Global Brigades - Medical Brigades
Last active term
Club Name
The name of the club will be Global Brigades - Medical Brigades. 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
University of Waterloo Global Medical/Dental Global Brigades (UW GM/DB) is a non-profit club led by dedicated students interested in the fields of medicine, pharmacy, dentistry, and healthcare. This club is comprised of various Executive Members and General Members who volunteer locally and/or abroad to Honduras, Nicaragua, Panama, or Ghana to create sustainable, positive impacts on under-resourced communities, while undergoing a life-changing experience. Locally, we organize information sessions, workshops, social/fundraising events, collect hygiene supplies, and recruit brigaders. Then we travel abroad to help run mobile pharmacy/medical/dental clinics in under-resourced communities. Our mission is to empower under-resourced communities as well as the brigaders to resolve global health and economic disparities.
Club events, activities, and/or initatives will include
1) Clubs Day
2) Information Session
3) Brigader Workshops
4) Socials and Fundraisers
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 $5.00 cash per term payable to the Vice-President of Finance 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
1) Materials for Club Meetings i.e. Workshops (major contribution)
2) Refreshments/Snacks at Club Events (major contribution)
3) Helps funds capital for Fundraising products (minor contribution)
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 two consecutive academic terms, 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.
- -Maintain good relationships with past sponsors by thanking and updating the sponsors about the Brigade.
- -Organizing executive and general member socials.
- -Approve of large administrative decisions, final decisions and lead executive team meetings.
- -Contact and update the Brigade Advisor about the upcoming brigade.
- -Be the main source of contact for Executive Team Members and Brigade Volunteers.
- -Management of all operations of this club.
The President is a signing authority.
The Vice-President of Recruitment 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.
- -Recruitment of brigaders in-person and through Facebook.
- -Ensure forms are filled out for FEDS and other administrative duties.
- -Update the UW GM/DB Club Calendar.
- -Take notes on Meeting Minutes to track our progress throughout the term.
- -Book rooms for meetings and events.
The Vice-President of Recruitment is a signing authority.
The Vice-President of Finance 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.
- -Communicate costs to Brigaders.
- -Ensure that Brigaders paid their deposits on time and booked flights.
- -Deposit cheques from fundraising events.
- -Create and update the finance spreadsheet to track sponsorship/donation incomes and expenses for our account.
- -Management of all finances and financial information within this club.
The Vice-President of Finance is a signing authority.
The Vice-President of Marketing ensures that:
- -Contacting professors in regards to LEARN postings and/or in-class announcements.
- -Creating Facebook events for fundraisers and events.
- -Updating our Facebook page a minimum of once per month.
- -Create promotional material such as, posters/flyers for Clubs Day, Vendor’s Alley, Information Session and our Fundraising Events.
- -Create professional slideshows for presentations (in conjunction with President and Vice-President).
- Ensures that the next Vice-President of Marketing is trained.
The Vice-President of Public Relations ensures that:
- -Contact Brigade Volunteers to encourage participation and promotion of our Fundraising Events.
- -Ensure the Sponsorship Form is properly completed by an authorized individual, then email the sponsor a copy of the completed Sponsorship Form.
- -Brainstorm and create a spreadsheet of potential sponsors to contact for sponsorship of our Fundraising Events.
- -Plan and organize a minimum of four (4) Fundraising Events per term for the Brigade.
- -Brainstorm original and effective Fundraising Events within our resources.
- Ensures that the next Vice-President of Public Relations is trained.
The Medical and Pharmacy Coordinator, Team Lead ensures that:
- -After Brigaders are confirmed, lead Brigaders in expanding Medical/Pharmacy sponsorship relationships and supply acquisition.
- -Help recruit health professionals and coordinate with other universities for Medical/Pharmacy sponsorships.
- -Help contact potential sponsors to acquire Medical/Pharmacy supplies, ensure the Sponsorship Forms are properly completed, and track acquired/required Medical/Pharmacy supplies.
- -Lead brainstorming a spreadsheet of potential Medical/Pharmacy sponsors.
- -Be the main source of contact for the rest of the Medical, Pharmacy, and Dental Team Members.
- -Communicate with the President to stay updated on Medical/Pharmacy sponsorships.
- Ensures that the next Medical and Pharmacy Coordinator, Team Lead is trained.
The Dental Coordinator, Team Lead ensures that:
- -After Brigaders are confirmed, lead Brigaders in expanding Dental sponsorship relationships and supply acquisition.
- -Help recruit health professionals and coordinate with other universities for Dental sponsorships.
- -Help contact potential sponsors to acquire Dental supplies, ensure the Sponsorship Forms are properly completed, and track acquired/required Dental supplies.
- -Lead brainstorming a spreadsheet of potential Dental sponsors.
- -Be the main source of contact for the rest of the Medical, Pharmacy, and Dental Team Members.
- -Communicate with the President to stay updated on Dental sponsorships.
- Ensures that the next Dental Coordinator, Team Lead 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 Medical, Pharmacy, and Dental Coordinator ensures that:
- -Help update the acquired/required Medical/Pharmacy/Dental supplies spreadsheet.
- -Ensure the Sponsorship Form is properly completed by an authorized individual, then email the sponsor a copy of the completed Sponsorship Form.
- -Help acquire Medical/Pharmacy/Dental supplies that you are responsible for contacting.
- -Divide up potential sponsors to contact by phone and/or email in a professional manner.
- -Brainstorm a spreadsheet of potential Medical/Pharmacy/Dental sponsors.
- -Participate in a minimum of 2 fundraisers per term.
- -Communicate with the Team Leader and President about required Medical/Pharmacy/Dental sponsorships.
- Ensures that the next Medical, Pharmacy, and Dental Coordinator is trained.
The Club Ambassador ensures that:
- -Help recruit new club members.
- -Increase popularity of our club's social media.
- -Promote our events on their social media by sharing and liking our posts.
- -Participate in a minimum of 2 fundraisers per term.
- -Represent the club enthusiastically in a way that aligns with our Club Constitution.
- Ensures that the next Club Ambassador is trained.
Meetings
General Meetings
The club will hold bi-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 monthly 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.