Cambridge University Hellenic Society

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Constitution of CU Hellenic Society

Constitution of CU Hellenic Society
OBJECTIVES

The objective of the CUHS is to draw together those who are interested in Greece, to cultivate interest in Greek culture, language, history, and contemporary affairs through its activities and to provide information and support to its members. The society does not exert religious or political party proselytism.

MEMBERSHIP

1. Full membership is open to any member of the University wishing to join on payment of an annual or life fee for one-year or life membership respectively; the fee is set by the Committee at the beginning of the Michaelmas term of each year.

2. Associate membership is also open to non-members of the University of Cambridge at the Committee's discretion. Associate members pay the same fee as full members, but have no voting rights for changes in the constitution and committee elections.

3. Members of the Society, who have graduated, automatically assume the status of the society's alumni member. Alumni members have normal voting rights.

4. The Committee may at any time grant an honorary membership (free of charge) to a person (within or without Cambridge University), who has made a serious contribution towards Hellenism or the Society. The Committee must unanimously agree upon any such proposal.

5. The Committee may expel any member for behaviour likely to bring the society into disrepute. This must be agreed upon unanimously by the Committee. For a member of the Committee to be expelled, a decision of an AGM is needed.

COMPOSITION OF THE COMMITTEE

The Committee consists of a President, a Secretary, a Treasurer, an Events Officer, a Public Relations Officer, a Computer Officer, and a Sports Officer. The right to represent the Society on formal occasions is subject to the following order: President, Secretary, Treasurer, Events Officer, Public Relations Officer, Computer Officer, Sports Officer.

DUTIES OF THE COMMITTEE

1. The Committee is responsible for the preparation and execution of the Society's annual activities.

2. The Committee is responsible for maintaining the Constitution of the Society publicly available in the Society's website.

3. The Committee presents to the AGM the accounts of the Society for the academic year for which the Committee was elected.

4. The Committee must call an emergency General Meeting, if at least 15 members of those resident in Cambridge during term time request in writing that it should do so.

5. The Committee may call a General Meeting to give a member of the Committee a vote of non-confidence, if the other members of the committee agree so unanimously. The person has the right to defend their position at the GM. If a vote of non-confidence is given by the GM, nominations are re-opened.

6. The Society's website is the property of the Society and modification rights are only granted to the Computer Officer, the PR Officer, and the President. Any changes to the website, aside from regular updates of information, must be authorised by a GM.

7. For so long as the Society shall be registered with the Junior Proctor, it shall be the duty of the Executive Committee to ensure that the Society complies with the requirements for Registration as a University Society.

8. The committee shall deposit any changes in their constitution with the Junior Proctor, and shall notify him or her of any change of officers.

9. The committee shall deposit by 31 December each year with the Junior Proctor a copy of its accounts for the previous academic year audited by the Senior Treasurer.

10. Decisions of the Committee, unless unanimously agreed upon, are voted following the simple majority rule.

DUTIES OF THE COMMITTEE MEMBERS

1. The President is responsible for the representation of the Society on formal occasions, for inviting speakers, for calling Committee Meetings (CMs), and for the overall coordination of the activities of the Society. The President also carries overall responsibility for the official activities of the Society.

2. The Secretary is responsible for the timely updating of membership lists and granting of membership cards, and for maintaining the minutes of the Committee meetings.

3. The Treasurer is responsible for maintaining the Society's Bank account, for advising on the financial feasibility of planned activities and for providing a detailed account of the Committee's yearly financial activities in the Annual General Meeting.

4. The Events Officer is responsible for organising the Society's events.

5. The Public Relations Officer is responsible for the contacts of the Society with other Cambridge University Societies; for organising the Society's presentation in the annual Freshers' Fair; for making arrangements for external speakers.

6. The Computer officer is responsible for maintaining and updating the Society's website and for managing the Society's email lists.

7. The Sports Officer is responsible for organising sports events with members of the society and for organising the hire scheme of the society's equipment/assets.

8. The Committee allocates any additional tasks and duties as it sees fit.

9. If a member of the Committee resigns, the Committee may be reshuffled as it seems fit to the remaining members of the Committee. The substitute member becomes the seventh committee member. If the Committee cannot reach an agreement on its reshuffle, each Committee member will climb one rank accordingly. The ranking (higher to lower) is: President, Secretary, Treasurer, Entertainment Officer, Public Relations Officer, Computer Officer, Sports Officer.

ELECTIONS

a) Election dates

1. Elections are held at or after the Annual General Meeting (AGM), both of which take place in mid-November. The new committee assumes its responsibilities immediately after the elections.

2. If members are not elected for all Committee positions, then elections for the remaining positions are held during Lent term. If some positions are still not filled, elections take place at the beginning of Easter term.

b) Procedures

1. Those wishing to stand for any of the Committee positions should be students of the University of Cambridge.

2. Each candidate should be proposed by at least one member of the Society.

3. Elections for each position in the Committee will be held individually and consecutively according to the ranking in paragraph 9, Duties of Committee Members. Hence, each individual may stand for more than one position. A substitute member will also be elected, with the right to participate in Committee meetings but no voting rights.

4. In case of early elections, due to the resignation of the Committee or for any other serious reason, the Committee that emerges acts as the interim governing body of the Society and is responsible for calling the official elections and AGM as stipulated in the provisions of this constitution.

MEETINGS

1. The Annual General Meeting is the supreme body of the Society and can reverse any decision of the Committee. The agenda of the AGM should be circulated at least 15 days before the meeting takes place.

3. General Meetings (GMs) of the Society may take place at any time during term. The agenda of the GM should be circulated at least 15 days before the meeting takes place.

3. Deliberations at the AGM, at GMs, at Committee meetings and at any other Society meeting will be held in English, unless all members present unanimously decide otherwise.

4. Constitutional changes need a 2/3 majority of the members present at the AGM. For an AGM to be valid, 18 or more members of the society should be present.

DISSOLUTION

In the event of the society dissolving, all remaining assets of the society shall be paid over to the Cambridge University Societies Syndicate. For the Society to be dissolved, a unanimous proposal by the Committee and further confirmation by an AGM is required.

This constitution was agreed upon by the AGM held on the 3rd of March 2007.