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► Constitution
1. Name
The name of the organisation shall be “Universities in Wales Athletic Union” (UWAU) here after referred to as the “Union”
2. Objectives
a) To further the interests and development of sport within Welsh Institutions of higher education who are members of BUSA.
b) To act as a governing agency for all sporting activities within Welsh Institutions of Higher Education who are members of BUSA.
c) To encourage National student sport within the principality and Great Britain including participation in the British Universities Sports Association (BUSA) events and championships.
3. Membership of the Union
Membership of the Union shall be open to application to institutions of Higher Education located in Wales, who are in membership of the BUSA.
4. Composition of the Union and Entitlement to attend all General Meetings
a) Honorary Officers – Life Vice Presidents.
b) Institution Vice Presidents, (same as those nominated to BUSA), Directors of Physical Education (or equivalent) at each member institution.
c) Elected Officers; Chairman, Honorary Treasurer, Honorary Secretary, and elected Senior Vice President.
d) Delegates: two students from each Sports Union.
e) Student representatives elected to BUSA Sports Management Groups.
f) Sports Management Group Representatives.
g) Officers of BUSA.
h) Representative of the BUSA Office.
Note voting rights are restricted to one student member or their nominated representative from each institution, with the chairperson having the casting vote.
5. Annual General Meeting
a) The AGM of the Union shall normally be held in June.
b) The secretary shall give at least 21 days notice of the meeting.
c) The business of the AGM shall be:-
1) Apologies.
2) Minutes of the previous AGM.
3) Matters arising from previous AGM
4) Chairman’s report.
5) Treasurers report.
6) Election of Officers (4C)
7) Election of members to BUSA Committees.
8) Election of Team Managers and Coaches
9) Any Constitutional alterations or additions
10) Any other business in writing to the chairman at least 28 days prior to the meeting.
6. Elections
a) The Chairman, Treasurer, Secretary and Senior Vice President shall be elected annually at AGM.
b) Elections shall also take place for representatives to the relevant BUSA Committees.
c) Honorary UWAU Life Vice Presidents shall be elected at an AGM. Recommendations shall be submitted to the previous committee meeting. Nominations shall only be made for persons who have given exceptional service to the Union.
d) Only one student or their nominated representative from each institution shall be eligible to vote.
7. Committee
The role of the committee shall be:
a) To formulate policy consistent with the Unions current objectives.
b) To act as the ultimate authority within the Welsh Universities’ Sport.
c) To elect sports Team Managers and Team coaches on the last meeting of the Summer Term.
d) Sports budgets shall be presented for the season at the first meeting of the academic year.
e) The Committee shall have up to six meetings per year.
f) Organise sports outside of BUSA programme.
8. Finance
a) The Union funds shall be administered by the Honorary Treasurer and applied solely to its objectives.
b) The financial year shall be 1st September to 31st August.
c) The annual subscription fee shall be decided upon in the last committee meeting of the academic year.
d) The treasurer shall present a statement of accounts at each general meeting of the UWAU.
e) The annual audited accounts shall be presented at the first general meeting held after the AGM.
f) A bank account shall be held in the name of UWAU (in full and abbreviated form). The signatories of the bank mandate shall be:
- The Treasurer
- An Administrator from a member institution, as nominated by the General Committee
- The Secretary
g) In the event of the dissolution of the UWAU, all its assets shall be transferred to a body or bodies whose objects shall be the same or closely related to the objects of the Union as described in section 2.above
h) No officer shall be liable for a bona fide debt incurred on behalf of the UWAU and shall not be liable for any loss or damage which may be incurred by the Union in the execution of his/her duties.
i) The UWAU shall be responsible for meeting claims for expenses incurred by its officers, subject to approval by the Executive Committee.
j) In the event of an institution incurring expenses on behalf of the UWAU in the course of organising meetings, matches or other activities approved by the Executive Committee, the Treasurer shall be responsible for arranging an equitable settlement.
k) No claim on the UWAU by any institution shall be met until that institution has paid its annual affiliation.
l) In the event of any institution acting independently, or jointly becoming associated with or affiliated to any sports body, association or similar organisation, the UWAU shall not be responsible for any financial obligation incurred by said institution, except that such association or affiliation has been arranged under the aegis of the UWAU.
m) The UWAU shall be responsible for the purchase of equipment, kit and trophies to be used in its representative matches. Such equipment shall be purchased by the Team Managers on the authorisation of the UWAU, dependant on the allocation of monies by BUSA for such purposes.
9. Standing orders
The Committee shall formulate such standing orders as required to carry out the business of the Union. These may be amended or altered as required, provided that:
· Fourteen days notice of any such amendments or alterations must be given, and
· a simple majority of two thirds of the voting members must approve any changes at any committee meeting.
Such Standing Orders shall be appended to this constitution.
10. Changes to Constitution
No amendments or alterations to the constitution may be made other than at the Annual General Meeting of the Union.
· Proposed changes must be submitted, in writing, to the Honorary Secretary no less than 28 days prior to the AGM.
· The secretary must give 21 days notice to members of the Union prior to the AGM to consider any changes to the constitution.
11. Extraordinary General Meeting
Any five institutions may demand an extraordinary general meeting:
· At least 28 days notice in writing must be given to the chairman, along with the specific business to be discussed at such a meeting.
· The Committee must give 21 days notice to the members of the chair of any such meeting stating the business.
· No other business is competent at an extraordinary general meeting and any resolution put to the vote must be supported by at least a two-thirds majority of the voting members in order to be carried.
12. Logo
The logo of the Union shall be a dragon rampart encased in a shield on a green and white background with a scroll depicting the initials UWAU.
13. Playing Colours
All representative games shall normally play in red tops, white bottoms and red socks with white tops.
14. Eligibility
The eligibility rules for participation in competitions should be the same as those used by the BUSA.
15. Obligations of Member Institutions
This constitution shall be binding upon each and every institution in membership and such membership shall be deemed an acceptance of the constitution and its appendices.
16. Revocation Clause
All previous constitutions of the UWAU are revoked.
STANDING ORDERS
1. General:
Standing Orders shall apply to all meetings of the Union
2. The Chair:
At all meetings the chair shall be taken by the Chair in whose absence each meeting shall elect an Acting Chair.
3. Quorum:
At all meetings at least half of the institutions must be represented by a voting delegate and at least 50% of those voting delegates must be students. If within half an hour of the stated time of any meeting there is no quorum, those in attendance may go through the agenda but no decisions or actions may be taken. Recommendations may be put forward to a future quorate meeting”.
4. Voting:
a) Each delegate entitled to vote may exercise one vote.
b) The Chair of a meeting shall have a deliberative vote and in the case of a tie, a casting vote.
c) Voting by proxy shall not be permitted.
5. Language:
The meetings shall be conducted in English and the minutes written in English.
6. Bilingual Policy:
Where possible, all published materials shall be bilingual.
7. Co-opted Members:
The Union shall co-opt a member to organise and administer any competitions sanctioned by the UWAU. These persons will be permitted to attend General Meetings and will be accountable to the members.
8. Reorganisation:
a) For a sport to be recognised by UWAU the sport must be recognised by BUSA and at least half (50%) of UWAU member institutions must recognise the sport and have a club or society administering that sport at their university.
b) The sport must have held a successful tournament for at least one year, to which all Welsh Universities should have been invited. The sport can then present a proposal, which must include a budget to a meeting of UWAU.
c) If their application is successful UWAU will support and administer the appointment of coaches and managers for a National team via the standard UWAU process for the forthcoming year.
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