Constitution

  1. UW Black Association for Student Expression

    University of Waterloo

    200 University Ave. W.

    Waterloo, Ontario N2L 3G1

    base.uw@gmail.com (519) 807-9991

    January 25 2010

    Federation of Students Internal Admissions Committee

    Student Life Center, Rm. 1506

    University of Waterloo

    Waterloo, Ontario N2L 3G1

    To Whom It May Concern:

    We, the undersigned, are writing this letter to express our desire to establish a new Federation of Students Club at the University of Waterloo. We are proposing to name our club UW BASE, which stands for UW Black Association for Student Expression.

    The main purpose for introducing this club to the University of Waterloo is because we, along with several other students, expressed the need for a club dedicated to empowering and uplifting Black people in the Waterloo student body. Our goal for this club is to provide a wide variety of services to Black-Canadians. Some of our potential member base may have African or Caribbean heritage; however, their cultural identity is not sufficiently addressed in the mandates of ASA or ACS.

    Our goal is to establish a club which will foster greater inclusiveness for members of the local Black community. Additionally, we seek to educate people from other cultural groups and expose them to the ethno-cultural groups found in the Black-Canadian community. Also, we are very much interested in being involved in the planning and executing of the Black History Month campaign to promote campus diversity.

    We would appreciate your support in helping us to establish UW BASE, and we look forward to meeting with you to further discuss our proposal in greater detail.

    Kindest regards,

    Andrew Peynado, President

    Rashida Brown, Vice-President
    UW Black Association for Student Expression

    Club Proposal Package

    January 25, 2010

    Andrew Peynado (20229399), President

    Rashida Brown (20238472), Vice-President
    Table of Contents

    1. UW BASE Mandate, Logo and Website…………………………………………………………………………………………… 1
    2. Executive Committee and Member List…………………………………………………………………………………………… 2
    3. Contact Information………………………………………………………………………………………………………………………………… 3
    4. Description of Governing structure………………………………………………………………………………………………… ….4
    5. Constitution……………………………………………………………………………………………………………………………………………. 4-9
    6. Membership Fee Assessment…………………………………………………………………………………………………………….. 9
    7. Future Initiatives…………………………………………………………………………………………………………………………………… …10
    8. Budget………………………………………………………………………………………………………………………………………………………… 11
    9. Signing Authority Form……………………………………………………………………………………………………………………….. 12
    10. Form of Acknowledgement…………………………………………………………………………………………………………….. 13
    11. Locker Request Form……………………………………………………………………………………………………………………….. 14
    1.            UW BASE Mandate, Logo, and Website

    UW BASE stands for University of Waterloo Black Association for Student Expression, and is a club which shall:

    1.              Provide Black students with an establishment that offers peer mentorship, community outreach initiatives, and the promotion of diversity and cultural enlightenment
    •  Peer Mentorship
    •        Assisting with the transition period for new students and provide encouragement
    •  Community Outreach
    •        Fundraising and volunteer initiatives to support various community groups and charities
    •  Promotion of Diversity and Cultural Enlightenment
    •        Discussion forums
    •        Posters or banners
    •        Awareness campaigns (i.e. Black History Month Expo)
    1.            Serve as a medium for Black students to express themselves and interact with their peers outside of the classroom, and beyond their usual social cliques
    •  Discuss various local and global issues that are related to diversity and the Black community
    •        Politics
    •        Social injustice
    •        Popular Culture (i.e. music, movies, fashion, literature, etc.)

    iii.           Welcome students of all cultures and ethnicities

    1.           Seek to work with other UW cultural clubs in cross-promotional efforts and joint endeavors to encourage cultural diversity and unity among the student body

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    For the UW BASE website, we would also like to provide an interactive forum, where anyone can voice their opinions on various topics relating to the Black community. Topics may range from politics, to current events, to fashion, to local advertising. The goal here is to provide a two-way line of communication which is open to everyone, so that exec. Members can get productive feedback and helpful tips from the public on a variety of issues.

    1.            Executive Committee and Member List

    *Removed for Privacy Purposes

    1.            Contact Information

    The UW BASE e-mail address is: uwbase.club@gmail.com

    The President, Andrew Peynado, can be contacted directly at andrew.peynado@gmail.com, or (226) 339-3999.

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    1.            Description of Governing Structure
    2.              Executive Committee

    The Association shall be headed by an executive committee which shall be responsible to the general body. The executive committee shall be the elected body responsible for guiding the Association in its objectives.

    The committee shall be comprised of a President, Vice-President, Secretary, Treasurer, Leadership Development Officer, Publications Officer/Web Site Liaison, Public Relations Officer, Events coordinator, and First Year Representative. All executive positions shall run from the beginning of the fall term to the end of the winter term.

    If a position becomes vacant as a result of a resignation, forfeiture or inability, the executive body shall, decide whether to fill the position. This may be done by calling a general election to fill the vacant position, or by dividing the duties among the current executive. If no candidates come forward in a subsequent election at a general body meeting, then the remaining officers shall be responsible for fulfilling the responsibilities of the vacant position.

    Quorum will be seven people for general meetings and six people for executive meetings.

    1.            Financial Protocol

    The financial year of the Association shall run from the beginning of the fall term to the end of the spring term. Two signatories, these being the President and Treasurer, shall sign any cheques issued by the Association.

    Any contract which binds the Association to a financial commitment of future obligation must be signed by the President, Vice-President and one other executive member, under whose jurisdiction the contract falls. In the absence of the President, or the Vice-President, the next executive member in line would officiate.

    Prior to the signing of any such contract, a vote of approval at an executive meeting must be supported by a majority vote.

    No member shall incur any expenses concerning the Association without the approval of the executive body.

    1.            UW BASE Constitution (Effective January 2009)

    This document, drafted by an appointed body, shall be the constitution of the University of Waterloo Black Association for Student Expression (UW BASE). This constitution, in accordance with the Federation of Students, shall be the supreme governing document of the said association. It should be noted that we are not an agent or representative of the Federation of Students, and that our views and actions in no way represent the Federation of Students.

    We, the members of the University of Waterloo Black Association for Student Expression, in order to form a more perfect union, do ordain and pledge to uphold this constitution.

    1.              Name

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    The name of this club will be the University of Waterloo Black Association for Student Expression (UW BASE).

    1.            Purpose

    The University of Waterloo Black Association for Student Expression shall provide a forum for the interaction of Black students through peer mentorship, community outreach initiatives, and the promotion of diversity and cultural enlightenment. UW BASE will cater mainly to the needs of Black students attending the University of Waterloo. These students may include Black Naturalized Canadian Citizens, or anyone who self-identifies with the Black race.

    1. Peer Mentorship
    •  Assisting with the transition period for new students and provide encouragement
    1. Community Outreach
    •  Fundraising and volunteer initiatives to support various community groups and charities
    1. Promotion of Diversity and Cultural Enlightenment
    •  Discussion Forums
    •        Discuss various local and global issues that are related to diversity and the Black community (i.e. politics, social injustice, popular culture, etc.)
    •  Posters or banners
    •  Awareness campaigns (i.e. Black History Month Expo)

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    The club also seeks to work with other UW cultural clubs in cross-promotional efforts and joint endeavors to encourage diversity and unity among the student body.

    iii.           Membership Structure

    The University of Waterloo Black Association for Student Expression welcomes students of all cultural and ethnic backgrounds. All students registered at the University of Waterloo or the community at large shall be eligible for membership, and shall be granted that status upon payment of the standard membership fee.

    Only UW students (graduate and undergraduate) may hold executive positions within the club. Only UW students are eligible to vote on club decision making measures. University of Waterloo undergraduates will make up a majority of all club executive positions. Staff, faculty and members of the community at large may hold non-voting associate memberships and may not hold any executive positions.

    1.           Membership Fee

    The membership fee is $5 cash per academic year payable to the Treasurer no later than one month after the first day of class. If joining after the first month, membership is due at the beginning of the first club function.

    1.            Executive Officers
    2.    President
    •    Ensures that the club works towards its objectives as agreed upon by the membership
    •    Shall be responsible for training the next Chairperson
    •       Shall summon and chair all executive and general meetings
    •    Shall be responsible for the overall co-ordination of the activities of the Association
    •    Shall attend all meetings with relayed organizations, groups or individuals when matters likely to affect the Association are the subject of discussions
    1.    Vice-President
    •    In the absence or inability of the President to fulfill his/her role, the Vice-President shall assume the duties of the President.
    •    Shall be responsible for the maintenance of order in all General Assemblies
    •    Shall assist the President in the overall co-ordination of the activities of the Association
    1.    Secretary
    •    Shall be responsible for the recording and keeping of minutes of General and Executive Committee meetings
    •    Shall be responsible for the Association correspondence, subject to the advice of the executive committee
    •    Shall be responsible for the maintenance of all documents pertaining to the Association
    •    Shall be responsible for the transfer of such information to the succeeding executive committee
    •    In the absence or inability of both the President and Vice President to fulfill the leadership role, the Secretary shall assume the Presidential duties of the Association
    •       Shall be responsible for taking attendance at all executive meetings
    1.    Financial Advisors (x2)
    •       Shall be responsible for the financial accounts of the Association
    •    Shall be responsible for the collection of dues and the co-ordination of the financial aspects of all Association activities
    •    Shall be responsible for the preparation of a detailed budget for the events held within the fiscal year
    •    Shall make quarterly reports of the financial status of the Association to the executive at an executive meeting
    •    Shall be responsible for the transfer of financial documents to the succeeding executive committee
    •    Any member of UW BASE is entitled to request and receive information on the club’s financial status at the general meeting.
    1.    Sponsorship Officer
    •    Shall be responsible for coordinating all mentorship initiatives in the UW student community
    •    Shall be a liaison between resource personnel, groups within the K-W community, and other on-campus groups
    1.     Design Team
    •    Shall be responsible for advertising on the club’s behalf. Creation of all promotional banners, posters and flyers for all events held. Design of logos or images to be used on posters, t-shirts, membership cards, etc.
    •    Shall be responsible for coordinating with the UW Web Designers Club for the consistent maintenance and updating of the official UW BASE website
    •    Shall be responsible for providing information to the UW Web Designers Club for the online posting of any important information concerning the club, including details about all events, subject to the advice of the executive
    1.    Public Relations Officer (P.R.O.)
    •    Shall be responsible for keeping the Association members aware of all activities and meetings (by way of the club mailing list and Facebook group), subject to the advice of the executive
    •    Shall, along with the President and/or Vice President, attend meetings in association with any other organizations or individuals
    •    Shall be a liaison between resource personnel, groups within the K-W community, and other on-campus groups
    1.    Events Coordinator
    •       Shall be responsible for organizing all activities of the Association
    •    Shall be responsible for the delegation of duties in relation to the above, subject to the advice of the executive committee
    1.      First Year Representative
    •    Shall be responsible for the forming of a liaison with all general members and the first year members
    •       Shall encourage first-year students to attend events and get involved in the club’s activities
    •    Shall attend executive meetings
    1.           Signing Officers

    Signing authority is restricted to the President and Treasurer. Both of these signatures are required to authorize a withdrawal or cheque requisition form.

    vii.          Meetings

    UW BASE will have general meetings every three weeks. In addition, there shall be weekly executive meetings.

    All meeting times and dates will be forwarded to members via email, Facebook, and/ or online postings on the club website. The President, Vice-President or Secretary must be present at general body meetings and have the power to determine the minimal amount attendees for the quorum to continue. For executive meetings, a minimum of two-thirds of executives must be present.

    An emergency meeting can be called by any executive via email and must be sent at least 48 hours prior to the meeting time.

    viii.        Election Process

    General Elections of the executive committee shall be called annually by the committee, no later than the end of the last month of the winter term, or as deemed necessary.

    All members shall be eligible as voters at such elections. Candidates at such elections must be fee-paying members of both the Federation of Students and of the Black Association for Student Expression. Candidates must be registered as undergraduates or graduates.

    No member shall be elected to hold any more than one post at a time.

    Each candidate shall be nominated from the floor. A member may nominate his/her self. This nomination must be seconded by another member present. He/she upon accepting nomination shall be called upon to make a brief statement of intent before the general body. Nomination seconds need to be made the day of the election.

    Voting shall be done by ballot, collected by an impartial elections officer who is appointed by the executive committee. Candidates shall be deemed elected upon their obtaining a simple majority of the votes cast. The elections officer shall ensure that the elections are in compliance with the constitution. In the case of a split vote, the names of those involved in the tie will be announced and the above process will be repeated.

    If no one accepts his/her nomination for a position then that position remains vacant until the executive finds, at the earliest opportunity, someone to fulfill it through subsequent elections at a general body meeting or through dividing the duties among the executive. If only one person is nominated for a position, they may win by default.

          Impeachment and Disciplinary Process

 

If at any time a member of the executive committee fails to function in the best interest of the Association, that officer may be removed from the office by a vote of ‘non-confidence’ at a general body meeting, supported by a two-thirds majority vote of the fee-paying members present. The Clubs Director shall be notified before the motion for impeachment is made.

If any member acts in a manner which causes harm to the image and/or property of the Association, he/she shall be disciplined. Disciplinary action shall be taken by the executive subject to the consent of the majority of executive members present. Disciplinary action is in the form of membership being revoked and/or disbarment from UW BASE events, therefore a loss of any fees paid to the club, as well as membership card and stature. In the event that the membership card is lost, there is a fine at the expense of the member if a replacement card is requested.

           Amendments

Constitutional amendments may be proposed by any officer. The amendment will then be voted on by referendum and must be supported by a two-thirds majority of the general members.

If the vote passes, the amendment and the vote count will be passed to the Clubs Director for final approval from the Internal Administration Committee. If it is approved then, the constitution will be amended and a note describing the amendment and the date it was made will be inserted into the constitution.

Proposals for the revision or amendment of the constitution shall be made in writing. The specific changes and/or suggestions shall thus be made available to all members of the association before a vote is taken.

If someone from the general body is wishing to propose an amendment to the constitution, they are required to address the group about their proposed change and why. This should be formally written in the language of the current constitution and provided to the executive committee. They should also be prepared to answer any questions or rebuttals from the other members.

The amended constitution shall be made effective by a favorable vote of the majority of the members present in a general meeting. Members will be specifically informed about an amending vote in advance to the meeting.

The constitution shall be reviewed before the end of each school term, prior to general elections.

           Membership Fee Assessment

The membership fee is $5 cash per academic year payable to the Treasurer no later than one month after the first day of class. If joining after the first month, membership is due at the beginning of the first club function.

All members of the general body and executive committee must pay this fee. It will cover administrative costs and other expenses for the year.

 

           Future Initiatives

UW BASE intends to have several, small- scale events for its general body. These events will include movie nights, bowling nights, and other social meetings. The major event on the club’s agenda will be for Black History Month. The following is an overview of our proposed showcase:

Black History Month Expo:

For the month of February, UW B.A.S.E. would like to host or showcase a different event for every week in the month at various locations on the UW campus, as well as in the K-W area. The following list represents potential ideas that the club would present during the month of February:

o        Black History Month Display (posters, exhibitions, historical facts/representations for viewing throughout the month, all over UW campus)

o        Expo/Presentations (food, culture, art, to be sold and experienced in the Student Life Centre)

o          Field Trip – Black History Month show in Kitchener

o        Poetry Slam/Open Mic Night (show presented by local students, performers, artists)

  1.            Budget

This budget is based on a projection of the costs that UW BASE may incur in the initial semester of operation and the revenue generated from a 25-member general body.

Revenue
Events, various $100
Membership fees $125
Total Revenue $225
Expenditures
Catering $60
Miscellaneous* $75
Printing Costs (posters, tickets, etc…) $40
Total Expenses $175

*Miscellaneous expenditures may include charitable donations to community groups or organizations with a similar mandate to UW BASE.

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