The Constitution of SFU Racerbot

ARTICLE I - NAME AND PURPOSE

1.1 Name. The organization’s formal title is SFU Racerbot, also Racerbot. No name other than this, or a logical acronym or initialism of it, shall be used to advertise or represent the organization. The name may be changed only by a Constitutional Vote.

1.2 Purpose. Racerbot exists to design, build, test and race 1/10-scale autonomous vehicles; to compete in autonomous racing competitions; to develop members’ practical ability in robotics, software, electronics and mechanical engineering through real project work; and to maintain the knowledge, equipment and documentation that let this work continue across generations of members.

ARTICLE II - PRINCIPLES AND COMMITMENTS

Every instrument, decision and member of Racerbot is judged against this Article. A Policy, Procedure or subteam rule inconsistent with it is invalid to the extent of the inconsistency.

Principles

2.1 Effort. Racerbot values initiative, motivation, participation and hard work. Members are expected to deliver the work they take on, by the deadline they agree, to the standard their team sets. A place on a team is held by doing the work.

2.2 Honesty. Members are expected to be honest about the work they produce, their involvement with the club, and incidents that occur. Saying early that something is unfinished, broken or beyond your ability is never penalized.

2.3 Open knowledge. Knowledge is shared within the club, and made available to the public where possible under §2.8.

Commitments

2.4 Non-discrimination. Racerbot shall not restrict membership, participation or opportunity on any ground protected under the Canadian Charter of Rights and Freedoms or the British Columbia Human Rights Code. Harassment, hate speech, bullying and hazing are prohibited absolutely.

2.5 Open membership. Any undergraduate student of Simon Fraser University, and any student of Fraser International College, may apply for membership of Racerbot.

2.6 Opportunity. Everyone has equal opportunity to join Racerbot. Prior knowledge and experience are never the deciding factor for membership.

2.7 No dues. Racerbot shall never charge dues or fees as a condition or standing of membership. A member may contribute voluntarily toward an optional activity such as competition travel, apparel or personal equipment. No member’s status, standing, selection or opportunity is affected by their ability or decision not to contribute.

2.8 Open work. Racerbot shall publish its completed designs, code and documentation openly, subject to privacy, sponsorship, competition and other external obligations that may delay or prevent release.

ARTICLE III - MEMBERSHIP

3.1 Candidates and Probation Members. A person eligible under §2.5 who applies is a candidate. A candidate accepted onto a subteam is a Probation Member until confirmed as an Active Member. Neither is yet a member of Racerbot. POL-01 governs intake and probation.

3.2 Active Member. An Active Member is a member who holds a place on a subteam or an executive office and is assigned team project work. An Active Member holds the vote under §7.3 and is counted in the turnout base under §7.4; is eligible for executive office and to sit on a selection panel; has access to the restricted resources their role needs; and is listed on the Racerbot website team roster.

3.3 Member on Leave. A Member on Leave holds every right of an Active Member, including the vote and their place on their subteam, but is assigned no team project work. A member may take leave on the grounds and for the maximum length set in POL-01. Leave does not suspend a matter already begun under Constitution Article IV.

3.4 General Member. A General Member is a member who has completed probation but holds no subteam place or office. A General Member keeps the vote and every right in §3.6. They are not assigned team project work, do not hold restricted access, and are not listed on the team roster. General Member status is neither exclusion nor expulsion, and does not affect the person’s registration with any external body.

3.5 Non-members. Candidates, Probation Members, Alumni Advisors (Constitution Article VIII), and Advisors appointed by the Executive Board for their expertise are not members. None votes, and none may direct Racerbot leadership.

3.6 Rights of members. Every member holds these rights. No Policy, Procedure, subteam rule or decision may remove or narrow them:

(a) Fair removal. No member’s status shall be changed adversely except on a ground, and through the process, set out in Constitution Article IV.

(b) Reasons. A member subject to an adverse decision is told the reasons in writing, through an official channel, no later than when the decision takes effect.

(c) Appeal. Every member may appeal an adverse decision to someone who was not involved in making it, under §4.6.

(d) Membership and the vote. No decision other than a Constitutional Vote under §4.16 ends a person’s membership or removes their vote.

(e) Privacy of discipline. No status, label, role, nickname or channel shall be used to ridicule, embarrass or publicly identify a member as subject to discipline. Performance and disciplinary matters are private.

(f) Academic priority. Members are students first. No member is required to do non-essential work during the University’s final examination period. Safety obligations, minimum operation of an executive office, answering communications, genuine emergencies and hard external deadlines continue through it.

(g) Safety and freedom from retaliation. No member shall be required or pressured to carry out work they believe to be unsafe, and any member may halt unsafe work. No member shall suffer any adverse consequence for raising a safety concern, halting unsafe work, making a good-faith complaint, signing a petition, or appealing.

(h) Verification. Every member and former member may obtain accurate written confirmation of their role and dates of involvement. It is never withheld as a sanction.

Paragraphs (a), (b), (c), (e) and (g) apply to Probation Members and candidates as they apply to members.

3.7 Register. Internal Affairs shall maintain a register of each member’s name, status, subteam, and the date and reason for each status change, and shall keep the applicant list separately from it.

ARTICLE IV - CONDUCT, PERFORMANCE AND REMOVAL

General Standards

4.1 Duties of members. Every member and Probation Member shall:

(a) complete the work they accept by the deadline agreed with the executive leading their subteam, to the standard set by that executive;

(b) respond to club communications directed to them;

(c) work safely and comply with Racerbot’s safety requirements;

(d) treat others with respect; and

(e) comply with this Constitution and the Policies.

4.2 Prohibited conduct. No member, Probation Member or executive shall:

(a) engage in conduct prohibited by §2.4, or retaliate against any person contrary to §3.6(g);

(b) claim work they did not perform, misrepresent their role or title, or present the work of the team as their own;

(c) provide false information in, or withhold material from, a Racerbot process;

(d) misuse, damage or remove Racerbot property; or

(e) speak for, commit funds of, or enter into any agreement on behalf of, Racerbot without authority under POL-04 or POL-05.

Grounds and Procedure

4.3 Grounds for removal from a subteam. A member may be removed from their subteam, becoming a General Member, and a Probation Member’s placement may be ended, only on one of the following grounds:

(a) Inactivity: sustained failure to contribute or to respond. Removal on this ground may take effect automatically, as provided in POL-01.

(b) Performance: failure to meet agreed deadlines or to deliver work to the required standard. The executive leading the subteam decides.

(c) Conduct: a breach of POL-02 or of this Constitution, established under POL-02.

4.4 Warnings. No member, Probation Member or executive shall be removed for inactivity or performance unless they have first received a warning and an opportunity to improve. No warning is required for conduct. A warning shall identify the problem and the improvement expected. It may be given in any form, including in person, verbally, by telephone, by text or direct message, or by email, and shall be recorded. POL-01 and POL-06 prescribe the period allowed for improvement and the period for which a warning remains in effect.

4.5 Procedural fairness. Every decision to remove or restrict a person shall be:

(a) made by a person authorized to make it under this Constitution or a Policy, who has no conflict of interest under §4.9(b);

(b) based on the facts as the decision-maker, acting in good faith, finds them;

(c) in the case of alleged misconduct, made only after the person has been given an opportunity to respond, and on the balance of probabilities; and

(d) proportionate to the matter.

4.6 Appeals. A person subject to a decision to remove or restrict them may appeal once, within the period prescribed in POL-02, to an appeal body that took no part in the decision. The appeal body may confirm, vary or reverse the decision, and shall give written reasons. Its decision is final within Racerbot. The decision under appeal remains in effect unless the appeal body directs otherwise. No outcome shall be increased on appeal.

4.7 Procedural irregularity. A procedural irregularity does not invalidate a decision unless it caused unfairness to the person affected. A removal for inactivity or performance made without the warning required by §4.4 shall be reversed on appeal.

4.8 Effect of removal. A member removed from a subteam remains a member, with every right under §3.6. Such a removal shall not be described as a suspension.

Executive Office

4.9 Duties of executives. In addition to the duties in §4.1, every executive shall:

(a) carry out the duties of their office under POL-06, meeting agreed deadlines and the standard the office requires;

(b) declare any personal or financial conflict of interest and take no part in the related decision;

(c) keep club records and accounts under club control, and not under their sole control; and

(d) complete a proper handover on leaving office.

4.10 Misuse of office. No executive, including the President, shall:

(a) use their office for personal benefit or to favour any person;

(b) act against a member’s rights under §3.6, or warn, restrict or remove any person outside this Article;

(c) alter any person’s status, or the register, to influence a vote; or

(d) refuse, disregard or obstruct a petition, complaint, appeal, membership vote, or petition of the Alumni Advisory Council.

4.11 Protective suspension. The President may suspend an executive’s authority or access with immediate effect where necessary to protect safety, property or the integrity of an investigation. A suspension is not a removal, shall be recorded with reasons, and shall be reviewed by the Executive Board, which may lift it, as provided in POL-06.

4.12 Removal of an executive. An executive other than the President may be removed for performance, or for conduct, being a breach of POL-02 or of this Constitution:

(a) by the President, subject to reversal by a majority of the other executives, excluding the President;

(b) by a majority vote of the Executive Board, excluding the executive concerned, with written reasons; or

(c) by Constitutional Vote, on the written petition of one third of the voting members.

A removal shall be reported to the membership without reasons. Where a binding external requirement under §9.1 reserves removal to a vote of the membership, a decision under (a) or (b) operates instead as a suspension of all authority and access pending that vote. Removal from office does not of itself end membership or a subteam place.

The President

4.13 Limits on presidential authority. The President is bound by §4.9 and §4.10, takes no part in any matter concerning themselves, and does not hear an appeal against their own decision.

4.14 Removal of the President. The President may be removed only by a vote of the membership under this section.

(a) Initiation. By a majority of the other executives, or by the written petition of one third of the voting members.

(b) Administration. The vote is administered by Internal Affairs, or by the next eligible officer under §6.1 where Internal Affairs initiated the proceeding or is otherwise involved. All members shall receive the grounds in writing before the vote.

(c) Threshold. By secret ballot, at the threshold in §7.4.

(d) Interim suspension. On initiation, the Executive Board may, by a two-thirds vote excluding the President, suspend the President’s authority and access pending the vote, in which case the office passes under §6.1.

(e) Effect. Removal does not of itself end membership. The office is filled under §6.1 and §6.2.

4.15 Complaints concerning the President. A complaint concerning the President shall be made to Internal Affairs, who shall convene a panel of three executives, excluding the President, to decide it. The President shall receive the grounds in writing and an opportunity to respond before any decision or vote. The Executive Board may, by a two-thirds vote excluding the President, record a formal concern regarding the President’s performance, which shall be reported to the membership at the next general meeting.

Departure

4.16 Exclusion and expulsion. A member may be excluded for a fixed period, or expelled permanently, only by Constitutional Vote, initiated by the Executive Board, a decision-maker under POL-02, or a petition under §7.7. The member shall receive the grounds in writing and an opportunity to respond before the vote. The period of exclusion shall be fixed before the vote; at its end the person returns as a General Member. Expulsion is reserved for conduct that makes continued membership untenable, and bars re-registration unless the membership readmits the person by Constitutional Vote.

4.17 Effect of departure. A matter under this Article is not terminated by the resignation or departure of the person concerned. It may be concluded in their absence, and lapses if not concluded within the period prescribed in POL-02.

ARTICLE V - THE EXECUTIVE BOARD AND SUBTEAMS

5.1 Composition. The Executive Board consists of seven voting offices, whose responsibilities are set out in POL-06:

President. Chief executive; chairs meetings; represents Racerbot externally; sets direction for the club; holds the veto under §7.6.

Internal Affairs Coordinator. Membership register, records, minutes, votes, complaints.

Operations Coordinator. Lab and equipment custody, bookings and permits, shared safety responsibility, SOPs.

Finance, Procurement and Sponsorship Lead. Club funds, purchasing, sponsors, funding applications.

Marketing and Outreach Coordinator. Brand, channels, communications, recruitment, public events.

Autonomous Team Lead. Software, compute, perception, state estimation, control, simulation.

Tech Team Lead. Mechanical, electrical, PCB, actuation, fabrication.

5.2 Eligibility and conflict of interest. An executive shall be an Active Member, subject to any binding external requirement under §9.1. Conflicts of interest are governed by §4.9(b).

5.3 Tenure. Executive offices carry no fixed term and no term limit. An executive holds office until they resign, are removed under Constitution Article IV, or cease to be eligible. An executive resigns by written notice to the President; the President resigns by written notice to the Executive Board.

5.4 Executive on leave. An executive taking leave shall propose an acting replacement, approved by a majority of the Executive Board. The acting holder exercises the office’s authority until the executive returns. Where the Board does not approve an acting replacement, the office is treated as vacant.

5.5 Subteams. A subteam is a standing group led by an executive. Racerbot’s technical subteams are the Autonomous Team and the Tech Team. Any executive may propose a further subteam for the work of their portfolio. A subteam is recognized or dissolved by a two-thirds vote of the Executive Board, after which Internal Affairs updates the list in this section and notifies the membership. This administrative update is the only change to this Constitution possible without a Constitutional Vote.

5.6 Subteam autonomy. The executive leading a subteam may set its technical standards, quality standards, conventions, review practices and other working rules, provided they do not conflict with this Constitution, a Policy, an SOP or a safety requirement. A subteam may form working sub-groups led by a member; a sub-group makes no rules and holds no authority over status.

ARTICLE VI - LEADERSHIP SELECTION AND VACANCIES

6.1 Vacancy in the office of President. Where the office is vacant or the President is unable to act, it passes automatically to the first eligible officer in this order: Operations Coordinator; Internal Affairs Coordinator; Finance, Procurement and Sponsorship Lead; Autonomous Team Lead; Tech Team Lead; Marketing and Outreach Coordinator. An officer under suspension under §4.11 or §4.14(d) is not eligible. An Acting President exercises the administrative authority of the office, but shall not amend this Constitution, alter the composition of the Board, permanently appoint an executive, or exercise the veto.

6.2 Selecting a President. Where the office is vacant, a Selection Panel of the outgoing President, where available, and at least two executives who are not candidates assesses candidates and nominates one. The nominee takes office only if ratified by the membership under §7.4. If the nominee is rejected, the Panel nominates another, and the Acting President continues until one is ratified.

6.3 Selecting other executives. An office other than President is filled by the President after an open interview conducted by the President and at least one other executive with no conflict, under SOP-ADM-02. The President may make an acting appointment meanwhile.

6.4 Panels. No candidate sits on the panel for the office they seek. Interview records are kept as set in SOP-ADM-02.

ARTICLE VII - MEETINGS AND VOTING

7.1 Executive meetings. The Executive Board meets regularly, on the schedule in SOP-ADM-01. Quorum is a majority of the filled offices, never fewer than three. A resolution carries by simple majority of those present and voting; a tie fails. Board decisions are minuted and made available to any member on request, except where a matter concerns an identified individual or is confidential.

7.2 General meetings and notice. A general meeting is a meeting called to put a matter to a vote of the membership. Every voting member receives notice of every membership vote, with the question and enough time to take part, before it is held; SOP-ADM-05 sets the notice periods. Minutes are distributed to all members. At least one general meeting is held each year, at which the Executive Board reports on the year’s activity and Racerbot’s finances.

7.3 Who votes. The voting members are the Active Members, Members on Leave and General Members. Each has one vote. Abstentions are recorded but excluded from every threshold calculation.

7.4 Turnout and thresholds. A membership vote is valid only if the required proportion of the turnout base participates. The turnout base is the number of Active Members on the roll, plus any other voting member who casts a vote.

7.5 Method and the roll. A membership vote may be held in person, at a meeting held in person or online, or online, including by Discord poll or online form, as provided in SOP-ADM-05. Every method shall allow each voting member one vote and a fair opportunity to take part. A vote concerning an individual shall be by secret ballot. Internal Affairs administers every vote, publishes the roll at a cut-off date announced with the notice, and records the result.

7.6 Presidential veto. The President may veto a resolution of the Executive Board. A veto is final, except that a veto of a resolution proposing a constitutional amendment may be overridden by two thirds of the remaining executives. The veto does not apply to a vote of the membership, a direction of the members under §9.3, any matter concerning the President, a removal or reversal by the Board under §4.12, a resolution under §5.5, or a decision on an Alumni Advisory Council petition under §8.3(b).

7.7 Member petition. On the written petition of one third of the voting members, a matter is placed before the membership at a general meeting, called within the period set in SOP-ADM-05. Neither the Executive Board nor the President may block or delay it.

ARTICLE VIII - ALUMNI ADVISORY COUNCIL

8.1 Composition. The Council consists of former executives, and former members invited by the President, who have left Simon Fraser University by graduating or otherwise ceasing to be enrolled, who departed in good standing, and who accepted the status at departure. A person departed in good standing if, at departure, they were not subject to an active sanction and had completed their handover obligations.

8.2 Status and its effect on membership. An Alumni Advisor may withdraw at any time, permanently. Accepting Alumni Advisor status is irrevocable, ends the person’s membership of Racerbot, and permanently bars them from becoming a member again.

8.3 Powers. A majority of Alumni Advisors may:

(a) submit a formal written concern to the Executive Board, which shall consider it at its next ordinary meeting and give a recorded written response; or

(b) petition the Executive Board to place a matter before the membership, including the removal of an executive or of the President. The Board gives a recorded decision with reasons; where it declines, members may still proceed under §7.7, §4.12(c) or §4.14.

Alumni Advisors may also give feedback to a Selection Panel under §6.2.

8.4 Limits. Alumni Advisors do not vote, are not counted toward turnout or quorum, hold no compulsory authority, and may not direct any executive or member.

ARTICLE IX - GOVERNING INSTRUMENTS

9.1 External requirements. A binding external requirement is a rule Racerbot must follow that Racerbot did not make, including University policy, the rules of any student society or faculty body under which Racerbot is registered or recognized, funding conditions, competition rules, facility rules, and the law of British Columbia and Canada. Racerbot shall comply with every such requirement. Where one conflicts with an internal instrument, the external requirement prevails to the extent of the conflict. The President maintains an External Compliance Annex (POL-09) recording them.

9.2 Hierarchy. Racerbot is governed by the following instruments, in descending authority:

The member guides are not governing instruments. Where a guide and an instrument differ, the instrument governs.

9.3 Notice of change, and member direction. Every new or amended Policy or SOP is notified to all members. The members may, by a vote on ordinary business, direct the Executive Board to adopt, amend or revoke a Policy or SOP, and the Board must give effect to it.

9.4 Metadata. Every instrument records on its face its type and level, adopting authority, date adopted, effective date, version, and the version it supersedes. An omission does not invalidate the instrument; Internal Affairs corrects it.

9.5 Conflicts between instruments. Where instruments conflict, the higher prevails. Any member may raise an alleged conflict with the President, who decides it with brief written reasons. The Executive Board may overturn the decision by a two-thirds vote. An act done in good faith before a conflict was identified remains valid.

9.6 Amendment. An amendment may be proposed by the President, by the Executive Board, or by member petition under §7.7. The President may put a proposed amendment directly to a vote of the membership. The full proposed text shall be circulated to all members with the notice of the vote, and is adopted only by Constitutional Vote.

9.7 Authoritative copy. An amendment takes effect when incorporated into the authoritative copy, which Internal Affairs maintains with an archive of superseded versions.

ARTICLE X - DISSOLUTION

10.1 Dissolution. Racerbot may be dissolved by a Constitutional Vote. On dissolution, assets acquired with funds carrying a condition as to their disposition are dealt with according to that condition; remaining assets are transferred to another SFU club or design team with a related mandate; technical work, documentation and repositories are preserved so a successor can continue the work; and the Executive Board records the disposition of all assets and funds.

REVISION HISTORY