YSTV Constitution

Revision as of 14:42, 10 October 2014 by Sam.nicholson (talk | contribs) (2014 Update)

Purpose of this document

  • To assist future committees in the production of a Constitution that outlines their duties, responsibilities and guidance’s which members are expected to abide by.
  • To provide YUSU with details about the Society.

Name of the Society

  1. The Society’s name shall be York Student Television Society. It will be referred to henceforth as the ‘Society’.
  2. Those chosen to collectively represent the ‘Society’, shall be referred to as the ‘Committee’.

Aims and Objectives of the Society

  1. The aims and objectives of the Society are to promote the interests of the given activity amongst members of the Society.
  2. To provide an opportunity for members of the Society to meet and participate in the given activities together.
  3. To act on behalf of and in the interests of the Society members.
  4. To assist in the safe education and introduction of students to the given activity through the use of courses and experienced members.
  5. These aims shall be:
    1. To provide a television service to the University of York campus;
    2. To produce original programme content of interest and relevance to the Society’s membership and the student body;
    3. To provide opportunities for members to meet and network with members of the TV industry.
  6. These objectives shall be:
    1. To provide coverage, where possible and desired, of campus events such as Woodstock, Roses, Elections, Summer Ball and Freshers;
    2. To provide resources and framework for members to make productions of their choosing, subject to approval by the Society as defined in the Policy;
    3. To provide a method of broadcasting content, open to all productions and freely accessible to the public;
    4. To maintain links with the substantial network of YSTV alumni, and develop links with the television industry.

Code of Practise

  1. A member must not participate in or omit to mention anything which might cause injury/damage to themselves or others.
  2. All members must adhere to the health and safety rules and procedures of YUSU, the society and the University.
  3. No members should attend workshops, activities and meetings under the influence of drink and/or drugs.
  4. No member should undertake any action that may bring the reputation of the society, YUSU or the University into disrepute.
  5. Respect the different viewpoints of the society members if different from your own.
  6. Respect the property of the University, YUSU, the society and society members.
  7. All members should have access to the contact details of the whole committee.
  8. The Committee shall oversee health and safety, coordinate safety checks and PAT test electrical goods owned by the society.
  9. Participant selection for society activities should be objective.
  10. Socials (and the activities within) are opt-in only and shall have no bearing on any status within the society, and/or society elections.
  11. Drinking should not be the theme of the social and members should be able to take part in all activities whether drinking alcohol or not.
  12. Members of YUSU will not apply what may be perceived as peer pressure upon individuals in any social situation.
  13. Breaches of this code of practise may result in a disciplinary hearing carried out by the Student Activities Officer.
  14. Additional Code of Practice:
    1. Additional code of practice for the Society may be found in the YSTV Policy.

Membership of the Society

  1. Membership of the Society will be open to all registered students of the Union of the University of York.
  2. Membership of the Society, in addition to point 4.1, will be open to individuals who recognise the potential dangers of the given activity. Members shall be aware of these risks and agree to be responsible for their own actions.

Management of the Society

  1. Management of the Society will be entrusted to the Committee (see point 8.0).

Rules of the Society

  1. The Committee shall have the power to set Society rules, in accordance with the Society Constitution.

Society Finance

  1. All the Society’s funds will be lodged with the Students’ Union; all monies should be banked with the YUSU Finance Office.
  2. The President (Chair), Secretary and Treasurer shall automatically be signatories to accounts opened by the society. YUSU must always have an up-to-date signatory list.
  3. Two of these signatories shall be required for each expense claim and for any contract or undertaking, financial or otherwise, on behalf of the society; one of which must the treasurers.
  4. The society’s own funds accounts shall be available for inspection at any reasonable time by any member of the society on the online membership list, or by the Student Activities Officer or the YUSU Societies Coordinator.
  5. An annual membership fee is required from all Society members, unless the Society states otherwise, and agrees not to receive YUSU grant. The Committee, who are also responsible for its collection, determines this fee.
  6. Students’ Union members shall receive no payment from the Society, except in legitimate expenses incurred in connection with the Society business.

Society’s Committee

  1. A Committee will conduct the Society’s administration. This will not operate in an autonomous manner, but will satisfy all members.
  2. The democratically elected Committee must consist of:
    1. President (Chair)
    2. Secretary
    3. Treasurer
  3. Plus any other members you wish to elect to your Committee but you must name their positions below:
    1. Station Director (also the President/Chair of the society);
    2. Deputy Station Director;
    3. Production Director;
    4. Commercial Director;
    5. Technical Director;
    6. Computing Officer;
    7. Head of Presentation;
    8. Social Secretary.
  4. All of the Committee must be current registered students of the University of York.
  5. Each Committee shall serve one complete year, unless re-elected.

Election of the Committee

  1. The committee members must be democratically elected.
  2. Only current members are allowed to stand for elections.
  3. The committee must be elected by the society at an AGM (see point 12), which must be held at least once in every 12 month period, perhaps in the time period suggested by the Activities Officer in the Societies Timeline.
  4. All members should be made aware of their ability to stand for election and vote.
  5. Non-members and non YUSU members shall not be permitted to vote or stand for election.
  6. If any vacancies occur in the committee during the academic year, they shall be democratically filled as soon as is convenient via an EGM (Extraordinary General Meeting)
  7. The Student Activities Officer can call an AGM of any society, at which elections can be held, with significant cause to do so.

Duties of the Society’s Committee

  1. The Society President is responsible for:
    1. Ensuring that Society policies are adhered to
    2. Ensuring the Society Committee contains officers named in 8.2
    3. Attending Society Officer Training and Society AGM
    4. Calling and chairing meetings of your societies committee
    5. Delegating tasks
    6. Being a spokesperson/figurehead
    7. Maintaining committee enthusiasm
    8. Publicising your society
    9. Any other duties as agreed by the Committee.
  2. The Society Secretary is responsible for:
    1. Attending Society Officer Training and Society AGM
    2. Taking care of society admin
    3. Keeping the society’s backpages up-to-date, including signatories and memberships
    4. Arranging meetings and book rooms or venues
    5. Creating agendas and keeping minutes of meetings as necessary
    6. Communicating regularly with your members
    7. Being aware of key dates for your society throughout the year
    8. Collecting post from Activities Office when you receive an email
    9. Reading society emails
    10. Organising your AGM (Annual General Meeting)
    11. Any other duties as agreed by the Committee
  3. The Treasurer is responsible for:
    1. Administering the Society’s finances in accordance with the Constitution, Laws and Bye Laws of YUSU
    2. Attending Society Officer Training and Society AGM
    3. Learn and understand the Students’ Union financial system
    4. Apply for the annual grant and extra funding from the Union as necessary
    5. Keep track of all income/expenditure
    6. Keep the committee and members informed of the society’s financial situation
    7. Organise fundraising or sponsorship for your Society
    8. Countersign every claims form and transport form
    9. Create a budget for each event and discuss with Societies Coordinator
    10. Any other duties as agreed by the Committee
  4. In addition to those noted for the Society President above, the Station Director has the following duties:
      1. To organise (with the Secretary) and chair the AGM;
      2. To coordinate and support the other Officers of the Society;
      3. To ensure that the membership are kept informed of and encouraged to participate in all the Society’s activities;
      4. To hold the code to the cash box;
      5. To work with YUSU and the University to secure the continued independence of YSTV;
      6. To be responsible for Health and Safety within the day-to-day working of the Society;
      7. To deal with the press and media (both campus and commercial), in association with the Commercial Director.
    1. The Deputy Station Director is responsible for the smooth running of the Station and has the following duties:
      1. To deputise the Station Director;
      2. To be the Team Leader for the Administration Team;
      3. To act as a first point of contact for any internal disputes within the Society;
      4. To coordinate and support the other Officers in the Society;
      5. To coordinate usage of the Station and ensure fair distribution of time between producers and programmes;
      6. To work closely with the Social Secretary to encourage friendship within the Society;
      7. To ensure the upkeep of any rooms occupied by the Society and to maintain a pleasant working environment, liaising with University administration where necessary;
      8. To ensure that all rooms used by the Society for meetings and OBs are left in an acceptable condition;
      9. To maintain the Station’s smooth running by ensuring that it is tidy and organised;
      10. To ensure that the cameras are signed out, and look after media stock;
      11. To maintain overall control of and distribute Station keys to the officership;
      12. To oversee the upkeep of YSTV’s documentation.
    2. The Production Director has the following duties:
      1. To be Team Leader for the Production Team;
      2. To manage the Team’s budget;
      3. To encourage production of a wide range of high quality programming, assisting producers if needed;
      4. To exercise editorial control over all broadcast output, whether in-house or third-party;
      5. To coordinate and support producers of all YSTV productions;
      6. To liaise with all other campus societies who are interested in television coverage of their activities;
      7. To coordinate and collate YSTV’s entries for the National Student Television Awards alongside the Head of Presentation;
      8. To encourage all members of the Production Team to feel part of the Team;
      9. To work with the Station Director and Commercial Director to encourage new members to get involved with YSTV and promote new shows.
    3. The Commercial Director has the following duties:
      1. To be the Team Leader for the Commercial Team;
      2. To manage the Commercial Team’s budget;
      3. To coordinate the raising of money for the Society through advertising, sponsorship and other commercial activities;
      4. To ensure that contracts entered into with commercial organisations are “watertight” and in the interests of the Society, whilst liaising with YUSU;
      5. To ensure that all contracts entered into with advertisers and sponsors are met;
      6. To coordinate the promotion of YSTV and its activities to students and the general public;
      7. To be responsible for the acquisition of merchandise for the Society, and actively seek the best quality and best value for the Society and its members;
      8. To ensure that YSTV, both as a society and as a television station, is well promoted within the student body and the general public;
      9. To encourage new members and the student population to interact more with YSTV;
      10. To coordinate recruitment campaigns for new members;
      11. To hold the password of YSTV’s social media accounts and be responsible for their frequent updating.
    4. The Technical Director has the following responsibilities:
      1. To be Team Leader for the Technical Team;
      2. To manage the Technical Team budget;
      3. To supervise and direct the technical operations of the Society;
      4. To ensure all equipment owned by the Society is adequately maintained and safe to use;
      5. To advise the Society on technical equipment purchases;
      6. To advise the Society on technical matters;
      7. To maintain an up to date audit of all Society equipment, assets and risk assessments, alongside the Station Director and Deputy Station Director;
      8. To deliver relevant technical training to all YSTV members.
    5. The Computing Officer has the following responsibilities:
      1. To be Team Leader for the Computing Team;
      2. To manage the Computing Team budget;
      3. To be responsible for the operations and maintenance of all general purpose computing equipment owned by the Society;
      4. To be responsible for the Society’s compliance with the regulations laid down by the University of York’s IT Services;
      5. To advise the Society on purchases of computing equipment;
      6. To keep adequate backups of data and software owned by the Society;
      7. To liaise with the Technical Director in matters concerning broadcast critical computing equipment;
      8. To ensure the security of all network connected computer equipment;
      9. To control access to all computers within the Station;
      10. To ensure any and all of YSTV’s network-attached broadcasting screens are serviced and functioning.
    6. The Head of Presentation has the following responsibilities:
      1. To work with the Commercial Team to ensure consistency between on-screen and printed branding;
      2. To monitor the quality of all output, and advise producers on ways to improve the appearance and technical quality of their programmes;
      3. To work closely with the Production Director to nurture producers and productions, encouraging the development of high quality output;
      4. To work closely with the individual Team Leaders to equip producers and other members with the skills necessary to maintain high standards of output;
      5. To aid the Production Director in assessing and reviewing YSTV’s programming to continually strive to produce programmes of a high quality aimed appropriately at our audience;
      6. To coordinate the logistics of YSTV’s entries to and attendance of the NaSTA conference and awards and be the first point of contact for NaSTA queries.
    7. The Social Secretary has the following responsibility:
      1. To encourage members of the Society to socialise together;
      2. To promote friendship and understanding between members of the Society;
      3. To organise social events for members of the Society to facilitate the above;
      4. To encourage people to get involved with YSTV through socials.

Dismissal and Resignation of Committee Members:

  1. No committee member shall be deemed to be dismissed unless he or she receives during his/her term of office a vote of ‘no confidence’ from their Committee.
  2. A dismissed officer may submit himself or herself to an inter-society vote to confirm or overturn the dismissal. Such vote shall be conducted in consultation with the Societies Committee.
  3. The resignation of an official shall not be of effect unless given in writing to the Society President and until accepted by the Societies Committee.

Meetings

  1. Societies can hold committee meetings, general meetings, AGMs (Annual General Meetings) and EGMs (Extraordinary General Meetings).
  2. All meetings are open and must be advertised to all members.
  3. The Committee shall give at least 7 days’ notice of an AGM or an EGM and be advertised to the society and the Student Activities Officer
  4. The quorum at an AGM shall be 25% of the members of the Society or 10 members, whichever is the most.
  5. An EGM can be called by the President (Chair), Societies Committee or voting membership upon written request.

Amendments to the Society Constitution

  1. The Constitution may be amended by ½ the members present at a General Meeting and notice of any amendment must be delivered to the Secretary and announced at the next AGM.
  2. If amended, the constitution shall be re-ratified by the Student Activities Officer before coming into effect, this includes name change.

Society Complaints Procedure

  1. This procedure allows members to raise complaints about any issues relating to the club/society,
    1. The safety of activities
    2. The standards of instruction or leadership
    3. The standard of equipment used for the activities
    4. Bullying and harassment
    5. Disregard of YUSU’s Equal Opportunities policy.
  2. Complaints should first be addressed to the Society President (Chair). If this does not provide a satisfactory outcome, a Formal Complaint should be made to the Student Activities Officer in writing.
  3. YUSU’s Code of Conduct (Bye-Law 13) will be followed in addressing Formal Complaints.
  4. In serious or unresolved cases, the member will be supported in progressing the complaint through the University's Code of Practice on Harassment and/or Complaints Procedure.

Declaration (All Committee Members)

  1. As a Society Committee Member I agree to abide by, enforce and operate in accordance with this Constitution, YUSU’s Constitution, YUSU’s Policies and guidelines in the Resource Hub.

(In the form as originally submitted to YUSU, each member of the committee signed below)