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Bridging Smiles Ontario (BSO)

Constitution

Last Updated: Sept 2 5 , 2025

Article 1. Name & Objectives

I. The name of this organization shall be Bridging Smiles Ontario (BSO); and II. Bridging Smiles Ontario exists to perform the following functions: A. To spread awareness about oral health disparities across campus and GTA; and B. To educate individuals, families, and communities about proper dental hygiene practices; and C. To organize and distribute dental kits in immigration centers, food banks, shelters, community centers, and other spaces serving vulnerable populations; and D. To spread awareness about dental programs such as the Canadian Dental Care Plan (CDCP), Ontario Seniors Dental Care Program, Healthy Smiles Ontario, and related public health initiatives; and E. To advocate for equitable and affordable access to oral healthcare and preventive services for all communities; and F. To provide students with volunteer opportunities in oral health outreach, advocacy, and education; and G. To connect York University students to external oral health–related events, organizations, and volunteer opportunities affiliated with BSO; and H. To facilitate engagement and collaboration between York University students and community organizations working on dental health advocacy and services.

Article 2. Interpretations

I. The following definitions shall apply to the Bridging Smiles Ontario Constitution, By-Laws, and other official documents; and II. “BSO” refers to Bridging Smiles Ontario; and III. “By-Law” refers to any By-Law of BSO; and IV. “Student Club” refers to any organization recognized by York University and/or the York Federation of Students; and V. “Student” refers to any part or full-time student from the past or present at York University Keele campus, York University Glendon Campus, and Seneca @ York; and VI. “Assembly” refers to the BSO Constituent Assembly; and VII. “Executive” refers to the BSO Executive; and VIII. “Meetings” refers to a meeting of BSO affiliated individuals either in person, e-mail, online, over telephone, or any other means of communication; and IX. “School year” refers to the months of September–April of the following year; and X. The Speaker shall make all determinations and interpretations with due regard to accepted rules of procedure.

• Shall consist of Education Directors.
• Shall be responsible for developing and reviewing oral health education workshops, resources, and awareness campaigns. Any member of BSO is free to propose the creation of a committee in a general meeting. Should a majority of BSO members vote in favor of the creation of a committee, nominations, followed by an election will take place for the members and chair of the committee where a quorum is met.

Article 6. Quorum

I. Quorum shall be at or above 50.1% of the Committee, Council, or Assembly; and II. A decision shall be passed at majority vote.

Article 7. Executives

The officers of the organization shall be the following, complete with roles and responsibilities. Co-President I. To be available daily and act as official spokespersons for BSO in all matters pertaining to the business of BSO; and II. To serve as chairperson for meetings and help to set meeting agendas; and III. To delegate duties to voting members and volunteers, where expedient, and where the delegation of such duties is allowed by the Constitution, or any subsidiary regulation; and IV. To schedule meetings for the executive council, and to provide an agenda 24 hours prior; and V. To learn and be familiar with the financial procedures of BSO, and to have coincidental authority with the Vice-President Finance to sign cheques on behalf of BSO; and VI. To assist the Finance Directors with the planning and implementation of the annual BSO Budget Meeting; and VII. To ensure that all executive members have appropriate access to cheques, receipts, petty cash, and any other financial documents as appropriate; and VIII. To ensure that all the Executives are fulfilling their responsibilities and motioning to remove an executive member who is failing to fulfill their duties; and IX. To be available during May, June and July for the purposes of training before their elected school year. Vice President I. Must be available daily to support the President and act as official spokesperson for BSO in all matters pertaining to the business of BSO; and II. Ensure delegates of tasks are following up on their responsibilities and are completing things in a timely manner; and III. Have a deep interest and passion for the club and perpetuate the values of oral health equity,

community engagement, and access to dental care; and IV. To learn and be familiar with the financial procedures of BSO, and to have coincidental authority with the Finance Directors to sign cheques on behalf of BSO; and V. To assist the Finance Directors with the planning and implementation of the annual BSO Budget Meeting; and VI. To attend all executive and general member meetings and act in place of President if they are unable to attend; and VII. To be available during May, June and July for the purposes of training before their elected school year. Marketing Directors I. To maintain weekly contact, aside from meetings, with all members of BSO, and address any comments or concerns they may have; and II. To maintain an accurate list of all members, including telephone numbers, e-mail addresses, and any other information deemed appropriate by voting members, and to ensure that the list is available and distributed; and III. To manage and create regular content for all BSO social media channels; and IV. To create monthly newsletters outlining current and upcoming club activities to members and email list; and V. To oversee the proper handling and storage of the recorded minutes of all meetings of BSO; and VI. Maintain an accurate record of all organization meetings and post for members – upon request; and VII. Take photos and videos of events and workshops in the moment for publication later; and VIII. Connect with executive team to ensure projects have the appropriate amount of content to maximize engagement online and on campus; and IX. Work towards having event information accessible to as many York University students as possible; and X. To monitor social media platforms and ensure members are being communicated with; and XI. To create promotions and infographics materials for the purposes of advocacy and raising awareness of oral health issues in Ontario; and XII. To be available during May, June and July for training before their elected school year; and XIII. To reach out to local community organizations to attain sponsorships and build networks on behalf of BSO; and XIV. To manage connections between BSO and external organizations, maintaining regular interactions toward the creation and furtherance of campus and off-campus initiatives. Finance Directors I. To maintain accurate accounts of all receipts and disbursements of the monies of Council, and to maintain all financial records on paper and electronically; and II. To monitor and report any inconsistencies in banking accounts; and III. To oversee the management of every financial activity of BSO in such a manner as Council may direct; and IV. To oversee the disbursements of funds under the direction of BSO, and therefore hold coincidental signing authority with the Presidents and Vice President over any council funds; and V. To present a semesterly financial statement to the Executive Council and Constituent

III. To create accessible information regarding oral hygiene, preventive care, and available dental programs; and IV. To organize volunteer speakers for outreach events; and V. To assist in recruitment and training of volunteers for education initiatives; and VI. To be available during May, June and July for training before their elected school year.

Article 8. Elections of Officers

I. The Chief Returning Officer is responsible for certifying nominees, distributing ballots, counting ballots, certifying results and doing whatever else is required to ensure a successful, democratic and non-bias election; and II. Nominations will be accepted at the final meeting before the General Election Meeting. and III. A one-week campaign period will be allowed for nominees to campaign for the position within the club membership; and IV. Following the campaign period, the voting and decision will be made at the General Election Meeting; and V. To be elected, the candidate must win by a margin of 3/5, if not a re-vote will be called. and VI. If there are more than two people running, the individual with 3/5 of the vote will win, if not a re-vote with the top two candidates will be called; and VII. In the case of a tie, a re-vote will be called, in the case of another tie the Executive Council will decide a result; and VIII. In extenuating circumstances, someone may run for elections that does not meet the criteria if the executive vote with an 80% majority; and IX. There will be no external campaigning of any sort, those that do will be disqualified; and X. Only two executives of any one constituency may run for elections, furthermore no signing authority as recognized by York University or by the York federation of students of any constituency may run for a position; and XI. Elections will be held in March of each year, and the new term will be in effect on the 1st^ of the following month; and XII. If there is only one candidate running for the position, the position is allowed to be acclaimed; and XIII. Vice president and president positions must be active within the club for at least 6 months to be eligible for election. XIV. If a position is vacant for any reason at any given point in time before the winter semester a by-election meeting is held either separately or within a meeting of the Assembly.

Article 9. Conflict of Interest

I. A conflict of interest exists under the following defined conditions; a. When the concerns or aims of two different parties are incompatible; or b. When an individual is able to derive personal benefit from actions or decisions made c. When an individual's personal interests compromise his or her judgment, decisions, or actions in appropriately carrying out their duties or participating in the decision-making process for a particular topic. II. Should a member find themselves or another in a conflict of interest they must notify one of the signing officers. III. If it is found that the conflict of interest may affect the role of any member, any one of the signing officers may call an executive meeting wherein all details of the conflict of interest is disclosed to members and a vote takes place. IV. The individual with the alleged conflict of interest may address members regarding the issue. V. A vote will then be held on the issue of a. Whether there is a conflict of interest. b. Whether full disclosure is sufficient. VI. If there is a majority on the second question, the Vice President Communications shall take any steps necessary to resolve the conflict of interest. VII. If the conflict of interest involves the signing officers, then the executives shall have the right to call a meeting based on the topic

Article 10. Procedures Regarding Allegations of Wrongdoing & Disciplinary

Action

I. Any member of BSO may submit formal allegations regarding the conduct of any other member via email, to the President. II. The President shall then have up to 4 weeks to investigate the allegations. III. The finding of the investigation should then be presented to the membership at the next general meeting. IV. The accused shall be given an opportunity for defense. V. Any decisions will be made through a vote when more than 50% of the Executive Council and at least 2 general members are present. VI. In the event of a yes vote, the President shall determine the method of discipline. Options may include, but are not limited to, censure, suspension and impeachment from the club.

Article 11. Complaints Process for the Organization

I. Complaints against the organization and/or its members will be directed to the President II. Once the complaint is received,

II. Amendments may be made to the constitution via by-laws by the executives in the executive meetings and passed at the assembly; and III. At the start of the term, Executives must be tasked to look over the constitution for changes and better understanding.

Article 14. External Affiliations

Bridging Smiles Ontario (BSO) may collaborate with external dental and public health organizations for outreach and shared projects. The relationship is strictly based on shared values, beliefs, and collaborative community projects. There are no financial ties between BSO and external organizations unless explicitly approved by the Executive Council.