APPENDIX 1: Excerpts of The University of the West Indies Alumni Association Constitution relevant to the Executive Committee and Annual General Meeting.
The Executive
i
The Chapter Executive Board shall be the President, the Vice President, the Secretary, the Treasurer, the Assistant Secretary, the Assistant Treasurer, the Public Relations and Promotions Officer, Membership and Data Officer and the Social Media Facilitator and the Immediate Past President. Depending on the specific needs/ circumstances of the Chapter, the number and titles of the Executive may vary. For example, it is possible for a Chapter to include additional officers (or for the titles above to be substituted with) such as Second Vice President, Chair, Outreach Officer and so on. The Board shall consist of additional Executive Members, chosen and invited by the Executive Board, up to a maximum of 15 persons. This number will depend on the size of the Chapter and the wishes of the current elected Executive Board
ii
One of the Board members shall be The UWIAA/UWIMAA Liaison, who will be a medical alumna/us who will ensure that both are aware of the others Calendar of Events, projects and plans, in order for there to be event and activity collaboration from time to time; and to strengthen the resources of both Chapters. The individual will liaise closely with The UWIMAA President and the Young Alumni.
iii
One of the Board members shall be the Young Alumni Facilitator who will be an Alumni Ambassador of the Vice Chancellor’s UWI STAT Corps or other young graduate (under 35 years of age), who will ensure that the Calendar of Events, projects and plans also appeals to Young Alumni. The individual will liaise closely with The UWIAA and The UWIMAA Presidents and work with other young alumni to ensure that their input/perspective, interests and contributions are included in general; and in activities and events
iv
With the exception of the President, the Chapter Executive Board shall be elected annually at the Chapter’s AGM for a term of one year. At the discretion of the Chapter, the term may be extended to a maximum of two years for any, and all the members of the Executive.
v
The President’s term in office shall be two (2) years. However, the President may serve an additional term (four years maximum) if the other Executive Board members agree. The Executive Board would indicate this by private vote, to avoid coercion.
vi
The Executive Board members of regional Chapters shall give a minimum “token gift” of U$30 per year of their tenure as a benefaction, as they are role models, and will be encouraging donations. This will go towards the Chapter’s Student Scholarships. As international Chapters are not provided with venues for meetings and members often have to rent space and pay parking costs etc., the amount of this “token gift” shall be discretionary.
vii
The President and Treasurer shall not hold their respective offices for more than two consecutive terms. The outgoing President shall serve as the Immediate Past President for guidance and continuity. There shall be a Vice President to ensure decision making capability and succession planning at all times.
viii
Subject to any limitations specified in Ordinance 2 or this Constitution, the Executive Board shall have full power to act in all respects on behalf of the Chapter and shall organize and make such arrangements in connection with its activities, as it deems fit.
ix
The quorum for meetings of the Executive Board shall be an uneven number decided by the Chapter; or fifty percent of the membership.
x
A member’s place on the Executive may be declared vacant by the Executive if:
a.
he/she is absent for more than three consecutive meetings without special leave of absence from the Executive;
b.
the member issues, makes or concurs in the making of public statements or acts in a manner prejudicial to the objectives of the Chapter.
xi
In the absence of the President, the Vice President (or where this applies, the First Vice President and Second Vice President in that order) shall assume the Chair. In their absence, a Chairman shall be appointed from among the financial members of the Executive Board present.
xii
The Executive Board may fill any vacancy in the membership by nominating a financial member of the Chapter to be a member thereof.