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CONSTITUTION
OF
GUILD
OF STUDENTS
UNIVERSITY OF THE WEST INDIES
BYE
LAWS
STANDING
COMMITTEES
1. All decisions of Standing Committees shall be arrived at by a simple majority of all the Committee members.
2. All Standing Committees shall have power to set up such sub-committees, as they may deem necessary for the adequate performance of their functions.
3. All Standing Committees shall have manage, control and be accountable for all the funds and equipment allocated to them by the Guild Council.
4. All Standing Committees shall have the right to make, vary and terminate all contracts and business transactions as may be necessary for the adequate performance of their functions.
5. Unless provided for otherwise, all members of standing committees shall be appointed by the Guild Council at its first meeting.
STUDENT
FACULTY COMMITTEES
1. All Student Faculty Committees shall be responsible to the Students in their respective faculties.
2. The Student Faculty Committees shall comprise:
(a) Faculty Representative to Guild Council
(b) Year Representative to Guild Council
(c) A Post-gradate Representative, where applicable
(d) Any other members as the Committee deems fit for the proper functioning of the Committee.
In the case of Faculties with departments, the Year Representative shall represent the view of the departmental Committees. Student Departmental Committees shall comprise different Year Representatives for each department.
3. (a) The Student Faculty Committee Shall:
(i) represent the views of the students in the Faculty to Guild Council and respective Faculty Boards, and
(ii) Promote maximum participation of members of the Faculty in activities organized by the Guild Council, in addition to other activities that advance the curricular and extracurricular interests of students in the Faculty.
(b) The Faculty Representative to Guild shall:
(i) Chair the meetings of the student Faculty Committee
(ii) Represent the views of the Student Faculty Committee to the Guild Council.
(iii) Relay all directives and relevant information from the Guild, Guild Council and student in the faculty.
(iv) Perform all other functions as may from time to time be conferred on him/her by the Student Faculty Committee and Guild Council.
FINANCE COMMITTEE
3. 1. The Finance Committee shall comprise the following members:
(a) The Guild Treasurer who shall act as Chairperson of the Committee
(b) The Vice-President/ Inter-Club Committee Chairperson
(c) The Union Committee Chairperson
(d) The Games
Committee Chairperson
(e) The Guild Publications Committee Chairperson
2. The Finance Committee shall meet within the first four (4) weeks of the first semester. The Committee may be convened at any time by the Guild Treasurer if he/she deems it necessary.
3.The Finance Committee shall study and, if necessary, revise the estimates of income and expenditure of the various committees as specified under Article 31 (5) (c) of this Constitution, which are submitted to the Guild Council for its approval.
4. All business of the Finance Committee shall be submitted to the Guild Council for its approval.
5. In the absence of the Guild
Treasurer, the President may convene a meeting of the committee.
4. 1. The union shall be controlled and administered as a Club for the members of the Guild by a Standing Committee of the Guild Council, which shall be known as the Union Committee.
2.The Union Committee shall comprise the following Officers and members of the Guild.
(a) The Union Committee Chairperson
(b) The President
(c) The Guild Treasurer
(d) The Public Relations Officer
(e) The Union Treasurer
(f) The Union Secretary
(g) Three other members
3. The Union Committee shall have the following powers:
(a) To make rules regulating the conduct of members of the Union and the use of the premises of the Union
(b) To suspend from the use of the Union or of any part of the faculty thereof any member of the Guild who in the opinion of the Union Committee shall have been guilty of disorderly or improper conduct in the Union or breach of the rules made under this Section. An appeal from suspension shall be made to the Guild Council, which shall deal with it in accordance with Article 10 of this Constitution.
(c)Such other powers as are necessary for the conduct and administration of the Union.
4. (a) There shall be the following Sub-Committees of the Union Committee:
(1) Bar and Canteen
(2) Music
(3) Buildings
(4) Decorations and Gardens
(5) Records
(b) These sub-Committees shall be appointed by the Union Committee
(c) Sub-Committees shall be governed by Bye-Laws made on their own behalf
(d) Ad-hoc committees may from time to time be appointed by the Union Committee.
DUTIES OF OFFICERS:
5. (a) The Union Committee Chairperson shall preside over meetings of the Union Committee when he/she is present. The Union Committee Chairperson shall be responsible for the custody and safety of all Union property and shall take steps to ensure that such property is secured. The Union Committee Chairperson shall act on behalf of the Union Committee between meetings of the Union. Committee.
(b) The Union secretary shall:
(i) Keep minute of the proceedings or the meetings of the Union Committee.
(ii) Carry on such correspondence as directed by the union Committee or the Union Committee Chairperson acting on behalf of the Committee, and
(iii) Prepare an annual report on the activities of the Union for presentation to the meeting of the Committee called for the purpose of receiving such support, which report shall be submitted at the Annual General Meeting of the Guild.
(c) The Union Treasurer shall:
(i) Keep records of all transaction of the Union
(ii) Authorize all payments from the funds of the Union on the direction of the Union Committee or of the Union Committee Chairperson, Union Secretary and Union Committee
(iii) Shall preside over meetings of the Bar and Canteen Committee, and
(iv) Shall prepare the necessary financial statements for presentation to the Union Committee and Guild Council
6. All members of courses and summer schools organized by the University may be admitted as temporary members of the Union upon payment of a fee. Such fee shall be prescribed by the Guild Council and approved by the Campus Council.
7. (a) Guests must be introduced into the Union by members of the Guild. They must sign the book kept for the Purpose as must the members introducing them.
(b) The Union Committee may restrict the number of guests to be introduced by a member of the Guild at dances or other functions organized by the Union Committee.
8. (a) The normal hours of opening and closing of the Canteen and Bar shall be specified from time to time by the Union Committee, but the hours of closing at night shall be 10:30pm Sunday to Thursday on 11:00pm Friday and midnight on Saturday.
(b) A schedule of such hours shall be kept posted on the Notice board.
(c) No persons other than members of the Guild of Students and their guests may be served at the Union Canteen or Bar.
9. (a) Meetings of the Union Committee shall be presided over by the Union Committee Chairperson or in his/her absence by any member of the Guild Council there present of failing these by a member of the Committee. The acting Chairperson shall be chosen by the meeting.
(b) The Union Committee shall meet at least twice per semester.
(c) Emergency meetings of the Committee shall be called by the Secretary, on the instruction of the Union Committee Chairperson or at the written request.
(d) At least seventy-two (72) hours notice must be given before the holding of ordinary meetings of the Committee and twenty-four (24) hours for an emergency meeting.
(e) Matters listed on the Agenda of a meeting shall be dealt with as listed on the Agenda, unless a motion to suspend this standing order is passed to allow other matters to be discussed.
(f) Minutes of the proceedings of each meeting shall be kept. At every meeting, the minutes of the previous meeting shall be confirmed, subject to any corrections, and signed by the Chairperson.
(g) Five members shall form a quorum.
LOANS OF UNION TO CLUBS, SOCIETIES AND/OR INDIVIDUALS
Requests for a loan of the premises should normally be made at least one (1) week in advance.
All guests who are not members of the Guild shall be covered by invitation.
Arrangements for the function must be to the satisfaction of the Union Committee.
No public advertisement may be made unless, approval is granted by the Union Committee.
The promoter or promoters must undertake in writing to make such provisions for security as is deemed necessary by the University.
The prompter or promoters shall be responsible for any damage, breakage or loses of Union property and must indemnify the Union Committee against such loss or breakage or damage.
Profits at the Bar shall be retained by the Union unless otherwise specified by the Union Committee.
All arrangements for staffing of the Bar and Canteen shall be made by the Union Committee.
Members of the Union Committee shall have free access to the Union premises at all times.
In accordance with Article 29 of the Constitution, the Games Committee shall be a Standing Committee of the Guild.
The Games Committee shall comprise:
Games Committee Chairperson
Faculty and Hall Representatives
Head Grounds man
Games Committee Secretary
Games Committee Treasurer
Any other members that the Committee deems fit for the adequate performance of its duties.
A vacancy in the Office of Games Committee Chairperson shall be filled in accordance with Article 22 of the Guild Constitution.
The Games Committee Chairperson shall represent the Games Committee on the Guild Council. He/she shall act on behalf of the Games Committee between the meeting of the committee.
The Annual Report and Financial Statement of the Games Committee shall be prepared by the Games Committee Secretary and the Games Committee Treasurer respectively and shall be presented at the Annual General Meeting of the Guild, as provided in Article 25(1) of the Constitution.
All Clubs shall send in their annual reports and their budgets for the ensuing year to the Games Committee no later than two (2) weeks before the Annual General Meeting of the Guild, unless otherwise agreed between the Games Committee and the Guild Council.
The Games Committee, in consultation with the recognized Clubs, shall prepare estimated of income and expenditure for the presentation to the Guild Council with the first two (2) weeks of the first semester. The Games Committee shall supervise the expenditure of grants made by the Guild Council but shall not be empowered to relocate funds amongst clubs.
The Games Committee shall have the power to suspend any member of any recognized society for what it considers good cause, from taking part in any game for such time as t shall deem proper, provided that at least seventy-five (75) percent of the number of members of the Committee shall be present and the decision shall be approved by a two-thirds majority of those present. The member shall have the right to be heard in his own defense.
An appeal shall be from the Games Committee to the Guild Council, which shall deal with it in accordance with Article 19 of the Constitution.
The year of office of the Games Committee shall begin ant the end with the year of office of the Guild Council.
Meeting of the Games Committee shall be presided over by the Games Committee Chairperson or in his/her absence by any member of the Committee chosen by the meeting.
The Games Committee shall meet at least twice during each semester and the first meeting in the first semester shall be within the first fortnight of the semester.
Emergency meetings of the Committee Shall be called by the Games Committee Secretary on the instruction of the Games Committee Chairperson or at the written request of at least five (5) members of the Committee.
At least seventy-two (72) hours notice must be given before holding of any ordinary General Meeting of the Committee and twenty-four (4) hours notice for an Emergency meeting.
Matters listed on the agenda of a meeting shall be dealt with as listed on that agenda unless a motion is passed to allow other mattes to be discussed.
Minutes of the proceeding of each meeting shall be kept. At every meeting the Minutes of the previous meeting shall be confirmed, subject to any corrections, and signed by the Chairperson.
Five members shall forma quorum.
Every application for the recognition of the Games Club shall be addressed in writing to the Secretary of the Games Committee, membership in any such club must not be less that twenty (20) Full or Associate members of the Guild, and any such application for recognition shall be accompanied by a copy of the proposed constitution of the Club and its register signed by members.
In exceptional circumstances, the Games Committee shall consider the application of nay Games Club with less than twenty (20) members.
The Games Committee shall in the discretion grant refuse application within four (4) weeks of its receipt. If the Games Committee shall refuse ant such application, that applicant shall have the right to appeal, to a meeting of the Guild Council within nine (9) months. If the Games Committee shall grant any such application, their decision shall be ratified by the Guild Council within three (3) months.
Before granting recognition to a Club, the Games Committee shall ensure that the proposed Constitution of the club in no way conflicts with the Constitution of the Guild Of Students.
The Officers of all Clubs shall include:
Captain
Vice-Captain
Secretary and Treasurer or Secretary/Treasurer
The rights conferred by the recognition are as follows:
The right to have notices in the appropriate publication of the Guild Press.
The right to use the Notice Boards of the Guild.
The right to use the name of the University of the West Indies or the letter U.W.I. in the name of the Club.
The right to erect Notice boards subject to the approval of the Guild Council.
Individual clubs may make rules of their own management subject to the approval of the Games Committee.
Recognition shall not imply any financial liability. Any such Committee or with the Guild Council.
No alteration of the Constitution of a recognized club shall be valid unless, it has been approved by the Games Committee.
When the conditions of membership of a club include a subscription, this subscription shall not be valid unless approved by the Games Committee.
Every member of the Guild who desires to be registered as a member of one or another of the recognized clubs shall sign the following declaration:
“I desire to
be enrolled as a member of the U.W.I. …………….. and I undertake to represent the
Club if called upon to do so, unless I am prevented by good cause. If I shall
be prevented I shall immediately inform the Captain”.
Unless otherwise approved by the Games Committee, there shall be an Annual General Meeting of each Club affiliated to the Games Committee, during the first five (5) weeks of the first semester at which the officers for the ensuing year shall be elected.
Each club shall have a General Meeting at least once each semester that falls during its playing season, and a meeting shall be held with in the first (4) weeks if the beginning of every season.
The Games Committee Secretary shall be invited to attend all meeting of recognized clubs.
Notice of the date of Annual General Meetings shall be posted on the appropriate Notice Boards at least seven (7) days in advance.
Minutes of meetings shall be kept, and at the end of every season shall be submitted to the Games Committee Secretary together with a report of the club’s activities for the season.
In keeping with Section 37 of the Constitution, the
recall procedure will be as follows:
(a) In
the case of the following:
The President
The Vice-President
The Guild Secretary
The Guild Treasurer
The Union Committee Chairperson
The National Affairs Committee Chairperson
The International Affairs Committee Chairperson
The Guild Secretary
The Games Committee Chairperson
The Publications Committee Chairperson
The Public Relations Officer
Recall shall be on
the recommendation of a majority of the Guild Council ratified by a majority
vote of a quorum of the Guild of Undergraduates.
(b) In the case of
Faculty Representatives and Hall Chairperson on the recommendation of the
majority of their respective committee members subject to ratification by a
majority of their constituents.
(c ) In
the case of Worker Representative by a majority of Guild Workers.
(d) (I) In the case of sub-article (a) recall proceedings may be initiated by a petition
in writing signed by fifty (50) students
explaining their reasons for desiring recall, which should be addressed to the
Returning Officer who shall bring the matter to the attention of the Guild
Council.
(ii) A majority
decision on the matter by Guild Council should be placed on relevant Notice
Boards and where recall is recommended, notice of a Special General Meeting
must be placed on relevant Notice Boards seven
(7) days in advance.
(e) (I) In the case of sub-article (b) & (c) by twenty (20) members of the particular
constituency in written form, addressed to the Returning Officer, who shall
bring the matter to the attention of the respective committee.
(ii) Notification of
a decision by committee (s) should be placed on Notice Boards in the respective
constituency and at a Special Meeting convened, within two (2) weeks the matter shall be decided by a majority vote of all
the constituents.
Notwithstanding sub-article (a), (b) and (c) of Section 58
above, where any petition in due form signed by one hundred (100) Full Members of the Guild or forty (40) members of the Faculty, or Department or Hall concerned
is directed to representative body (other Guild Council or relevant committee)
and is not carried to a Special General Meeting as above, then such petition of
one hundred (100) of forty (40) members
as the case may be shall be taken forthwith by the representative body to a
Special General Meeting of the general body (the Guild, Faculty, or Hall as the
case may be) where such petition in due form shall be presented to the general
body for amendment, approval or rejection by a majority vote of a quorum.
(1) In this section "Special General Meeting" means a Special General
Meeting of the general body, the business of which shall solely be the
consideration of the recall petition presented for approval, amendment of
rejection.
In this section a "quorum" of any general body
other than the Guild shall be three quarters of the Full Members registered in
such constituency.
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A GUILD
OF STUDENTS
U.W.I.
CAVE HILL CAMPUS
PUBLICATION