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► To Create a Working Party on the ULU Constitution
Policy 03/04
Valid AULUC 2008
TO CREATE A WORKING PARTY ON THE ULU CONSTITUTION
Proposed by Claire Wren [ULU V-P Finance & Societies]
Seconded by Susie Reilly [ULU Exec], James MacColl, [ULU V-P Welfare & Student Affairs], Ben McMechan [University College London Union], Nigel Harris [University College London Union], David Utting [President, King’s College London Union], Johann Malawana [Queen Mary University of London V-P Association] Ralph Redfern [University College London Union]
THIS UNION NOTES
1. There are a number of inconsistencies in the ULU Constitution and Regulations;
2. It is ULU policy to review the executive job descriptions;
3. Election nominations for the term of office 2002-2003 open on the 20th January 2003;
3. The nomination requirements for ULU elections have been significantly reduced following the election review at the end of the academic year 2001-2002; and
4. The first ULU Council of the Spring Term is on the 27th January 2003.
THIS UNION BELIEVES
1. A constitutional review ought to be carried out this year;
2. A constitutional review is best carried out by those interested in the outcome;
3. Any constitutional review ought to have effect from the earliest possible time (2003-2004);
4. It is poor practice to amend job descriptions part of the way through a nomination period;
5. A Constitutional review may be adversely affected by the start of an election period • possibly preventing the necessary thoroughness and lack of bias;
6. There would be no significantly adverse effect of a slight delay to the opening of nominations.
THIS UNION RESOLVES
1. Delay the opening of nominations until the 3rd February; and
2. Create a “constitutional review working party�? with Terms of Reference and Membership as defined in Appendix A.
Appendix A
1. Membership of Working Group:
a) Chair of Council (Convenor and Chair of Working Group)
b) The Senior Treasurer
c) Members of Governance Committee
d) Any other interested person who is a member of ULU.
2. Terms of Reference of Working Group:
a) To revise the ULU Constitution and Regulations with particular, but not exclusive, reference to:
i) The future direction of ULU;
ii) The original motion that mandated the review of the executive roles;
iii) The role of the executive within the democratic structure of ULU;
iv) The job descriptions of the elected officers;
v) The relationship between the full-time and part-time executive; and
vi) The responsibility of the regulation of elections, finances and clubs and societies.
b) To report and submit recommended changes to the 4th ULU Council of 2002-2003;
c) To meet at least twice; and
d) To circulate meeting times to all members of ULU Council.
PASSED: 27th January 2003
ULU CONSTITUTION 8: Sports and Societies Committee
8.1 The Sports and Societies Committee shall:
a] Be responsible, on behalf of Union Council, for sports and societies activity organised by the Union.
b] Be responsible, on behalf of Union Council, for formulating and implementing health and safety regulations and policy amongst Union sports and societies.
c] Be responsible, on behalf of Union Council, for promoting student development amongst Union sports and societies.
d] Represent the views of Union sports clubs and societies to the Union Council.
e] Represent the views of the individuals and teams competing in intercollegiate leagues, cups and other competitions organised by Union.
8.2 The Committee shall promote and facilitate intercollegiate sporting activity and Union club and society activity. The Sports and Societies Committee, on behalf of the Union Council, will regulate and promote the activities of the Union’s clubs and societies. No club or society shall be permitted to operate unless its membership is wholly composed of Full Members of the Union.
8.3 The Committee shall organise and promote University-wide competition in areas of sports activity, creating new competitions and reallocating resources where appropriate.
8.4 Any Regulations affecting the functioning of the Sports and Societies Committee shall be made in consultation with the committee.
8.5 The Membership of the committee shall be the Union sabbatical officers, three representatives of the Union’s sports clubs, three representatives of the Union’s societies and three representatives of competitors in Union organised competitions. The committee shall be chaired by the Union Chair who shall report the activities of the committee to Council when required. The relevant Senior Staff Member shall be secretary to the committee.
D:2: SPORTS & SOCIETIES COMMITTEE
A The Sports and Societies Committee shall be responsible, on behalf of the Union Council, for sports and societies activity organised by the Union. It shall do so with due regard to the policies of the Union, and the responsibilities set out in part 8 of the Constitution.
B The membership of the Sports and Societies Committee shall be:
i] The Sabbatical Executive Officers
ii] Three representatives of the Union’s sports clubs.
iii] Three representatives of the Union’s societies.
iv] Three representatives of competitors in Union organised competitions.
v] The Chair of Union Council, who shall be Chair.
vi] The relevant senior staff member, who shall act as secretary.
C Any ULU Regulations affecting the functioning of Sports and Societies shall be made in consultation with the Sports and Societies Committee.
D The Sports and Societies Committee shall, on behalf of the Union Council, make regulations for the approval of recognised clubs and societies, promote and regulate the activities of clubs and societies.
E There shall be three sub-committees of the Sports and Societies Committee provided for within the Sports and Societies Committee Regulations – the Inter-Collegiate Sports Committee, which shall exist to discuss the ULU Inter-collegiate leagues and items of common sporting concern between the Colleges, the Sports Committee and the Societies Committee, which shall represent and deal with the interests of sports and societies on a separate basis.
F:1 SPORTS AND SOCIETIES REGULATIONS
THE SPORTS AND SOCIETIES COMMITTEE shall be responsible for overseeing sports and societies within ULU.
The following committees report into the Sports and Societies Committee:
i] Intercollegiate Sports Committee at which sports officers from the colleges shall discuss issues concerning the ULU Inter-Collegiate leagues & items of common sporting concern.
ii] ULU Sports Committee which shall meet to discuss issues concerning ULU sports team competing on behalf of the federal Union.
iii] Societies Committee which shall be responsible for ULU Societies.
F:2: ULU SOCIETIES REGULATIONS
A AIMS
Each society shall have as its key purposes the educational, recreational and cultural development of its membership. They shall pursue this with regard to the Union’s Equal Opportunities Policy and shall take active steps to involve students from different backgrounds and UL Colleges, reflecting the diversity of the Union’s membership.
B MEMBERSHIP
i] Membership of a ULU Society shall be open to all full members of the union as defined in section 3.2(a) of the Constitution. Only such members shall be eligible to vote, hold office or undertake any activity under the auspices of the Society.
ii] A condition of individual membership shall be the possession of a current ULU membership card. All members of a society must submit a membership form to ULU for approval.
iii] Persons other than members shall not be permitted to take part in the organisation or activity of any society excepting those situations whereby they take a purely advisory, supportive or training role for the wider benefit of the student members, and only at such time as their qualifications and suitability to do so is determined and approved by ULU. The role of such persons shall in no way affect the ultimate responsibility of the student officers for the running of the Society.
iv) A society must have a minimum of 20 full members at any time.
C RECOGNITION
i] The Sports & Societies Committee is responsible for approving the recognition or de-recognition of ULU Societies, on the advice of the Societies Committee.
ii) A society shall be eligible for provisional recognition when it has twenty members, who must represent a broad and diverse mix of students from across different member colleges. Provisional recognition shall last for a minimum of one complete academic year, encompassing at least one annual election of Society Officers, after which a Society may apply for full recognition.
iii] A society may be de-recognised for sustained inactivity, failure to comply with regulations, or failure to meet the aims of objectives of the society or the Union.
iv] Each society from the time of provisional recognition shall be eligible to book rooms at ULU. Use of the rooms is exclusively for the purpose of the society as understood by ULU and in line with room booking policy. Those using the rooms shall be expected to reflect the composition of the membership. ULU reserves the right to survey the membership to ascertain the composition of users.
v] Each society from the date of full recognition shall be able to apply to the relevant Vice-President for an annual budget. The level of this budget shall have regard to the previous activity and merit of the Society to ULU, and it, or a proportion of it, may be withdrawn at any time.
D CONSTITUTION OF SOCIETIES
i] Each society shall have a constitution. This may be the standard constitution supplied by ULU, or a version approved by the society in a general meeting. No part of the constitution may contravene or contradict any area of ULU constitution, regulations or policy and must be approved by the Vice-President with responsibility for societies before it, or any subsequent change to it, shall take effect.
ii] The constitution shall include the name of the society, and aims and objectives not in contravention with ULU aims and objectives or policy.
iii] The constitution shall make provision for the election of officers. These shall include a Society Chair, a Treasurer and a Secretary. The society may designate and elect other officers as it sees fit. The quorum of the General Meeting shall be no less than 20% of the society membership or 10 persons, whichever is greater.
iv] The results of the elections must be notified to the Vice-President within five working days who shall ratify them subject to no complaint being received within a further five working days. Should a complaint be received, the Vice-President will investigate it to his or her satisfaction and act accordingly. The ULU Vice-President reserves the right to conduct any election in person or through a nominee.
E RESPONSIBILITIES OF OFFICERS
i] The Chair shall be responsible for the constitutional running of the Society, and shall be the primary point of contact between the Society and the Union. They must attend all meetings of Societies Committees and are directly responsible to the Vice-President for the conduct of their Society.
ii] The Treasurer shall be responsible for ensuring the Society’s financial practice complies with ULU’s regulations, and for keeping adequate records of financial transactions.
iii] The Secretary shall keep a list of membership and supply a copy to the Vice-President. They shall keep a record of meetings held and maintain an up-to-date inventory of equipment held by the society. They must ensure copies of all paperwork relating to the running of the Society are maintained in good order.
iv] The Officers named above and any others elected by the Society have a responsibility individually and collectively to ensure the proper running of the Society. They must ensure accurate contact details are known to the Union and keep in regular contact.
F RELATIONSHIP WITH THE UNION
i] The Vice-President with responsibility for societies may suspend the society at any moment for contravention, or the suspicion of contravention of the constitution, society’s Constitution, or these regulations.
iii] Societies or individual officers will be suspended if they bring disrepute upon the union.
iv] All society bank accounts shall be held by the union and all financial
procedures carried out in line with union policy.
G SOCIETIES COMMITTEE
There shall be a societies committee consisting of the chair and one other member of each provisionally and fully-recognised society, and such other persons as may be approved by Sports & Societies Committee. It shall meet at least once per term in accordance with the ULU calendar of meetings, and its purpose shall be to provide representation to ULU Societies and to advise the Sports & Societies Committee on recognition's and other matters. Its terms of reference shall be set by the Sports & Societies Committee.
H SOCIETIES SHIELDS
There shall be an annual awards scheme for ULU’s Societies, named “The University of London Union Societies Shields�?, awarded for outstanding achievement or contribution within ULU Societies. They shall be administered by the Vice-President with responsibility for Societies, under terms of reference agreed by the Sports & Societies Committee.
F:3: ULU SPORTS REGULATIONS
A AIMS
Each Club shall have as its key purposes the educational, recreational, cultural and competitive development of its membership. They shall pursue this with regard to the Union’s Equal Opportunities Policy and shall take active steps to involve students from different backgrounds and UL Colleges, reflecting the diversity of the Union’s membership.
B MEMBERSHIP
i] Membership of a ULU Club shall be open to all full members of the union as defined in section 3.2(a) of the Constitution. Only such members shall be eligible to vote, hold office or undertake any activity under the auspices of the Club.
ii] A condition of individual membership shall be the possession of a current ULU membership card. All members of a Club must submit a membership form to ULU for approval.
iii] Persons other than members shall not be permitted to take part in the organisation or activity of any Club excepting those situations whereby they take a purely advisory, supportive or training role for the wider benefit of the student members, and only at such time as their qualifications and suitability to do so is determined and approved by ULU. The role of such persons shall in no way affect the ultimate responsibility of the student officers for the running of the Club.
iv) A Club must have a minimum of 20 full members at any time.
C RECOGNITION
i] The Sports & Societies Committee is responsible for approving the recognition or de-recognition of ULU Sports Clubs, on the advice of the Sports Committee.
ii) A Club shall be eligible for provisional recognition when it has twenty members, who must represent a broad and diverse mix of students from across different member coll