Rules and Regulations

House Zinnia Constitution

Preamble:

The aim of the House Zinnia Constitution (thenceforth referred to as the “Constitution”) is to provide a just, fair, representative and democratic form of Residence Management. This is a condensed version of the original Constitution and it is vital that this document be clearly understood and adhered to.

1. Membership

1.1 A person is a member of House Zinnia if:

a. she is registered as a full-time student of the University of Pretoria, is a full-time resident of House Zinnia, and has paid the reservation fee;

b. she has met the Regulations as set out in the Accommodation Contract of the University of Pretoria.

1.2 If a member cancels her studies, her membership of House Zinnia is automatically discontinued.

1.3 All House members have full voting rights provided they’ve been at Zinnia for more than 3 months.

2. Meetings

2.1 General House Meetings

2.1.1. One (1) General House meeting (hereafter referred to as the “House meeting” or “meeting”) must be held per quarter.

2.1.2 Written notification of the House meeting must be given at least forty-eight (48) hours / two (2) days prior to the meeting.

2.1.3 Written motions must be handed to the Primaria at least twenty four (24) hours before the commencement of the House meeting, and must be signed by the Proposer and a Seconder.

2.1.4 An attendance list of all House meetings must be kept.

2.1.5 The first ten (10) minutes of the House meeting will be used for registration of the House members.

2.1.6 Attendance of House meetings is compulsory for all House members.

2.1.7 Written apologies will be accepted and should be handed to the House Committee (HC) member for Discipline before 12 noon on the day of the meeting.

2.1.8 Written apologies for non-attendance of the House meeting will be filed for later reference

2.1.9 Failure to submit a written apology before 12 noon on the day of the meeting is punishable by a fine of R50.00, issued by the discipline HK, which is payable to the House Committee member for Finance.

2.1.10 60% percent of the House members with the right to vote constitute a quorum, which must be present at a House Meeting.

2.1.11 All matters voted on by the House members must be minuted

2.1.12 All decisions taken at the House meeting are binding to all members of the House whether or not they were in attendance at the meeting.

2.1.13 It is the duty of each House member to find out about the decisions taken at the House meeting – ignorance will not be accepted as an excuse.

2.2 Special House Meetings

2.2.1 Special House meetings may be called:

a. By the Head of Residence or his/her representative;

b. By the Primaria;

c. By the House Committee

d. On request of at least thirty-five (35) members of the House with the right to vote, accompanied by a full agenda.

e. The agenda must be approved by (a) and (b).

2.2.2 At least six (6) hours notice of the Special House meeting must be given to the house.

2.2.3 The Special House meeting should take place no later than at least forty-eight (48) hours, working days, after it has been called or requested.

2.2.4 Rules of the General House Meetings (2.1.3, 2.1.4, 2.1.5, 2.1.6, 2.1.7, 2.1.8, 2.1.9, 2.1.10, 2.1.11, 2.1.12, 2.1.13) apply to the Special House Meeting.

2.3 Floor Meetings

2.3.1 The aim of the Floor meetings is to ensure that better communication exists within the House Floors.

2.3.2 Floor meetings shall be held at least once every 2 months and whenever it is deemed necessary by the Floor HC.

2.3.3 The Floor HC shall compile the agenda for the Floor meetings.

2.3.4 Floor meetings are held on an informal basis and will be minuted by another floor member present at the meeting.

2.3.5 Decisions taken at the Floor meetings are not binding to the House;

2.3.5.1 But are binding to the floor

2.3.5.2 The Primaria must approve all decisions made.

2.3.6 Attendance of Floor meetings is compulsory for all Floor members.

2.3.7 Written apologies can be submitted to the Floor HC member before 12 noon on the day of the Floor meeting.

2.3.8 Failure to submit a written apology is punishable by a fine of R20.

2.3.9 Notification of the Floor meeting should take place at least 48 hours prior to the meeting.

2.4 House Zinnia Rules and Regulations

Preamble

It is vital that the rules and regulations as stated below are adhered to in order to ensure that an environment that is conducive for every member of the House, prevails. It is also in the House members’ best interest to fully understand the implications of breaking these rules and regulations. The University of Pretoria provides guidelines for disciplinary action, which will be taken if rules and regulations have been broken. It is incumbent upon each and every House member to familiarize herself with ALL the rules and regulations of the House and those of the University of Pretoria. Ignorance will not be accepted as an excuse.

2.4.1 Smoking

is not allowed in the Zinnia House Building. Smoking can only take place outside the building or on the fire escapes, with the doors closed.

2.4.2 Bathroom

a) The toilet should be flushed after use

b) The bathtubs and basins are to be cleaned after use

c) No washing of dishes in the basins;

d) No washing of underwear in the basins – this should be done in the laundry room.

2.4.3 Washing Rooms 

a. Dishes should not be left in the laundry – the Floor HK will throw them away after twenty four (24) hours.

b. Washing room doors should be closed at all times;

c. WASHING HOURS are: 6h00 – 23h00;

d. Doing washing outside of the washing hours stipulated in 2.4.3 (c) is STRICLTLY PROHIBITED and is a punishable offence.

e. If washing times are altered by the floor the change must be stipulated on the floor otherwise a fine of R20 will be issued. The fine is to be paid within a week.

2.4.4 Noise Hours 

a. Reasonable level of noise is permitted during: 12h00 – 13h00 and 18h00 – 19h00.

b. NO NOISE is permitted during the Examination Period.

c. Contravention of 2.4.4 (a) and (b) will result in the offender(s) being summoned to a Disciplinary Hearing following one written warning (1).

2.4.5 Code Door 

a. The code door is closed at 23h00 by the HK on duty and opens at 6h00.

b. The code will be available from all the HC members before 23h00.

c. The code will change every Wednesday, Friday and Sunday by the HK on duty.

d. The code is STRICTLY for Zinnia Residents ONLY! Making the code available to non-Zinnia Residents is a serious threat to the safety and security of ALL Zinnia Residents.

e. Any House member who is found guilty of giving the code to the first year students, non-Zinnia Residents and / or male friends will be summoned to a Disciplinary Hearing, charged with Serious Misconduct and recommended for expulsion from the University Residence.

f. Any person found guilty of obstructing the swipe door at any given time will be charged with serious misconduct.

2.4.6 Men in the Residence

a. First-year Zinnia Residents are NOT allowed to have male visitors in the Residence.

b. OPEN HOURS are: 19h00 – 22h00 on Wednesdays and 18h00 – 22h00 on Sundays.

c. i. Visitors must be signed in by the HK on duty when they come into the Residence and be signed out when they leave the Residence.

ii. Signing in should involve the Resident of Zinnia showing their student card and their student number being written down by the HK on duty.

iii. Male has to show a proof of identification, which is written down by the HK on duty.

d. A fine of R50.00 is payable if a man is brought out of Zinnia 5 minutes late after closure of open night. Any later than 5 minutes the resident will be taken to a Disciplinary Hearing as stipulated by the University

e. NO MEN are allowed in the Building before or after Open Hours.

f. In an exception to (e) permission to have a male person outside Open Hours will only be granted under very special circumstances, with the written consent of the Head of Residence and, where necessary, under the supervision of the Head of Residence or his/her appointee.

g. Contravention of these rules will constitute a Serious Misconduct with recommendations for expulsion from the University Residence made to University of Pretoria’s Department of Residence Affairs and Accommodation.

h. A HK member will give written permission to ladies who need help to move in for a period of 15 minutes.

2.4.7 Possession and drinking of alcohol

a. Possession and drinking of alcohol on the premises of the Zinnia Residence is STRICTLY PROHIBITED and is punishable by a fine of R200.00 and will be sent to a Disciplinary Hearing.

2.4.8 Stealing

a. Stealing is considered Serious Misconduct which will result in A Disciplinary Hearing. This is punishable by a fine and may lead to expulsion from the Residence.

b. Being found in possession of items that do not belong to that House member is considered to be theft. Extra care should always be taken to ensure that a House member does not take things that do not belong to her – even by mistake.

2.4.9.Posters

a. Posters can only be put up in Zinnia with the permission of the House Committee member in charge of publishing.

b. A House Committee member should sign the posters. A rate of R5.00 per week will be charged to any house member whose poster is for a self-profitable event or structure.

c. Any Hk member will remove unsigned posters immediately.

2.4.10 Fines

a. Any House member caught writing on a poster will be fined R20.

b. All fines less than R100-00 have a duration of one week to pay the fine.

c. Those fines that are more than R100-00 are payable within a period of 30 days from the issued date.

2.4.11 Warnings

a. Written warnings may only be given by a Hk member

b. Two written warnings will result in a Disciplinary Hearing in regulation with the University Policy.

2.4.12 Vandalism

a. Any person caught vandalizing any property of Zinnia will be taken to DC.

2.4.13 Parking

a. Only persons who have received permission to park in the Zinnia parking bays can use it. Each bay will cost R200 exclusive of any other administration costs.

b. A R150 fine will be issued for parking in the wrong bay. This fine is issued by the parking Hk and is payable to the treasurer with reference to 2.4.10.c.