Hip Hop, UW
Last active term
Club Name
The name of the club will be Hip Hop, UW. We are not agent or representative of the Waterloo Undergraduate Student Association (WUSA), and our views and actions in no way represent the WUSA.
Governance
The club will uphold the values, mission, and mandate of both the University of Waterloo (UW) and WUSA through following the directives outlined in the WUSA Clubs Manual, all WUSA By-Laws, Policies, and Procedures, as well as all policies and procedures outlined by the UW Secretariat. Furthermore, the club will abide by all laws of the Region of Waterloo, Province of Ontario, and Government of Canada. All club matters will ultimately be governed by the WUSA Clubs Manager.
Purpose
The purpose of the club is to gather University of Waterloo students, staff, faculty and members of the UW community at large to
teach and train in hip hop and urban dance styles. As a club, students who share an interest and passion in hip-hop dance have the chance to learn and develop their skills. UW Hip Hop is committed to providing an open and supportive learning environment in which students can learn and share knowledge about the different aspects of the hip-hop culture, especially the art of dance. We are not an agent or representative of the Federation of Students, and our views and actions in no way represent the Federation of Students.
Club events, activities, and/or initatives will include
-> bi-weekly dance classes where choreographers will teach a piece to attending students
-> performance team where any club member may optionally choose to attend practices and work towards building a performance set for various events
-> optional participation in dance battles, as a part of the greater UW street dance community
-> other social events aimed at fostering community within UW community and externally
Membership Structure
The club will be fully inclusive and welcoming to both its current and potential membership. New membership is welcome and accepted at any time during a club’s active term. Eligible club members may be current: WUSA Members, as outlined by the WUSA By-Laws; UW graduate students; UW staff or faculty; and/or members of the UW community at large, as defined in the Clubs Manual.
Only current UW students (graduate or undergraduate) may hold voting membership within the club. UW Staff, faculty, and members of the UW community at large may hold non-voting membership within the club. (If Applicable) UW undergrad students who are eligible to obtain voting membership in the club who do not wish to pay the club membership fee at the time of joining may hold non-voting membership within the club. Voting membership can be obtained for said members by paying the membership fee.
At least two thirds of the club's membership must be current UW students (graduate or undergraduate).
Membership Fee
The membership fee is $10.00 cash per term 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 their first club function. Membership fees will be used for
- Hosting of events which require professional choreographers to be brought in
- Purchasing of club related equipment
- Purchasing of member related benefits (apparel, transportation to/from external events)
- Use of funds for performance team needs
Executive Officers
The majority of executives will be current UW students (graduate or undergraduate). The club president will be a current UW undergraduate student. All club executives will be elected, not hired or appointed. The term of office for all executive positions is one academic term, as outlined by the UW Registrar’s Office. All club decisions will be determined by executive vote, as no executive officer (not even the President) holds decision making power for the collective.
The President ensures that:
- The club operates according to the guidelines of its constitution and some agreed upon guidelines for running a meeting, such as Robert's Rules of Order;
- The club works towards its objectives as agreed upon by the membership; and
- Their successor is trained.
- - Able to manage a team
- - Effective, assertive communicator
- - Decision maker
- - Planning skills
- - Motivated, dedicated, regularly attends UWHH events
- Ideal President Traits:
- - Be a role model for both exec and general members
- - Be knowledgeable about the dance community and promote local events
- - Give announcements at the end of session
- - Discipline exec and general members if the situtation arises
- - Run executive meetings efficiently
- - Approve events and new ideas
- - Maintain good morale and unify the club
- - Consolidation over all executive members and acts as the liason of information between executives and club members
- - General club management and coordination
- Responsibilities:
The President is a signing authority.
The Secretary ensures that:
- Records of what the group has done are maintained, distributed, and are accessibile to all the members;
- Meeting minutes/notes are recorded and made available to all voting members;
- All club correspondence is monitored and brought to the attention of the appropriate person(s);
- Their successor is trained.
- - Ensures that meeting discussion topics have been followed up on
- - Reminds choreographers to screen and follows up on choreographer's contracts
- - Creates choreographer schedule
The Treasurer ensures that:
- The club's WUSA bank account and all financial transactions for the club are monitored and verified;
- All club revenues are collected, deposited into the club's WUSA bank account, and reconciled correctly and within a timely manner;
- Club cheque requests are submitted correctly and in a timely manner; and
- Their successor is trained.
- - Updates the exec team on the financial status of the club
- - Collect funds throughout the term
- - Reimbursing executive members who paid for club-oriented expenses
The Treasurer is a signing authority.
The Co-President/Vice President ensures that:
- Fulfills all duties of the president, with responsibilities being distributed between the two positions in a timely and efficient manner.
- Ensures that the next Co-President/Vice President is trained.
The Co-President/Vice President is a signing authority.
The Event Coordinator ensures that:
- - Brainstorms internal event ideas to bring fun and sociability to members.
- - Sees events through the stages of planning, scheduling, executing and reflection
- - UWHH liaison for interclub planning for events such as Community
- - Planning of social events (BOT, EOT, movie night, bomber events, etc.)
- Ensures that the next Event Coordinator is trained.
It is important to assure that the person with the most information and/or knowledge in the club is not the full-time chairperson. Therefore, the club will occasionally rotate the role of chairperson among voting members.
Executive Support Structure
The Performance Team Director(s) ensures that:
- - Disciplining performance team members if the situation deems it necessary
- - Managing facebook groups for the performance team
- - Supporting performance team members in improving as dancers
- - Scheduling and executing practices, cleaning, and formations
- - Collaborating with choreographers for piece formations and transitions
- - Communicating with event coordinators for specific performances
- - Communicating with executive team to discuss the performance team's status
- - Knowing performance choreography
- Duties:
- Performance director organizes and leads performing members to appear in scheduled showcases.
- Ensures that the next Performance Team Director(s) is trained.
The Membership Director ensures that:
- - Keeping members informed of club activities through email and/or social media
- - Clubs day recruiting campaign
- - Checking membership cards at drop-ins and UWHH sessions
- - Brainstorm and run events to boost member retention
- Duties:
- The membership director is in charge of member recruiting, retention, and relations.
- Ensures that the next Membership Director is trained.
The Media Director ensures that:
- - Respond to inquiries posed to the club via various media
- - Release session videos on completion
- - Represent the club in a professional manner
- - Actively update club social media pages
- In charge of managing the club's social media outlets (Facebook, Instagram, Snapchat, etc.)
- Ensures that the next Media Director is trained.
The Logistics ensures that:
- - Provides general utility to the club when needed
- - Ideally has a method of transportation for trips to pick up and get equipment
- - Researches new equipment/inventory if required
- - Regularly attends UWHH events and sessions
- Duties:
- Primary delegate for club inventory and storage assets.
- Ensures that the next Logistics is trained.
The Graphics Designer ensures that:
- - Has a foundational knowledge of graphics design and video editing
- - Edits/Assists in the editing of footage for video purposes
- - Lead designer for UW Hip Hop related apparel
- - Create banners to be used for social media events/promotional purposes
- Duties:
- Responsible for all club related design needs.
- Ensures that the next Graphics Designer is trained.
Meetings
General Meetings
The club will hold weekly general meetings. Quorum for general meetings will be 15 voting members of 20% of voting membership (whichever is more).
Executive Meetings
The club will hold weekly executive meetings. Quorum for executive meetings will be 2 executives or at least 51% of the executive body (whichever is more).
The first meetings (both general and executive) of the following term will be arranged by the outgoing executive. At said meetings, subsequent meeting dates and locations will be set. Meeting dates and times will be forwarded to voting members by:
Emergency meetings can be called by an executive via:
and must be sent to the appropriate members at least 48 hours prior to the meeting time.
ELECTION PROCESS
Elections shall take place at the end of each term for the following academic term. Only University of Waterloo students who are members of the club can vote. Club members must be notified, by email, two weeks in advance of the meeting where executive elections will take place. The term of office shall be for one term. An executive can only hold office (any position) for a total of up to three terms.
Nominations for executives can be made from any club member. The majority of executives must be undergraduate University of Waterloo students. The successful candidate will be the one with the most votes. In the case of a tie, a re-vote will take place until the tie is broken.
IMPEACHMENT AND DISCIPLINARY PROCEDURES
A movement to impeach an executive officer may be made by any executive officer or by petition of at least five voting members. When the motion is made the Clubs Manager will be informed. An emergency general meeting will be called as soon as is reasonably possible. No club funds will be spent until the issue is resolved.
At the impeachment meeting, the individual(s) who initiated the process will state their case. Afterwards, the officer(s) under impeachment will have an opportunity to defend their position(s) on the matter.
There will then be a question and answer period followed by the selection process for a Chief Returning Officer (CRO) who will oversee the voting process to ensure the decision is fair and democratic. Any executive officer who is neither the initiator nor subject of the impeachment may volunteer as CRO. If there is no such officer, then any voting member of the club present at the meeting may volunteer. If there are multiple volunteers, then the CRO will be selected based on a simple majority vote cast by secret ballot and tallied publically by the chairperson of the meeting. If there is no such volunteer for CRO, then the meeting will be at a standstill until either an eligible executive officer or voting member volunteers.
The vote will be by a “YES/NO” secret ballot, tallied publically by the CRO. If at least two thirds of the votes are for impeachment, then said officer will immediately be stripped of their position. The remaining executive may choose to call an immediate by-election to replace the newly vacant executive officer position.
CONFLICT OF INTEREST
A claim against any executive officer or club member regarding a potential conflict of interest can be made by any executive officer or by petition of at least five voting members. If such a claim arises, then said individual(s) under suspicion have the opportunity to remove them self (or themselves) from said potential conflict without acknowledging intention of wrongdoing. In the event the claim is contested, then the Clubs Manager will be informed and an emergency executive meeting will be called to determine the validity of the claim. Executive officers who have a claim against them cannot vote to determine the validity of said claim. If executive quorum is not possible due to the removal of said vote(s), then an emergency general meeting will be called and the same proceedings described for impeachment will be used to determine the validity of the claim.
If the claim is validated and there is suspicion of intentional wrongdoing, an immediate impeachment proceeding may be called by any executive officer or by petition of at least five voting members, of whom are not named in the claim. If it is determined that a club member is involved in intentional wrongdoing, the impeachment proceeding will be called to determine said member’s club status.
AMENDMENTS
Constitutional amendments may be proposed by any executive officer or by petition of at least five voting members. The amendment will then be voted on by referendum. The voting procedure will be the same as for the impeachment process. If the vote passes, the amendment and the vote will be forwarded to the Clubs Manager for final approval. If the Clubs Manager approves, then the constitution will be amended and any changes will be inserted into the constitution.
A motion to officially close the club will follow the same procedure as a constitutional amendment. If such a motion passes, then the club will be purged from the clubs system.
AFFILIATIONS
No organization(s) is/are currently affiliated with this club.
Impeachment/Disciplinary Process
We have created an Impeachment/Disciplinary Process to ensure/maintain professionalism of UWHH Club and all internal affairs. This states the privileges and restrictions given to each executive position. A movement to impeach an executive officer may be made by any executive officer or by petition of at least five voting members. When the motion is made the Clubs Director will be informed. A general meeting will be called as soon as is reasonably possible. No club funds will be spent by the member in question, until the issue is resolved. At the impeachment meeting, the person or persons that initiated the process will state their case. Afterwards, the officer under impeachment will have an opportunity to reply. There will be a question period after which a vote will be taken by a neutral facilitator designated by an executive member who is neither initiator nor subject of the impeachment. The vote will be by yes/no secret ballot. If at least two thirds of the votes are for impeachment, member will immediately be stripped of his or her position. The remaining executive may choose to call an immediate by-election to replace that officer.
Amendments
Amendments may be proposed by executive members or a group of five or more agreeing club members. The amendment will be held at the general meetings and be voted on by all club members and executives. The voting procedure will be the same as for the impeachment process. If a majority vote wins, it will be passed and brought to the IAC committee for official sanctioning. A note describing the amendment and the date it was made will be inserted into the constitution.