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► Document D: Section 5
SECTION FIVE:
EXECUTIVE COMMITTEE OF GUILD COUNCIL
5.1 ROLE
5.1.1 The role of Executive Committee shall be to co-ordinate the day-to-day running of the Guild on behalf of Guild Council, and to oversee the activities of the Standing Committees of Guild Council.
5.1.2 Executive Committee shall act on behalf of Guild Council on matters of urgency, and shall normally do so throughout the long vacation. Any actions taken by Executive Committee on behalf of Guild Council shall be reported by the President at the next ordinary meeting of Guild Council.
5.1.3 The management and control of the Bar Club shall be vested in the Elective Committee (which comprises the Executive Committee).
5.2 MEMBERSHIP
5.2.1 The voting members of the Executive Committee shall be:
President (8.3)
Vice President (Education & Welfare) (8.4)
Vice President (Finance & Advancement) (8.5)
Vice President (Marketing & Entertainments) (8.6)
Vice President (Student Involvement) (8.7)
Equality Officer (8.8)
Fundraising Officer (8.9)
Future Students Officer (8.10)
International Students Officer (8.11)
Postgraduate and Mature Students Officer (8.12)
Representation Officer (8.13)
Website Officer (8.14)
Widening Participation Officer (8.15)
Non-Portfolio Officer (8.16)
5.2.2 Any member who has been deemed to have resigned from Guild Council for non-attendance shall no longer be a member of Executive.
5.2.3 Only full members and part-time members of the Guild are eligible to be Executive Officers. Temporary members and students on years without attendance may be members of Guild Council but not Executive Committee.
5.2.4 The President shall appoint a full-time or part-time member of the Guild to any Executive position that falls vacant, subject to ratification by Guild Council. Steering Committee shall then normally hold an election for that position. Where the Bar Club is concerned the Elective Committee will fill the vacant position.
5.2.5 Only one of the postholders in a job-share team shall count towards the quorum for meetings of Executive Committee, and only one of the postholders shall be entitled to vote.
5.3 AUTHORITY
5.3.1 Executive Committee may approve expenditure up to a level given in the Financial Schedule and shall advise Guild Council on any proposed expenditures exceeding this sum.
5.3.2 Executive Committee shall decide the membership of delegations where the Guild is to be represented to external bodies, unless otherwise stated in the regulations. The President may lead any delegation, unless otherwise stated in the regulations.
5.3.3 Executive Committee shall note the minutes of all Standing Committees of Guild Council and shall have authority to deal with any matters arising from these minutes.
5.3.4 Executive Committee shall be empowered to take action on any misconduct or breach of Guild rules by a Standing Committee.
5.4 MEETINGS OF EXECUTIVE COMMITTEE
5.4.1 Executive Committee may hold closed meetings to discuss any matter of a sensitive nature. The Chairperson and Vice-Chairperson of Guild Council shall be entitled to attend such meetings as shall any other person so authorised by Executive Committee.
Ordinary meetings
5.4.2 Ordinary meetings of Executive Committee shall normally be held fortnightly during term time, and as required during the vacations.
5.4.3 The Agenda for Executive Committee meetings shall be closed 48 hours before the meeting and papers shall be ready for collection 24 hours prior to the meeting.
5.4.4 Any matter not submitted for the agenda of an Ordinary meeting at least 48 hours in advance of the meeting shall not be discussed unless the conduct of the Guild would be impaired by delaying of discussion until another meeting could be called. This decision will be taken by the Chairperson.
Extra-ordinary meetings
5.4.5 The President may call a Special Meeting of Executive Committee giving written notice on the Guild notice board at least 24 hours in advance. The President shall call a Special Meeting if requested to do so by three members. The notice shall set out the business to be considered at the meeting and no other business shall be discussed at the meeting. A full report of any matters discussed shall be taken to the next ordinary meeting of Executive Committee.
5.4.6 The President may call an Emergency Meeting of the Executive Committee if the matter to be discussed is of such urgency that the conduct of the Guild would be impaired by delaying of discussion until a Special Meeting could be called. A full report of any matters discussed shall be taken to the next ordinary meeting of Executive Committee.
5.5 ATTENDANCE
5.5.1 Non-sabbatical Executive Officers are not required to attend Executive Committee meetings held during vacations.
5.5.2 Apologies must be submitted to the President prior to the meeting.
5.5.3 Any Executive Officer who fails to attend two consecutive Executive Committee meetings without adequate reason and without sending apologies shall be deemed to have resigned.
5.6 QUORUM
5.6.1 The quorum for Ordinary and Special meetings of Executive shall be a majority of the serving members i.e. 50% + 1 of occupied positions, during term time. During vacation quorum shall be 3 members.
5.6.2 The quorum for Emergency Meetings of Executive shall be 5 members of Executive.
5.6.3 The Chairperson and Vice-Chairperson of Guild Council are not members of Executive and shall not count towards that number.
5.7. BAR CLUB
5.7.1 The Bars Club business shall be handled before Matters Arising on the Executive Committee agenda. The General Manager and the Member of staff responsible for Finance and Administration shall be in attendance for this part of the Executive Committee meeting only, unless required to attend for other items at the request of Executive Committee.
5.7.2 The AGM of the Bar Club shall be held at the Annual General Meeting of the academic year.
5.7.3 The following responsibilities shall be included in the responsibilities of Vice President (Finance and Advancement).
5.7.4 The Vice President (Finance and Advancement) will:
a) Investigate any other commercial ventures the Guild may take up and report on these to the Guild Council.
b) Maintain control over the standard of the Guild building and the facilities provided therein.
5.7.5 The Vice President (Finance and Advancement) will advise Executive Committee on the following:
a) Advise Executive Committee on the permanent changes in the use of rooms.
5.8 MARKETING MANAGEMENT GROUP
5.8.1 MAIN FUNCTION
The Marketing Management Group shall determine the marketing function and responsibilities within the organisation and shall operate as a working group to ensure that these functions are carried out.
5.8.2 MEMBERSHIP
The attendance at meetings of the Group shall include, but no be limited to:
a) Vice President (Marketing and Entertainment)
b) Vice President (Finance and Advancement)
c) Senior Marketing Staff
5.8.3 The Vice President (Marketing and Entertainments) will:
a) Provide the Executive Committee with a determined marketing strategy.
b) Liaise between the Executive Committee and Permanent Marketing staff.
c) Undertake marketing functions as required by the Marketing Management Group.
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