constitution

CONSTITUTION
OF THE UWI ALUMNI ASSOCIATION (JAMAICA CHAPTER) (FORMERLY KNOWN AS THE GUILD OF GRADUATES
(JAMAICA BRANCH))

PREAMBLE

The Jamaica Branch of the Guild of Graduates, hereinafter known as the UWI Alumni Association (Jamaica Chapter), is a group of graduates of the University of the West Indies committed to the continued development of the Mona Campus.

DEFINITION

"Member" shall mean any person registered within the UWI Alumni Association (Jamaica Chapter).

"The UWI Alumni Association (Jamaica Chapter)" unless otherwise stated shall mean the Executive and all members.

"A Member in good standing" shall mean a financial member of the Group who is not in breach of any of the provisions of this Constitution, or not facing any disciplinary action.

"Financial Member" is a member who has paid his dues or fees in accordance with this Constitution and is not in arrears save as provided for by this Constitution.

"Life Member" shall mean any person registered within the UWI Alumni Association (Jamaica Chapter) who shall have paid dues for lifetime membership with the Alumni Association at a rate to be determined from time to time by the Executive.

"Annual Member" shall mean any person registered within the UWI Alumni Association (Jamaica Chapter) who shall be required to pay dues on an annual basis at a rate to be determined from time to time by the Alumni Association.

ARTICLE 1: NAME

The organization, known as The Jamaica Branch of the Guild of Graduates, of the University of the West Indies (the "University") is hereinafter to be known as the UWI Alumni Association (Jamaica Chapter). The UWI Alumni Association (Jamaica Chapter) is hereinafter referred to in this Constitution as "the Chapter." This name shall NOT be changed without the assent of seventy-five percent (75%) of all active members in good standing present and voting at the Annual General Meeting.

ARTICLE 2: OBJECTIVES

The Objectives of the Chapter shall be:

	(i)	To maintain contact and interest amongst members in the affairs of the University so that there may be built up amongst all sections of the community in all territories and especially in Jamaica a well-informed public opinion on University matters in order that governmental allocations and private benefactions to the University may be encouraged, and that constructive interest in the development of the University as an instrument for serving the particular needs of the area may be increased.
	(ii)	To comment by whatever means, offer advice and generally act on any matter or issue touching or affecting the welfare of the University and our Society as a whole and in particular the West Indian Society which may be of interest to the Senate and Council of the University or any governing bodies of the University from time to time.
	(iii)	To cooperate with the other chapters of the Alumni Association or other University Alumni Associations or with other organisations whose objectives are not incompatible with the objectives of the Chapter.
	(iv)	To make representations, consult with or enter into any arrangements with any governments or authorities (Supreme, Municipal, Local or otherwise) or any Corporations, Companies, firms or persons that may seem conducive to the attainment of the Chapter’s objectives or any of them and to obtain from any such government, authority, corporation, company, firm or person any charities, contracts, decrees, rights, privileges and concessions which the Chapter may think desirable, and to carry out exercises and comply with any such charities, contracts, decrees, rights, privileges and concessions.
	(v)	To award scholarships or to undertake payment for the education, tuition, training, maintenance and benefit of any person or persons who or whose service may in the opinion of the Chapter Committee be of present or future value to the community or who are otherwise worthy of assistance.
	(vi)	To do all such other things as may be deemed incidental or conducive to the above objectives or any of them. It is hereby expressly declared that each sub-clause of this clause shall be construed independently of the other sub-clause hereof and that none of the objectives mentioned in any sub-clause be deemed to be merely subsidiary to or limited by the objectives mentioned in any other sub-clause and in case of doubt or ambiguity this clause and every sub-clause thereof shall be construed in such a manner as to enlarge and not restrict or limit the powers of the Chapter.

ARTICLE 3: MEMBERSHIP

3.1. Classes of Membership:

Membership shall be comprised of three types: Ordinary Membership, Group Membership and Honorary Membership.

3.2. Qualification for Membership

	(a)	Ordinary membership
	(i)	Any member of the Alumni Association of the University as defined by the ordinances and statutes of the University shall be entitled to membership in the Chapter, on presentation to the Secretary of his or her certificate of registration, or other satisfactory evidence of membership in the Alumni Association.
	(ii)	A graduate of any University recognised by the University shall be eligible for ordinary membership.
	(iii)	Life/annual membership: Any ordinary member of the Alumni Association of the University as defined hereinbefore shall be entitled to membership in the Chapter either as a Life Member or as an Annual member as defined herein.
	(b)	Honorary Membership
	(i)	Persons who in the opinion of not less than two-thirds of the financial members of the Chapter present at a general meeting, can make a significant contribution to the objectives of the Chapter, may be admitted to honorary membership.
	(ii)	Honorary members shall not at any time exceed twenty percent of the membership of the Chapter.
	(c)	Group Members
	(i)	Any Group or Association of Graduates whether academic, residential or social in nature affiliated to the University of the West Indies in the past or currently, as defined by the ordinance and statute of the University shall be entitled to membership in the Chapter on presentation of its certificate of registration or other satisfactory evidence of membership in the Chapter.
	(ii)	Any Group or Association affiliated with any university recognized by the University shall be eligible for membership.
	(d)	Further qualifications for membership
	(i)	Membership shall NOT be granted to any person who has been convicted of a criminal offence either within or outside the jurisdiction. Membership shall not be granted to persons who have been deported to Jamaica. Membership shall not be granted to any person who is or was at any time a member of or affiliated to any criminal gang, group or organisation.
	(ii)	No person can be refused membership on the grounds of race, gender, socio-economic class, religion, or place of residence.
	(e)	Membership Obligations
	(i)	An active member should attend Chapter meetings, unless prevented by extenuating circumstances.
	(ii)	An active member is required to represent the best interest of the Chapter at all occasions, public or private.
	(iii)	No member shall indulge in any activity which may bring the Chapter into disrepute.
	(iv)	An active member is required to pay membership dues and other financial obligations as specified by the Treasurer. If dues or other financial obligations are not honoured, membership may be suspended.
	(v)	An active member is required to undertake and accomplish in a professional manner, tasks and other activities, which may be necessary to attain the objectives of the Chapter.
	(vi)	The details of all meetings and discussions, including the names of attendees, and all material, property and information of the Chapter shall be deemed confidential unless expressly declared public by the Chapter Executive Committee. No member shall disclose the aforementioned to any person, group, organisation or other, without the express authority of the Chapter Executive Committee.
	(vii)	No member or any other person or group of persons shall act on behalf of the Chapter or use any property of the Chapter for any purpose whatsoever, without the express authority of the Chapter or an Executive officer(s) acting on behalf of the Chapter.
	(viii)	No member shall receive pay for his services without the permission of the Chapter Executive after consultation with the Chapter.
	(ix)	Every member shall perform his duty with professionalism, transparency and accountability
	(x)	A member in good standing in the Chapter shall be entitled to attend the meeting of any other Chapter, but shall not be entitled to receive notices of such other Chapter or to vote on any resolution of such Chapter.

ARTICLE 4: ORGANISATIONAL STRUCTURE

	(i)	(i) The governing body of the branch shall be elected at the Annual General Meeting.
	(ii)	The Annual General Meeting shall elect annually the Chapter officers and members of the Chapter Executive Committee.
	(iii)	The representative of the Jamaica Chapter to the Central Executive of the Guild of Graduates or Alumni Associations shall be elected every second year and shall be a member of the Chapter Executive Committee during his term of office.
	(iv)	(iv) Five members of the Executive Committee of the Chapter shall form a quorum.
	(v)	The Chapter Executive Committee Shall Consist of: President of the UWI Alumni Association (Jamaica Chapter) Vice-President of the UWI Alumni Association (Jamaica Chapter) Treasurer Assistant Treasurer Ten other members who may be group representatives or ordinary members The term of office of this committee shall be from August 1 - July 31
	(vi)	The Executive Director will attend Chapter Executive Meetings and shall make up a part of the quorum.

ARTICLE 5: POWERS

	(i)	(i) Subject to the provisions laid down by the Annual General Meeting, the Chapter Executive Committee shall regulate its own proceedings by a simple majority decision and take all necessary steps to implement the objectives hereunder this Constitution.
	(ii)	In the event of an equality of votes, the President shall have the casting vote.

ARTICLE 6: DISQUALIFICATION

The office of any Chapter Executive Committee member shall be vacated if the member for the following reasons:-

Absenteeism:

(i)

If the member does not attend at least 3 meetings and fails to advise the Chapter Executive Committee.

Prejudicial Actions:

(ii)

If the member issues, makes or concurs in the making of public statement or acts in a manner prejudicial to the objectives of the Chapter. If the member is found guilty, action can be taken as outlined in subsection (iii).

Suspension:

(iii)

The Chapter Executive Committee shall have the power to suspend a member from office. This power shall be exercised by not less than two-thirds of the members of the executive committee being present and voting provided that:

(a)	the member who may be in danger of suspension shall be given seven (7) days notice of the day of the meeting where the matter will be discussed;
(b)	the member who maybe in danger of suspension shall have the opportunity to be heard at the meeting where the matter will be discussed
(c)	the decision to suspend the member must be made within twenty-eight (28) days by a two-thirds majority of members in good standing present and voting at a general meeting of the Chapter.

ARTICLE 7: MEETINGS/SUB-COMMITTEES

	(i)	A Chapter Executive Committee meeting shall be called at such time as the President may specify in writing at the beginning of his year in office.
	(ii)	In the absence of or in addition to the President so specifying, a Chapter Executive Committee meeting shall be called by at least seven days notice in writing exclusive of the day on which it is served or deemed to be served and of the day for which it is given, and shall specify the place, day and the hour of the meeting.
	(iii)	The Chapter Executive may create sub-committees to deal with specific matters that may arise from time to time, the membership of which Sub-Committee shall not necessarily be confined to members of the Chapter Executive Committee or the Chapter and may include any person the Chapter Executive Committee deems able and willing to make a worthwhile contribution.
	(iv)	The President or in his absence the Vice-President, shall preside at all Chapter Executive Committee Meetings. In their absence, a Chairman shall be elected from among the members present
	(v)	In the event of a vacancy occurring in the office of the Vice-President, Treasurer or Representative, the Chapter Executive Committee will elect one of its members to fill the vacancy for the rest of that term of office.
	(vi)	The Chapter Executive Committee shall also be empowered to co-opt a member of the Chapter to fill any vacancy on the Committee for the rest of that term of office.

ARTICLE 8: ANNUAL GENERAL MEETINGS/SPECIAL GENERAL MEETING

(A) ANNUAL GENERAL MEETING

(i)

An Annual General Meeting shall be called by twenty-one (21) days notice and at least 3 months before August 1. The notice shall be exclusive of the day on which it is served or deemed to be served and of the day for which it is given, and shall specify the place and the day and hour of the meeting.

(ii)

The accidental omission to give notice to any person entitled under this Constitution to receive notice of any Annual General Meeting or the non-receipt by any such person of such notice, shall not invalidate the proceedings at that meeting.

(iii)

The Annual General Meeting of the Chapter shall be held before the end of each year at such time and place as the Chapter Executive Committee shall appoint.

(iv)

The President (or in his absence the Vice-President of the Representative) shall preside at the Annual or other General Meetings.

(v)

The Annual General Meeting shall regulate its own procedure by simple majority decisions.

(vi)

The business of the meeting shall be:

(a)	to receive and consider the report of the Executive for the proceeding year;
(b)	to receive and consider the audited accounts and balance sheet;
(c)	to elect the members of the Chapter Executive Committee (only financial members shall be eligible for election);
(d)	to appoint an auditor;
(e)	to consider any other matter

(B) SPECIAL GENERAL MEETING

Special General Meetings may be summoned by the President or:

(i)

upon the instructions of the Chapter Executive Committee or;

(ii)

upon the request of at least sixteen (16) financial members, and such special meeting shall be summoned within one calendar month of the receipt of such request. The said request shall stipulate the nature of the business to be discussed and members shall be given at least five (5) days notice of such meeting. No other business shall be discussed at such a meeting.

ARTICLE 9: QUORUM

	(i)	Twenty financial members shall form a quorum at any General Meeting.
	(ii)	If a quorum is not present at the Annual General Meeting it shall stand adjourned to the same day in the next week at the same time or place (or in an emergency to such other time and place as is designated by the President) and if at such adjourned meeting a quorum is not present within half an hour of the time appointed, the financial members present shall be deemed to be a quorum and may do all business which a full quorum might have done
	(iii)	If no quorum is present at a Special General Meeting within an hour of the time fixed for the meeting, it shall be dissolved, and no other meeting for the purpose of considering the same or substantially similar business shall be summoned without the leave of the Chapter Executive Committee.

ARTICLE 10: VOTING

	(i)	Voting at general meetings shall be by show of hands except for the electing of members of the Chapter Executive Committee, which shall be done by ballot.
	(ii)	Only financial members shall vote at a General Meeting.

ARTICLE 11: FINANCIAL MATTERS

(A)
	(i)	Subscriptions: Every member shall pay an annual subscription to be determined by the members at a General Meeting. Such subscription shall be paid once in each and every year.
	(ii)	An amount to be determined by the Executive Committee of the annual subscription of each financial member shall be forwarded to the account of the Chapter.
	(iii)	The remaining sums shall be used at the discretion of the Chapter Executive Committee.
(B)
	(i)	Accounts: The branch shall keep banking accounts in its own name from which money may be withdrawn. Signing on the accounts should be decided by resolution of the Executive. There should be at least two signatories, any designated two from the Chapter Executive or one from the Executive and a designated Guild employee.
	(ii)	The financial year of the Chapter shall commence on the first day of January in each year
	(iii)	The books of the Chapter shall be audited at least once a year by someone appointed by the members at the Annual General Meeting.

ARTICLE 12: AMENDMENT OF THE CONSTITUTION

	(i)	Notice of any proposed amendment shall be sent to members with a copy of same at least fourteen days before the meeting at which the proposed amendment will be discussed.
	(ii)	The Amendment shall not be accepted unless approved by two-thirds of the financial members present and voting.
	(iii)	All such amendments must be ratified by the Central Executive Committee chaired by OASIS (Vice Chancellor's Office).

ARTICLE 13: SAVINGS CLAUSE

	(i)	Interpretation of the Constitution shall be vested in the Chapter Executive Committee.
	(ii)	Matters not provided for by the Constitution and which are incidental to the functions of the Chapter shall be determined by a simple majority of members of the Executive.

Ratified at the Annual General Meeting of May 15, 2002.