BY-LAWS AND AMENDMENTS

Section A: By-laws

By-laws must be created by executives
By-laws must be in accordance with this constitution as amende
By-laws must be sponsored by at least two persons.
By-laws shall be adopted by 50% + (1) vote of the voting body.

Section B: Amendments

Amendments must be created by executives.
Amendments must be in accordance with this constitution as amende
Amendments must be sponsored by at least two persons.
Amendments shall be adopted by 50% + (1) vote of the voting body.

Resignations: Any council member may resign or give notice of intention to resign, which must be in writing submitted to the president a month priority. Any written notification shall be addressed in the general meeting by the speaker. If the letter is genuine, that position will be vacated at an announced date. But within that month the resigning person should elect another student to take his/her position and has to get selected through an interview process by the council. That parson shall be trained within that month as well to understand his/her responsibilities.

ARTICLE XVII. RATIFICATIONS

This constitution shall be enforced upon ratification by the voting body and upon approval of this constitution by the Clubs Registration Committee and the Centre of Student Community & Leadership Development.