YSTV Constitution

This is the YSTV constitution as dated 9th June 2008. It is also available both in the documents directory on the server, and the old website at http://old.ystv.co.uk/about/constitution.pdf.

Introduction

York Student Television (often referred to as YSTV) is a student society based at the University of York, and provides a television service to the staff and students of the University. This document sets out the details of how the society is organised and administered. It may be helpful to read this constitution in conjunction with the current society Policy (see section 10) and with the constitution of York University Student Union.

Aims and objectives

The society aims to provide a television service to the University of York campus, and involve its members in all aspects of the operations of this service. As a part of this, the society seeks to produce original programme content of interest and relevance to the society’s membership and to the student body at large.

Terms and definitions

3.1 YSTV is an abbreviation of York Student Television.

3.2 YUSU is an abbreviation of York University Student Union.

3.3 AGM is an abbreviation of Annual General Meeting.

3.4 The terms “YSTV” and “the society” refers to the society membership as a whole.

3.5 “The Station” refers to the rooms occupied by YSTV that are used for the production of television programmes.

3.6 “Facilities” refers to all of the rooms and equipment owned or occupied by YSTV.

3.7 “The Studio” is the room within the Station used for the set of television programmes.

3.8 “The Control Room” is the room within the Station which holds the electronic and computer equipment used in the production of programmes.

3.9 “The Workshop” (colloquially referred to as the “Techie Room”) is the room within the Station used for the construction and maintenance of equipment.

3.10 “in writing” means a printed or handwritten document, which must be signed in person.

3.11 “by email” refers to communication by electronic mail.

Membership

4.1 Ordinary members are those members who have paid a subscription fee and signed the registration document.

4.2 Ordinary membership is open to all, subject to the rules defined by YUSU.

4.3 Ordinary membership may be withdrawn from any member in the event that they have committed a flagrant and wilful breach of the society Constitution or Policy. The member must be notified in writing or by email at least six days in advance of the society meeting at which the decision will be taken. The member in question has the right to defend themselves in person at the meeting or issue a written statement to the Secretary of the society defending their actions. The matter must be discussed, and then a majority vote will decide whether the membership is to be retracted. Anyone losing their membership forfeits their subscription.

4.4 Honorary membership may be conferred upon anyone by means of a majority vote at a society meeting. It may also be withdrawn by majority vote at a society meeting, but the member in question should receive at least six days notice, by email, of the impending vote. Honorary members do not pay a subscription or sign the registration document. They may not serve as officers and have no voting rights at a society meeting.

Officers

5.1 The activities of the society have been divided into five distinct areas. Each area has a team of members associated with it, and each team consists of one or more officers and any other interested members.

5.2 All officers have a right of access to the Station and a right to an official society email address.

5.3 All officers have a responsibility to uphold the society Constitution and Policy and to carry out their duties as defined by the Constitution and Policy.

5.4 No member may hold more than one officership. After the A.G.M. however, vacant posts may be covered by assigning the responsibilities of the post to another officer. Otherwise, the responsibilities fall to the appropriate team leader.

5.4.1 A delegate to a post is defined as an officer who has been assigned the responsibilities of an otherwise unheld post.

5.4.2 A post to which a delegate has been assigned is defined as a delegated post.

5.4.3 The Station Director, Production Director, Technical Director and Computing Officer are exempt from delegations. These posts must be held by a dedicated officer, who in turn should not take on any other post's responsibilities.

5.4.4 An officer may only take on one delegated post in addition to his/her primary officership.

5.4.5 An officer can be delegated to a post by a simple majority vote at a station meeting. As he/she does not officially hold that officership, no notice is required, although the same opportunities for questions are to be made available. A show of hands vote is sufficient, although the officer must leave the room, and as always, a secret ballot may be requested by any present member.

5.4.6 Should another member (who does not hold an officership) wish to stand for the delegated post at a later date, a normal election should take place. The delegate to the post shall be required to relinquish the duties if the election decides in favour of the candidate, however if the election result is to reopen nominations, the delegate to the post shall continue their responsibilities.

5.4.7 Any delegated posts will be reset at the A.G.M. as with any normal officership.

5.5 In the event of an officer failing to carry out their duties in accordance with the society Constitution and Policy or abusing their powers, a society meeting may take a vote of noconfidence in them. The officer must be notified in writing or by email at least six days in advance of the meeting at which the vote is to take place. They have a right to defend themselves in person at the meeting, or to issue a written statement to the Secretary of the society defending their actions. The matter must be discussed, and a majority vote will decide whether the officership is to be retracted.

5.6 Officers must resign if they stand for election to Parliament or to an officership within YUSU.

5.7 Within each team, one officership is defined as the Team Leader.

5.8 Team Leaders have a right to their own key to the Station, in addition to their rights as officers of the society.

5.9 Team Leaders are responsible for carrying out the duties of any vacant officerships within their team.

5.10 Team Leaders are required to produce a written report to each society meeting describing the activities of their team.

5.11 In the event of a Team Leader’s post being vacant, the Director assumes their responsibilities.

5.12 The Director is responsible for the society as a whole and has the following duties:

• to be the chair of the society.
• to call and chair all meetings of the society in normal circumstances. See section 7 for details of meetings.
• to coordinate and support the other officers of the society.
• to act as an initial point of contact for general enquiries about the society and its activities, from both within the University and from the general public.
• to ensure that the membership are kept informed of and encouraged to participate in all the society’s activities.
• to ensure that the Constitution and Policy are in accordance with the constitution of YUSU, the ordinances and regulations of the University of York and English law.
• to hold a key to the cash box and to be a signatory of any bank accounts held by the society.
• to control access to all computers within the station.

5.13 The Administration team are responsible for the maintenance of the societies records, both secretarial and financial, and other general administrative matters.

5.13.1 The Studio Manager is responsible for the smooth running of the station and has the following duties:

• to be the Team Leader for the Administration team
• to deputise for the Director
• to ensure the upkeep of any rooms occupied by the society and to maintain a pleasant working environment, liaising with University administration where necessary
• to maintain the studio and control room's smooth running by ensuring that they are tidy and organised, and by monitoring the working order of equipment used for programme making
• to assist in the maintenance of the vision and audio paths by solving simple problems to the best of his/her abilities, and referring any more serious problems to the Technical Director
• to coordinate usage of the Station and ensure fair distribution of time between producers and programmes

5.13.2 The Secretary has the following duties:

• to ensure that all official correspondence is dealt with appropriately, and brought to the attention of other officers and/or a society meeting, as appropriate.
• to ensure that records of the societies membership are kept uptodate.
• to ensure that complete and accurate minutes of all society meetings are kept.
• to ensure that the Team Leaders reports, and reports from any other officers, are collated and presented at society meetings.
• To be a signatory on the society’s bank account

5.13.3 The Social Secretary has the following duties:

• to encourage members of the society to socialise together
• to promote friendship and understanding between members of the society
• to organise social events for members of the society to facilitate the above

5.13.4 The Treasurer has the following duties:

• to keep detailed and accurate records of the society’s financial status.
• To manage the general station maintenance budget
• to compile, in consultation with the other officers and the society in general, a budget proposal, when requested to do so by YUSU.
• to manage the society’s finances efficiently, including the payment of bills and collection of debt.
• to ensure that all equipment is appropriately insured.
• to be a signatory of any bank accounts held by the society.
• to hold a key to the cash box.

5.14 The Technical team are responsible for the technical operations of the society and the maintenance of the society’s equipment. To liaise with other officers of the society with respect to technical matters.

5.14.1 The Technical Director has the following duties:

• to be Team Leader for the Technical team.
• To manage the technical budget
• to supervise and direct the technical operations of the society.
• to ensure all equipment owned by the society is adequately maintained.
• to advise the society on technical equipment purchases.
• to advise the society on technical matters.
• to ensure that all equipment owned by the society is safe to use.
• To maintain an up to date audit of all society equipment, assets and risk assessments

5.15 The Computing team are responsible for all computer and network equipment of the society, their operation, and maintenance.

5.15.1 The Computing Officer has the following duties:

• to be Team Leader for the Computing team.
• to manage the computing budget
• to be responsible for the operations and maintenance of all generalpurpose computing equipment owned by the society.
• to be responsible for the society’s compliance with the regulations laid down by the University of York Computing Service department.
• to advise the society on purchases of computing equipment.
• to keep adequate backups of data and software owned by the society.
• to liaise with the Technical Director in matters concerning broadcastcritical computing equipment.
• to ensure the security of all networkconnected computer equipment.
• to control access to all computers within the station.

5.16 The Production team are responsible for all inhouse productions and any rebroadcasting of thirdparty material.

5.16.1 The Production Director has the following duties:

• to be Team Leader for the Production Team.
• To manage the production team budget
• To encourage production of a wide range of high quality programming
• to exercise editorial control over all broadcast output, whether inhouse or thirdparty.
• to coordinate and support producers of all YSTV Productions
• to liaise with all other campus societies who are interested in television coverage of their activities.
• To coordinate and collate YSTV’s entries for the National Student Television

Association awards.

5.16.2 The Scheduling Manager has the following duties:

• to organise the scheduling of YSTV and thirdparty programming.
• to ensure that, within reason, requests for programmes from the public are catered for.
• to liaise with the Business team to ensure that contractual obligations for the screening of advertising are met, and to ensure that the schedules receive publicity.

5.17 The Commercial team are responsible for YSTV’s public image, and for raising money for the society through commercial activities.

5.17.1 The Commercial Director has the following duties:

• to be the Team Leader for the Commercial team.
• To manage the commercial team budget
• to coordinate the raising of money for the society through advertising, sponsorship and other commercial activities.
• to ensure that contracts entered into with commercial organisations are “watertight” and in the interests of the society.
• to coordinate the promotion of YSTV and its activities to students and the general public.

5.17.2 The Advertising Manager has the following duties:

• to obtain advertising (both from within the University and outside) and programme sponsorship for the society
• to ensure that all contracts entered into with advertisers and sponsors are met.
• to organise the production of advertising materials (graphics, etc.) as required.

5.17.3 The Public Relations Manager has the following duties:

• to ensure that YSTV, both as a society and as a television station, is wellpromoted within the student body and the general public.
• to deal with the press and media (both campus and commercial).
• to assist programme producers with the publicising of their programmes.

Rules and regulations

6.1 The society shall conduct its affairs in accordance with the constitution of YUSU, the ordinances and regulations of the University of York and English law. It is the Director’s responsibility to uphold this (see 5.13).

6.2 Further to the above, the society shall conduct its affairs without discrimination on the grounds of race, sex, religion, disability or any other basis.

6.3 All members of the society are required to comply with the society’s policy on health and safety matters when making use of the society’s facilities.

6.4 The society shall be guided by the Independent Television Commission’s Codes of Practice for Advertising and Journalism, the Advertising Standards Authority’s Code of Practice and by the NUS/NUJ Guidelines for student journalists.

6.5 No member of the society shall be liable for any loss, damage or misfortune which may happen to be incurred by the Society during any society business. However, this does not affect their liability for the consequences of any wilful misconduct or negligent act on their part.

6.6 A decision may be taken by a society meeting (or, in an emergency, by a team leader) to withdraw the use of any society facilities from a member if it is decided that the Constitution has been or would have been breached. Any action taken by a team leader under this provision must be reported to and ratified by a subsequent society meeting.

6.7 Keys to the station may be allocated to members other than team leaders at the discretion of the station meeting.

Meetings

7.1 Society meetings (sometimes referred to as Station Meetings) shall be held weekly during the termtime of the University of York.

7.2 All officers are required to attend station meetings, or present a verbal or written apology to an officer who will be attending, giving reasons for their absence.

7.3 If an officer does not attend, and fails to provide an apology, for three consecutive society meetings, a vote of noconfidence may be taken in them, in accordance with the rules laid down in section 5.5.

7.4 The membership shall be informed in writing or by email of the time, date and location of society meetings at least once per term, and should be informed of any subsequent changes.

7.5 Quorum for a society meeting shall be one quarter of the number of serving officers at the time of the meeting and not less than 10% of the total membership.

7.6 The meeting shall ordinarily be chaired by the Director. In his or her absence, the person present who is highest in the following list shall chair the meeting:

• Studio Manager
• Production Director
• Commercial Director
• Technical Director
• Treasurer
• Computing Officer
• Advertising Manager
• Public Relations Manager
• Scheduling Manager
• Social Secretary
• Secretary

7.7 The chair of the meeting may be required to defer the chair to the next available person on the above list if they are deemed to be unfit to chair the meeting or have a perceived conflict of interest in the matter under discussion. The decision to defer the chair shall be taken by a simple majority vote.

7.8 All binding decisions regarding the society (except where explicitly described elsewhere in the constitution) shall be passed by a simple majority vote of quoracy except the chair of the meeting. Proxy and postal votes are not permitted. Members may abstain, in which case their vote does not count towards either side. In the event of an even split, the chair of the meeting shall have the casting vote. After the vote, the chair should announce that the motion has been carried or defeated.

7.9 Votes should ordinarily be taken by show of hands, but any member of the society present at the meeting may request a secret ballot. In this case, the ballot should be counted by the Studio Manager, or in their absence, by an officer nominated by the chair. They should pass the result to the chair to be announced. The voting figures should also be announced.

7.10 The Secretary should circulate copies of the minutes of all previous meetings that await ratification. A vote should be taken at the end of the society meeting to confirm that the minutes are a true and accurate record of the events of those meetings.

7.11 The agenda for society meetings should take the following format:

• Apologies for absence
• Elections for vacant posts
• Business
• Any other business
• Questions to officers
• Matters arising from the minutes of the last meeting
• Vote of approval of the minutes of the last meeting

Business is all of the items noted for discussion by the chair before the start of the meeting.

7.12 The society shall hold an AGM once per academic year, during the Summer term of the University of York. Ten days notice should be given in writing or by email to all members of the Society. The AGM has the full powers of a society meeting. At the AGM, all of the officerships come up for election. The officers shall serve from the end of the AGM until the end of the following AGM, subject to their resignation or being deprived of their officership by a vote of noconfidence at a society meeting.

7.13 The society meeting may create (by majority vote) a working party to address specific matters. This must report to the society meeting on request.

Elections

8.1 Elections may take place at any society meeting

8.2 The membership shall be notified in writing or by email at least 7 days in advance of the election. The details of the vacant post(s) shall be included in the notification.

8.3 The returning officer shall be the chair of the society meeting, as described above. They are entitled to vote in the elections.

8.4 Members wishing to stand for election should be nominated in writing by two members of the society. The person nominated must be present at the election for the nomination to be valid, and must publicly accept the nomination at the meeting. In the event that a nominated candidate fails to attend, the election will be postponed.

8.5 All candidates shall be invited to give a speech, which is not to exceed five minutes. During each speech and the subsequent questions, other candidates for the same officership shall be excluded from the room. Candidates should be invited to give speeches in alphabetical order by surname. When all of the candidates have given their speech, the candidates shall return to answer questions put to them all jointly. The order of answering shall be determined by the chair.

8.6 Voting in all elections shall be by secret ballot, according to the Alternative Transferable Voting system, with the addition of an option to reopen nominations. However, if there is only one candidate standing for an officership, a vote of confidence may be taken by show of hands, with the candidate excluded from the room. The candidate shall be elected if they receive more votes in favour than against.

8.7 Only members of the society present at the meeting are eligible to vote.

8.8 The returning officer may release the voting figures with the consent of all the candidates, or by request of twothirds of the membership present at the meeting.

8.9 Any candidate who is elected to an officership shall be deemed to have resigned at the end of the meeting from any other officership that they may hold in the society. Their new officership commences from the end of the meeting.

The Constitution

9.1 The society Constitution outlines the aims, objectives, rules, regulations and procedures of the society as an association. It does not cover the specific rules, regulations and procedures required in the daytoday use of the society’s facilities and equipment.

9.2 The Constitution may be amended by a twothirds majority vote (abstentions should be deducted from the number of those eligible to vote) of all members present at a society meeting. Notice of a constitutional amendment shall be given at the previous society meeting, and the membership shall be notified of the proposed amendment at least six days before the vote, in writing or by email.

9.3 It is the Secretary’s responsibility to ensure that whenever the Constitution is amended, the outofdate copies are destroyed or marked as invalid, and that a new edition is published.

9.4 The society Constitution should be on display prominently within the station, and also made available in electronic form on the society’s web site.

9.5 The Secretary should also ensure that YUSU hold an uptodate copy of the society Constitution.

The Policy

10.1 The society Policy sets out the rules, regulations and procedures governing the daytoday use of the society’s facilities and equipment. It covers matters such as equipment loans, production guidelines, charges for commercial services, safety, security, purchasing and other such matters.

10.2 Amendments to the policy should be discussed at a society meeting and may be voted on by a simple majority vote of those members present at the meeting.

10.3 It is the Secretary’s responsibility to ensure that whenever the Policy is amended, the outofdate copies are destroyed or marked as invalid, and that a new edition is published.

10.4 The society Policy should be on display prominently within the station, and also made available in electronic form on the society’s web site.