- The name of the Society shall be the “Cambridge University Geographical Society” hereafter referred to as “the Society”.
- To act as a student representative body for those reading Geography at the University of Cambridge.
- To organise social and formal events for members.
- Membership shall be open to all members of the University and any others in full-time education in Cambridge may apply to the Committee.
- There shall be a one-off fee for membership, which shall be fixed annually by the Committee, and shall be valid for as long as they are eligible for membership (3(1)).
- The Committee may suspend or expel any member whose conduct seems likely to bring the Society into disrepute.
4. The Committee
- The Executive members of the Committee (“the Executive”) shall consist of the President, Vice- President and Junior Treasurer, who shall be elected by the members as in 4(2). Other Committee positions deemed necessary by the elected members shall be opened to nominations as in 4(3). In addition there shall be a Senior Treasurer, who shall be a resident member of the Senate or other person approved by the Junior Proctor. The Senior Treasurer shall be appointed by the Executive in consultation with the Geographical Tripos Director of Undergraduate Studies and shall be ex-officio a member of the Executive Committee.
- Election of the Executive shall take place annually either at a General Meeting or by online election, on a date between the Division and end of Lent Term. Election shall be by Single Transferable Vote.
- Nominations for a minimum of four Committee positions deemed necessary by the Executive shall be opened by the President within two weeks of their taking office. Any member shall be able to nominate themselves by writing to the President. The Executive shall interview all nominees and appoint to the Committee the nominees that they consider most appropriate to the respective roles.
- The day-to-day management of the Society’s affairs shall be in the hands of the Committee. They shall, upon taking office,
adopt or amend the “Policies of Operation” for their term, in consultation
and subject to agreement with the Senior Treasurer.
- The “Policies of Operation” shall define aspects of management that are not substantively constitutional matters, for instance (but not limited to) use of multiple banking accounts, funds to be kept in reserve, and the voting medium(s) for elections.
- The “Policies of Operation” cannot amend or contradict the Constitution.
- Meetings of the Committee shall be chaired by the President or in his or her absence the Vice- President. If neither the President nor Vice-President is present, the remaining members shall elect a chairperson for that meeting. The quorum for the meeting of the Committee shall be fifty per cent of its membership of which at least one member present should be part of the Executive.
- The Committee shall meet at such times and places as it may decide. The Secretary, or another person in their absence, shall ensure that Minutes are taken. The Minutes shall be approved at the following meeting and shall then be made available to Society members.
- Any Committee member may propose a motion and call for a vote to be taken on it. Decisions
shall be taken by a simple majority of members present and voting. In the
event of a tie, the motion is defeated.
- Should the motion be defeated at a meeting when the whole Committee is not present or there are abstainers, the proposer may call for an appeal vote at the following meeting. Should the motion still be defeated, it may not be proposed again until the next Cambridge term.
- The Committee may enlist the help of any person they deem necessary. The person does not need to be a member of the Society and they shall not have any voting rights.
- Grievances against Committee members shall be dealt with in the first instance by the President, or the Vice-President if the grievance is against the President. If the dispute is not resolved then a General Meeting shall be held, where a simple majority vote may be cast if necessary.
- Prior to opening elections for the new Executive, the outgoing Committee shall present a Report, to include financial accounts for the last year, to the members of the Society. Members of the Society may raise any concerns within ten days of the Report’s publication through the General Meeting mechanism as specified in Article 5.
5. General Meetings
- A General Meeting may be held at any time during Full Term. It shall be held in Cambridge and may be called by the Committee or at the written request of at least five members. Seven days written notice shall be given to members before a General Meeting is held.
- Every motion at a General Meeting shall be proposed and seconded by two members. Voting shall be by secret ballot and, should there be more than two options, voting shall be by Single Transferable Vote.
- The President or in his or her absence the Vice-President shall take the Chair at any General Meeting. In the absence of the President and Vice-President the meeting shall elect a Chairperson for that meeting. The quorum for a General Meeting shall be five members and a written record of every General Meeting shall be kept.
6. Financial Matters
- The Society shall maintain a banking account with a suitable Bank or Building Society to hold the Society’s funds.
- It shall be the responsibility of the Junior Treasurer to ensure that monies received are properly accounted for and that the Society’s financial records are kept in good order.
- The Senior Treasurer shall make arrangements for the Society’s Accounts to be properly audited, either by himself or herself, or by some other person approved under University Ordinances.
- The Senior Treasurer shall not be liable for any financial debt or other obligation of the Society unless he or she has personally authorised such a debt in writing.
- For so long as the Society shall be Registered with the Junior Proctor, it shall be the duty of the Committee to ensure that the Society complies with the requirements for Registration as a University Society.
7. Changes to the Constitution
- Amendments to this Constitution may be proposed by any member of the Society and must be submitted to the Secretary in writing during Full Term.
- The Committee shall consider the proposal and vote on its adoption.
- Subsequent to Committee consideration the proposal and the decision of the Committee to adopt the proposal or not shall be circulated to all members. Members of the Society may raise any objections within seven days of its circulation through the General Meeting mechanism as specified in Article 5.
- Any member of the Society may propose a new visual identity for the Society (for instance a new logo). Approval shall be by the normal Committee mechanism.
- The Society may be dissolved at a General Meeting provided that at least twenty-one days written notice of the intention to dissolve the Society has been given to the members. At least two thirds of those present and voting at the General Meeting must vote in favour of the motion for Dissolution for it to be effective.
- Any motion for Dissolution of the Society shall provide that assets remaining after all liabilities have been met shall be transferred either to another Registered University Society, or to the Society’s Syndicate.
Pursuant to Article 7 of the previous version of this Constitution passed on 15 July 2001, this Constitution was passed by majority Committee vote on 2 February 2010.
APPROVED BY Mr L. J. Howard, President 2009-2010.
AND SIGNED BY Dr H. D. Allen, Acting Senior Treasurer.