constitution march 2011

CONSTITUTION OF THE ROBERT GORDON UNIVERSITY STUDENT ASSOCIATION


CONSTITUTION OF

THE ROBERT GORDON UNIVERSITY STUDENT ASSOCIATION

1 NAME 1.1 The Association shall be called “The Robert Gordon University Student Association” (the

“Association”). 1.2 The Association shall:

1.2.1 be an unincorporated association of members; 1.2.2 have recognised charitable status; 1.2.3 be registered as a club with the Sheriff Court District of Aberdeen

Registrar of Clubs under the Licensing (Scotland) Act 1976 and sell and supply excisable liquor in accordance with the terms of said Act until 5am on 1st September, 2009 and obtain a premises licence in respect of the premises occupied by the Association at Schoolhill, Aberdeen in terms of the Licensing (Scotland) Act 2005 and, with effect from 5am on 1st September, 2009 sell and supply excisable liquor in accordance with the terms of that premises licence and that Act;

1.2.4 be a non-‐profit making organisation and any financial surpluses shall be reinvested in the Association; and

1.2.5 adhere to the requirements of the Education Act 1994 (as amended) and to the associated University Code of Practice.

2 OBJECTS 2.1 The objects of the Association are to:

2.1.1 represent and promote the general interests of students of the University;

2.1.2 provide or assist in the provision of facilities for recreation or other leisure time occupation so that their conditions of life may be improved;

2.1.3 advance the arts, culture, education, science, heritage and sport by providing amenities and supporting activities for students;


2.1.4 prevent and relieve poverty and advance health by providing advice and welfare services for students and potential students.

2.2 The Association recognises that the following are key to achieving its objects:

2.2.1 representing students in their needs and aspirations; 2.2.2 supporting students throughout their University life; 2.2.3 advising, informing and listening to students; 2.2.4 effecting inclusion by promoting participation in the work and activities

of the Association; 2.2.5 providing quality social and recreational facilities and services focused on

enhancing the ‘Student Journey’; and 2.2.6 supporting student development, sports, societies and other co-‐curricular

activities.

3 POWERS 3.1 The Association shall, in pursuit of its objectives and to ensure efficient management, be

permitted to: 3.1.1 buy, sell, lease or hire goods or services of any description; 3.1.2 invest the funds of the Association where appropriate; 3.1.3 elect the Presidents of the Association (the “Presidents”); 3.1.4 exercise discipline in relation to members of the Association; 3.1.5 employ such staff as are necessary and to provide for their remuneration; 3.1.6 subscribe or contribute to any charitable or benevolent concern of a

private or public character; 3.1.7 meet the expenses of the Association; 3.1.8 enter into, vary, carry out and cancel contracts, agreements and

undertakings; 3.1.9 become a member of any corporate or unincorporated body which has

objects similar to those of the Association and to meet the appropriate subscriptions and charges relating to such membership; and

3.1.10 do all such other things as may appear to be incidental or conducive to the attainment of the Association’s objects or any of them.


3.2 In exercising any of the powers listed at clause 3.1, the relevant Association regulations (the “Regulations”) as set down by the University’s Board of Governors (the “Board”) from time to time shall at all times be adhered to.

3.3 The Association may exercise the following additional powers but only with the prior consent of the Board: 3.3.1 the purchase, sale, lease, holding or disposal of any heritable property; 3.3.2 the purchase, sale, lease, holding or disposal of stocks and shares or the

acquisition, formation, undertaking, liquidation or winding up of an interest in any company, society, business or partnership;

3.3.3 the borrowing, advance or lending of any monies or the taking or giving of any security; and

3.3.4 the entry into any partnership, joint venture or other similar arrangement with any other entity.

4. EXECUTIVE BOARD 4.1 There shall be an Association executive board (the “Executive Board”). 4.2 The Executive Board shall be responsible for the day to day management and control of

all of the affairs and property of the Association and may exercise the powers of the Association as it thinks fit, save only as otherwise provided by this constitution and in accordance with the Regulations.

4.3 The Executive Board shall consist of:

4.3.1 the Presidents 4.3.2 the Vice Presidents 4.3.3 An honorary treasurer nominated by the Board (the “Honorary

Treasurer”) and shall be voted in at the Annual General Meeting; and 4.3.4 the General Manager of the Association (the “General Manager”) who

shall have ex officio membership. 4.4 Meetings of the Executive Board shall be held at least once each month at places, dates


and times fixed by the Executive Board. 4.5 Subject to the following provisions, the Executive Board may regulate its proceedings as

it thinks fit. At any meeting: 4.5.1 no business shall be transacted unless a quorum is present. One half of

the members of the Executive Board plus one shall form a quorum. Where such number should not be a whole number the quorum shall be the next highest whole number.

4.5.2 if a quorum is not present within half an hour of the time appointed for the meeting or if during the meeting a quorum ceases to be present, the meeting shall stand adjourned until a subsequent place, date and time is agreed and the members present at the adjourned meeting shall constitute a quorum.

4.5.3 the President (Communications & Democracy), or in the President’s absence, one of the President (Education & Welfare) or President (Sports & Physical Activity) shall chair the meeting. If none of the Presidents is present or willing to act then the Executive Board members present shall elect one of their number to act as chair.

4.5.4 Any resolution put to the vote shall be decided on a show of hands.

4.5.5 All members present (apart from the General Manager) shall have one vote each and in the case of an equality of votes the chair shall have the casting vote.

4.5.6 There shall be a secretary appointed by the Executive Board to keep minutes and record all decisions taken.

4.6 No resolution shall have effect unless recorded within the minutes of the meeting

where it was made. Minutes shall be available to all members of the Association on request.

5. STANDING COMMITTEES


5.1 The Executive Board shall have the power to form three Association standing committees subordinate to the Executive Board (the “Standing Committees”) as hereinafter described in clauses 5.2, 5.3 and 5.4 which shall assist and advise the Executive Board. The Executive Board shall delegate to the Standing Committees such of its functions as it thinks fit and as required to further the aims of the Association.

5.2 A union and societies standing committee (the “Union and Societies Committee”) shall

meet twice each semester and shall advise the Executive Board in relation to matters arising in connection with: � societies;

� community relations;

� communications including student publications; and recreation, entertainment and Union services.

The Union and Societies Committee shall be made up as follows: � President (Communications & Democracy) (Chair);

� An Executive Officer (Deputy Chair) ;

� President (Education & Welfare) & President (Sports & Physical Activity); and

� one representative from each society affiliated to the Association. 5.3 A student affairs standing committee (the “Student Affairs Committee”) shall meet

twice each semester and shall advise the Executive Board in relation to matters arising in connection with:

� academic affairs; � equity, diversity and rights; and

� student welfare, health and wellbeing.

The Student Affairs Committee shall also have responsibility for nominating NUS delegates to act on behalf of the Association.

The Student Affairs Committee shall be made up as follows; � President (Education & Welfare) (Chair);

� An Executive Officer (Deputy Chair) ;

� President (Communications & Democracy) & President (Sports & Physical Activity);

� two officers representing each of the three matters of concern to the council (a total of 6 officers) and elected in accordance with the Association’s election regulations; and


� three officers representing each University Faculty to be nominated by class representatives.

Where officers fail to be elected for any reason the Executive Board may co-‐opt appropriate persons to fill the roles.

5.4 A sports standing committee (the “Sports Committee”) shall meet twice each semester

and shall advise the Executive Board in relation to sport.

The Sports Committee shall be made up as follows; � President (Sports & Physical Fitness)(Chair);

� Vice-‐President (Sports) (Deputy Chair) ;

� President (Communications & Democracy) and President (Education & Welfare);

� one senior representative of RGU:SPORT; and

� one representative of each sport club affiliated with RGU:SPORT. 5.5 Meetings of all Standing Committees shall be minuted and minutes shall be available to

all members of the Association.

6. GENERAL MEETINGS AND VOTES 6.1 There shall be one annual general meeting of the members of the Association each

academic year (the “Annual General Meeting”) to be held at a place, date and time to be fixed by the Executive Board. At least 14 days notice of the meeting shall be given by posting advertisements within each University Faculty and on the Association website.

6.2 No business shall be transacted at any Annual General Meeting unless a quorum of 60

Ordinary members (an ‘Ordinary member’ being determined by the Association’s membership and discipline regulations) is present. If such a quorum is not present within half an hour of the time appointed for the meeting, or if during the meeting a quorum ceases to be present, the meeting shall adjourned to the same place, day and time in the following week and the Ordinary members present at such adjourned meeting shall constitute a quorum.

6.3 The Annual General Meeting shall be chaired by the President (Communications &

Democracy) or the President (Education & Welfare) or the President (Sports & Physical Activity) or, if none are present, any member of the Executive Board present.


6.4 Any resolution put to the vote shall be decided on a show of hands. Each Ordinary

member of the Association shall have one vote and in the case of an equality of votes the chair shall have the casting vote.

6.5 Any item to be placed on the agenda of a meeting shall have the support of the Executive Board or not less than 25 Ordinary members of the Association and must be placed in the hands of the Executive Board not less than seven days prior to the date of the meeting.

6.6 A general meeting other than an Annual General Meeting shall be called an

extraordinary general meeting (“EGM”). An EGM shall be called by the Executive Board or on request to the Executive Board by 30 Ordinary members of the Association stating the nature of the business to be discussed and/or any resolution to be put before the meeting. The provisions of clauses 6.1 to 6.4 inclusive (as applicable) shall apply equally to an EGM.

7. SABBATICAL OFFICERS 7.1 There shall be three sabbatical officers of the Association:

� President (Communications & Democracy);

� President (Education & Welfare); and

� President (Sports & Physical Activity), who shall be employed by and remunerated by the Association.

7.2 Each sabbatical officer shall be elected in accordance with the Association’s election

regulations. Each shall hold office for a period of 12 months (“a period”) and shall be eligible to serve in that role for no more than two periods.

7.3 All sabbatical officers shall act in accordance with their role statement and shall be

subject to regular review of performance by the General Manager, in consultation with the Executive Board, who shall report to the Board.

7.4 If any sabbatical officer position becomes vacant during the period, the Ordinary

members of the Association shall be entitled to elect a replacement, failing which a replacement may be appointed by the Executive Board.

8. EXECUTIVE OFFICERS


8.1 There shall be seven Executive Officers of the Association: � Vice-‐President (Academic Affairs)

� Vice-‐President (Entertainments & Events)

� Vice-‐President (Environment & Ethics)

� Vice-‐President (Equality & Diversity)

� Vice-‐President (International)

� Vice-‐President (Societies)

� Vice-‐President (Sports) 8.2 Each Executive Officer shall be elected in accordance with the Associations election

regulations. 8.3 Each shall hold office for a period of 12 months (“a period”) and shall be eligible to serve

in that same role for no more than two periods” 8.4 All Executive Officers shall act in accordance with their role statement and shall be

subject to review of performance by The Sabbatical Officers in consultation with the Executive Board, who shall report to the Board.

8.5 If any Executive Officer position becomes vacant during the period, the Executive Board

shall be entitled to co-‐opt a suitable replacement.”

9. MEMBERSHIP OF THE ASSOCIATION

The classes of membership of the Association shall be Ordinary, Associate, Life, Temporary Reciprocal and Honorary as determined by the Association’s membership and discipline regulations.

10. SALE OF EXCISABLE LIQUOR 10.1 No member of the Executive Board or Standing Committees and no person employed by

the Association is to have any personal interest in the sale of alcohol on the Association’s premises or in the profits arising from such sale.


10.2 Other than when an occasional licence has effect, no person is to be supplied with alcohol on the Association’s premises unless that person is:

10.2.1 A member of the Association;

10.2.2 A guest who is on the Association’s premises at the invitation of a member and is accompanied by that member; or

10.2.3 A member of another student association or union which enjoys reciprocal membership arrangements with the Association and where that other student association or union falls within the description specified in paragraph 2(1) of The Licensing (Clubs) (Scotland) Regulations 2007;

10.3 Guests may be introduced to the Association’s premises subject to being signed in by a

member who shall enter into the guest book kept for the purpose: 10.3.1 The date in question; 10.3.2 The name and address of the guest; and

10.3.3 The name and membership number of the member accompanying the guest.

10.4 In relation to guests:

10.4.1 Members may introduce up to two guests at any one time in any one day and must accompany those guests while they remain on the premises. Guests shall not remain on the premises when the member who introduced them leaves.

10.4.2 Reciprocal members may introduce one guest although the Executive Board reserves the right to withdraw this privilege.

10.4.3 No guest shall be supplied with alcohol in the Association premises unless in the company of the member who introduced that guest;

10.4.4 Members are responsible for the conduct of their guests while on the Association’s premises and will themselves be subject to disciplinary action in the event of a guest being in breach of the regulations governing conduct within the Association premises.

10.4.5 Persons under the age of 16 shall not be introduced as guests.


10.5 No alcohol will be sold or supplied to any member or any guest of a member who is under the age of 18. Members and guests shall provide photographic evidence of identity (including proof of age) whenever requested within the Association’s premises.

10.6 Members will be expected to conduct themselves within the rules governing conduct on the premises and will comply at all times, insofar as it is incumbent on them to do so, with the Licensing (Scotland) Act 1976 or (with effect from 1st September, 2009) the Licensing (Scotland) Act 2005 and the terms of any premises licence from time to time held by the Association under the Licensing (Scotland) Act 2005.

10.7 No alcohol other than that sold on the premises is permitted to be consumed on the premises and members and guests are prohibited from bringing alcohol into the premises.

10.8 The permitted hours for the sale of alcohol in the premises will be those determined by the Executive Board but, in any event, (a) until and including 31st August, 2009 within the permitted hours under the Licensing (Scotland) Act 1976, including any regular extensions of permitted hours under Section 64 of that Act and (b) with effect from and including 1st September, 2009, within the hours permitted under any premises licence issued under the Licensing (Scotland) Act 2005.

10.9 The Association shall adhere to the Drugs Policy promoted by Grampian Police.

11. FINANCE

11.1 Accurate accounts and books are to be kept by the Executive Board showing the

financial affairs of the Association 11.2 The Association shall adhere to the finance regulations of the Association as amended

from time to time with approval of the Honorary Treasurer. 11.3 No legally binding agreement with a value in excess of £500 shall be entered into

without the express approval of the Honorary Treasurer and the General Manager.


11.4 If for any cause the Association shall cease to exist, its whole funds and property shall be held in trust by the Board for student welfare.

11.5 Every Office Bearer, appointee or member of staff of the Association shall be entitled to

be indemnified out of the assets of the Association against all losses or liability which may be validly sustained or incurred in or through the execution of that person’s office, and no Office Bearer, appointee or member of staff shall be liable for any loss or damage which may happen to or be incurred by the Association, in the execution of the duties of that office, provided that nothing in this clause shall affect their liability for the consequences of any negligent or illegal act on their part, provided that the amount paid shall not exceed the insured amount and qualifies for payment under the relevant policy.

12. REGULATIONS

The Association shall operate in accordance with the Regulations. The Regulations may only be amended by approval of the Honorary Treasurer in relation to finance and the Executive Board in relation to all other matters.

13. AMENDMENT AND REVIEW OF THE CONSTITUTION 13.1 The constitution may be amended at any duly constituted Annual General Meeting of

the Association provided that:

13.1.1 the proposed amendment has been notified to the members of the Association by advertisements within each University Faculty;

13.1.2 the amendment is approved by no less than two–thirds of the Ordinary members present at the meeting; and

13.1.3 that the amendment receives approval of the Board. 13.2 The provisions of the constitution shall be subject to review by the Board at intervals of

not less than five years.

14. INTERPRETATION


In the event of any dispute as to the interpretation of this Constitution or any of the associated Regulations, the Executive Board shall, in consultation with the Board, determine the appropriate interpretation.

constitution march 2011

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