CONSTITUTION

Cambridge University Engineering Society

Constitution

 

1. NAME

The name of the Society shall be The Cambridge University Engineering Society, hereafter referred to as “the Society”.

 

2. DEFINITIONS

2.1. Full Tenure: The tenure of a committee; from one election to the next, usually 12 months.

2.2. Society members: Individuals who meet the criteria in Article 4.

2.3. Society Handbook: A compilation of the handover documents from previous committees.

 

3. OBJECTIVES

3.1. The aims of the Society shall be:

3.1.(a) To provide a link between the Cambridge University and the industry

3.1.(b) To provide engineering-related educational opportunities that are not covered by the formal course.

3.1.(c) To inform members of the Society of relevant industrial developments and various career opportunities.

3.1.(d) To provide social functions for the Cambridge engineering students and those who are interested in engineering.

3.2. In pursuance of its aims the Society accepts sponsorship from companies, bodies and individuals of an engineering or otherwise technical nature.

 

4. MEMBERSHIP

4.1. Membership of the Society shall be open to all members of the University and any others who are interested in engineering.

4.2. The Society offers Life Membership or shorter fixed period membership. There shall be a membership fee payable on joining the Society. The membership fee shall be determined by the Committee.

4.3. The Committee has the right to decide whether it accepts an application for membership. It shall not reject an application for membership on the grounds of race, sexual orientation, religion or political views. It may, however, expel any member for behaviour likely to bring the Society into disrepute. All members shall have full voting rights at Society general meetings and elections.

 

5. THE COMMITTEE

5.1. The Executive Committee

5.1.(a) The day-to-day management of the Society’s affairs shall be in the hands of the Executive Committee.

5.1.(b) The Executive Committee shall consist of the President, the Vice-President, the Committee Director and the Junior Treasurer.

5.1.(c) There shall be a Senior Treasurer, who shall be a member of the Regent House or other person approved by the Junior Proctor. The Senior Treasurer shall be appointed by the elected members of the Executive Committee and shall be ex officio a member of the Executive Committee.

5.1.(d) The elected members of the Executive Committee shall all be full-time undergraduate or postgraduate students of the University of Cambridge.

5.1.(e) 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 a meeting of the Committee shall be more than 80% of the Committee members and a written record of each meeting shall be kept.

5.2. The General Committee

5.2.(a) The roles and the responsibilities of each role of the Committee Members are subjected to changes every year in accordance to the Society’s need. The details are kept in the Society Handbook and must be followed.

5.3. The Elections

5.3.(a) The Executive Committee, except for the post of Senior Treasurer, shall be elected at the Annual General Meeting (AGM), which should be held at the end of Lent Term. Nominations for the Executive Committee must be submitted to the President.

5.3.(b) The election shall be conducted using the Single Transferable Vote System.

5.3.(c) The posts of the Executive Committee (except for the Junior Treasurer) are only open to officers of the two most recent Committees and must have served a Full Tenure.

5.3.(d) The candidates for posts in the Executive Committee must obtain two nominations from the outgoing Committee, and at least one nomination must come from the outgoing Executive Committee. Each outgoing Executive Committee member can nominate only one candidate for each Executive Committee post.

5.3.(e) Should none of the Committee stand for one of the positions or the election result be a call for reopening of nominations, that position will be made open to the remaining members of the Society. The candidate for Executive Committee post still needs to be nominated in accordance with Article 5.3.(d) above.

5.3.(f) The Executive Committee members elected in the annual Lent election shall take office at the Board of Advisors meeting or by the end of Easter Full Term, whichever is sooner.

5.3.(g) The posts of the Executive Committee are only open to members of the Society.

5.4. Induction of General Committee members

5.4.(a) The posts in the General Committee, as defined in the Society Handbook, shall be open the Society members only.

5.4.(b) The posts of the General Committee shall be advertised publicly and university-wide, by the end of Lent term.

5.4.(c) Applications for the posts of the General Committee shall be submitted to the outgoing President.

5.4.(d) The applicants for the posts of the General Committee shall be interviewed by the end of Lent Term. The interviewers must include, but are not limited to: the outgoing President, the incoming President, and an outgoing Officer of that role.

5.4.(e) Interview outcomes should be communicated to the applicants by the end of Lent Term.

5.4.(f) After the interview outcomes, should any post remain unfilled, the unfilled posts are to be advertised publicly and university-wide. Subsequent applicants should be interviewed according to Article (4)d above.

5.4.(g) If any of the posts of the General Committee remain unfilled or become vacant after the Board of Advisors meeting or the end of Easter Full Term, the said post must advertised publicly and university-wide. The subsequent applicants should be interviewed by at least two members of the serving Executive Committee and appointed with consensus of all members of the serving Executive Committee.

 

6. GENERAL MEETINGS

6.1. The Society shall hold an Annual General Meeting (AGM) during each Academic year. The AGM shall be held in Cambridge at the end of the Lent Full Term. All Members shall be entitled to attend and vote at any General Meeting.

6.2. The AGM shall approve Minutes of the last General Meeting and the Society’s Accounts for the preceding year, elect the Committee for the year ahead and conduct such other business as is necessary.

6.2. An Extraordinary General Meeting (EGM) may be held at any time during Full Term. It shall be held in Cambridge and may be called by the Executive Committee or at the written request of at least ten members. An EGM shall have the same powers as an AGM.

 

7. FINANCIAL MATTERS

7.1. The Society shall maintain a banking account with a suitable Bank or Building Society to hold the Society’s funds.

7.2. 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.

7.3. Any authorised signatory of the banking account will be allowed to possess a debit/credit card on behalf of the Society.

7.4. 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.

7.5. 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.

7.6. 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. CHANGES TO THE CONSTITUTION

8.1. The procedure for the amendment of the Constitution shall be that an appropriate motion must be passed by a General Meeting and ratified at a referendum. Where the amendment would remove an executive post, that change shall not come into effect until the end of the term of office of the current holder of the post.

8.2. No amendment to this Constitution intended to remove the position of Senior Treasurer, to alter its prerogatives and duties, or to change the criteria and procedure for the appointment of a Senior Treasurer can be put to a vote without the prior written agreement of the Junior Proctor of the University of Cambridge.

 

9. DISCIPLINARY PROCESSES

9.1. The Society’s only disciplinary sanctions are to expel or to suspend a member whose actions are felt to be such as to bring the Society into disrepute, or to adversely affect the smooth running of the Society in a major way. Such expulsion or suspension can only be effected by a majority vote of all Executive Committee members, excluding the Senior Treasurer. In the event of an expulsion, the excluded member is required to return all equipment, documents and finances belonging to the Society within 7 days. He/she will not be entitled to any full or partial refund of annual subscriptions.

9.2. If the excluded or suspended member wishes to appeal the decision, that appeal should be made to the Senior Treasurer, who will consider all the facts, and whose decision will be final. An appeal as to the process of exclusion, but not a further investigation into the facts, may be lodged with the Junior Proctor.

 

10. DISSOLUTION

10.1. 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.

10.2. On dissolution all assets of the Society shall be transferred to Engineers Without Borders, EWB U.K.

 

11. WEBSITE MAINTENANCE

The Committee is responsible for publishing the following articles on the CUES website:

11.1. Names of the Committee members

11.2. The Constitution

11.3. Minutes of all meetings