Constitution

Aims and Objectives

CCS shall seek to promote interest and understanding of social and cultural aspects of mainland China in Britain. CCS shall make decision and organize events entirely based on considerations on its members’ benefit.

ARTICLES:

PART 1: MEMBERSHIP

1.1 Membership of the Society is open to all members of Cambridge University and any other organisations or persons who apply to the Executive Committee for membership. The Committee shall not refuse an application for membership on the grounds of disability, nationality, political views, sex, sexuality, race or religion.

1.2 There shall be a non-refundable (life and annual) membership fee which shall be fixed by the Executive Committee. Membership is conditional on any outstanding fees being paid.

1.3 The Executive Committee shall have the right to offer membership and honorary membership to any organizations or individuals it sees fit.

1.4 By a majority decision of the Executive Committee, it may expel or suspend for behavior likely to bring the Society into disrepute, provided the member concerned has had the right to be heard by the Executive Committee before the final decision is made.

PART 2: RIGHTS OF MEMBERS

2.1 All members of CCS will have equal access to society events and general society information. Please refer to General Meetings and Executive Committee Meetings for rights of attendance of meetings and eligibility of candidature of executive posts. Please refer to Impeachment for rights of motion for Executive Committee member to be impeached.

2.2 Nomination

(1) Candidates need nominations from the Outgoing Committee in order to qualify to participate in the AGM election process:

(a) There are two types of nominations – ’special nomination’ and ’nomination’.

(b) Each candidate needs only two nominations, in regardless of their type, to participate in the election. But one of them should come from the committee member at the position you are applying for.

(c) Each Outgoing Committee member can only grant one ’special nomination’ to one candidate who is applying for his/her current position (e.g. the outgoing Publicity Officer can give one ’special nomination’ to one candidate contending for Publicity Officer).

(d) Every Outgoing Committee member can grant an unlimited number of ’nominations’.

(e) All nominations should be granted objectively. At least one face-to-face meeting between an Outgoing Committee member and a candidate is required before a decision can be made. The decision should be based on meticulous evaluation on the ability of each candidate and the quality of their manifesto.

(f) Candidates should submit their nominations to the Outgoing Committee on the day before the AGM.

(g) Only two nominations will be recognized.

(h) A candidate can only use these two nominations in any of their campaign materials.

(2) Nothing in this section applies in relation to play producer.

2.3 Appointment of Play Producer.

(1) The new Play Producer shall be elected by the CUCCS Drama Club (CDC) Sub-Committee:

(a) Based on ‘First-Past-The-Post Voting’ of its Sub-Committee, and

(b) After interviews conducted by the CUCCS Drama Club (CDC) Sub Committee.

(2) The Outgoing Play Producer shall not serve for a second term of office.

(3) The CDC Sub-Committee shall comprise only these following positions from the standing batch: 01 x Producer, 02 x Co-Producers, 01 x Technical Director, 02 x Stage Managers, 01 x Publicity Officer, 01 x Sound Designer, 01 x Light Designer, 01 x Property Manager, 01 x Make-up Designer, and 01 x Costume Designer.

2.4 Every member of the society shall have the right of free expression within the society.

PART 3: RESTRICTIONS ON NON-MEMBERS

3.1 General Meetings Non-members may not attend a general meeting except as a witness.

3.2 Other Meetings Non-members may be admitted to meetings other than a general meeting at the discretion of the Executive Committee.

PART 4: GENERAL MEETINGS

4.1 Annual General Meetings:

  • The Society shall hold an annual general meeting in each year. An Election of a new Committee shall be held during the Annual General Meeting. All Ordinary Members of the CCS shall have the right to attend. All Ordinary Members of the CCS who have registered their membership at least one month prior to the annual general meeting shall have the right to vote. No person may, at any time, exercise more than one vote, transfer their right to vote to another individual.
  • Date, Time and Venue of the Annual General Meeting The annual general meeting shall be held at a date, time and venue appointed by the Executive Committee, provided always that the annual general meeting is held in Lent Term
  • Reports to be presented in General meeting Each member of the Executive Committee shall present a report on the previous year’s activities at the annual general meeting.

4.2 Emergency General Meetings

  • Any ordinary member may call for an extraordinary general meeting provided that he/she is seconded by at least three other ordinary members.
  • A written submission for holding the extraordinary general meeting shall be submitted to the President or the Secretary.
  • The written submission shall contain the names and signatures of the proposer and seconders and the motion to be proposed during the emergency general meeting.
  • The Executive Committee shall hold an emergency general meeting within 28 days of receipt of the written submission.
  • The Executive Committee may call for an annual general meeting in place of the emergency meeting.
  • An emergency general meeting may pass any resolution that may be passed at an annual general meeting.

4.3 Submission of Motion

  • Any ordinary member may submit a motion to be deliberated provided that he/she is seconded by at least one member.
  • The proposer shall submit a written motion to the Secretary at least one day before the general meeting.
  • The written motion shall contain the names and signatures of the proposer and the seconder(s).

4.4 Proceedings of General Meetings

  • The President shall be the Chairman of the general meeting.
  • The Chairman shall declare the opening, adjourning or closing of the meeting, direct the discussion, ensure the observance of the rules contained in the Constitution, accord a right to speak at any specific time, put motions to vote and declare decisions.
  • The Chairman shall rule on points of order.

4.5 Resolutions of General Meetings

  • A resolution of the general meeting shall be passed by a simple majority of the ordinary members present.
  • Each ordinary member shall have one vote, save that the Chairman will have the casting vote in the event of an equality of vote.
  • This article does not apply to a resolution to amend the Constitution, a resolution to impeach and to expel

5.6 Notice of Meeting

  • The Executive Committee shall send to every member a notice of the general meeting (or election) at least 5 days before the meeting.
  • The notice shall state the date, time and venue of the meeting and in the case of an extraordinary general meeting, the purpose of the meeting.

PART 5: EXECUTIVE COMMITTEE

The Executive Committee shall consist of the following elected office-bearers. They shall have the following powers, duties and functions:

5.1 President

  • In the event of any dispute as to the interpretation of the Constitution, the President shall have the sole power of interpretation.
  • The President shall have the power of calling for emergency general meeting.
  • Any election, impeachment shall be subject to President’s approval. This article does not apply to the election held during Annual General Meeting.
  • Any financial plan shall be submitted to President for approval before handing into Treasure.

5.2 Vice-President

  • Shall handle all the powers duties and functions of the president whenever the president is not available.
  • Shall supervise the operation of existing society activities.
  • Shall be responsible for maintaining the society’s public relations.
  • Shall be responsible for bringing the welfare of members to the attention of executive committee.

5.3 Treasurer

  • Shall be responsible for the society finances and will have power of veto over all financial affairs.
  • Shall be responsible for payments and collections of monies owing to or owed by the society.
  • Shall be responsible for the collection of subscription fees. The Treasurer shall keep up to date records of membership payment and shall inform the Secretary of amendments when appropriate.
  • Shall be responsible for coordinating all sponsorship and funding activities.
  • Shall be the signatory for all society cheques.
  • Shall advise and make recommendations at Executive Committee and general meetings of financial implications of proposals and decisions.
  • Shall make details of the accounts available to the President or Secretary within a reasonable time after a request to do so.
  • Shall ensure that the accounts are audited annually and shall present audited accounts (if appropriate) at the AGM.

5.4 Secretary

  • Shall ensure (along with the President) that all members are kept fully briefed on all matters affecting the society.
  • Shall ensure that the society’s files are up to date and shall record and archive all official society meeting minutes, have records of all non core society meeting minutes and policy documents.
  • Shall update the society constitution when necessary.
  • Shall maintain an up to date membership list and will liase with the Treasurer to address membership issues.
  • Shall co-ordinate the society newsletter.
  • Shall co-ordinate the booking of rooms and by liasing with the Executive Committee, be aware of all society activities.
  • Shall be responsible for meeting minute circulation.

PART 6: GENERAL COMMITTEE

The General Committee consists seven non-Executive Committee members co-opt at the discretion of the Executive Committee to address any perceived need to aid the smooth running of the society and its events. These shall be elected office-bearers. They shall have the following powers, duties and functions:

6.1 Publicity Officer

  • Ensure that the society’s aims are sufficiently publicised so that the Executive Committee can work effectively towards these goals.
  • Shall be responsible for coordinating the fundraising to support the mission of the society.
  • Shall be responsible for communicating to members notices which may be of interest to members but do not necessarily affect the society.

6.2 Ents Officer

  • Shall be responsible for ensuring the maximisation of the welfare and benefit of the members of the society through organising sufficient events

6.3 IT Officer

  • Shall be responsible for keeping the society website competitive and up-to-date
  • Shall be responsible for maximising the benefit of CCS through utilisation of the most advanced IT utilities.

6.4 Play Producer

  • Shall be responsible for successful production of the CCS Annual Play.
  • Shall be responsible for controlling the financial risks of the CCS Annual Play production and ensure the maximum profit return.
  • Shall be responsible for setting up the play sub-committee and supervising its operation in name of CCS.

6.5 Media Coordinator

  • Shall be responsible for successful edition, production and publication of the CCS Magazine and Freshers’ Guide.
  • Shall be responsible for controlling the financial risks of the CCS Magazine, Freshers’ Guide, as well as other potential media channels.
  • Shall be responsible for setting up the magazine sub-committee and supervising its operation in name of CCS.
  • Shall coordinate with the Publicity Officer to be responsible for helping conducting events and exploring innovative ways of addressing members’ interests on the media platforms used.

6.6 Sports Officer

  • Shall be responsible for organising sports activities for society members.
  • Shall be responsible for liaising with other individuals and organisations for holding joint sports events.
  • Shall be responsible for holding the recruitment and weekly training of the basketball team with captain.

PART 7: ELECTION OF COMMITTEE MEMBER

7.1 Prerequisites of Members of the Executive Committee Any member may become an office-bearer in the Executive Committee.

7.2 Voting for committee posts is done through ‘First-Past-The-Post Voting’ – candidate(s) with the most votes win the election.

7.3 All CCS elections shall be conducted by secret ballot and counted by Single Transferable Vote. All counts shall be public. This article does not apply to Impeachment.

7.4 Votes for Committee shall be counted by the Outgoing Committee at the Annual General Meeting (AGM). Any Outgoing Committee member who is a candidate for any committee post shall not participate in the vote counting process.

7.5 In the event of a tie:

(a) The Outgoing Committee shall have a second round of voting and;

(b) In the unlikely event that (a) does not produce a winner, the Outgoing President shall have the decisive vote.

7.6 Nothing in this section applies in relation to play producer.

 

PART 8: SUBCOMMITTEE

8.1 Every existing committee member can propose the potential establishment of an event-oriented subcommittee, with its final form resembling the CCS Drama Club. The proposal needs to be approved by all committee members before undertaking any related actions.

 

8.2 Upon approval, the committee member making the proposal (henceforth referred to as the ‘proposer’) will be in charge of finding initial members, allocating tasks and organizing related events for/with the newly proposed subcommittee prototype.

 

8.3 The subcommittee will not be formally established until the forthcoming AGM, during which the proposer may raise a motion for the subcommittee prototype to be instantiated as an official subcommittee, with the same status as the Drama Club. This shall be done when the proposer believes that the subcommittee prototype has made significant achievements in terms of event organization, and can benefit from formal management. The motion will need to be passed by the current committee and the attendees at the AGM.

 

8.4 Before the potential motion during the AGM, all related events organized by the subcommittee prototype are credited to — and their organization at full discretion of — the CCS committee. The subcommittee prototype members will not be given official titles before the formal establishment.

 

8.5 If successfully instantiated, the proposer should formalize the specific roles within the subcommittee, the rules of election, the objective/function of the subcommittee and visions for its possible events. Once approved by the CCS committee, the first year of subcommittee members will be elected following the rules for election, with the CCS committee members (both outgoing and incoming) being the decision making body for election results. Participants in organizing events held previously by the subcommittee prototype do not automatically become subcommittee members, and must go through the election process.

 

8.6 The head of this formally established subcommittee (similar to the Play Producer of the Drama Club) will then obtain the same status as a CCS committee member. Its elections for new subcommittee members in following years will be conducted following the rules of election, decisions shall be made within the subcommittee only.

 

8.7 It is not necessary for a subcommittee prototype to become a subcommittee at the end of the year, especially under circumstances where the proposer sees potential in further exploring ideas under informal management. If this is the case, the incoming committee member corresponding to the same position as the outgoing proposer can choose whether to carry on the work of his/her predecessor regarding the subcommittee prototype or not.

 

8.8 If a formally established subcommittee has been inactive over the year, motions can be raised on the AGM regarding the potential disintegration/merge of the subcommittee. Decisions will be made by attendees of the meeting along with CCS committee members.

 

PART 9: IMPEACHMENT

Any office-bearer may be impeached for conduct unbefitting an office-bearer. An impeached office-bearer remains an ordinary member.

Motion for Impeachment:

9.1 Any ordinary member may move for the impeachment of any office-bearer provided that he/she is seconded by at least three other members.

9.2 A written motion to impeach must be submitted to each member of the Executive Committee.

9.3 The motion shall be effective with the approval from over half members of Executive Committee, provided that the person under concern is a member of General Committee. The impeachment shall have immediate effect. President shall hold election for the position under concern. Online voting shall be effective in this case.

9.4 In the event of impeachment towards member of Executive Committee, the following procedure shall be followed:

  • A chairman shall be elected to preside over the impeachment proceedings subject to the following sub-articles: (a) Only member of the Executive Committee may be nominated, this does not include the object person of the impeachment motion. (b) No member who proposed or seconded the motion to impeach may be nominated; (c) The nominee must be an ordinary member.
  • Deliberation of Meeting No member of the Executive Committee or any member who proposed or seconded the motion to impeach may be present in the meeting when the members retire to deliberate.
  • Restrictions on Voting The Executive Committee and members who proposed of seconded the motion to impeach may not vote in the impeachment proceeding.
  • Resolution to Impeach The resolution to impeach shall be carried only if at least two-thirds of the voting members present in the meeting vote to impeach.
  • Provision for Election The chairman shall hold an election for the posts so vacated. The impeachment shall be effective only after the posts so vacated is filled through an election

PART 10: TERMS OF OFFICE

10.1 All Executive Committee members shall serve for a period of one year. Officers wishing to extend their period of office must be re-elected.

10.2 The service period of general and sub committee members shall be subject to decision by Executive Committee member.

10.3 Any Officer wishing to resign their post before the official expiry of their term of office must submit a letter of resignation to either the President or Secretary within a week of being elected. The final decision is subject to the agreement of the executive committee.

10.4 In the event that an officer resigns, or is deemed to have resigned, the person with the second highest vote shall fill the vacancy.

10.5 Any General of Sub Committee member who a) fails to carry out the work allotted to their position, or b) fails to attend 2 or more consecutive meetings which by their job description they are obliged to attend, or c) engages in activities of a nature damaging to the financial, social or legal status of CCS without notifying the President or Secretary as to a satisfactory reason, shall be deemed by the President or Secretary to have resigned with immediate effect. The Executive Committee shall hold election fro the position under concern.

PART 11: AMENDMENTS OF THE CONSTITUTION

11.1 No part of the Constitution may be deleted or amended and no article or part thereof may be inserted by resolution of two-thirds majority of the ordinary members at a general meeting.

11.2 Notice of the motion to amend the Constitution must accompany the notice of the general meeting.

11.3 An Interim Amendment to the Constitution may be made by the Executive Committee in regard to any article of the Constitution being suspended as a consequence of Article 63. The Amendment shall then be voted upon at the next general meeting.

PART 12: GENERAL PROVISIONS

12.1 Acts of Parliament, By-laws, etc. Any article of part thereof that is inconsistent with any Act of Parliament, Statutory Instrument, By-law of the Cambridge City Council, By-law of the University of Cambridge, or any regulation, statutory or other wise, in relation to the conduct and discipline of members of the University, shall be suspended.

12.2 Neutral Position of The Society: The Society shall be neutral in regard to any race, sex, religious belief or political inclinations in activities and events as well as members’ views. The Society shall not adopt any official stance or issue any official statement or recommendation on any issue unconnected with the administration of the society.

12.3 Notices: Unless otherwise provided, any notice is deemed to be sent when it is posted or when it is entrusted to a college messenger service.

 

 

 

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