Roberts Rules of Order

Robert's Rules of Order:
For Fair and Orderly Meetings & Conventions:

Provides common rules and procedures for deliberation and debate in order to place the whole membership on the same footing and speaking the same language. The conduct of ALL business is controlled by the general will of the whole membership - the right of the deliberate majority to decide. Complementary is the right of at least a strong minority to require the majority to be deliberate - to act according to its considered judgment AFTER a full and fair "working through" of the issues involved. Robert's Rules provides for constructive and democratic meetings, to help, not hinder, the business of the assembly. Under no circumstances should "undue strictness" be allowed to intimidate members or limit full participation.

The assembly rules - they have the final say on everything! Silence means consent!

• Obtain the floor (the right to speak) by being the first to stand when the person speaking has finished; state Mr./Madam Chairman. Raising your hand means nothing, and standing while another has the floor is out of order! Must be recognized by the Chair before speaking!
• Debate can not begin until the Chair has stated the motion or resolution and asked "are you ready for the question?" If no one rises, the chair calls for the vote!
• Before the motion is stated by the Chair (the question) members may suggest modification of the motion; the mover can modify as he pleases, or even withdraw the motion without consent of the seconder; if mover modifies, the seconder can withdraw the second.
• The "immediately pending question" is the last question stated by the Chair! Motion/Resolution - Amendment - Motion to Postpone
• The member moving the "immediately pending question" is entitled to preference to the floor!
• No member can speak twice to the same issue until everyone else wishing to speak has spoken to it once!
• All remarks must be directed to the Chair. Remarks must be courteous in language and deportment - avoid all personalities, never allude to others by name or to motives!
• The agenda and all committee reports are merely recommendations! When presented to the assembly and the question is stated, debate begins and changes occur!

The Rules:

• Point of Privilege: Pertains to noise, personal comfort, etc. - may interrupt only if necessary!
• Parliamentary Inquiry: Inquire as to the correct motion - to accomplish a desired result, or raise a point of order
• Point of Information: Generally applies to information desired from the speaker: "I should like to ask the (speaker) a question."
• Orders of the Day (Agenda): A call to adhere to the agenda (a deviation from the agenda requires Suspending the Rules)
• Point of Order: Infraction of the rules, or improper decorum in speaking. Must be raised immediately after the error is made
• Main Motion: Brings new business (the next item on the agenda) before the assembly
• Divide the Question: Divides a motion into two or more separate motions (must be able to stand on their own)
• Consider by Paragraph: Adoption of paper is held until all paragraphs are debated and amended and entire paper is satisfactory; after all paragraphs are considered, the entire paper is then open to amendment, and paragraphs may be further amended. Any Preamble can not be considered until debate on the body of the paper has ceased.
• Amend: Inserting or striking out words or paragraphs, or substituting whole paragraphs or resolutions
• Withdraw/Modify Motion: Applies only after question is stated; mover can accept an amendment without obtaining the floor
• Commit /Refer/Recommit to Committee: State the committee to receive the question or resolution; if no committee exists include size of committee desired and method of selecting the members (election or appointment).
• Extend Debate: Applies only to the immediately pending question; extends until a certain time or for a certain period of time
• Limit Debate: Closing debate at a certain time, or limiting to a certain period of time
• Postpone to a Certain Time: State the time the motion or agenda item will be resumed
• Object to Consideration: Objection must be stated before discussion or another motion is stated
• Lay on the Table: Temporarily suspends further consideration/action on pending question; may be made after motion to close debate has carried or is pending
• Take from the Table: Resumes consideration of item previously "laid on the table" - state the motion to take from the table
• Reconsider: Can be made only by one on the prevailing side who has changed position or view
• Postpone Indefinitely: Kills the question/resolution for this session - exception: the motion to reconsider can be made this session
• Previous Question: Closes debate if successful - may be moved to "Close Debate" if preferred
• Informal Consideration: Move that the assembly go into "Committee of the Whole" - informal debate as if in committee; this committee may limit number or length of speeches or close debate by other means by a 2/3 vote. All votes, however, are formal.
• Appeal Decision of the Chair: Appeal for the assembly to decide - must be made before other business is resumed; NOT debatable if relates to decorum, violation of rules or order of business
• Suspend the Rules: Allows a violation of the assembly's own rules (except Constitution); the object of the suspension must be specified

Trent African & Caribbean Student Union Constitution

Constitution of the Trent African and Caribbean Students’ Union:

I. Name of Organisation:
Trent African and Caribbean Students’ Union, referred to in this document as TACSU

II. Mission Statement:
TCASU exists to promote, preserve and protect African and Caribbean culture by providing a cultural outlet and safety net for its members

III. Symbol/ Logo

The visual symbol/ logo representing TACSU will be shown on page 1. This logo shall be used only to represent TACSU in an official capacity.

IV. Membership
The membership of this organisation is open to all members of the Trent University committee

V. TACSU Guidelines
Guideline V a – Principles under which TACSU is guided
As TACSU is an organisation that is comprised of various individuals, freedom of expression is guaranteed, provided it does not infringe upon the rights of others. No form of discrimination on the grounds of race, ethnicity, sexual orientation or religious affiliation will be tolerated.

Guideline V b –Meetings
i) Meetings should follow the ‘Robert Rules of Order’
ii) TACSU shall meet no less than twice every month

General Meetings
i) At least four members of the executive should be present at all meetings including the President and the Public Relations Officer
ii) At the first meeting for the academic year, each executive should give a mandate of what they plan to do for the year for the acceptance by the TACSU members
iii) Tentative dates for general meetings for the academic year should be presented at the first meeting
iv) There shall be four bi-semester formal meetings
v) General meetings should serve the purpose of addressing issues within Trent, current affairs, debates, cultural events, presentation from members etc.

Annual General Meeting
There should be an annual meeting during the last week of March to review the performance of the outgoing executive. This is going to serve as a measure of accountability to TACSU members by the outgoing executive

Executive Meetings
i) The executive shall never meet no less than once a week
ii) There must be 50% +1 executive members (4 members) present at executive meetings, members should strive to be present at all times.

VI. TACSU Executive
A) The TACSU executive will consist of the following members:PresidentVice PresidentSecretaryTreasurerPublic Relations OfficerEvents Coordinator

B) Eligibility
i) To be eligible, candidates must be of African and/ or Caribbean descent and must have attended general meetings and participated in club activities- If a candidate does not meet the above criterion, they will be eligible to run upon nomination by a TACSU member if seconded by at least nine other members
ii) Must be a registered student of Trent University, inclusive of both undergraduate and graduate students
iii) Each individual is eligible to hold only one executive position at one time.iv) Candidates will be elected on an annual basis

C) Responsibilities
1. The President:
i) Must have knowledge of constitutional procedure - To maintain order and decide procedure- To ensure the execution of tasks delegated to the executive- To remain impartial and vote only in the event of a tie
ii) To acts as a spokesperson and official representative of TACSU, expressing viewpoints and decisions made by the organisation
iii) To act as liaison between TACSU and other student organisations within Trent University
iv) To act as financial co-signer with the Treasurer
v) To actively solicit the opinions and ideas of the TACSU membership through surveys or other means regarding executive performance and TACSU events
vi) To ensure good two-way communication between TACSU membership and the executive

2. The Vice-President
i) To serve as acting President should the President be unable to complete his/ her term of office
ii) Should any executive member be temporarily/ permanently unable to fulfill his/ her duties, the Vice –President shall ensure that said duties are performed until that member of the executive is able to resume his/ her position or a new member is elected to fill the vacancy
iii) To actively solicit the opinions and ideas of the TACSU membership through surveys or other means regarding executive performance and TACSU events
iv) To ensure good two-way communication between TACSU membership and the executive
v) To act as financial co-signer with the Treasurer

3. The Secretary
i) To be responsible to TACSU for all verbal or written communication between the executive and members. These include e-mail, agendas for meetings, details of TACSU events and notices
ii) Ensuring continuous updating of all records
iii) To submit minutes of the previous meeting to TACSU members prior to the next meeting
iv) To keep a file of all documents so that they will be passed unto the following year

4. The Treasurer
i) To be responsible for the management of TACSU funds
ii) To be responsible for monthly treasurer reports that should be submitted to the executive and members prior to monthly meetings
iii) All funds being released to other organisations and persons should be released by cheque. A receipt is to be obtained and documented
iv) The Treasurer will, in the absence of the secretary, maintain effective, efficient and informative minutes
v) The treasurer is responsible for collecting and documenting all receipts

5. Public Relations Officer
i) Responsible for forming a subcommittee consisting of representatives from each college whose duties will be:
a) Plan effective strategies for advertising and promotion at the beginning of each semester
b) In charge of printing and posting of posters and all other promotional plans
ii) Strictly in charge of all information flowing from the TACSU executive to the members
a) Chairperson/ Facilitator of TACSU general meetings
b) Is responsible for the agenda of the meeting
iii) Acts as a link between:
a) The Executive and members
b) TACSU and the Trent community
c) TACSU and the Peterborough community
iv) Is responsible for the weekly updating of all mediums of communication including but not limited to the website

6. Events Coordinator
i) Responsible for coming up with and brainstorming creative ideas for TACSU
ii) Ensures that all necessary to carry out planned events are available
a) Presenting a proposal and budget to executive as well as members
b) Coordinating the designated people to specific to each event
iii) Work simultaneously with the Public Relations Officer
iv) Responsible for forming Sub-committees to assist in the planning of events as required

Executive Election
i) Executive Members must read and sign the constitution upon election

Executive Resignation
i) In the event that an Executive member wishes to resign, he/ she is expected to submit a letter of resignation at least 4 weeks prior to the resignation date

Elections:
The TACSU Executive Body will be elected by the general body of the union at the Annual Election

Notice of Elections:
i) Elections must be publicly announced at least two weeks prior to the set election date

Annual Elections:
i) Elections will be conducted by an Elections Committee comprised of 4 members of the out-going Executive and an Electoral officer
ii) The Electoral Officer will be nominated by the general member body to observe the elections and ensure elections are conducted in an orderly and appropriate manner
iii) Members are required to register in order to vote in the Annual Elections. Registration should be carried out at least one week prior to the election date
By-Elections:
i) Any vacant office shall be filled by carrying out a by-election which shall be held at least 4 weeks following the stated date of resignation

Ratification of Elections:
i) The Elections Committee is charged with the responsibility of ratifying the election results and the release of the official results to the general body

Voting Procedure:
i) Each TACSU member is permitted only one vote
ii) Only members that have attended general meetings and participated in club activities are permitted to vote
iii) Voting shall be carried out by secret ballot
iv) Any motion garnering less than 60
v) % majority will be held over until the next meeting and a revote, pending discussion. If the motion still garners majority support (50%), the motion will pass as voted upon
vi) Any member of TACSU ( Executive or otherwise) can rise/ submit a motion

Financial Activities
i) The executive is required to provide a full disclosure of TACSU’s financial activities in the form of financial statements at the end of each year to be passed on to the new executive. Past executives are to be held responsible for the financial position of the organisation
ii)At least $500 should be left in the account and carried forward to the next year to ensure continuity of club activities

Check of Executive Power
i) All grievances with regard to Executive activity must be submitted in writing to the Executive Members. Upon submission complaints will be evaluated and brought forth to the following meeting for discussion and ratification

TRENT AFRICAN AND CARIBBEAN STUDENT UNION

EXECUTIVE TEAM 2008-2009

Name: Brian Kombani
Position: President
Country: Zimbabwe
Contact info: briankombani@trentu.ca
Year: 4 Degree: Biology and Economics

Name: Toni-Ann Stuart
Position: Vice President
Country: Jamaica
Contact info: toniannstewar@trentu.ca
Year: 2 Degree: International Development and Environmental Resource Studies

Name: Simanga Gama
Position: Treasurer
Country: Swaziland
Contact info: simangagama@trentu.ca
Year: 2 Degree: Biochemistry

Name: Nadia Daniel
Position: Events Coordinator
Country: Aruba
Contact Info: nadiadaniel@trentu.ca
Year: 4 Degree: Biochemistry

Name: Lauren Blackwell
Position: Public Relation Officer
Country: The Bahamas
Contact Info: laurenblackwell@trentu.ca
Year: 4 Degree: Biology




Name: Martina Stephenson
Position: Secretary
Country: Aruba
Contact info: martinastephe@trentu.ca
Year: 2 Degree: English & Business





Name: Judith Edouard
Position: Secretary
Country: St. Maarten
Contact info: judithedouard@live.ca
Year: 2 Degree: Biology and Psychology