Club Constitution | Waterloo Undergraduate Student Association Clubs

University of Waterloo Cantonese Multimedia Production

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Constitution

Club Name

The name of the club will be University of Waterloo Cantonese Multimedia Production. 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

promote, preserve, and increase general public’s interest in the Cantonese language and Hong Kong Culture through the use of multimedia, including but not limited to magazine publications, radio broadcasts, video productions, and drama performances; and to increase cultural and intellectual exchanges with similar entities, both within and outside of the community of the University of Waterloo.

Club events, activities, and/or initatives will include

Software tutorials for magazine and radio productions (Adobe Photoshop/Audition)
On-Stage Drama Productions
On-Stage Drama Rehearsal
General Meetings and Workshops (Radio recording / Magazine editing)
Social events

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

Club Membership is Free

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 A 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.
Organize general and executive meetings.
The presidents help to ensure the functioning order of all departments in UW CaMP as outlined above.
Co-ordinate the activities and resolve possible conflicts of different departments in UW CaMP.
Either President A or B may represent UW CaMP to attend the club meetings held by the Federation of Students.
May share all the duties accordingly with UWD productions director and graphics director.
Ensure the functioning order of all departments in UW CaMP, with a focus in managing UWD publications, including but not limited to productions and graphic departments. If any of the directors and/or assistants are absent or failed to fulfill his/her duties, the president must be responsible to assume their duties.
Support operations of UW CaMP at all times, including all departments and all other duties as required by any member in UW CaMP.

The President A 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.
All venue reservations for events (workshops, social events, general meetings)
Keep track of productions’ deadline (For UWD, KWC1, UWCDP)
Compile agenda for each meeting.

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.
Inform President A and B the End of Term financial status report

The Treasurer is a signing authority.

The President B ensures that:

Organise general and executive meetings.
The presidents help to ensure the functioning order of all departments in UW CaMP as outlined above.
Co-ordinate the activities and resolve possible conflicts of different departments in UW CaMP.
Either President A or B may represent UW CaMP to attend the club meetings held by the Federation of Students.
May share all the duties accordingly with KWC1 and UWCDP productions director(s).
Ensure the functioning order of all departments in UW CaMP, with a focus in managing KWC1 and UWCDP productions, including but not limited to the Radio and Drama departments. If any of the directors and assistants are absent or failed to fulfill his/her duties, the president must be responsible to assume their duties.
Support operations of UW CaMP at all times, including all departments and all other duties as required by any member in UW CaMP.
The next President B is trained.
The club works towards its objectives as agreed upon by the membership; and
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;
Ensures that the next President B is trained.

The President B is a signing authority.

The Public Relations Director ensures that:

Facilitate and organize sponsorship hunting activities to ensure that there are sufficient funds for UW CaMP’s operations, including but not limited to the publications of UWD, the broadcasts of KWC1, and the drama productions of UWCDP.
Responsible for organizing promotional activities and events of UW CaMP.
Approve applications for new marketing associates and Public Relations Staff.
Responsible for maintaining the functioning order of Public Relations Department.
Represent UW CaMP in all external affairs, in conjunction with the presidents.
Ensures that the next Public Relations Director is trained.

The Information Technology Director ensures that:

Ensure website/ domain fees are due at a regular basis.
Relay the appropriate publication content from UWD and audio broadcasts content from KWC1 onto the website after their productions.
Ensure the accuracy of the website and that the content on the website is up-to-date.
Maintain the website(s) of UW CaMP and its subsidiaries, referred as “the website” hereafter.
Ensures that the next Information Technology Director is trained.

The UWD Productions Director ensures that:

Provide the Production Assistant Director training with the role of a Production Director.
Facilitate the publications of various content on social media platforms and on UW CaMP’s website.
Ensure the functioning order of the Production Department, and assign tasks to department members.
Make final decisions on the content of the UWD’s publications, in conjunction with the presidents of UW CaMP.
Function as the Chief Editor of UWD publications, in that the Production Director should be responsible for the quality control of the content of all UWD’s publications.
Responsible for controlling and maintaining the production activities of all UWD’s publications.
Ensures that the next UWD Productions Director is trained.

The UWD Production Assistant Director ensures that:

InstaSecrets are user generated content that are to be posted on UW CaMP’s specified social media platform(s) and in UWD productions.
Overlook the operations of InstaSecrets, a subsidiary under the Production Department, under the advice of Production Director.
Co-ordinates the editors in editorial matters in all UWD publications.
Provide training for new production staff and editors.
Ensure that the submission of UWD publications’ content are timely.
Assist the Production Director with his/her duties.
Ensures that the next UWD Production Assistant Director is trained.

The Graphics Director ensures that:

Responsible for making the final decision on all Graphics Design related issues, in conjunction with the presidents of UW CaMP.
Responsible for the quality control and graphics design of UW CaMP’s promotion material, in particular the KWC1 and UWCDP Branch.
Ensures the functioning order of the Graphics Department, and assign tasks to department members.
Responsible for the quality control of the layout and graphics design of UWD publications.
Ensures that the next Graphics Director is trained.

The Graphics Assistant Director ensures that:

Responsible for the quality control and graphics design of UW CaMP’s promotion material, in particular the KWC1 and UWCDP Branch.
Ensure the timely delivery of designed layouts of UWD publications.
Assists Graphics Director with his/her duties.
Provides training for new graphics designers with the necessary skills of designing layouts of UWD publications.
Ensures that the next Graphics Assistant Director is trained.

The KWC1 Radio Director ensures that:

Responsible for making final decisions on matters pertinent to KW Channel One and its productions, in conjunction with UW CaMP’s presidents.
Ensures the functioning order of the KW Channel One department.
Facilitates the productions of audio broadcasts, including but not limited to radio and podcasts, on a regular basis, a weekly interval is recommended.
Ensures that the next KWC1 Radio Director is trained.

The KWC1 Radio Assistant Director ensures that:

Assist Radio Director with his/her duties.
Responsible for the quality control to past audio broadcasts, and provides advice and comments to the relevant broadcasters as needed.
Ensures that the next KWC1 Radio Assistant Director is trained.

The UW Chinese Drama Productions Director ensures that:

Appoints committee members of drama productions, in conjunction with the presidents.
The Drama Director shall automatically become a committee member of any current drama production. If the Drama Director is not a part of an existing committee, he/she shall hold the role of Advisor.
Facilitates the productions of visual and audio productions under the name of UWCDP, including but not limited to on-stage drama and video production.
Ensures that the next UW Chinese Drama Productions Director 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 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:

Email
Facebook
Phone

Emergency meetings can be called by an executive via:

Email
Facebook
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

Internal Affilations

The club is affiliated with UWDimension. The nature of the affiliation, including the conditions required by both parties, is outlined as follows:

Club exists in Feds. UWDimension will have it's own financial account.

The club is affiliated with KW Channel One. The nature of the affiliation, including the conditions required by both parties, is outlined as follows:

Existing club. KW Channel One will have it's own financial account.

The club is affiliated with University of Waterloo Chinese Drama Production. The nature of the affiliation, including the conditions required by both parties, is outlined as follows:

Existing club. University of Waterloo Chinese Drama Production will have it's own financial account.