University of Waterloo GlamourGals
Club Name
The name of the club will be University of Waterloo GlamourGals. 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
The purpose of this club is to bring together University of Waterloo students, staff, faculty, and members of the broader UWaterloo community to bridge the intergenerational gap between older adults and younger populations. The club seeks to address and reduce social isolation among older adults in the Kitchener-Waterloo region by cultivating a community of undergraduate students, graduate students, and staff who share a passion for supporting older adults, building meaningful connections, raising awareness, and deepening understanding of the often unseen challenges faced by local seniors.
This chapter will work directly with local long-term care homes to create inclusive, community-centered spaces where residents, club members, and volunteers can engage in meaningful conversations, foster companionship, and build lasting relationships through complimentary beauty makeovers and manicures. In doing so, the club aims to uphold WUSA values of community-focused inclusion by fostering a network of students and faculty with a strong interest in aging and health. Through initiatives grounded in compassion and support, executive members and general members alike will have the opportunity to make a direct and positive contribution to the Kitchener-Waterloo community.
Through the appointment of executive officers to oversee club operations and finances, the club will uphold principles of accountability and transparency by implementing a sustainable, member-driven decision-making process. As a University of Waterloo chapter of GlamourGals, this club represents a novel initiative not previously established within WUSA, and highlights the potential for unique, compassion-centered programming that supports students and faculty in their academic, personal, and professional pursuits.
Club events, activities, and/or initatives will include
The club will coordinate organized visits and excursions to local long-term care facilities, where members and volunteers will spend time engaging in one-on-one, small group conversations with residents. During these visits, volunteers will offer companionship and participate in activities such as complimentary beauty makeovers and manicures, creating opportunities for residents to feel valued, confident, and cared for. Regular general member meetings will be held to discuss upcoming events, reflect on experiences, and provide training on effective communication, empathy, and respectful engagement with older adults. Executive and volunteer meetings will focus on planning, leadership and creative development, and maintaining strong partnerships with long-term care homes. The club will also host targeted fundraisers to support supplies, transportation, and special events, ensuring the sustainability of its initiatives. These may include bake sales, campus pop-up events, and collaboration with other student-run clubs. Creative activities such as arts and crafts sessions will be incorporated into visits, including the creation of handmade cards, letters, and self-care kits that are distributed during holidays and special occasions. Overall, the club will prioritize frequent visits, intergenerational game afternoons, and wellness-focused, mindfulness-based conversations to foster joy, uphold dignity, and encourage meaningful social engagement and awareness.
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.
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.
- Oversees and ensures appropriate and timely engagement of members taking on supporting positions
The Secretary is a signing authority.
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.
The Logistics Coordinator ensures that:
- Oversees the planning and execution of club events and initiatives, including coordinating schedules, managing event timelines, and ensuring all supplies and materials are prepared in advance
- Serves as the primary liaison with long-term care and retirement homes, campus partners, and club members by coordinating dates, times, locations, and participation requirements through clear and professional communication
- Works closely with the executive team to address logistical challenges, maintain organized communication, and support the overall success and smooth operation of GlamourGals’ programs
- Their successor is trained.
- Ensures that the next Logistics Coordinator is trained.
The Events Coordinator ensures that:
- Plans innovative and inclusive events such as visits to long-term care facilities and on-campus initiatives, to foster meaningful intergenerational connections between seniors and university students while promoting social interaction, joy, and companionship
- Collaborates closely with the executive team, volunteers, and external partners to support smooth execution, while ensuring that all activities are well-organized, impactful, and enjoyable for all participants
- Their successor is trained.
- Ensures that the next Events Coordinator is trained.
The Outreach Coordinator ensures that:
- Contacts retirement and long-term care homes to expand GlamourGals’ reach, establish partnerships, and coordinate opportunities for meaningful intergenerational engagement
- Increases student awareness and involvement by promoting club initiatives through campus outreach, collaboration and effective communication, encouraging volunteer participation and engagement
- Collaborates closely with the executive team and community partners to support ongoing partnerships, and contribute to the growth and sustainability of GlamourGals’ chapter
- Their successor is trained.
- Ensures that the next Outreach Coordinator is trained.
The Outreach Coordinator is a signing authority.
The Research Coordinator ensures that:
- Conducts research to develop informative and engaging biweekly content focused on topics related to seniors, such as social isolation, well-being, aging myths, and intergenerational connection, to raise awareness and educate audiences
- Research various discussion prompts to encourage engagement, spark curiosity, and promote meaningful conversations among students and the broader community
- Their successor is trained.
- Ensures that the next Research Coordinator is trained.
The Fundraising Coordinator ensures that:
- Plans fundraising events and initiatives throughout the term, including collaborations and partnerships with campus groups or local businesses, to generate funds needed for club operations and supplies, such as those required for makeover activities
- Develops strategies to maximize fundraising success, manages donor and partner relationships, and works closely with the executive team to ensure funds are effectively allocated to support the club’s programs and events
- Their successor is trained.
- Ensures that the next Fundraising Coordinator is trained.
The Marketing Coordinator ensures that:
- Manages GlamourGals’ online presence, primarily through Instagram, by overseeing account activity, maintaining consistent branding, and engaging with the club’s audience in a professional and welcoming manner
- Designs and curates visually appealing post layouts, including research-based posts, myth-busters, and educational content, ensuring information is accessible, engaging, and aligned with the club’s mission
- Leads content creation strategies to increase engagement and outreach by developing creative posts, stories, and interactive content that raise awareness, encourage participation, and strengthen the club’s online community
- Their successor is trained.
- Ensures that the next Marketing 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 Logistics Support ensures that:
- Support overall club purpose, mission, and vision
- Support the duties of Logistics Coordinator where necessary
- Engage in club fundraisers, general meetings, and other planned events
- Ensures that the next Logistics Support is trained.
The Treasurer Support ensures that:
- Support overall club purpose, mission, and vision
- Support the duties of Treasurer where necessary
- Engage in club fundraisers, general meetings, and other planned events
- Ensures that the next Treasurer Support is trained.
The Events Support ensures that:
- Support overall club purpose, mission, and vision
- Support the duties of Events Coordinator where necessary
- Engage in club fundraisers, general meetings, and other planned events
- Ensures that the next Events Support is trained.
The Marketing Support ensures that:
- Support overall club purpose, mission, and vision
- Support the duties of Marketing Coordinator where necessary
- Engage in club fundraisers, general meetings, and other planned events
- Ensures that the next Marketing Support 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 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, Instagram, and Discord
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
External Affiliations
The club is affiliated with GlamourGals Foundation .
Over the winter break, Alvina Chowdhury and Trisha Banerjee, attended an orientation meeting with the GlamourGals Foundation program assistant. During this session, we received guidance on how to formally connect with the Foundation once our chapter at the University of Waterloo is approved. Following approval, we will reach out to the Foundation to establish our University of Waterloo GlamourGals chapter on their website. Through this official chapter of registration, the Foundation will then coordinate with us to provide the necessary supplies for makeovers, enabling our programming to support seniors in our local community. Additionally, the GlamourGals Foundation will provide step-by-step guidance on how to successfully coordinate and execute visits with local long-term care homes and internal fundraising initiatives. Alongside this, the foundation will provide resources for club volunteers and executives to develop empathy-based communication strategies ahead of meetings with seniors.
View the letter from the affiliate
The club itself is internally responsible for ensuring adherence to any applicable By-Laws, policies, conditions, etc. outlined by the external affiliation. However, all policies, procedures, By-Laws, etc. of both UW and WUSA supersede any By-Laws, policies, conditions, etc. outlined by the external affiliation. The Clubs Manager, not the external organization, is the final authority on all club business. Other than the authority to end the affiliation, the external organization has no authority over the club whatsoever. Furthermore, the Clubs Manager is not responsible for ensuring the club abides by any additional stipulations between the club and the external organization. The club may choose by general vote to sever the affiliation, with notice given to the Clubs Manager.