Committee Agenda by dfhercbml

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									Society Constitution

Constitution 2007
       1          Aim
       The aim of PhysSOC: The Physics Society Manchester is to provide both academic and social support to the
       physics community at the University of Manchester.


       2          Members
           2.1           PhysSOC: The Physics Society Manchester, hereon referred to as the society, is to be made open
                         to anyone.

           2.2           All members of the School of Physics and Astronomy, hereon referred to as the school, at the
                         University of Manchester, are automatically considered society members on taking up a place at
                         the school, unless otherwise requested.

           2.3           Membership is free but official membership requires annual registration as outlined by the
                         University of Manchester Students’ Union.


       3          Committee
           3.1           The committee comprise, exclusively, the executive, comprising nine elected officers, and a
                         maximum of five co-opted committee members.

           3.2           The executive comprises the president, general secretary, treasurer, social newsletter and
                         communications officer, 1st year representative, 2nd year representative, senior student
                         representative, staff charity event officer and external liaison officer.

           3.3           Guest representatives may be invited to committee meetings only by a member of the executive.

           3.4           All committee members in attending a committee meeting agree to abide, without exception, to the
                         society constitution, contained herein, unless it is deemed by the committee, by a majority vote as
                         described in paragraph 4.11, that an amendment to the constitution is required.


           3.5           Executive Responsibilities
                 3.5.1      In taking up a position within the executive, members agree to hold that position for a period
                            of one year unless adequate and valid reason, with the agreement of the committee, is
                            presented.

                 3.5.2      A vote of no confidence may be taken against any member of the executive at any time. Any
                            vote may be proposed by any committee member but must be seconded by another committee
                            member. In the event of the dismissal of a member of the executive, another member of the
                            executive may self-nominate as a temporary replacement and take on the position with the
                            agreement of the remaining committee. The temporary officer, in self-nominating, agrees to
                            take on all the responsibilities held by the dismissed officer, until the election of a permanent
                            replacement officer.




9e5b23f3-49be-4790-ab66-0949ceff1f06.doc                                                                                        Page 2
              3.5.2        In the event of an executive position not being filled by election, with the agreement of the
                           committee, a member of the executive, excluding president, treasurer and general secretary,
                           may self-nominate and, with the agreement of the committee, take on the position in addition
                           to their current position, with no executive filling more than two positions.

              3.5.3        The executive, in whole or part, is responsible for responding to the request for an EGM as a
                           vote of no confidence in its own actions.


              3.5.3        The President
                 3.5.3.1      The fundamental responsibility of the president is to co-ordinate all actions of the
                              committee and, consequently, the president is ultimately accountable for those actions.

                 3.5.3.2      The president acts as chair to all committee meetings, the annual general meeting, hereon
                              referred to as the AGM, and any extraordinary general meetings, hereon to be referred to
                              as EGMs.      In the event of unavoidable absence, the president will delegate, with
                              agreement of the committee, a member of the executive to act as chair, for the duration of
                              his/her absence.

                 3.5.3.3      As chair, the president is responsible for determining items for the agendas of committee
                              meetings and for forwarding these items to the general secretary.

                 3.5.3.4      The president, unless otherwise proposed to and agreed by the executive, acts as the
                              society’s ambassador to, from, and not exclusively, the school, the University of
                              Manchester Students’ Union Society and any other official financial sponsor.

                 3.5.3.5      The president holds joint responsibility as a primary signatory for official documentation
                              including, not exclusively, cheques.

                 3.5.3.6      The president has access to the society petty cash box, with the responsibilities thereof,
                              including the communication of moneys taken for recording by the treasurer.


              3.5.4        General Secretary
                 3.5.4.1      The general secretary is responsible for the facilitation of communication between all
                              members of the committee.

                 3.5.4.2      The general secretary is responsible for the keeping of minutes from all committee
                              meetings, AGMs and EGMs and for their circulation to the appropriate persons.

                 3.5.4.3      The general secretary is responsible for the composition of agenda and for their
                              circulation to the appropriate persons.

                 3.5.4.3      The general secretary is responsible for the recording of all correspondences within the
                              society and for the forwarding of all enquiries to the relevant person or persons.

                 3.5.4.4      The general secretary is responsible for management of society records, where these are
                              to include, not exclusively, society mailing lists, minutes and records of correspondences.




9e5b23f3-49be-4790-ab66-0949ceff1f06.doc                                                                                    Page 3
                 3.5.4.5     The general secretary holds joint responsibility as a primary signatory for official
                             documentation including, not exclusively, cheques.

                 3.5.4.6     The general secretary has access to the society petty cash box, with the responsibilities
                             thereof, including the communication of moneys taken for recording by the treasurer.

                 3.5.4.7     The general secretary is responsible for the production and maintenance of the society
                             website.


              3.5.5        Treasurer
                 3.5.5.1     The treasurer is responsible for the management of society bank accounts, where this is to
                             include, not exclusively, the keeping of up to date and accurate society accounts.

                 3.5.5.2     The treasurer is responsible for costing and for setting budgets for society events and
                             general spending.

                 3.5.5.3     The treasurer holds joint responsibility as a primary signatory for official documentation
                             including, not exclusively, cheques.

                 3.5.5.4     The treasurer has access to the society petty cash box, with the responsibilities thereof.


              3.5.6        Social, Newsletter and Communications Officer
                 3.5.6.1     The social, newsletter and communications officer is responsible for co-ordinating the
                             organisation of all social and academic events provided by physSOC.

                 3.5.6.2     The social, newsletter and communications officer is responsible for co-ordinating all
                             newsletter articles and editing.

                 3.5.6.3     The social, newsletter and communications officer is responsible for the production of all
                             society documentation, including posters, advertisements and newsletters and excluding,
                             minutes and agenda.


              3.5.7        1st, 2nd Year Representatives
                 3.5.7.1     The year representatives are responsible for representing the views and ideas of society
                             members from their own intake year group within the school, and for bringing these to the
                             attention of the committee.

                 3.5.7.2     The year representatives are responsible for maintaining clear communication to society
                             members of their own year group.

                 3.5.7.3     At the beginning of the academic year, a co-opt will be assigned as the new, temporary
                             first year representative, until the position is filled permanently in the elections.


              3.5.8        Senior Student Representative
                 3.5.8.1     The senior student representative is responsible for representing the views and ideas of 3rd
                             year, 4th year and post-graduate society members within the school, and for bringing these
                             to the attention of the committee.




9e5b23f3-49be-4790-ab66-0949ceff1f06.doc                                                                                    Page 4
                 3.5.8.2      The senior student representative is responsible for maintaining clear communication to
                              3rd year, 4th year and post-graduate society members.


              3.5.9        External Liaison Officer
                 3.5.9.1 The external liaison officer is responsible for communication with and the representation of
                              other physSOC societies, where staff refers to society members employed by the
                              University of Manchester.

                 3.5.9.2 The external liaison officer is responsible for communication with and the representation of
                            Nexus and the Institute of Physics.

              3.5.10 Staff, Charity Event Officer

                 3.5.10.1 The staff, charity event officer is responsible for the communication and representation of
                            staff members, where staff refers to society members employed by the University of
                            Manchester.

                 3.5.10.2 The staff, charity event officer is responsible for co-ordinating all charity fundraising,
                            including external communication with the charity.

                 3.5.10.3 The staff, charity event officer is responsible for co-ordinating with the social, newsletter
                            and communications officer to provide charity events.


           3.6        Co-opted Committee Members
              3.6.1        Co-opted committee members hold seats as non-elected representatives to the committee.

              3.6.2        Only society members may hold seats as co-opted committee members.

              3.6.3        Co-opted committee member seats will be made available to the first five society members to
                           attend the first committee meeting of an executive’s year in office.

              3.6.4        If more than five society members wish to co-opt, the names of those who were not able to
                           take a seat will be taken down, in the event that a co-opted committee member wishes to retire
                           or loses their seat, as described in paragraph 3.6.6.

              3.6.5        Co-opted committee members may retire from the committee without reason and without prior
                           notification of the committee at any time.

              3.6.6        If a co-opted committee member fails to attend, without adequate reason, for a period longer
                           than four consecutive committee meetings, their seat will be made available to the first reserve
                           and, in the event of there being no further reserves, openly to any society member.


           3.7        Election of the Executive
              3.7.1        The current executive is responsible for the organisation of the elections of their successors.


              3.7.2        Candidates
                 3.7.2.1      Undergraduate society members, exclusively, are invited to campaign for any executive
                              position from September to January, with the exception of senior and staff liaison officers.



9e5b23f3-49be-4790-ab66-0949ceff1f06.doc                                                                                      Page 5
                    3.7.2.2        Nomination and seconding for positions will not take place. Candidates must self-
                                   nominate.

                    3.7.2.3        Groups may associate and form candidate executives and as such may co-campaign, in the
                                   knowledge that their names will be submitted for independent election.

                    3.7.2.4        Prior to the election, candidates must submit their name, their association to a candidate
                                   executive if applicable and their mission statement.

                    3.7.2.5        Deadlines for nominations must be made clear to all society members at least one month
                                   before the deadline.

                 3.7.3        Elections are to be held in the last week of February or first week of March each year, as
                              outlined in paragraphs 4.8 to 4.10 and paragraph 4.12.

                 3.7.4        Announcement and handing over of posts will be conducted at the AGM to take place after the
                              elections at the end of February or the beginning of March each year.

                 3.7.5        Executives hold office for a period of one year, from February to February, so to increase year-
                              to-year continuity and to allow first years the opportunity to run for elections.


       4          Voting
           4.1           All society members have an equal vote within the society for the election of the executive.

           4.2           All society members have an equal right to attend AGMs and EGMs and to vote upon issues
                         raised.

           4.3           Any society member may be granted permission to attend a committee meeting with the intention
                         to call an EGM as a vote of no confidence in an executive. If the committee refuses to call an
                         EGM the society member may force an EGM with the presentation of a petition of at least twenty
                         signatures.

           4.4           Society members do not have voting rights within committee meetings, unless they hold a position
                         as a co-opted committee member or as an executive.

           4.5           Votes within the committee will be taken by a show of hands by all members present.

           4.6           If a decision is called into question, then the vote may be retaken after further discussion of the
                         issue. If this fails to resolve the issue, an EGM will be called and the issue put to the society
                         members.

           4.7           All votes at AGMs and EGMs will be taken by a show of hands.

           4.8           All votes for the election of the executive will take place by secret ballot.

           4.9           Ballot boxes will be overseen by at least two members of the executive.

           4.10          No member of the executive who has self-nominated to run for a second term may oversee ballot
                         boxes or be present at the count.




9e5b23f3-49be-4790-ab66-0949ceff1f06.doc                                                                                         Page 6
           4.11          No candidate may campaign on the day of the vote and must come to the ballot only to vote and
                         must leave thereafter.

           4.12          Ballot papers will be counted by the committee.

           4.13          A majority decision in any meeting or by any ballot requires the agreement of at least two thirds
                         of the members present.

           4.14          For an executive to take office, he/she must have a clear majority of at least 10% of the votes.


       5          Communication
           5.1           Communication with society members must be done through agreed methods, where this is to
                         include, not exclusively, notice boards; e-mails; AGM; EGM.

           5.2           Feedback from society members must go through agreed channels to the executive responsible.


           5.3           Committee Meetings
                 5.3.1      Committee meetings should be held on a regular basis.

                 5.3.2      All committee meetings must be attended by the president (or acting chair in their place),
                            general secretary (or acting secretary in their place) and, if possible, by the treasurer.

                 5.3.3      Committee meetings may only take place if at last three other committee members are present.

                 5.3.4      Unless otherwise invited by a member of the executive, only executives and agreed co-opted
                            committee members may attend committee meetings.

                 5.3.5      Minutes must be made available on request to any society member.

                 5.3.6      Items for agenda must be brought to the attention of the general secretary at least one day in
                            advance of the meeting.


           5.4           Annual General Meetings
                 5.4.1      AGMs are to be held once a year.

                 5.4.2      AGMs are provided for the handing over of office to the new executive and fro the discussion
                            of issues needing the attention of all society members.

                 5.4.3      In order for an AGM to take place, there must be a number of non-committee society members
                            present equal to the number of members of the committee present, with a quorum of eighteen.

                 5.4.4      In the event that the quorum is not met, the AGM must be re-scheduled by the new executive
                            as an EGM.

                 5.4.5      AGMs must be advertised at least one week in advance of the AGM.




9e5b23f3-49be-4790-ab66-0949ceff1f06.doc                                                                                     Page 7
           5.5           Extraordinary General Meetings
                 5.5.1      In the event that discussion of an issue is needed by society members at short notice, an EGM
                            may be called by any member of the society, including committee members, as described in
                            paragraph 4.3.

                 5.5.2      In the event that the quorum is not met (the quorum being that defined for the AGM),
                            decisions will made by those present and those decisions taken as final.


           5.6           Circulations
                 5.6.1      Circulation of information by channels agreed by the committee will be allowed, so long as
                            the information contained therein is checked and agreed to by the committee.

                 5.6.2      Members can at any time ask to be removed or added to any society mailing list.


           5.7           Records
                 5.7.1      Records of all meetings must be kept, whether quorate or non-quorate. For those meetings
                            disbanded, this record must be a list of those members present before the meeting was
                            disbanded.

                 5.7.2      Copies of all communications within the committee and between the committee and members
                            must be kept.

                 5.7.3      Copies of all society documentation, including, not exclusively, publicity material must be
                            kept, with a memorandum attached describing the use of the material.


       6          Funding
           6.1           The treasurer’s signature along with that of the president or general secretary is required for all
                         cheques.

           6.2           Access to the petty cash box is limited to the president, treasurer and general secretary.

           6.3           Society funding will be raised from profits from society events and from sponsorship.

           6.4           All moneys spent must be of benefit to society members.

           6.5           Any society member may, at any time, request a copy of the society accounts.


       7          The Constitution
           7.1           The contradiction of any part of the constitution by any committee member will result in their
                         dismissal from the committee but will not result in their dismissal from the society, as this would
                         be a contradiction of paragraph 2.1.

           7.2           Amendments, omissions and additions to the constitution must be agreed by a majority of society
                         members, as outlined in paragraph 4.11, and may not be carried by the committee alone except
                         where the constitution contradicts that of the student union.

           7.3           This constitution in its entirety must be available on request to any society member at any time.



9e5b23f3-49be-4790-ab66-0949ceff1f06.doc                                                                                       Page 8
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