Cambridge University Duke of Edinburgh Award Society
The CUDEAS Constitution
  1. NAME OF SOCIETY

    • The name of the Society shall be the "Cambridge University Duke of Edinburgh's Award Society", hereinafter referred to as "the Society".

  2. AIMS

    • The aims of the Society shall be:
      1. To provide co-ordination for those wishing to participate in the Duke of Edinburgh's Award Scheme.
      2. To provide a means of continuation for those already holding the Gold Award of the Duke of Edinburgh's Award Scheme; and
      3. to make known the work of the Duke of Edinburgh's Award Scheme and to recruit new members to it by personal contact and publicity.
    • The Duke of Edinburgh's Award Scheme is hereinafter referred to as "the Scheme".

  3. MEMBERSHIP

    1. The society shall be open to all persons intending to participate in the Scheme, already participant in the Scheme, and holders of the Scheme's Gold Award.
    2. In particular, membership shall be open to:
      1. All students in higher education within Cambridge; and
      2. any other person approved by the Executive Committee of the Society.
    3. All members of the Society who are not members of the Scheme when they join the Society shall be expected to join the Scheme within two consecutive terms of joining the Society.
    4. The Executive Committee reserves the right to expel any member of the Society for gross misconduct. The consent of 75% or over of the Executive shall be required for such an expulsion.
    5. Membership will not be open to those under 18 years of age.

  4. MEMBERSHIP FEE

    1. Members shall pay a fee on joining the Society valid for the duration of time at Cambridge University.
    2. Fee tariffs shall be fixed by the Executive Committee, subject to ratification at the annual AGM.

  5. GOVERNING BODY

    1. The management of the Society shall be vested in an Executive Committee, who shall be elected annually at each Annual General Meeting of the Society in accordance with Article 7 of this Constitution.
    2. The Executive Committee shall consist of:
      1. The Officers, namely the President, Secretary, Junior Treasurer, IT/Website Officer, Equipment Officer, Social Secretary, and Expeditions Officer, whose duties are set out in Article 5(4) below; and
      2. such further members, not more than three in number, co-opted in accordance with Article 5(3) below.
    3. The Executive Committee shall have the power to co-opt not more than three additional members of the Society to the Committee during its year in office. The power to co-opt may be used to fill any vacancies arising.
    4. The powers and duties of the Officers shall be as follows:
      1. President: the general co-ordination of the Committee and of the Society, in particular:
        1. The calling and chairing of all meetings of the Committee and of all General Meetings of the Society and providing notice of these. If necessary, the President may appoint an acting Chairperson from the Committee
        2. The drawing up of an Annual Report of the Society's activities of the past year, which shall be read out at the Annual General Meeting
      2. Secretary: the general administration of the Society, in particular:
        1. The drawing up of full minutes of meetings of the Executive Committee and of General Meetings of the Society
        2. Correspondence with other societies and with the administrative bodies of the Scheme
        3. Society Membership and members of the Award Scheme
      3. Junior Treasurer: the general management of the financial matters of the Society, in particular:
        1. The management of the funds of the Society and its bank accounts, and the keeping of full and proper accounts
        2. The annual submission of a copy of the accounts to the Senior Treasurer for auditing
        3. The drawing up of a statement of accounts to be read out at the Annual General Meeting
      4. Expeditions Officer: the general organisation of expeditions, in particular:
        1. The organisation of expedition training
        2. The organisation of practice expeditions
        3. The co-ordination of members of the Society wishing to organise expeditions of their own
        4. The notification of the relevant authorities about proposed expeditions
    5. All members of the Committee shall be expected to play an active part in the organisation and running of activities of the Society. Committee members may be given further specific duties by the President as and when required.
    6. A member of the Executive Committee may only be expelled from the Executive Committee after the convention of an Extraordinary General Meeting at which the member or a personal representative shall have a right of reply. Voting on the issue shall be conducted in accordance with the procedure specified in Article 9.

  6. MEETINGS

    1. Annual General Meeting
      1. An Annual General Meeting shall be convened after the division of Lent Term.
      2. Notice of the said Annual General Meeting shall be given to all members of the Society no later than two weeks in advance.
      3. Voting at the Annual General Meeting shall be restricted to those who have paid their membership fee.
      4. One quarter of the total membership or 10 members, whichever is the lesser, shall form a quorum. If insufficient members are present to form a quorum, the meeting shall be held between 7 and 14 days later, when those present shall be deemed to form a quorum.
      5. The agenda of the Annual General Meeting shall include:
        1. All points raised in the minutes of the last Annual General Meeting and any General Meetings since that Annual General Meeting
        2. The President's report of the year's activities and work of the society
        3. The Junior Treasurer's statement of accounts
        4. The annual review of the Society membership fee and fee tariffs
        5. Any other motions for which the President has received notice before the commencement of the meeting; and
        6. The election and installation of the new Committee
    2. General Meetings
      1. A General Meeting may be called at the written request of not less than one third of the membership of the Society or 10 members, whichever is the lesser, delivered to the President or Secretary, and the nature of the business to be discussed.
      2. A General Meeting may also be called by the Executive Committee.
      3. Members must be given not less than 7 full days' notice of the meeting, and the nature of the business to be discussed.
      4. Without prejudice to Article 9 below, a quorum for a General Meeting shall be formed as in Article 6(1)(d) above.
    3. Other meetings shall be arranged and convened by the Committee.

  7. ELECTION OF THE EXECUTIVE COMMITTEE

    1. Elections for the Committee shall take place at the Annual General Meeting.
    2. Nominees for Committee posts must be members, duly proposed and seconded by different members of the Society and signed by the candidate, shall be accepted by the Secretary up until the commencement of the Annual General Meeting.
    3. The president shall appoint a Returning Officer, who may neither stand for election or vote.
    4. Voting shall be by secret ballot supervised by the Returning Officer, and shall be restricted to those members whose Society membership fee has been paid.
    5. Voters shall nominate one person for each vacancy. In the event of a tie, the Returning Officer shall exercise a casting vote.
    6. Election to a post shall be by simple majority.

  8. FINANCIAL MATTERS

    1. The Society shall hold current bank accounts in its own name.
    2. All accounts shall be audited annually at the end of the financial year by a Senior Treasurer, who shall be a senior member of the University appointed by the Executive Committee. The financial year shall be from 1 April to 31 March.
    3. All profits of the Society shall be used in the furtherance of the aims of the Society. No profits may be in any way distributed to the members of the Society.
    4. The financial liabilities of the Society shall be met by Society funds alone. No member or Officer of the Committee shall be under any personal liability in respect thereof. For the purposes of this paragraph, 'financial liabilities' shall mean any contract, debt or other obligation properly incurred or entered into on behalf of the Society.

  9. CONSTITUTIONAL AMENDMENTS

    • Additions or alterations to this constitution shall only be made at a properly constituted General Meeting of the Society where a quorum of not less than one quarter of the total membership shall be convened. A constitutional amendment may only be passed subject to the approval of at least two-thirds of the members present.

  10. DISSOLUTION

    1. The Society shall be dissolved only by the written consent of four-fifths of the total membership.
    2. In the event of such a dissolution, and once the Society's liabilities have been met, the entire remaining assets shall be transferred to the local Duke of Edinburgh's Award Scheme Operating Authority.