Constitution
From Cambridge University Ukrainian Society
The new text of the CUUS Constitution was adopted at the OGM on 12 June 2009, and accepted by the University Junior Proctors in August 2009.
CONSTITUTION OF THE CAMBRIDGE UNIVERSITY UKRAINIAN SOCIETY
Contents |
1. General.
1.1. The name of the Society shall be “The Cambridge University Ukrainian Society” (hereafter, the Society). The official translation of the Society name into Ukrainian shall read “Українське тoвapиcтвo Кембриджського університету” (Ukrayinske tovarystvo Kembrydzhskoho universytetu).
1.2. The aim of the Society shall be: - to promote knowledge about Ukraine; - to establish connections with Ukraine and its official institutions as well as with other Ukrainian communities around the world; - to promote the Ukrainian language and culture; - to organise social events in order to bring together members and non-members who share this interest in Ukraine and Ukrainians; - to provide a social focal-point for all those who share an interest in Ukraine; - to represent its members and their views before the University.
1.3. The operation of the Society is regulated by this Constitution and by the Acts imposed by the University of Cambridge. It is based on voluntary activity and is coordinated by the Committee and by the General Meetings of the Society members: Annual General Meeting (AGM) and Ordinary General Meeting (OGM).
1.4 The Societies is an unincorporated members’ club and as such cannot be sued. Any claim against the Society can be brought only against the individual members.
2. Membership of the Society.
2.1. Membership of the Society shall be extended to all members of the University of Cambridge and any others who should apply to the Committee, provided they (a) meet the criteria set out by this Constitution and (b) are approved by the Committee (or by the OGM/AGM in the circumstances mentioned in para 2.7). A full member of the Society must be a resident of Cambridge or should spend significant time in the Cambridge area due to work or social activities. Normally, full members are in statu popillari at the University of Cambridge (its colleges).
2.2. Associate membership may be granted to non-residents (as defined in para 2.1). The right to decide whether the person meets the criterion pertaining to the residence status belongs to the Committee (or OGM/AGM as stipulated by para 2.7). Associate members shall have all the rights of members except the following: - they are not included in the percentage of Society members required to call an OGM; - they cannot hold the majority in the Committee. Associate membership should be renewed annually for a fee.
2.3. All members, including associate members, shall have the right to be present at General meetings and to nominate candidates for the Committee, vote and delegate their right to vote. All members (excluding associate members) have the right to be elected to a Committee post, with the limitation stipulated by para 2.2 as regards associate members. Every member has the right to propose amendments to the Constitution or nominate any other member for a Committee post to be elected at the next AGM/OGM. It is possible to propose amendments or nominees for election directly at the AGM/OGM, or on the final day of a vote, in the event of an electronic or virtual AGM/OGM.
2.4. No application for membership, as well as no nomination for a position on the Committee, shall be refused on the grounds of race, gender, sexual orientation, nationality, language of communication, religion or political views. If the Committee refuses an application, the applicant has the right to raise the question of his/her membership at the next AGM or OGM.
2.5. The Committee shall have the right to suspend the membership of any member, associate member or honorary member for behaviour likely to bring the Society into disrepute. The issue must be presented at the next AGM/OGM, when the members must make a decision whether to strip the person in question off CUUS membership (void honorary membership).
2.6. There shall be an annual fee for membership, which shall be fixed by the Committee. The Committee shall have the right to offer honorary membership (free) and life membership (for a fee) to any person as it sees fit.
2.7. Life members have the same rights as other members only for the period of their formal connection with the University of Cambridge, such as a formal educational course or an employment period, or in the event they officially reside in Cambridgeshire. When the life member no longer meets these criteria, the Society shall recognise this person’s relationship with, and perhaps contribution to the development of, the Society in the past, however, such person no longer is de jure considered a member of the Society, unless they opt for associate membership (as specified by para 2.2). Nonetheless, former active members of the Society are encouraged to keep their links with the Society even when their formal connection with the University of Cambridge ceases, given their former contribution, experience and potential. For example, such people may change their membership for associate membership and join the Committee. The OGM/AGM may consider electing such associate members for positions, such as ‘Alumni Secretary’ or ‘Public Relations Secretary’ or any other.
2.8. The Committee may award honorary membership to a person who made a significant contribution to the development of the Society or whom it deems worthy due to his or her contribution to the Ukrainian cause. Honorary members can be on the Committee only after the incumbent Committee or the OGM/AGM grants them also associate membership. The annual membership fee may be waived in such circumstances.
2.9. The Secretary of the Society regularly updates the membership roster to ensure that only people who meet the criteria specified in para 2.1 and para 2.7 enjoy the rights of full membership. The updated roster of members should be made available during every AGM/OGM to members of the Society only, if requested.
2.10. Membership automatically expires after the period for which the fee was paid or when the person no longer meets the membership criteria. In most cases a free membership can only be valid for one year. The amount of annual and life membership fee is decided by the Committee.
3. AGM and OGM.
3.1. The Annual General Meeting (AGM) is the ultimate governing institution of the Society. An Ordinary General Meeting (OGM) has exactly the same governing power as the AGM. An OGM is a general meeting called during the same academic year in which an AGM has been conducted. Hereafter, the term OGM can be assumed to apply equally where only the term AGM is mentioned.
3.2. Decisions passed at an AGM take precedence over those passed by the Committee.
3.3. Only an AGM/OGM can change the Constitution or adopt a new one, and members of the Committee can only be elected at such a meeting. In case a member of the Committee steps down during his/her term in the office or is suspended, the Committee can temporarily, and only until the next AGM/OGM, but in no circumstances for more than two consequent academic terms, substitute any other Society member for this member as it sees fit. The same person cannot be co-opted again for the same position after the expiration of this grace period of two consequent academic terms. However, he or she can be elected for this position by the OGM/AGM. All new appointments (elected or co-opted members of the Committee) shall commence immediately.
3.4. The Society should try to hold an AGM annually, preferably during term time. An AGM is organised by the Committee and must be announced at least 5 working days in advance by an e-mail announcement to the official Society announcement list. An AGM may be conducted via an electronic or telephone conference, including via email.
3.5. An OGM can be called by any initiating group of members, which must be at least 5 Society members (including associate and life members). The initiating group must formally inform the Committee that an OGM has been called 10 days before the meeting, however no acceptance by the Committee is required to legitimise such an OGM. The Committee must agree to announce an OGM, its format (physical gathering or virtual conference) and time it commences, to Society members. If this does not happen, the Committee is deemed suspended until a new Committee is elected at such an OGM. In the event the incumbent Committee refuses to inform Society members about the OGM initiated by 5 or more Society members, the initiating group must seek its own ways to contact the number of people necessary to have a quorum.
3.6. No decision of an AGM/OGM shall be valid unless there is a quorum of 5 Society members. For changing the Constitution there must be a quorum of 30 per cent of Society members (excluding associate members). Decisions are passed by a simple plurality. Any member who cannot attend an AGM/OGM in person can, and is encouraged to, delegate his or her vote to any other member in writing or e-mail, in which case he or she is also counted for the quorum.
3.7. An AGM/OGM has the ultimate right to expel members (including life members) and associate members and void honorary membership, in the event that the person’s behaviour, both in form of action or inaction, has or is likely to bring the Society or Ukraine into disrepute.
4. The Committee.
4.1. The Committee is the Society's institution, which coordinates its everyday activities and represents the Society on all official occasions. The Committee has the right to pass any decisions about the operation of the Society except for: amending the Constitution, electing new Committee members (except as mentioned in para 3.3), expelling members, overruling any decision of an AGM/OGM.
4.2. The Committee should react to all requests of the Society members and must react in writing to written requests of Society members no later than 5 days from the request (10 days out of term time). It must act to fulfil the aims of the Society. The Committee must not act to fulfil any personal ambitions of the Committee members if those contradict the aims of the Society. The term written request/answer includes e-mail.
4.3. If any Society member proposes that he or she could organise any event which serves to promote the aims of the society, and this proposition is seconded by at least two more members, the Committee must do all in its power to help in organisation, including announcing the event (as it sees fit), contacting people who could help in organising, proposing help to coordinate the organisation, etc.
4.4. The Committee shall consist of President, Vice President, Senior Treasurer, Secretary and other members of the Committee. The number and the nature of the positions on the Committee may vary from year to year, being subject of priorities and expanding the Society’s activity. The AGM/OGM decides on the positions to be on the Committee for the upcoming year and fills them during the election.
4.5. The Senior Treasurer shall be a resident member of the Senate (for example a College Fellow, University officer or some other person of at least MA standing in the University) or other person approved by the Junior Proctor of the University of Cambridge, provided the Society is registered with the University Proctors’ office.
4.6 If a Committee member, except the Senior Treasurer, fails to actively participate in running of the Society, the President (Vice President or any other member of the Committee acting as President), after consultation with the rest of the Committee, shall warn such a member of the Committee, by email or by phone, and if the situation does not improve over the following two months, the Committee must decide on the issue of suspending of such a member of the Committee with a consequent co-opting of a new member of the Committee to replace the suspended member of the Committee (as stipulated by para 3.3).
4.7. All Committee members are elected at an AGM/OGM for one term of office only. Re-election is allowed. If the person nominated for a particular office announces at the AGM/OGM that he or she will be unable to carry the duties of the Committee member for the entire tenure (normally, a year), the AGM/OGM can elect an assistant, who will take up the office when the elected member of the Committee steps down (or is suspended). Associate members and those who are not in statu popillari at the University of Cambridge cannot hold the majority of offices on the Committee.
4.8. There are no restrictions on how often the Committee meets and passes decisions. It is up to the Committee to regulate this. Any decision is passed by a majority of voters present. At least four Committee members must be present (or vote electronically) for a decision to be valid.
4.9. The President has ultimate responsibility for everything done officially by the Society. The President may delegate part of his or her duties, rights and responsibilities to the Vice President. In the event of a particular decision being made by the Vice President, he or she takes over all responsibility from the President for all consequences. The (Vice) President makes the final decision in the event of no decision being reached by the Society members (the Community) or by the Committee. Any decision of the President precedes that of the Vice President if made on the same day. The President and Vice President officially represent the Society at all official events and in communication on behalf of the Society. They can delegate the right to represent the Society at a particular event or in a certain sphere to any other member of the Society. However, it is their responsibility to monitor the actions of such a delegate, and they remain responsible and accountable to the Society for the image and general operation of the Society. The President or Vice President chairs the Committee meetings, as well as AGM/OGM.
4.10. The Secretary must keep the records of the Society, of the members, their contact details, membership dates, and fees paid. The Secretary shall try to keep the information updated even if a member leaves Cambridge but stays an associate member of the Society. This information can be disclosed to other Society members at the discretion of the Committee, but neither the Committee nor any member possessing this information is allowed to disclose it to third parties, especially marketing companies.
4.11. All cheques drawn on the Society's account must be signed by the Senior Treasurer or the President. The Committee may confirm the right to sign and draw Society’s cheques to other members of the Committee.
4.12. The Senior Treasurer shall be eligible to vote as a committee member. The Senior Treasurer ensures that the Society is run in accordance with this Constitution and the University policies, and provides an annual report to the Junior Proctor about the Society’s activities (provided Society’s registration has not been withdrawn by the Proctors’ office). 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 obligations of the Society, unless the Senior Treasurer has personally authorised such a debt in writing.
5. Final provisions.
5.1. The Society’s operation is supported by raised funds, including sponsorship and membership fees.
Any fundraising activities must not subject the Society to the dependence from other entities or individuals. Furthermore, the Committee should always employ ethical consideration while soliciting funds for the Society’s operation. This includes, but is not limited to, a prohibition to obtain financial or media support from the companies or governments which fail to uphold basic human rights within their sphere of influence if they fail to improve their behaviour in response to direct engagement. This would include legal entities which: (a) commit human rights abuses; (b) knowingly provide resources to those who will use them to commit human rights abuses; (c) manufacture torture equipment and arms or engage in trade of thereof; (d) fail to uphold basic labour rights including the right to form a Union, except such organisations as the Prison Service, Police and so forth; (e) give vocal, economic or diplomatic support to a regime enabling it to continue to commit human rights abuses. The Society must not receive support from the companies which cause or are believed to cause harm to Ukraine, including its economy or environment. Moreover, the CUUS should not seek or accept support from the organisations which fail to preserve the global environment, its climate and its biodiversity in their operation.
In the event the Committee fails to adhere to the aforementioned principles, the Senior Treasurer must attempt to direct the fundraising activities back into the ethical channel. In case the Committee refuses to reconsider their cooperation and funding politics, an OGM/AGM should be called to give its assessment to the conduct of the Committee. If the latter is found to have violated this Constitution, the Committee members who voted or advocated for unethical conduct cannot run for re-election for the consequent term (nonetheless, they cannot be denied the right to be elected or co-opted in the future). Provided the Society is registered with the Junior Proctor, the Senior Treasurer should inform the Proctors’ office about the violation of the Constitution by the Committee, after the Committee refuses to run the Society according to the ethical principles set in this Constitution.
5.2 The Society may be dissolved at an AGM/OGM, provided that at least 30 days written notice of the intention to dissolve the Society has been given to the members (including through the announcements mailing list). In the event the Society is unable to get a quorum for an AGM/OGM, a decision about dissolution can be passed by the Committee, provided: - there are at least three Committee members who were elected at the AGM/OGM (rather than those co-opted); - the President, Vice President and the Senior Treasurer do not explicitly object to the decision to dissolve the Society. If the Society is incapable of following this protocol, it can be taken off the register of the University societies by the University of Cambridge Junior Proctor, in accordance with the University policies.
5.3 The University Proctors’ office should be informed about the decision to dissolve the Society.
5.4 On dissolution, all surplus assets of the Society after payment of debts belong to all the members who meet the requirements set in para 2.1 and para 2.6, excluding honorary members, equally.
6. Transitional provisions.
6.1. This comes into the effect from the date the new text of the Constitution is accepted by the Junior Proctor.
6.2 This Constitution was passed by 17 votes of 17 present voters at the general meeting of the Society, on 24 November 2005. This constitution was approved by the Junior Proctor of the Cambridge University, on 3 February 2006.
6.3 The changes to this Constitution were made at the OGM on 12 June 2009. The ammended text was accepted by the Junior Proctor of the University of Cambridge in August 2009.
