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YSTV Policy: Difference between revisions
AGM 2020
Caroline.pv (talk | contribs) (AGM 2020) |
Caroline.pv (talk | contribs) (AGM 2020) |
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==Membership== | ==Membership== | ||
In addition to the types of membership in the constitution, Honorary membership may be conferred upon anyone by means of a majority vote at | In addition to the types of membership in the constitution, Honorary membership may be conferred upon anyone by means of a majority vote at an Admin Meeting. It may also be withdrawn by majority vote at an Admin Meeting, but the member in question should receive at least three days’ notice, by email, of the impending vote. Honorary members do not pay a subscription. They may not serve as Officers and have no voting rights at a Admin Meeting. | ||
==Officers== | ==Officers== | ||
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##The positions of Station Director and all Team Leaders are exempt from delegation. These posts must be held by a dedicated Officer. If the Team Leader post is vacant then the responsibility is shared as necessary between the Station Director, Station Manager, and the team Deputy. | ##The positions of Station Director and all Team Leaders are exempt from delegation. These posts must be held by a dedicated Officer. If the Team Leader post is vacant then the responsibility is shared as necessary between the Station Director, Station Manager, and the team Deputy. | ||
##An Officer may only take on one delegated post in addition to their primary Officership. | ##An Officer may only take on one delegated post in addition to their primary Officership. | ||
##An Officer can be delegated to a post by a simple majority vote at | ##An Officer can be delegated to a post by a simple majority vote at an Admin Meeting. This vote occurs in the same way as a regular election and is open to all paid members. A show of hands vote is sufficient, although the Officer must leave the room and, as always, any present member may request a secret ballot, as described in section 9. | ||
##Should another member (who does not hold an officership) wish to stand for the delegated post at a later date, a normal by-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. | ##Should another member (who does not hold an officership) wish to stand for the delegated post at a later date, a normal by-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. | ||
##Any delegated posts will be reset at the AGM as with any normal officership. | ##Any delegated posts will be reset at the AGM as with any normal officership. | ||
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##The production may be reinstated at any time by the person responsible for the cessation, with the expectation that the issue has been resolved. | ##The production may be reinstated at any time by the person responsible for the cessation, with the expectation that the issue has been resolved. | ||
##If a person believes the cessation to have been unfair, they may appeal to the Station Director directly, but if this is not immediately revoked the appeal decision goes to the committee, with the possibility of the cessation being revoked if their appeal is upheld by a majority committee-only vote. | ##If a person believes the cessation to have been unfair, they may appeal to the Station Director directly, but if this is not immediately revoked the appeal decision goes to the committee, with the possibility of the cessation being revoked if their appeal is upheld by a majority committee-only vote. | ||
==Computing Policy== | |||
#For any website maintenance that may affect availability of the website, the member responsible for the work must ensure that the website retains at minimum the same degree of functionality after maintenance as prior to maintenance, otherwise rollback the change or contact the Computing Team. | |||
#Any Computing Service that isn’t public should be secured by an authentication mechanism. | |||
#Anything that is exposed on the public internet should be secured by HTTPS. | |||
==Meetings== | ==Meetings== | ||
YSTV meetings (referred to as Station Meetings) shall be held weekly during the term time of the University of York. At least 24 hours of notice is required to be given to all members. | |||
#All Officers are required to attend | #All Officers are required to attend Admin Meetings, or present a verbal or written apology to the Secretary, Station Director, or their Team Leader, giving reasons for their absence. | ||
#If an Officer does not attend, and fails to provide an apology, for three consecutive Media Group meetings, a vote of no-confidence may be taken in them, in accordance with the rules laid down in the constitution. | #If an Officer does not attend, and fails to provide an apology, for three consecutive Media Group meetings, a vote of no-confidence may be taken in them, in accordance with the rules laid down in the constitution. | ||
#The meeting shall ordinarily be chaired by the Station Director. In their absence, the person present who is highest in the following list shall chair the meeting: | #The meeting shall ordinarily be chaired by the Station Director. In their absence, the person present who is highest in the following list shall chair the meeting: | ||
##Station Director | ##Station Director | ||
#Station Manager | |||
##Production Director | ##Production Director | ||
##Technical Director | ##Technical Director | ||
##Computing Officer | ##Computing Officer | ||
##Treasurer | ##Treasurer | ||
##Head of Marketing | |||
##Head of Presentation | ##Head of Presentation | ||
##Social Secretary | ##Social Secretary | ||
##Secretary | ##Secretary | ||
# | #There are two separate Station Meetings: the “Admin Meeting” and the “Production Meeting”. Matters likely of interest only to those involved in the running of YSTV should be brought to the Admin Meeting, though any member may attend if they wish. The separation from the Production Meeting is to allow those members only interested in production work (direct involvement in shows) to attend only the section that interests them and avoid topics such as the passing of budget funds. | ||
#The specific format of | #The specific format of Admin Meetings is at the discretion of the Chair, however it is advised that they include: | ||
##Apologies for absence | ##Apologies for absence | ||
##Elections for vacant posts | ##Elections for vacant posts | ||
##Officer Reports and Questions | ##Officer Reports and Questions | ||
##Any other business | ##Any other business | ||
#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. | #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. | ||
#All binding decisions regarding the Media Group (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 votes (via a secure and sufficiently real-time method) are permitted in the case of unavoidably absent officers, agreed at the start of the meeting. 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, and the results and voting figures noted in the Minutes. | #All binding decisions regarding the Media Group (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 votes (via a secure and sufficiently real-time method) are permitted in the case of unavoidably absent officers, agreed at the start of the meeting. 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, and the results and voting figures noted in the Minutes. | ||
#Quorum for a Station Meeting shall be | #Quorum for a Station Meeting shall be 20% of the total number of media group members or 10 members of the media group, whichever is greater. | ||
#Votes should ordinarily be taken by show of hands, but any member of | #Votes should ordinarily be taken by show of hands, but any member of YSTV present at the meeting may request a secret ballot. In this case, the ballot should be counted by the Chair, although the Station Manager, if present, might be asked to assist in the process. The results shall be recorded by the Secretary. | ||
#The Secretary should circulate copies of the Minutes of all previous meetings that have not been previously circulated | #The Secretary should circulate copies of the Minutes of all previous meetings that have not been previously circulated through an electronically publicly available platform to all members. The Minutes should be circulated to the membership within two days of the Station Meeting. A member may contest that the Minutes are a true and accurate record of the events of the meeting, and a vote may be taken to amend the document. If amended, the new minutes shall be circulated as above. | ||
#The Media Group shall hold an Annual General Meeting (AGM) once per academic year, typically during week | #The Media Group shall hold an Annual General Meeting (AGM) once per academic year, typically during week 3 of the Summer term. Ten days’ notice should be given in writing or by email to all members of the Media Group. The AGM has the full powers of an Admin Meeting and replaces it for that week. | ||
#The outgoing Committee shall review the | #The outgoing Committee shall review the YSTV Constitution and Policy in advance of the AGM to determine if revisions are required to reflect current practice and conditions. | ||
#The | #The Admin Meeting may create (by majority vote) a working party to address specific matters. This must report to the Admin Meeting on request. | ||
==Elections== | ==Elections== | ||