Constitution of the Robert Gordon University Student Association
1 Name
2 Objects
3 Powers
4 Executive Board
5 Standing Committees
6 General Meetings and Votes
7 Sabbatical Officers
8 Membership of the Association
9 Sale of Excisable Liquor
10 Finance
11 Regulations
12 Amendment and Review of the Constitution
13 Interpretation
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;
1.2.4 be a non-profit making organisation and any financial surpluses shall be re-invested 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.
2.1 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.
3.1 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 a president of the Association (the “President”);
3.1.4 elect a Vice President (Union and Societies) and a Vice President (Sport) of the Association (together being the “Vice Presidents”);
3.1.5 exercise discipline in relation to members of the Association;
3.1.6 employ such staff as are necessary and to provide for their remuneration;
3.1.7 subscribe or contribute to any charitable or benevolent concern of a private or public character;
3.1.8 meet the expenses of the Association;
3.1.9 enter into, vary, carry out and cancel contracts, agreements and undertakings;
3.1.10 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
3.1.11 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.
4.1 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 President;
4.3.2 the Vice Presidents;
4.3.3 three Executive Officers with each having responsibility for one of the Standing Committees; (as hereinafter defined);
4.3.4 an honorary treasurer appointed by the Board (the “Honorary Treasurer”); and
4.3.5 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 twice 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, or in the President’s absence, one of the Vice Presidents shall chair the meeting. If neither the President nor either of the Vice 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.
5.1 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:
· Vice President (Union and Societies) (Chair);
· An Executive Officer (Deputy Chair) ;
· President and Vice President (Sport); 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 (Chair);
· An Executive Officer (Deputy Chair) ;
· Vice President (Union and Societies) and Vice President (Sport);
· 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;
· Vice President (Sport) (Chair);
· An Executive Officer (Deputy Chair) ;
· President and Vice President (Union and Societies);
· 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.
6.1 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 or one of the Vice Presidents 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.
7.1 There shall be three sabbatical officers of the Association:
· a President;
· a Vice President (Sports); and
· a Vice President (Union and Societies),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 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.
9.1 No member of the Association, the Executive Board, or Standing Committees and no manager or employee of the Association shall derive any personal advantage or profit from the sale of excisable liquor.
9.2 Guests may be introduced to the premises subject to being signed in by a member who shall enter into the guest book his / her name and membership number, the name and address of his / her guest.
9.2.1 Persons under the age of 18 cannot be introduced as guests. No excisable liquor will be sold or supplied to any member who is under the age of eighteen.
9.2.2 Guests must provide photographic proof of age.
9.2.3 Members can introduce up two guests at any one time in any one day and must accompany such guests while they remain on premises. Guests cannot remain in the premises when the member who introduced them leaves.
9.2.4 Reciprocal members may introduce one guest however the Executive Board reserves the right to withdraw this privilege.
9.2.5 No guest will be supplied with excisable liquor in the Union Premises unless in the company of a member.
9.2.6 Members are responsible for the conduct of their guests while on the premises and will themselves be subject to disciplinary action in the event that a guest is in breach of the regulations governing conduct within the premises.
9.3 Members will be expected to conduct themselves within the rules governing conduct on the premises and will be compliant at all times with terms relating to licensing requirements.
9.4 No excisable liquor other than that sold on the premises is permitted to be consumed on the premises nor will excisable liquor be brought into the premises by members or guests.
9.5 The permitted hours for the sale of excisable liquor will be those determined by the Executive Board subject to the approval of the local licensing authority and under the terms of the Licensing (Scotland) Act 1976.
9.6 The Association subscribes to the policy of zero tolerance of drugs on the premises and will take all necessary steps to exclude illegal drugs and report any use of drugs to the police.
10.1 The Association shall adhere to the finance regulations of the Association as amended from time to time with approval of the Honorary Treasurer.
10.2 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.
10.3 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.
10.4 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.
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.
12 Amendment and Review of the Constitution
12.1 The constitution may be amended at any duly constituted Annual General Meeting of the Association provided that:
12.1.1 the proposed amendment has been notified to the members of the Association by advertisements within each University Faculty;
12.1.2 the amendment is approved by no less than two–thirds of the Ordinary members present at the meeting; and
12.1.3 that the amendment receives approval of the Board.
12.2 The provisions of the constitution shall be subject to review by the Board at intervals of not less than five years.
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.
