Cambridge University Sikh Society Constitution

1. Society Name

The name of the society is “Cambridge University Sikh Society”, hereafter referred to as CUSS.

2. Aims

The society’s aims shall be:

• To unite all Cambridge University students interested in Sikhism
• To provide awareness on the teachings of the Sikh Gurus
• To promote and facilitate the religious, academic, social and professional development of its members
• To establish projects to beneficially promote the Sikh religion, culture and history
• To cooperate and associate itself with other organisations that operate with the same aims objectives
• To exchange knowledge and encourage friendship amongst CUSS members and the wider Sikh community.
• To promote Sikh interests.
• To develop close ties with and support mechanisms for the larger Sikh community and diaspora
• To promote the use of the Punjabi language.
• "Sikh" means a person who in accordance with the Reht Maryada believes only in One immortal being, the teaching of the Guru Granth Sahib and the Ten Sikh Gurus and who sees the taking of Amrit and becoming an Amritdhari Sikh as their goal and who has no other religion but the Sikh religion ("Sikhism");

3. Membership

• Membership will be open to any member of the University, and any others who may apply to the committee.
• The Committee will fix an annual membership fee. The Committee shall have the right to offer Honorary Membership (free) and life membership (for a fee as agreed by the Committee) to anyone as it sees fit.
• The Committee may expel any member for behaviour likely to bring the Society into disrepute. In the case of expulsion, provision for a hearing or an appeal procedure will be provided. This will consist of a sitting of the Executive Committee and four non-members of the Society.
• All members shall have full and equal voting rights at the Society Meetings.

4. Elections

• The Committee of the Society shall be elected at the AGM.
• The Annual General Meeting of the Society shall be held each year in the first half of Lent Term. The time and venue of this meeting will be determined and publicised by the Committee at least seven Full Term days beforehand.
• Committee members must be Sikh and act at all times in good faith and to consciously promote the Sikh religion, culture and history and further the Aims as laid out above.
• Nominations must reach the Secretary at least three Full Term days before the AGM.
• Only members may be nominated, and must be nominated by at least two other Society members.
• Any student in any year may go for a position so long as he/she is present for at least two Full Academic Terms and has made alternative arrangements that have been approved by the committee if not available for the full one year period.
• The Executive Committee posts (see part 5 below) are only open to members of Cambridge University Sikh Society.
• At each annual general meeting the Committee shall present the report and accounts of CUSS for the preceding year.
• There may be hustings at the AGM.
• Voting can be done in person or by post. In the latter case, votes must reach the Secretary at least one Term-day before the AGM.
• Every Member shall have one vote.
• Votes will be counted by non-nominee members of the Society, as chosen by the Committee. The nominee with the majority vote wins the election post.
• The Members shall have the power to appoint and re-appoint by election any new or additional Executive member
• The Members shall have the power to remove any of the Executive by way of written notice to the Secretary of CUSS showing support by at least half of the members, a Committee Meeting to discuss the issues and a vote.

5. Committee

The Committee shall consist of the following posts:

President*

• To be elected for a period of one COMPLETE year. The President shall set the agenda of meetings, ensure the Aims are being fulfilled by the members of CUSS and adhered to at ALL times (in meetings, discussions, events, and so on), shall deal and be the main contact for all external relations, accept ultimate responsibility for the society’s and his/her actions. The President shall oversee and be consulted on any external correspondence with other Cambridge University authorities and societies and external organisations such that the Aims are furthered and the Society can in no way be brought into any sort of disrepute. All emails (Society and external) are to be sent to the President for approval. The President may, by agreement, be in charge of sending out all emails to the Society unconsulted but must consult at least the Executive committee when sending out emails outside the Society.

Vice President*

• The Vice-President shall, with the President, set the agenda and chair meetings in the absence of the President. He/she will also assist the President in all activities and liase between all members of the society. He/She will assume the role of President in any times when the President is unavailable or incapable.

Secretary*

• The Secretary shall keep minutes of ALL meetings, file all correspondence, keep an up to date list of all members and their contact details and carry out any other administrative tasks that may be reasonably required. The secretary will be in charge of all written correspondence and will therefore work closely with the Treasurer.

Junior Treasurer*

• The Treasurer shall keep the accounts and meet the requirements in relation to accounts. The Treasurer must advise on all and any expenditure of CUSS and will play a key role in fund raising activity and the collection of any sponsorship, membership and event admission dues.

Events Officer

• The Events Officer shall maintain a file of events and shall be primarily responsible for advertisement of CUSS events and projects. He/She is also in charge of organising social events (of which there should be at least four every term) and the garden party for the Society.

Information Technology Officer (1)

Information Technology Officer (2)

• The Information Technology Officers are in charge of maintaining any electronic members databases (e.g. email databases and updating alumni records). They shall operate, maintain and update the website as necessary and are in charge of designing advertisement for all events, in close consultation with the Events Officer. There is no difference in authority between Information Technology Officer (1) and Information Technology Officer (2).

(*Executive Committee)

• The description of committee positions is not exact or complete. Common sense, discretion, good judgement, diligence and consideration of the society’s Aims are assumed in all individual and collective choices and actions.

Committee members shall

• be reimbursed for any reasonable out-of-pocket expenses incurred in the administration of CUSS but not for time spent in carrying out of their duties under this constitution
• be able to resign from the Committee by giving not less than 7 days written notice to the Secretary, stating reason why.

It is the responsibility of all outgoing committee members to ensure that all duties are smoothly and completely passed onto the incoming committee within 7 days of the final result of the AGM. For example, it is the responsibility of the outgoing Treasurer to ensure that the signatories on the bank account are updated for the incoming Treasurer.

6. Meetings

• Committee (non-AGM) meetings shall be held fortnightly or when deemed necessary. Non-committee members are invited to attend.
• The members may call a special general meeting at any time. If at least half the members request such a meeting in writing stating the business to be considered then the secretary shall call such meeting, provided the business to be considered is consistent with the objects and purpose of CUSS. At least 7 days' notice must be given to the Secretary.

7. General points

• Alcohol may not be consumed at CUSS meetings or events and any person intoxicated and disorderly at any meeting or social event may be ejected and may have their membership withdrawn. Smoking is prohibited.
• Ardas must be read at the start of all meetings and (social) events
• It is recommended that Rehraas Sahib be provided weekly as a time for members to congregate and pray together. A social event may be held after such meetings to enhance the bond between Society members.
• It is recommended that at least one major event (i.e. advertised to all members of Cambridge University and other universities if desired) be held in Michaelmas and Lent and, if possible, in Easter term (either in addition to, or in place of, or in the form of a Garden Party – obviously adhering strictly to the Aims).

8. Junior Treasurer and bank account issues

• A Junior Treasurer shall be appointed by the Committee each year to audit the Society’s Accounts. The Junior Treasurer will be responsible for compiling such an account. It is to be submitted at least one full week before the AGM and will be offered for routine perusal by all those present at the AGM. Junior Treasurers are automatically granted Honorary Membership.
• Any bank account in which any assets of the charity are deposited shall be operated by the Junior Treasurer and shall be held in the name of Cambridge University Sikh Society and will adhere to the terms laid out in the bank’s mandate. All cheques and orders for the payment of money from such account shall be signed by at least one of the committee members and the Junior Treasurer.
• The Committee may pay out of the Fund any costs charges and expenses incurred in the administration and management of CUSS, provided that no amount will be paid out for the purpose of reimbursing, or providing for the reimbursement of, any fine imposed by way of penalty for an offence of which he is convicted or a penalty which he is required to pay though his own gross negligence or conscious bad faith.

9. Amendments to the Constitution

• Amendments to the Constitution may be proposed by any member of the Society, and must be submitted to the Secretary in writing. A decision on the proposal will be made at the next Committee meeting by a majority vote of the Committee. A vote on any constitutional amendment will only be valid of the whole committee is present.
• Any revision of the Constitution will be subject to the acceptance by the Junior Proctor.

10. Charities

• Each year the committee will nominate the charities/charity that the Society will support for that year. This matter is open to discussion with the members.

11. Dissolution

If the Trustees decide that it is necessary or advisable to dissolve the society they shall on consultation with the respective Committee's, realise any assets held by or on behalf of the charity. Any assets remaining after the satisfaction of the payment of all costs charges and expenses incurred in giving effect to the provisions of this Clause or otherwise shall be paid out in the following manner:

• Firstly, in completing the payment in accordance with this constitution of any sum in respect of which the payment thereof has not been completed prior to such dissolution
• Secondly, all remaining assets shall be transferred by the Committee to such other Sikh charitable institution (as laid out in Charities) or institutions having objects similar to the objects of the Foundation as the Committee may decide, or failing that, shall be applied by the Committee for some other charitable purpose.

END OF CONSTITUTION – 07/09/2003

goto top