Constitution of St John's College Computer Science Society

1          General

1.1          Title and Object

1.1.1          The association shall be called the St John's College Computer Science Society (henceforth referred to as the Society). Its object shall be the provision of a focus for social events for Computer Scientists at St John's College.

1.2          Membership

1.2.1          The membership of the Society shall comprise all Computer Scientists at St John's College and those members of the college from other subjects who wish to be members of the Society. A person is defined in this Constitution as a Computer Scientist if they are:

(i)              On the Computer Science Tripos, or other course taking elements from the Computer Science Tripos,

(ii)             Studying for a Diploma in Computer Science or an MPhil in Computer Speech, Text and Internet Technology, or

(iii)           Members of the Computer Laboratory.

1.3          Conduct of Affairs

1.3.1          The Society shall be run by the General Meeting of Members and the Committee. Where a particular matter is not by this constitution assigned to one or the other either shall be competent to act; but in such a case decisions of the Committee shall be subject to overruling by the General Meeting.

2          The General Meeting

2.1          Calling of General Meetings

2.1.1          The Secretary shall call an Annual General Meeting in the second half of Lent Full Term.

2.1.2          The Committee may instruct the Secretary to call a General Meeting at any time.

2.1.3          Upon a requisition signed by eight members specifying the business that it is intended to bring forward, a General Meeting shall be called by the Secretary; at such a meeting no other business but that for which the meeting is called shall be transacted.

2.2          Notice of Meetings

2.2.1          Notice and agenda of General Meetings shall be sent to all members. Seven clear days notice of all meetings shall be given.

2.3          Quorum at Meetings

2.3.1          At all General Meetings eight shall form a quorum.

2.4          The Annual General Meeting

2.4.1          The following matters shall be dealt with at the Annual General Meeting:

(i)              Approval of the accounts of the Society.

(ii)             Election of the President, Secretary, Junior Treasurer and one other committee member.

2.4.2          Other business may also be brought forward.

2.5          Motions

2.5.1          Any member wishing to bring forward a motion at a General Meeting shall send a copy of the words of such motion to the Secretary, who shall send it to all members at least three clear days before the meeting.

2.5.2          However, subject to clause 2.1.3, it shall be at the discretion of the Chairperson of the Meeting, having consulted the Committee members present, to accept a motion of which such notice has not been given, if in the Chairperson's view

(i)              There is adequate justification for the failure to comply with the provision of this clause, and

(ii)             No one would be unfairly prejudiced by the acceptance of the motion.

2.6          Voting

2.6.1          Motions shall be voted by a show of hands, all members present being entitled to vote. A simple majority shall suffice to carry a motion, save in the case of a motion to amend this Constitution, when support of two thirds of the Members Present and voting shall be necessary.

2.6.2          In exceptional circumstances, at the discretion of the Senior Treasurer, votes may be submitted to the Senior Treasurer for inclusion in the election. Such votes should be received via email not less than one hour before the start of the meeting.

3          The Committee

3.1          Composition

3.1.1          The committee of the Society shall consist of a Senior Treasurer as Chairperson, the President, Secretary, Junior Treasurer and one other member, elected at the Annual General Meeting. All should be members of St John's College, and Computer Scientists.

3.2          Quorum

3.2.1          For all business of the committee, three shall form a quorum. Any three junior Committee members may comprise the quorum. For the Committee to meet with only three junior Committee members present the Secretary must have received an apology from the absent junior Committee member in advance. In the event of the Secretary being absent, the Secretary must have sent an apology to any other Committee member.

3.3          Holding of Meetings

3.3.1          The committee shall meet not less than once per Term to discuss and transact any business affecting the Society, provided there is business to transact. Meetings shall be called by the Secretary, the convenience of Committee members being taken into account.

4          Officers

4.1          The Officers

4.1.1          The Officers of the Society shall be a Senior Treasurer who shall be a senior member of College, and a President, Secretary and Junior Treasurer, who should all members of College and Computer Scientists.

4.2          Election of the Senior Treasurer

4.2.1          The Senior Treasurer shall be invited to stand by the Committee. In the event of the Senior Treasurer ceasing to act during the year, the Committee shall appoint an action Senior Treasurer.

4.3          Duties of the Senior Treasurer

(i)              To act as chairperson at General Meetings, and when present, Committee Meetings.

(ii)             To lay before the Annual General Meeting, for approval, a duly audited statement of accounts for the previous year.

4.4          Election of the Junior Committee Members

4.4.1          The junior Committee members are:

(i)              President

(ii)             Secretary

(iii)           Junior Treasurer

(iv)            And one other member.

4.4.2          The Junior Committee Members shall be elected, or re-elected, annually at the Annual General Meeting, and should all be member of St John's College and Computer Scientists.

4.4.3          Candidates shall have been proposed and seconded on a nomination sheet delivered to Secretary, nominations closing twenty-four hours before the published start time of the meeting. If there are no candidates, nominations can be accepted at the meeting at the Senior Treasurer's discretion.

4.4.4          If a vote is necessary, it shall be by a show of hands, each member present being able to vote for a many candidates as (s)he wishes, those receiving most votes being elected. During such a vote candidates are required to leave the room.

4.4.5          In exceptional circumstances, at the discretion of the Senior Treasurer, votes may be submitted to the Senior Treasurer for inclusion in the election. Such votes should be received via email not less than 1 hour before the start of the meeting.

4.4.6          If no candidate is elected for a position because the membership rejects the candidate or candidates, nominations shall be re-opened.

4.4.7          In the event of a Junior Committee Member ceasing to act during the year, the Committee shall make a temporary appointment in their place.

4.5          Duties of the President

4.5.1          The duties of the President shall be:

(i)              To act as chairperson at all meetings at which the Senior Treasurer is not present.

(ii)             To represent the Society where required to other bodies (including St John's College Associated Societies).

(iii)           To take responsibility for events organised by the Society.

4.6          Duties of the Secretary

4.6.1          The duties of the Secretary shall be:

(i)              To call General Meetings of the Society, and meetings of the Committee, and to keep minutes of business done at such meetings.

(ii)             To maintain a list of all members of the Society.

(iii)           To send to all members such notices as may be required by this constitution.

4.6.2          The Secretary shall be one of the signatories on the societies bank account (with the Treasurer).

4.7          Duties of the Junior Treasurer

4.7.1          The duties of the Junior Treasurer shall be:

(i)              To maintain records of the assets and cash flow of the Society.

(ii)             To prepare the Societies accounts for the each year as required by the Senior Treasurer.

(iii)           To prepare funding requests for applications the St John's College Associated Societies.

4.7.2          The Treasurer shall be one of the signatories on the societies bank account (with the Secretary).

5          St John's College Associated Societies

5.1.1          The Society shall be a member of the Associated Societies, and comply with the Associated Societies requirements for membership, as laid out in Associated Societies constitution.

6          Interpretation

6.1.1          Any question which may arise as to the interpretation of this Constitution, or as to the resolution of any problem not apparently covered by the Constitution's provisions, shall be determined by the Senior Treasurer, who shall if (s)he sees fit consult the Committee.

Dated: 2 May 2003