Queen’s Turkish Student Association (QTSA) Constitution

AMS Club · Version submitted to the AMS, September 2026

Article 1: Name & Affiliation

The club shall be known as the Queen’s Turkish Student Association (QTSA), established in 2025 and ratified by the Alma Mater Society (AMS) of Queen’s University in 2026.
This Constitution is subordinate to the AMS Constitution, AMS policies including the AMS Clubs Policy, and all applicable Queen’s University student policies, which prevail in the event of any inconsistency.
The Club supports the AMS mission to serve and represent the diversity of Queen’s students and shall act consistently with it.
This Constitution binds all Club Members, Volunteers and Executives. It is shared with every member upon joining and kept on the Club’s shared drive.

Article 2: Mandate & Objectives

2.1 Mandate

QTSA is the only dedicated platform at Queen’s University for Turkish culture, language and heritage, existing to celebrate Turkish traditions and build a social community for Turkish students and those interested in Türkiye. The Club takes its spirit from Mustafa Kemal Atatürk, who placed his trust in young people and held that the truest guide in life is knowledge. It is secular, forward-looking, and open to every Queen’s student who wishes to share in it.

2.2 Objectives

The objectives of the Club are:

To celebrate and share Turkish culture, language and heritage through regular cultural, social and educational programming.
To mark Turkish national days and commemorations.
To build a social community for international Turkish students, Canadian-raised Turkish students, and students interested in Turkish culture.
To foster cross-cultural dialogue on campus by collaborating with other cultural, academic and community clubs and with Turkish student associations at other Canadian universities.
To provide members with professional development and networking opportunities.

The Club is not affiliated with, and does not donate to, any external organization. The activities of the Club shall be carried out with no intention of personal financial gain. All funds shall be used exclusively to achieve the above objectives.

Article 3: Membership

3.1 General Membership

Membership follows the AMS Clubs Policy:
- All AMS/SGPS members are eligible to join any membership category, without restriction.
- Non-AMS/SGPS members may not serve on the Executive Committee, access confidential information, or host, manage, vote on or create Club activities, events or policies.
Members join by completing the Club’s registration form, online or in person, and in doing so agree to abide by this Constitution, the AMS Constitution, the AMS Clubs Policy and applicable Queen’s University policies.
The membership as a whole may approve a reasonable maximum annual membership fee at a General Meeting or by an online vote of Club Members, which stays in effect until changed. Within that maximum, the Executive Committee decides at an Executive Meeting each September whether to charge a fee and how much. The fee, or the decision not to charge one, is announced to members, published with the registration form before it takes effect, and recorded in the annual budget. The Executive Committee shall waive the fee, in confidence, for any member who asks because it would be a barrier to participation; a waiver does not affect any right or benefit of membership.
Membership benefits include priority registration and member pricing for ticketed events; access to all members-only events; the Club newsletter and members’ group chat; eligibility to join sub-committees and volunteer at events; sponsor discounts when available; and the chance to shape programming through surveys and feedback at events.

3.2 Membership Involvement

Most Club events are for Club Members only, and each event is announced as either members-only or open to all Queen’s students and Queen’s faculty (professors and instructors); non-members attend members-only events only by invitation of an Executive Team Member or a Club Member. The Club recognizes the following categories:

Club Participants: Queen’s students and faculty who attend an open Club event, and anyone who attends a members-only event by invitation, without formal affiliation. Their actions are their own and do not represent the Club; they have no voting rights or access to Club records.
Club Members: Queen’s students (AMS or SGPS members) registered with the Club. Members may attend all Club events and General Meetings, join sub-committees and volunteer at events, raise concerns and give feedback at events and through surveys.
Volunteers: people who are not Queen’s students, such as members of the Kingston Turkish community or family members, who help with Club affairs under an Executive’s direction. They do not host, manage, vote on or create Club events, policies or activities, have no access to Club finances or confidential information, and are recorded by the Club.
Executive Team Members: the President, Vice President, Directors and Co-Directors (Section 5), all AMS/SGPS members. They ensure compliance with this Constitution, plan and approve activities and spending within their portfolio, and are accountable to the Executive Committee and the AMS Commission of Clubs.
Alumni and Community Members: may attend Club events by invitation and act as Volunteers or sponsors, but do not count toward membership minimums, cannot hold Executive positions, and have no access to Club finances or confidential information.

Section 4: Club Code of Conduct

Disagreements between members are handled under 4.3. Breaches of this Constitution are handled first through the Demerit System in 4.4; removal under 4.2 is the final step, used after 4.4 or immediately for serious misconduct.

Everyone involved with the Club must comply with this Constitution, the AMS Constitution, the AMS Clubs Policy, the Queen’s University Student Code of Conduct and other applicable University policies.
Complaints of harassment, discrimination or sexual violence are referred to Queen’s University: sexual violence to Sexual Violence Prevention and Response Services (SVPRS); harassment and discrimination to the Office of the Vice-Principal (Culture, Equity, and Inclusion); other non-academic misconduct to the Non-Academic Misconduct Intake Office; or in each case to its successor office. The Club enforces any interim measure or sanction issued by the University or the AMS, which may include restricting an individual from Club events, meetings or membership. Executives may ask anyone whose conduct puts others’ safety at risk to leave a Club event.

4.1 Club Executives & Club Member Responsibilities

Club Executives are responsible for compliance with this Constitution and shall:
- attend Executive Meetings and complete AMS Clubs training by the Commission of Clubs’ deadlines;
- carry out their duties under Section 5.2;
- uphold the Club’s mandate when representing the Club;
- ensure every Club event is sanctioned and risk-assessed where the AMS or the University requires;
- keep member information, financial records and internal discussions confidential;
- represent the Club respectfully and make no political or partisan statements on its behalf; and
- declare conflicts of interest under Section 11 and serve without pay or personal financial gain.
Club Members must comply with this Constitution and applicable AMS and University policies, and shall:
- treat members, executives, volunteers, participants and venue staff with respect;
- follow venue rules and Executives’ instructions at events, including on alcohol, food safety and travel;
- not speak or act for the Club without Executive Committee authorization; and
- respect others’ privacy and consent regarding photos, videos and personal information.

4.2 Removal for Club Members and Executives

Grounds and process: Removal or impeachment of a Club Member or Executive must comply with Part J Section 3 of the AMS Clubs Policy and is limited to violations of Queen’s University policy, the AMS Constitution, the AMS Clubs Policy or this Constitution, or misuse of Club funds or an unauthorized financial transaction. The process requires:
- prior progressive discipline under 4.3 and 4.4, unless the conduct is too serious for this to be reasonable;
- written notice to the individual and the Executive Committee at least seven (7) days before the meeting that decides the removal, with an opportunity for the individual to respond;
- a vote of two-thirds (2/3) of all Executive Committee members entitled to vote, with the individual concerned and any conflicted Executive not voting; and
- supporting evidence (statements, receipts or records) and minutes recording all attendees and absentees.
AMS Oversight: The Clubs Commission must be notified at the beginning of the process about removing an individual and may attend or review the process when it includes, but is not limited to, allegations of procedural unfairness, the respondent is an executive with financial authority, or the matter is deemed high-risk by the VPUA. The Club shall notify the Clubs Commissioner of the outcome within five (5) days of the decision.
Appeal: A removed Member or Executive may appeal to the Clubs Commissioner within five (5) days of being notified, in accordance with the Clubs Policy.
Vote of Non-Confidence: At least three (3) Executive Team Members may call, in writing, a vote of non-confidence in any Executive Team Member. It follows the same notice, evidence and two-thirds (2/3) voting requirements as impeachment. If it passes, the Executive Team Member is removed from their position, and the vacancy is filled under Section 8.

4.3 Conflict Resolution System

Direct Talk: Members first try to resolve issues respectfully with each other.
Mediation: If unresolved, the President steps in to mediate. Where the President is involved in the conflict, the Vice President mediates.
Executive Review: If needed, the Executive Committee reviews and makes a final decision (conflicted members step aside). Either party may request that the Commission of Clubs be informed or act as a mediator.

4.4 Demerit System

First Issue: Verbal warning from the President, noted privately by the Vice President; where the President is involved, the Vice President gives the warning.
Second Issue: Written warning and demerit noted in the Club’s confidential records.
Third Issue: Review by the Executive Committee (conflicted members step aside); may lead to suspension from Club activities for a defined period or removal in accordance with Section 4.2.

Demerits expire three (3) academic years after they are issued, unless the Executive Committee decides otherwise for serious matters.

Section 5: Governance Structure

5.1 Executive Committee – General Provisions

The Executive Committee, also called the Executive Team, consists of everyone elected or hired to work in the Club: the six (6) Executive Officers and any Co-Directors. The President is elected under Section 7.2 and chooses the Vice President under Section 7.1; the President and Vice President select and hire all other Executive Team Members, including Directors and Co-Directors, under Section 7.1. The President cannot dismiss an Executive Team Member; an Executive may be removed during their term only under Section 4.2. The Vice President’s appointment also requires approval by a majority vote of the current Executive Committee.
The Executive Officers are the President, the Vice President, and the Directors of Finance & Operations (Treasurer equivalent), Events & Programming, Communications & Marketing, and Sponsorship & Membership. Each Director leads the Team of the same name.
Where needed, the President and Vice President may hire AMS/SGPS members as Co-Directors under Section 7.1 to work within a Team. Co-Directors are Executive Team Members for all purposes of this Constitution and the AMS Clubs Policy, share their Team’s responsibilities, and report to their Director.
The Executive Committee is the governing body of the Club and makes decisions on its behalf. Powers and duties are set by this Constitution and by resolutions of the Executive Committee. Executive Officers decide matters within their own portfolio and the approved budget without a vote; spending outside the approved budget above what the President may approve under Section 10, changes to Club policy and matters this Constitution reserves to the Executive Committee are decided by vote. The Executive Committee may, by majority vote, change or reverse a decision made by an Executive Officer. At the first Executive Meeting of each Fall and Winter term, the Executive Committee approves the term’s event calendar and budget, and events on the approved calendar need no further approval. The Committee may keep an Executive Roles & Responsibilities handbook for operational detail; this Constitution prevails over it. Executive Team Members serve without pay and may not profit from their positions.
Voting: Every Executive Committee member holds one vote, except on their own removal or on a matter in which they have a conflict of interest under Section 11. Quorum for an Executive Meeting is four (4) Executive Officers, including the President or the Vice President. Unless this Constitution requires otherwise, decisions need a majority of votes cast by those present (or, in a vote of all Executive Committee members called by the President under Section 5.3, by those who vote); abstentions are not counted, and the President (or the Vice President when chairing) breaks ties. Where two-thirds or unanimity of all members entitled to vote is required, a member who does not vote counts as not in favour.
The Executive Committee may form sub-committees for events or projects, each with at least one Executive Officer and open to general Members.
Terms run from May 1 (or, for those hired during the year, from their hiring) to April 30, matching the AMS fiscal year.

5.2 Duties of the Executive Team

President

Represent the Club to the AMS, Queen’s, other clubs and partners, act as the primary liaison with the AMS Commission of Clubs, and attend required meetings and trainings.
Set the Club’s vision and annual priorities and oversee all operations.
Chair Executive and General Meetings and ensure decisions are followed up.
Mediate conflicts within the Executive, maintain a positive, inclusive team culture, and ensure this Constitution and applicable policies are followed and kept up to date.
Lead executive selection and the transition to the next Executive.
Ensure the Club honours Mustafa Kemal Atatürk.
Approve events and collaborations not on the approved calendar, together with the Director of Finance & Operations.
Manage official correspondence and submit required reports to the Clubs Commission.

Vice President

Act as President in the President’s absence and support the President.
Coordinate the Teams, check in on progress and workload, distribute work fairly, onboard new Executive Team Members, and address concerns about team dynamics.
Maintain the master calendar of meetings, events and deadlines.
Book rooms for Executive and General Meetings, handle meeting logistics and agendas, ensure minutes are recorded and stored, and maintain the Club’s shared files and year-end transition documents.

Director of Finance & Operations (Treasurer equivalent)

Act as the Club’s financial officer, co-sign on the Club bank account with the President, prepare the annual budget with the other Executives, and process reimbursements and payments under AMS and University rules.
Keep the Financial Ledger, Reimbursement Sheet and financial records, update the Executive on finances once each term, prepare the final financial report, and support the President and Vice President with the Club inbox, scheduling and paperwork.
Apply for AMS grants and other funding.
Approve and pay venue deposits and contracts, handle equipment needs, and track Club materials and inventory.

Director of Events & Programming

Plan the annual and semester event calendar and each event’s timeline and logistics, working with Finance & Operations on budgets and venue payments, Communications & Marketing on promotion, and Sponsorship & Membership on sponsor visibility and member benefits.
Book rooms and venues for Club events, organize event details, setup and cleanup, coordinate volunteers on the day, ensure events are well run and aligned with the mandate, and gather post-event feedback.
Complete event sanctioning forms and risk assessments required by the AMS and the University.
Plan and deliver the national day commemorations described in Article 2.

Director of Communications & Marketing (Public Relations equivalent)

Promote Club events and maintain a consistent QTSA brand, respond to messages and comments, send newsletters and announcements, and promote collaborations with other clubs and University offices.
Develop a communications plan each term, manage the Club’s social media accounts, and publish the hiring package under Section 7.
Create posters, graphics and written content, and take or collect event photos and videos with consent.

Director of Sponsorship & Membership (Secretary equivalent for membership records)

Find sponsors and partners and prepare sponsorship proposals with Finance & Operations, and manage the membership sign-up process and membership list, including each member’s acknowledgement of this Constitution.
Maintain sponsor relationships and ensure agreed benefits are delivered.
Communicate what QTSA membership offers, and welcome and engage members each semester.
Collect member feedback and share it with the Executive.

Co-Directors (where appointed)

Share their Team’s responsibilities as divided with their Director, attend Executive Meetings, and complete AMS training requirements.

5.3 Meetings

Executive Meetings are held at least once a month in the Fall and Winter terms and as needed in the Summer term. They are called by the President or Vice President with at least three (3) days’ notice and an agenda, and minutes are kept on the Club’s shared drive.
General Meetings, open to all Club Members, may be called by the President when needed, with seven (7) days’ notice.
Annual General Meeting: once a year, after the President’s election and before Winter term classes end, the outgoing Executive gives Club Members a short report on the year’s activities and finances and announces the incoming President. It may be held as part of a regular Club event or online, and is announced to members in advance.
Meetings may be held in person or online, in Turkish or English; if anyone present does not speak Turkish, the meeting is held in English. Instead of deciding a matter at a meeting, the President may call a vote of all Executive Committee members online or in writing (including by email or in the Executive group chat) with a deadline of at least twenty-four (24) hours; these votes are recorded in the minutes.

Section 6: Associated and Affiliated Groups

National or External Organizations: None. The Club is not a chapter of, or affiliated with, any national, international, governmental, political or religious organization. Informal, event-specific collaborations with Turkish student associations at other Canadian universities create no ongoing obligations and are not affiliations under the AMS Clubs Policy.
Faculty or Departmental Partners: None. The Club may partner with Queen’s offices such as the Queen’s University International Centre (QUIC) for individual events without formal affiliation.
Internal Projects or Sub-Groups: the four Teams in Section 5 and any sub-committees formed under Section 5.1, all under the Executive Committee’s authority.
Contracted Sponsors: Sponsorship agreements are negotiated and managed by the Director of Sponsorship & Membership, signed by the President and the Director of Finance & Operations, and disclosed to the Commission of Clubs.

Section 7: Hiring Procedures

7.1 Continuing Executives and Hiring (Executive Officers other than the President, and Co-Directors)

Continuing Executives: After the President’s election and before April 30, every current Executive Team Member who is eligible and wishes to continue the following year keeps their place, in the same role or in a different role agreed with the incoming and outgoing President, without applying or being interviewed. The incoming and outgoing President may decline to continue some of them, but no more than one quarter (1/4) of those who wish to continue (rounded down, but always at least one).
Hiring package: All other positions are filled through hiring at the start of the Fall term. The President releases the hiring package within the first two (2) weeks of Fall classes, and it stays open for at least fourteen (14) days. It is advertised publicly on the Club’s Instagram (and the AMS Clubs directory and newsletter where available) and internally through the members’ email newsletter and group chat. Positions that become vacant during the year may be filled the same way. Until a position is filled, its duties are carried out by the Executive named for them in Section 8.
Eligibility, stated in both the package and the application and consistent with the AMS Clubs Policy and this Constitution: applicants must be AMS or SGPS members in good standing who have paid the applicable student activity fees, be able to serve until April 30, and show a genuine interest in Turkish culture and heritage and a commitment to the Club’s mandate. Applicants do not need to be registered Club Members or have prior involvement with the Club.
Process: Applicants submit an application and are interviewed by the President and Vice President (or, before a Vice President is in place, by the President and another Executive Officer), using the Club’s standard interview questions and rubric, which are kept in the transition files, shared with the Executive Committee, and updated by the President and Vice President when needed. The interview may be waived for a current Executive Team Member moving to a related role. The same two interviewers select and hire all Directors and Co-Directors.
Vice President: The President chooses the Vice President from the continuing Executives no later than September 30, or, if the Vice President is hired through the Fall hiring, within seven (7) days after the hiring package closes. The choice takes effect only once approved by a majority vote of the current Executive Committee; if it is not approved, the President puts forward another candidate.
After hiring: Applicants may request feedback but not internal rubrics or information about other applicants, and may ask the Commission of Clubs to intervene if they believe they were evaluated unfairly. Successful applicants are announced to the Executive Committee and the membership, and the Club’s executive list is updated with the Clubs Commissioner.

7.2 Election of the President

The Executive Committee elects the President for the following year at a meeting held no later than April 1. Every President’s term ends on April 30: a President elected in the regular election serves from May 1 to the following April 30, and one elected mid-term under Section 8 serves until the coming April 30.
Nominations open at least ten (10) days before the election and are announced to all Club Members. Any AMS/SGPS member in good standing who has served as an Executive Team Member for at least one academic year (a Fall and a Winter term) and is able to serve until the end of the term they are elected to may stand. The Executive Committee may, by majority vote, grant a waiver allowing a candidate without this experience to stand. No one may be elected President for more than three (3) years. Club Members may send questions directly to the candidates.
Each Executive Team Member in good standing holds one vote, cast by secret ballot, which may be held through an anonymous online form so that absent members can vote. Candidates may vote. A candidate needs a majority of votes cast; otherwise a second ballot is held between the two candidates with the most votes. If the second ballot is tied, the chair breaks the tie.
The outgoing President chairs the election and reports the result. If the outgoing President is a candidate, the Vice President chairs; if both are candidates, the Director of Finance & Operations chairs; and if that Director is also a candidate, another Executive Officer who is not a candidate chairs.
The result is announced to Club Members at the Annual General Meeting or within seven (7) days, and reported to the Clubs Commissioner through the annual transition. The result of an election held outside the regular timeline because of an impeachment or resignation is submitted to the Clubs Commissioner promptly.

Section 8: Interim Vacancies and Resignations

An Executive who resigns gives at least fourteen (14) days’ written notice to the President (or, for the President, to the Vice President) and hands over all files, passwords and records before leaving.
When an Executive Team Member leaves mid-term, their duties pass immediately to the Executive named in brackets below (or, for a Co-Director, to their Director) until the position is filled. For the rest of the term, the President may appoint a current Executive Team Member to the position with the approval of a majority vote of the Executive Committee, or fill it through Section 7.1. Appointments are reported to the Clubs Commissioner. A vacancy in the office of President is filled under paragraph 3.
If the President leaves mid-term, the Vice President serves as Interim President, with all the powers of the President, including signing authority, until an election is held under Section 7.2 within thirty (30) days. The person elected serves until April 30.

President

Represent the Club to the AMS, Queen’s, other clubs and partners, act as the primary liaison with the AMS Commission of Clubs, and attend required meetings and trainings. [Vice President]
Set the Club’s vision and annual priorities and oversee all operations. [Vice President]
Chair Executive and General Meetings and ensure decisions are followed up. [Vice President]
Mediate conflicts within the Executive, maintain a positive, inclusive team culture, and ensure this Constitution and applicable policies are followed and kept up to date. [Vice President]
Lead executive selection and the transition to the next Executive. [Vice President]
Ensure the Club honours Mustafa Kemal Atatürk. [Vice President]
Approve events and collaborations not on the approved calendar, together with the Director of Finance & Operations. [Director of Finance & Operations]
Manage official correspondence and submit required reports to the Clubs Commission. [Director of Finance & Operations]

Vice President

Act as President in the President’s absence and support the President. [Director of Finance & Operations]
Coordinate the Teams, check in on progress and workload, distribute work fairly, onboard new Executive Team Members, and address concerns about team dynamics. [President]
Maintain the master calendar of meetings, events and deadlines. [Director of Events & Programming]
Book rooms for Executive and General Meetings, handle meeting logistics and agendas, ensure minutes are recorded and stored, and maintain the Club’s shared files and year-end transition documents. [Director of Finance & Operations]

Director of Finance & Operations (Treasurer equivalent)

Act as the Club’s financial officer, co-sign on the Club bank account with the President, prepare the annual budget with the other Executives, and process reimbursements and payments under AMS and University rules. [Vice President]
Keep the Financial Ledger, Reimbursement Sheet and financial records, update the Executive on finances once each term, prepare the final financial report, and support the President and Vice President with the Club inbox, scheduling and paperwork. [Vice President]
Apply for AMS grants and other funding. [Director of Sponsorship & Membership]
Approve and pay venue deposits and contracts, handle equipment needs, and track Club materials and inventory. [President]

Director of Events & Programming

Plan the annual and semester event calendar and each event’s timeline and logistics, working with Finance & Operations on budgets and venue payments, Communications & Marketing on promotion, and Sponsorship & Membership on sponsor visibility and member benefits. [Vice President]
Book rooms and venues for Club events, organize event details, setup and cleanup, coordinate volunteers on the day, ensure events are well run and aligned with the mandate, and gather post-event feedback. [Director of Sponsorship & Membership]
Complete event sanctioning forms and risk assessments required by the AMS and the University. [Director of Finance & Operations]
Plan and deliver the national day commemorations described in Article 2. [Vice President]

Director of Communications & Marketing (Public Relations equivalent)

Promote Club events and maintain a consistent QTSA brand, respond to messages and comments, send newsletters and announcements, and promote collaborations with other clubs and University offices. [Director of Sponsorship & Membership]
Develop a communications plan each term, manage the Club’s social media accounts, and publish the hiring package under Section 7. [Vice President]
Create posters, graphics and written content, and take or collect event photos and videos with consent. [Director of Events & Programming]

Director of Sponsorship & Membership (Secretary equivalent for membership records)

Find sponsors and partners and prepare sponsorship proposals with Finance & Operations, and manage the membership sign-up process and membership list, including each member’s acknowledgement of this Constitution. [Director of Finance & Operations]
Maintain sponsor relationships and ensure agreed benefits are delivered. [President]
Communicate what QTSA membership offers, and welcome and engage members each semester. [Director of Communications & Marketing]
Collect member feedback and share it with the Executive. [Director of Events & Programming]

Section 9: Executive Transitions

Before April 30, incoming Executives request, and outgoing Executives transfer, all files, records, the permanent Club email account, the AMS Clubs Drive, social media accounts and bank signing authority. The outgoing Executive prepares a Transition Manual for every Executive Officer position (how-to guides, logins, timelines, vendor and sponsor contacts, and templates). Transitions comply with the AMS Clubs Policy. Transition materials for positions filled in the Fall are kept by the President and handed over on hiring.
Outgoing and incoming Executives hold at least one joint transition meeting, and outgoing Executives remain available for consultation over the Summer term.
Time-sensitive deadline extensions will only be considered where the Club promptly contacted the Commission of Clubs.

Section 10: Financial Management

Club funds are held in the Registered Clubs Bank Account under the name “Queen’s Turkish Student Association”, with double signing authority held by the President and the Director of Finance & Operations and registered with the AMS through the Clubs Commission. If no Director of Finance & Operations is in office, the Vice President holds the second signing authority.
All transactions are recorded in the Club Financial Ledger. Reimbursements are tracked in the Club Reimbursement Sheet and require an itemized receipt and the approval of the President or the Director of Finance & Operations; no Executive may approve their own reimbursement.
The annual budget with prior-year actuals, the Ledger and the Reimbursement Sheet are kept in the AMS Clubs Google Drive.
Revenue comes from event tickets, membership fees where charged under Section 3.1, sponsorships and partnerships, voluntary executive and member donations, and AMS grants. The Club shall not operate in a deficit, and ticketed events are budgeted to at least cover their direct costs.
Directors may spend within budget lines approved by the Executive Committee without further approval, but any single purchase above five hundred dollars ($500) also needs written approval (including by message or email) from the President and the Director of Finance & Operations. The President may approve single expenditures outside the approved budget of up to three hundred and fifty dollars ($350) each, and no more than six hundred dollars ($600) in total per term. All other spending outside the approved budget requires Executive Committee approval.
Emergency Fund: The Club may keep an emergency fund line of up to ten percent (10%) of the previous year’s actual expenses, in accordance with the AMS Clubs Policy, for unforeseen costs of sanctioned events such as venue deposits. Using it requires a majority vote of the Executive Committee and is recorded in the Ledger.
The fiscal year runs from May 1 to April 30. The Director of Finance & Operations presents a financial summary at the Annual General Meeting and a final financial report to the Executive Committee before April 30.

Section 11: Conflicts of Interest

A conflict of interest exists when an Executive, Member or Volunteer, or their family member or close associate, stands to gain personally, financially or otherwise from a Club decision, contract, sponsorship or expenditure. Hiring and selection of Executives are not subject to this Section.
Executives disclose any actual or potential conflict to the President (or, for the President, to the Vice President) as soon as they become aware of it; disclosures are recorded in the minutes.
A conflicted person takes no part in the discussion or vote, including on agreements with businesses in which they or their family have an interest, and reimbursements or removals concerning themselves.
Sponsorship and vendor arrangements must be at arm’s length, on terms no less favourable to the Club than other providers offer, with any conflict disclosed and minuted.
Any member or executive may raise an unresolved or undeclared conflict with the Commission of Clubs, which will act as a mediator.

Section 12: Accessibility, Equity, and Conduct

A Club member or executive may ask for accommodations and Club Executives must accommodate under reasonable circumstances.
Accessibility and inclusion: The Club’s membership is open to all Queen’s students. The Club uses English for official communications, holds events in accessible venues wherever possible, and makes allergen information available where food is served.
Sustainability: The Club uses digital tickets and promotion and reuses decorations and materials from year to year.

Section 13: AMS Assembly Authority

The AMS Assembly retains ultimate authority over AMS-ratified clubs, including the power to investigate and de-ratify clubs in accordance with AMS and University policies.

Section 14: Funding

In accordance with Section 7.02 of the AMS Constitution, the Club may be eligible for AMS funding and Assembly grants. Any funds received shall be used solely for their approved purpose. Fundraising and donations exceeding $5,000 must be coordinated through the AMS President and Executive Director and the Queen’s University Office of Advancement.

Section 15: Amendments

This Constitution shall be reviewed annually by the Executive Committee before re-ratification. Any amendments must be approved by two-thirds (2/3) of all Executive Committee members entitled to vote, communicated to the membership, and approved by the AMS through the AMS Commission of Clubs before taking effect. Section 2.1 (Mandate) may be amended only by a unanimous vote of all Executive Committee members entitled to vote; this sentence may be amended only in the same way.