University of Waterloo's Beauty Club (UWBC)
Last active term
Club Name
The name of the club will be University of Waterloo's Beauty Club (UWBC). 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
Our mission is to foster an inclusive community where techniques, knowledge, and product recommendations are shared openly and equitably. We welcome everyone, regardless of gender, race, sexuality, skill level, or skin concerns.
Club events, activities, and/or initatives will include
Upcoming events include:
What's In My Makeup Bag Show n' Tell + Mocktails
( This will be a 1-2 hour social event where members are required to bring their makeup and present the contents they use every day. Mocktails will be provided by the club. In respect of everyone's time, a signup sheet with a certain amount of presenters will be distributed however, everyone is welcome to watch. )
Skincare 101 - Learn about the basics of skincare and what might work for you!
( A social event where the club will first present the basics of skincare such as "how to layer your products." Afterward, members can present the products that work best for their skin type. Students are required to bring their skincare products. )
Makeup Challenges - Create a look given the theme!
( Members will be given one hour to create a makeup look inspired by the given theme (eg, 90s, smokey eye or glittery looks). UWBC will provide disposable products such as Q-Tips makeup removers and wipes while members are responsible for arriving with their products. )
“Braiding 101” - Bring a friend and learn how to French/Dutch braid
( A YouTube video or a club member will demonstrate how to do a certain hairstyle. Afterward, members can braid their hair or bring a friend to practice on. Members are required to bring their styling products while UWBC will provide disposable products such as elastics. )
Nail painting nights
( A social event where members will gather and paint their nails while making new friends. Members are required to bring their nail polish while UWBC will provide disposable products such as nail filers, nail polish remover, and cotton pads ).
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
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.
- Establish and communicate the club's goals and vision along with other executive officers
- Organize club meetings, set agendas and delegate tasks for next steps
- Work along side the Treasurer to ensure the club's finances are allocated appropriately within the club's budget
- Provide guidance and support to other executive officers
- Address conflicts and issues to foster a positive and safe environment
- Ensures all finances, meeting notes and other documents are properly organized
- Interview and recruit new executives that align with the club's goals
- Ensure that the club has a solid foundation for future Presidents to build upon
- Finalize all decision to ensure every activity aligns with the club's identity
The President is a signing authority.
The Vice President 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.
- Records of what the group has done are maintained, distributed, and are accessible to all the members
- Assist in recruiting new members along-side with the President
- Maintains a record of attendance
- The next Vice President is trained
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.
- Immediately reports any financial issues to the President and Vice President
- Works alongside with the VP Events to ensure all initiatives fit within the given budget
The Treasurer is a signing authority.
The VP of Events ensures that:
- Collaborates closely with the treasurer to ensure all events align with the designated budget
- Effectively communicates event specifics to the President and VP for all ideas
- Actively updates and coordinates with the marketing team, providing essential content details for promotional purposes. Including last minute location/time changes
- Curates a diverse range of events that authentically represent the club's identity, goals, and cater to the interests of the general members
- Contact WUSA support when searching for an appropriate location to host events
- Ensures the next VP of Events is trained
- Send e-mails to general members the details of upcoming events
- Ensures that the next VP of Events is trained.
The Creative Director ensures that:
- Oversee timelines for marketing coordinators, ensuring efficient progress
- Create aesthetic designs that compliment the club's identity
- Leads in crafting logos, colour palettes and other visual requirements vital for the club's foundation
- Communicates with the President and VP to ensure all designs and ideas authentically represent the club
- Ensures future creative directors/marketing coordinators are trained
- Oversee Marketing Coordinators to create marketing strategies that reach to the targeted demographic
- Ensures that the next Creative Director is trained.
The Creative Director is a signing authority.
The Marketing Coordinator ensures that:
- Designs and executes strategic marketing campaigns to boost club events and initiatives
- Maintains social media platforms in sync with the club's mission and objectives
- Engages targeted demographics across all social media platforms.
- Ensures all medias follow within the Creative Director's guidelines.
- Reports of any fluctuations in engagement to fellow Executives
- Address inquiries and concerns by general members that are communicated by our social media platforms
- Ensures the next marketing coordinator is trained
- Ensures that the next Marketing Coordinator is trained.
The VP of Sponsorship ensures that:
- Collaborate with Events team to research outside partnerships to create tailored campaigns to and events to expand the club’s awareness
- Communicate all transactions, donations, and sponsors with the club’s Treasurer
- Connect with companies, organizations and clubs that may promote brand awareness and improve brand image
- Provide regular reports and updates to the rest of the team on sponsorship activities, achievements, and future opportunities
- Research beauty and lifestyle trends, best practices, and emerging opportunities in sponsorship for potential collaborations
- Ensures that the next VP of Sponsorship 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 monthly 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 bi-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
- Discord and Instagram
Emergency meetings can be called by an executive via:
- Phone
- Discord and Instagram
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.