## Amendment Draft Summary (March 27, 2026)

This is a non-exhaustive summary of the amendment in progress. Please also refer to the full draft of amendment.

### Elections

- Dictated secret paper ballot to be the default voting method, while alternative methods, including online voting, could be permitted if the majority at the meeting approves.
- Introduced a procedure for 2/3 of the meeting to call an election out-of-order to ensure CRO's integrity.
- Cleared contradictions about nominating the System Administrator. Now only the Syscom may collectively nominate one of their member to be ratified.
- Tighten the procedure for CRO to correctly make announcements, receive nominations, provide platforms, and run an election.
- Clarified the procedure to call for extra elections, at least 4 weeks before end of term.
- Made clear that the CRO cannot be nominated.

### Officers & Executive Council

- The President is now explicitly designated to oversee general operations.
- Building the liaison network: the President as the general contact and the contact for MathSoc, the Treasurer as the contact for funding partners, the Sysadmin as the contact for CSCF, IST, etc.
- The delegation chain: the President may delegate their duties to the VP, while the VP is also allowed to delegate their duties to the AVP.
- Detailed the Treasurer's duties: making budgets and statements, tracking revenues, conducting audit, and sign off cheque requests.
- The Executive Council is now granted the power to remove people from non-elected positions, in align with its power to appoint.
- The Executive Council is now granted the power to introduce, pass, amend, repeal Standing resolutions that give details on procedures and instructions, which may change from time to time, such as training requirements, hiring procedures, and tutorials.
- The Executive Council is instructed to act by consensus, but may act by majority vote if an Officer requests so.

### General Meetings

- Various rules about various meetings scattered throughout the document were consolidated into a concept of General Meeting.
- Defined all parties with the power to call a general meeting.
- Defined the procedure to call and setup a general meeting.
- Explicitly defines the power of a general meeting over the Club.
- Defined the default voting method is hands-up voting.

### Syscom & Termcom

- Cleaning the text about the role of alumni with the Syscom.
- The Executive may appoint a new member to the Syscom if the committee has no members.
- Updated the duties of the Termcom to be helping the Syscom on various tasks about system administration, not just maintaining the only terminal in the office.
- The Sysadmin was given the with power to appoint the chair of Termcom and Webcom.
- Allowing the 2/3 of the Syscom to overrule the Termcom Lead.
- Replaced "Emeritus" with "Advisor" to avoid gendered language.
- Made sure all "System" are changed into "Systems".

### Office

- Formally establishes the purpose of the CS Club office.
- Formally introduce the roles of Office Manager and Office Staff as well as their duties.

### Finances

- Allows the Treasurer to appoint an Assistant Treasurer.
- Signing officers are now chosen by the Executive, allowing up to three people from among the Treasurer, Assistant Treasurer, President, or Vice-President.
- Prescribes the Treasurer's involvement in the end-of-term audit.

### Code of Conduct

- The Code of Conduct is now a chapter of the Constitution instead of an attachment.
- Implementing the frontline enforcement of CoC
- the office staff, moderators, event coordinators are entitled to enforce in corresponding venues
- they are authorised to issue a verbal warning or a temporary ban from spaces
- all enforcements will be reported to, and overseen by the Executive
- Redefining the complaint handling procedure
- the complaint is for cases where enforcement is not sufficient or appropriate
- the Handling Committee will now consist all uninvolved Officers with the Faculty Advisor
- New consequnce: removal from internal positions. For offending Officers, motion for removal from positions.
- Making the formal definition of various terms refers to the Policy 33 and OHRC.
- The internal appealing of a decision from the Handling Committee is removed, in favor of escalating the appealing to the MathSoc or University.
- Keep WatIAM as piece of unique identification in case of complaints.
- Keep the complainant's information only with the Faculty Advisor, not with the Handling Officer, for better longevity and privacy.
- Made the bare minimum information about the discipline action available to general members upon requests for public interest

### Misc

- The maintenance of computing resources was added to the club's list of fulfillments to its purpose.
- The clause that granted next term's membership to users joining late in the current term was removed.
- The document clarifies that honorary memberships hold the same rights as affiliate memberships.
- The club can now only be dissolved if the Mathematics Society explicitly decides to do so.
- The standalone "Use of Club Resources" section was removed and its core rule was dispersed into various sections.
- Fixing various typo and inconsistencies.