Association of Caribbean Students
Last active term
Club Name
The name of the club will be Association of Caribbean Students. 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
Section 1
The Association of Caribbean Students of the University of Waterloo shall be a non-profit
organization whose main objective shall be the promotion of friendship, understanding and co-
operation among Caribbean students, and between such students and the university community
as a whole.
Club events, activities, and/or initatives will include
Section 2
The Association shall provide a forum for student interaction through the promotion of socio-
cultural, educational, sporting activities and charities.
e.g.
Charitable – donations, fundraisers, food drives, clothing drives
Socio-cultural – trips, limes, parties, Cultural Caravan
Educational – trips, library of old notes and assignments, guest speakers Sporting Activities –
sports day, intramural games, football tournaments
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 $3.00 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
Section 3
All students registered at the University of Waterloo shall be eligible for membership, and shall
be granted that status upon payment of the standard membership fee.
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.
- The President shall attend all meetings with relayed organizations, groups or individuals when matters likely to affect the Association are the subject of discussions.
- The President shall be responsible for the overall co-ordination of the activities of the Association.
- The President shall summon and chair all executive and general meetings.
- Duties of the President:
- Section 7
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.
- The Secretary is responsible for taking attendance at all executive meetings.
- 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.
- The Secretary shall be responsible for the transfer of such information to the succeeding executive committee.
- The Secretary shall be responsible for the maintenance of all documents pertaining to the Association.
- The Secretary shall be responsible for the Association correspondence, subject to the advice of the executive committee.
- The Secretary shall be responsible for the recording and keeping of minutes of General and Executive Committee meetings
- Duties of the Secretary:
- Section 9
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.
- Any member of ACS is entitled to request and receive information on the club’s financial status at the general meeting.
- The Treasurer shall be responsible for the transfer of financial documents to the succeeding executive committee.
- The Treasurer shall make quarterly reports of the financial status of the Association to the executive at an executive meeting.
- The Treasurer shall be responsible for the preparation of a detailed budget for the events held within the fiscal year.
- The Treasurer shall be responsible for the collection of dues and the co-ordination of the financial aspects of all Association activities.
- The Treasurer shall be responsible for the financial accounts of the Association.
- Duties of the Treasurer:
- Section 10
The Treasurer is a signing authority.
The Vice- President ensures that:
- The Vice-President shall assist the President in the overall co-ordination of the activities of the Association.
- The Vice-President shall be responsible for the maintenance of order in all General Assemblies.
- In the absence or inability of the President to fulfill his/her role, the Vice-President shall assume the duties of the President.
- Duties of the Vice-President:
- Section 8
- Ensures that the next Vice- President is trained.
The Vice- President is a signing authority.
The Social Coordinator ensures that:
- The Social Coordinators shall be responsible for the delegation of duties in relation to the above, subject to the advice of the executive committee.
- There shall be two (2) social coordinators responsible for the organization of all social and cultural activities of the Association.
- Duties of the Social Coordinator:
- Section 11
- Ensures that the next Social Coordinator is trained.
The Educations Officer ensures that:
- The Education Coordinator shall be responsible for making the club aware of educational opportunities such as scholarships, conferences and awards which may benefit club members.
- The Education Coordinator shall be responsible for finding new and innovative ways for promoting and educating the wider university community about Caribbean Culture
- The Education Coordinator shall be responsible for managing the mentorship and peer support programs where members can obtain assistance with homework and assignments
- The Education Coordinator shall be responsible for the planning of educational events (eg. career forums, booth presentations) and charitable events (eg. fundraisers for charities and food and clothing drives)
- Duties of the Education Coordinator:
- Section 12
- Ensures that the next Educations Officer is trained.
The Public Relations Officer ensures that:
- The PRO shall be a liaison between resource personnel, groups within the community, and other on-campus groups.
- The PRO shall oversee any Association publications, e.g. newsletters, etc.
- The PRO shall, along with the President and/or Vice President, attend meetings in association with any other organizations or individuals.
- The PRO shall be responsible for keeping the Association members aware of all activities, subject to the advice of the executive.
- The PRO shall be responsible for managing the Club's email and social networking profiles, filtering content and bringing relevant information to the attention of the executive body alongside the Web Administrator.
- Duties of the Public Relations Officer (PRO) :
- Section 13
- Ensures that the next Public Relations Officer is trained.
The Sports Coordinator ensures that:
- The Sports Coordinator shall be jointly responsible for the delegation of any duties relating to the above, subject to the advice of the executive.
- The Sports Coordinator shall be jointly responsible for the coordination and smooth execution of all sporting activities that the Association may undertake.
- Duties of the Sports Coordinator:
- Section 14
- Ensures that the next Sports Coordinator is trained.
The Publications ensures that:
- The Publications Officer shall hold the responsibility of collecting media from the Association's various events to be used for archiving and marketing.
- The Publications Officer shall be responsible for advertising on the club’s behalf. Creation of all promotional banners and flyers for all events held. Design of logos or images to be used on posters, t-shirts, membership cards, etc.
- Duties of the Publications Officer:
- Section 15
- Ensures that the next Publications is trained.
The Web Administrator ensures that:
- The Web Administrator shall be responsible for updating the member database.
- The Web Administrator shall be responsible for the maintenance of the Club’s Website.
- The Web Administrator will update the Association's news feed and online media (including Youtube, twitter etc.) on behalf of the executive body and in direct collaboration with the PRO.
- The Web Administrator shall be responsible for managing the Club's emails and social networking profiles, filtering content and bringing relevant information to the attention of the executive body alongside the PRO
- Duties of the Web Administrator:
- Section 16
- Ensures that the next Web Administrator is trained.
The First Year Coordinator ensures that:
- The First Year Coordinator shall be responsible for encouraging first years to attend and get involved in events and activities
- The First Year Coordinator shall be responsible for coordinating any other activities deemed suitable for first years upon approval of the executive committee.
- The First Year Coordinator shall be responsible for coordinating a first year dinner alongside the first year representative.
- The First Year Coordinator shall be responsible for guiding the first year representative to fulfill his or her role.
- Duties of the First Year Coordinator
- Section 18
- Ensures that the next First Year Coordinator is trained.
The First Year Representative ensures that:
- Encourages first years to attend events and get involved in the club’s activities.
- The First Year Representative shall be responsible for the forming of a liaison with all general members and the first year members.
- Duties of the First Year Representative:
- Section 18
- Ensures that the next First Year Representative 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.
Meetings
General Meetings
The club will hold termly 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:
- Phone
Emergency meetings can be called by an executive via:
- Phone
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.
Full Constitution
Association of Caribbean Students Constitution
(Last amended January 20th, 2016)
This document, drafted by an appointed body shall be the constitution of the Association of
Caribbean Students at the University of Waterloo. The constitution, in accordance with the
Federation of Students shall be the supreme governing document of the said association.
We, the members of the Association of Caribbean Students, in order to form a more perfect
union, do ordain and pledge to uphold this constitution.
General
Section 1
The Association of Caribbean Students of the University of Waterloo shall be a non-profit
organization whose main objective shall be the promotion of friendship, understanding and co-
operation among Caribbean students, and between such students and the university community
as a whole.
Section 2
The Association shall provide a forum for student interaction through the promotion of socio-
cultural, educational, sporting activities and charities.
e.g.
Charitable – donations, fundraisers, food drives, clothing drives
Socio-cultural – trips, limes, parties, Cultural Caravan
Educational – trips, library of old notes and assignments, guest speakers Sporting Activities –
sports day, intramural games, football tournaments
Section 3
All students registered at the University of Waterloo shall be eligible for membership, and shall
be granted that status upon payment of the standard membership fee.
Article 1
Section 1
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 by the committee.
Section 2
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 Association of Caribbean
Students. Candidates must be registered as undergraduates or graduates.
Section 3
No member shall be elected to hold any more than one post at a time.
Section 4
Candidates shall be nominated from the floor. A member may nominate his/her self. A member
who is not present but wishes to nominate him/her self, must submit a written request and a brief
digital recording of their statement of intent for every position they are interested in contesting.
These documents must be sent to the secretary no later than the 11:59 p.m. on the day prior to the
election. 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.
Section 5
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. This information needs to be released to the
secretary for documentation.
Section 6
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.
Section 7
A member seeking nomination for the position of President must be enrolled in
the University of Waterloo for at least the forthcoming Fall and Winter terms. Nomination for Vice President and Treasurer requires that the nominee be enrolled for at least two (2) out of the three (3) subsequent terms. Nomination for First Year Coordinator requires that the nominee be enrolled for at least the Fall term of the upcoming academic year. Nomination for all other executive positions carries the minimum requirement of being enrolled for at least one (1) out of the three (3) subsequent terms.
Section 8
A member seeking nomination for the position of President must have held a position on the executive committee at least once.
Section 9
When holding elections for First Year Representative, the nominees and the voters do not have
to be official ACS members. However, they do have to be enrolled in University of Waterloo’s
undergraduate program and in 1A. This is as a result of the membership system still being open
during this elections period. If the newly elected First Year Representative does not already
possess membership then he/she must become a member.
Section 10
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 ACS events, therefore a loss of any
fees paid to the club, as well stature.
Article 2: The Executive Committee
Section 1
The Association shall be headed by an executive committee which shall be responsible to the
general body.
Section 2
The executive committee shall be the elected body responsible for guiding the Association in its
objectives.
Section 3
The committee shall be comprised of 13 positions viz. President, Vice-President, Secretary,
Treasurer, Public Relations Officer, two Social Coordinators, Sport Coordinator, Web
Developer, First Year Coordinator, First Year Representative, Promotions/ Publications Officer and Education Coordinator.
Section 4
The executive committee can delegate responsibility to the general body.
Section 5
The presidential and treasury term shall run from the beginning of the fall term to the end of the
winter term. In the absence of the newly elected president and treasurer during the spring term,
an interim President and Treasurer will be appointed by the outgoing and incoming executive
committee.
Section 6
All other executive positions shall run from the beginning of the spring term until the end of the
winter term. In the absence of any of these executive officers during a term, the position will
remain 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.
Section 7
Duties of the President:
The President shall summon and chair all executive and general meetings.
The President shall be responsible for the overall co-ordination of the activities of the Association.
The President shall attend all meetings with relayed organizations, groups or individuals when matters likely to affect the Association are the subject of discussions.
Section 8
Duties of the 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.
The Vice-President shall be responsible for the maintenance of order in all General Assemblies.
The Vice-President shall assist the President in the overall co-ordination of the activities of the Association.
Section 9
Duties of the Secretary:
The Secretary shall be responsible for the recording and keeping of minutes of General and Executive Committee meetings
The Secretary shall be responsible for the Association correspondence, subject to the advice of the executive committee.
The Secretary shall be responsible for the maintenance of all documents pertaining to the Association.
The Secretary 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.
The Secretary is responsible for taking attendance at all executive meetings.
Section 10
Duties of the Treasurer:
The Treasurer shall be responsible for the financial accounts of the Association.
The Treasurer shall be responsible for the collection of dues and the co-ordination of the financial aspects of all Association activities.
The Treasurer shall be responsible for the preparation of a detailed budget for the events held within the fiscal year.
The Treasurer shall make quarterly reports of the financial status of the Association to the executive at an executive meeting.
The Treasurer shall be responsible for the transfer of financial documents to the succeeding executive committee.
Any member of ACS is entitled to request and receive information on the club’s financial status at the general meeting.
Section 11
Duties of the Social Coordinator:
There shall be two (2) social coordinators responsible for the organization of all social and cultural activities of the Association.
The Social Coordinators shall be responsible for the delegation of duties in relation to the above, subject to the advice of the executive committee.
Section 12
Duties of the Education Coordinator:
The Education Coordinator shall be responsible for the planning of educational events (eg. career forums, booth presentations) and charitable events (eg. fundraisers for charities and food and clothing drives)
The Education Coordinator shall be responsible for managing the mentorship and peer support programs where members can obtain assistance with homework and assignments
The Education Coordinator shall be responsible for finding new and innovative ways for promoting and educating the wider university community about Caribbean Culture
The Education Coordinator shall be responsible for making the club aware of educational opportunities such as scholarships, conferences and awards which may benefit club members.
Section 13
Duties of the Public Relations Officer (PRO) :
The PRO shall be responsible for managing the Club's email and social networking profiles, filtering content and bringing relevant information to the attention of the executive body alongside the Web Administrator.
The PRO shall be responsible for keeping the Association members aware of all activities, subject to the advice of the executive.
The PRO shall, along with the President and/or Vice President, attend meetings in association with any other organizations or individuals.
The PRO shall oversee any Association publications, e.g. newsletters, etc.
The PRO shall be a liaison between resource personnel, groups within the community, and other on-campus groups.
Section 14
Duties of the Sports Coordinator:
The Sports Coordinator shall be jointly responsible for the coordination and smooth execution of all sporting activities that the Association may undertake.
The Sports Coordinator shall be jointly responsible for the delegation of any duties relating to the above, subject to the advice of the executive.
Section 15
Duties of the Publications Officer:
The Publications Officer shall be responsible for advertising on the club’s behalf. Creation of all promotional banners and flyers for all events held. Design of logos or images to be used on posters, t-shirts, membership cards, etc.
The Publications Officer shall hold the responsibility of collecting media from the Association's various events to be used for archiving and marketing.
Section 16
Duties of the Web Administrator:
The Web Administrator shall be responsible for managing the Club's emails and social networking profiles, filtering content and bringing relevant information to the attention of the executive body alongside the PRO
The Web Administrator will update the Association's news feed and online media (including Youtube, twitter etc.) on behalf of the executive body and in direct collaboration with the PRO.
The Web Administrator shall be responsible for the maintenance of the Club’s Website.
The Web Administrator shall be responsible for updating the member database.
Section 18
Duties of the First Year Coordinator
The First Year Coordinator shall be responsible for guiding the first year representative to fulfill his or her role.
The First Year Coordinator shall be responsible for coordinating a first year dinner alongside the first year representative.
The First Year Coordinator shall be responsible for coordinating any other activities deemed suitable for first years upon approval of the executive committee.
The First Year Coordinator shall be responsible for encouraging first years to attend and get involved in events and activities
Section 18
Duties of the First Year Representative:
The First Year Representative shall be responsible for the forming of a liaison with all general members and the first year members.
Encourages first years to attend events and get involved in the club’s activities.
Section 19
If at any time an officer 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 an executive meeting, supported by
a two-thirds majority vote of the executive members present.
Section 20
Where a position becomes vacant as a result of a resignation, forfeiture or inability, the executive
body shall, at the earliest opportunity, decide whether to fill the position: 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 duties of the vacant position.
Section 21
There shall be a minimum of half of the executive officers at all executive meetings. There shall
be a minimum of 25 members, inclusive of executive officers, present at the constitution review
and general election meetings in order to proceed.
Article 3
Section 1
The financial year of the Association shall run from the beginning of the fall term to the end of
the winter term. Two of three signatories, these being the President, Vice-President and
Treasurer, shall sign any cheques issued by the Association.
Section 2
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.
Section 3
Prior to the signing of any such contract, a vote of approval at an executive meeting must be
supported by a majority vote.
Section 4
No member shall incur any expenses concerning the Association without the approval of the
executive body.
Section 5
All outstanding tickets or payment for tickets shall be returned to the Treasurer by 9pm on the night of ticketed events hosted by the executive committee.
Article 4
Section 1
Amendment of the constitution shall be drafted by the executive committee.
Section 2
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.
Section 3
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.
Section 4
The amended constitution shall be made effective by a favourable vote of the majority of the
members present in a general meeting.
Section 5
The constitution shall be reviewed before the end of the fiscal year, prior to general elections.