New IFIS Constitution
You will probably by now have recieved the announcement that IFIS will be
having a short General Meeting on December 6th to ratify the new
Constitution as approved by the Students Union.
With this in mind we are providing each member with a copy of the
constitution so that they will be able to read it before the meeting so that
they might voice their opinions at it on the meeting.
So, here is the Constitution.
SURHUL Institute For Impure Science (IFIS) Constitution
1. Name
1.1The name of the Society shall be SURHUL Institute For Impure
Science, (IFIS), hereafter referred to as the Society
2.Aims and Objectives
2.1To promote discussion of, and organise events relating to, the
societies interests of Science Fiction, Fantasy, Horror and other related
genres.
2.2To provide a library for members containing books relating to the
Society's interests.
3.Membership
3.1Membership of the Society shall be open to all members of SURHUL in
accordance with the SURHUL Constitution.
3.2The Society shall have at least 20 members who are all full members
of SURHUL.
3.3Other individuals who do not qualify for membership under 3.1 may be
awarded associate membership of the Society upon payment of an annual fee to
be determined by the Committee. The awarding of associate membership is at
the discretion of the Committee. Associate members shall have the same
rights as normal members unless stated or required otherwise by this
constitution or the SURHUL Constitution, Regulations or Policy.
4.Committee
4.1The role of the committee is to manage all aspects of the Societies'
administration and to organise the society's events. The committee shall
not work autonomously. The committee shall endeavour to satisfy the wishes
of all members.
4.2The committee shall consist of the following officers:
(a)Chairperson
(b)Secretary
(d)Treasurer
(e)Publicity Officer
(a)Librarian
4.3The Committee may co-opt further members onto Committee to
fulfil specific functions at their discretion.
4.4The Committee will meet regularly to administer the Societies'
activities. Any member of the Society is entitled to view any committee
meeting, unless a closed meeting. Only elected committee members may vote in
Committee decisions.
4.5Only full members of SURHUL may be committee members.
4.6The positions of Chairperson, Secretary and Treasurer are executive
positions for the purposes of this constitution.
4.7The term of office for the Committee shall be until the next AGM.
4.8A 2/3 majority at a quorate General Meeting of the society may pass
a motion of no confidence in a committee member. Such motions must be
submitted to the Committee at least three working academic days before the
meeting. The committee member concerned shall be immediately notified and
supplied with the text of the motion, they shall also be allowed an adequate
opportunity to respond at the meeting. If the motion is passed it shall take
immediate effect.
4.9Should a post fall vacant for any reason, it shall be re-elected at
the first available opportunity.
4.10Honorary Society Positions may be created, however these shall not
be Committee positions
5.Duties of Committee Members:
5.1The Chairperson shall:
(a)be responsible for the constitutional running of the Society
(b)ensure proper chairing of the AGM and any other relevant meetings
(c)be responsible for the administration and co-ordination of all the
Society activities and to ensure that the club/society meets all SURHUL
requirements.
(d)ensure that the society is appropriately represented at SURHUL
bodies.
5.2The Secretary shall:
(a)keep a full list of membership that also records membership of
SURHUL and bring this to all meetings of the society.
(b)keep a record or all meetings held, which shall be available to all
members of the Society.
(c)be responsible for ensuring regular monitoring of correspondence
received and ensuring that all information is dealt with correctly by the
society officers.
(d)keep an up-to-date inventory of Society property.
(e)keep a file of all correspondence for the current year and the
previous two years.
5.3The Treasurer shall:
(a)keep a record of and oversee all financial transactions of the
Society.
(b)submit a financial report/budget application to SURHUL annually.
(c)present a report on the Societies finances to the AGM
5.4The Publicity Officer shall:
(a)produce publicity as required by the Society
5.5The Librarian shall:
(a)be responsible for the administration of the library
and ensure sufficient access for members.
6.Meetings:
6.1An AGM of the society must take place each academic year;
the AGM shall be considered a General Meeting of the society.
6.2A General Meeting of the society may be called by the
committee at any time or by the written request of twenty members or 10% of
membership whichever is the fewer.
6.3Quoracy at all General Meetings of the society shall be 25%
of membership or 25 members which ever is the fewer; and must include a
quorate committee.
6.4A quorate committee shall be three committee members,
including at least one executive member.
6.5Meetings of the society may only take place during term
time, and must be publicised as widely as possible, one full academic
working week in advance.
6.6During the AGM the following will take place:
a)The Society Constitution will be approved by
all members.
b)Elections for the following Year's Committee
will take place in accordance with SURHUL guidelines and this constitution.
6.7Weekly film screenings and social events shall not
constitute meetings of the society for the purposes of the constitution,
unless explicitly stated and publicised otherwise.
7. Elections:
7.1Only and all members of the society shall be eligible to vote or
stand as candidates in an election. Except as limited by clause 4.4 and the
SURHUL Constitution, Regulations and Policy.
7.2The committee shall appoint an officer of the society to be
returning officer, if unable or unwilling, a returning officer shall be
appointed from the membership. The returning officer will not be able to
stand in any of the elections.
7.3Nominations shall be accepted from the floor prior to the election
of each committee position.
7.4The method of election shall be by show of hands, with all
candidates not present.
7.5All candidates will be invited to make a 1 minute hustings speech.
The conclusion of hustings speeches should be immediately followed by the
vote.
7.6Officers of the society will be elected in the order given in clause
4.2.
7.7In the event of a tie, and with the consent of the meeting, the
returning officer may resolve the tie by hold further rounds of hustings
speeches for a full re-vote or a re-vote between the highest polling
candidates. Optionally voting may be held over until a future meeting. If
unable to resolve the tie, the ultimate method of resolution shall be by a
random method.
7.8An observer from SURHUL shall be invited to all elections to ensure
that they are conducted fairly.
8. Amendments:
8.1 A two-thirds majority at a quorate General Meeting of the Society shall
be required to pass amendments to the Constitution.
8.2 Motions to change the constitution must be submitted to the Committee at
least three working academic days before the meeting.
9.Finance:
9.1The Society shall follow all SURHUL financial guidelines, and shall
ensure that all monies are handled through the respective SURHUL accounts.
9.2The Society will complete an annual budget form detailing the year's
income and expenditure, and predicted income and expenditure for the
following year.
10.Safety:
10.1The Society will follow all safety guidelines laid down by SURHUL,
and the College Safety Office.
10.2The Society will complete risk assessments, and consider the risks
for all activities, responding according to the guidelines laid down by
SURHUL, the College Safety Officers, and the Sports Safety Framework
10.3The Society will inform the Sports and Societies Office of all
accidents and incidents.
11.Discipline:
11.1Failure of the Society or its members to comply with the SURHUL
Constitution, Regulations or Policy may result in disciplinary action
against the Society.
11.2Failure of committee members to fulfil their responsibilities under
the SURHUL Constitution, Regulations or Policy may result in disciplinary
action being taken by SURHUL against the member. Such action may include
requiring them to step down from their position.
11.3Failure of a Society member to adhere to the Society Constitution,
regulations, code of Practice or Guidelines may with the agreement of the VP
Communications and Societies result in one of the following actions being
taken by the committee:
(a)A written caution
(b)Exclusion from Society Activities
(c)Expulsion from the Society Committee
(d)SU Disciplinary Action
12Declaration
12.1The Society committee and all its members shall abide by the SU
Constitution, and any rules laid down by SURHUL at all times.
12.2All activities conducted by the Society are a reflection upon SURHUL
and consequently RHUL. The Society will not therefore conduct any activity
that has not been approved by SURHUL.
13Interpretation:
13.1Should the constitution require interpretation this shall normally
be done by the committee although ultimate interpretation lies with the
membership by means of a General Meeting of the society.
13.2Nothing may be interpreted to contradict the SURHUL Constitution
Regulations or Policy, which shall always be binding.
14 Revokation:
14.1All previous constitutions are hereby expressly revoked.
having a short General Meeting on December 6th to ratify the new
Constitution as approved by the Students Union.
With this in mind we are providing each member with a copy of the
constitution so that they will be able to read it before the meeting so that
they might voice their opinions at it on the meeting.
So, here is the Constitution.
SURHUL Institute For Impure Science (IFIS) Constitution
1. Name
1.1The name of the Society shall be SURHUL Institute For Impure
Science, (IFIS), hereafter referred to as the Society
2.Aims and Objectives
2.1To promote discussion of, and organise events relating to, the
societies interests of Science Fiction, Fantasy, Horror and other related
genres.
2.2To provide a library for members containing books relating to the
Society's interests.
3.Membership
3.1Membership of the Society shall be open to all members of SURHUL in
accordance with the SURHUL Constitution.
3.2The Society shall have at least 20 members who are all full members
of SURHUL.
3.3Other individuals who do not qualify for membership under 3.1 may be
awarded associate membership of the Society upon payment of an annual fee to
be determined by the Committee. The awarding of associate membership is at
the discretion of the Committee. Associate members shall have the same
rights as normal members unless stated or required otherwise by this
constitution or the SURHUL Constitution, Regulations or Policy.
4.Committee
4.1The role of the committee is to manage all aspects of the Societies'
administration and to organise the society's events. The committee shall
not work autonomously. The committee shall endeavour to satisfy the wishes
of all members.
4.2The committee shall consist of the following officers:
(a)Chairperson
(b)Secretary
(d)Treasurer
(e)Publicity Officer
(a)Librarian
4.3The Committee may co-opt further members onto Committee to
fulfil specific functions at their discretion.
4.4The Committee will meet regularly to administer the Societies'
activities. Any member of the Society is entitled to view any committee
meeting, unless a closed meeting. Only elected committee members may vote in
Committee decisions.
4.5Only full members of SURHUL may be committee members.
4.6The positions of Chairperson, Secretary and Treasurer are executive
positions for the purposes of this constitution.
4.7The term of office for the Committee shall be until the next AGM.
4.8A 2/3 majority at a quorate General Meeting of the society may pass
a motion of no confidence in a committee member. Such motions must be
submitted to the Committee at least three working academic days before the
meeting. The committee member concerned shall be immediately notified and
supplied with the text of the motion, they shall also be allowed an adequate
opportunity to respond at the meeting. If the motion is passed it shall take
immediate effect.
4.9Should a post fall vacant for any reason, it shall be re-elected at
the first available opportunity.
4.10Honorary Society Positions may be created, however these shall not
be Committee positions
5.Duties of Committee Members:
5.1The Chairperson shall:
(a)be responsible for the constitutional running of the Society
(b)ensure proper chairing of the AGM and any other relevant meetings
(c)be responsible for the administration and co-ordination of all the
Society activities and to ensure that the club/society meets all SURHUL
requirements.
(d)ensure that the society is appropriately represented at SURHUL
bodies.
5.2The Secretary shall:
(a)keep a full list of membership that also records membership of
SURHUL and bring this to all meetings of the society.
(b)keep a record or all meetings held, which shall be available to all
members of the Society.
(c)be responsible for ensuring regular monitoring of correspondence
received and ensuring that all information is dealt with correctly by the
society officers.
(d)keep an up-to-date inventory of Society property.
(e)keep a file of all correspondence for the current year and the
previous two years.
5.3The Treasurer shall:
(a)keep a record of and oversee all financial transactions of the
Society.
(b)submit a financial report/budget application to SURHUL annually.
(c)present a report on the Societies finances to the AGM
5.4The Publicity Officer shall:
(a)produce publicity as required by the Society
5.5The Librarian shall:
(a)be responsible for the administration of the library
and ensure sufficient access for members.
6.Meetings:
6.1An AGM of the society must take place each academic year;
the AGM shall be considered a General Meeting of the society.
6.2A General Meeting of the society may be called by the
committee at any time or by the written request of twenty members or 10% of
membership whichever is the fewer.
6.3Quoracy at all General Meetings of the society shall be 25%
of membership or 25 members which ever is the fewer; and must include a
quorate committee.
6.4A quorate committee shall be three committee members,
including at least one executive member.
6.5Meetings of the society may only take place during term
time, and must be publicised as widely as possible, one full academic
working week in advance.
6.6During the AGM the following will take place:
a)The Society Constitution will be approved by
all members.
b)Elections for the following Year's Committee
will take place in accordance with SURHUL guidelines and this constitution.
6.7Weekly film screenings and social events shall not
constitute meetings of the society for the purposes of the constitution,
unless explicitly stated and publicised otherwise.
7. Elections:
7.1Only and all members of the society shall be eligible to vote or
stand as candidates in an election. Except as limited by clause 4.4 and the
SURHUL Constitution, Regulations and Policy.
7.2The committee shall appoint an officer of the society to be
returning officer, if unable or unwilling, a returning officer shall be
appointed from the membership. The returning officer will not be able to
stand in any of the elections.
7.3Nominations shall be accepted from the floor prior to the election
of each committee position.
7.4The method of election shall be by show of hands, with all
candidates not present.
7.5All candidates will be invited to make a 1 minute hustings speech.
The conclusion of hustings speeches should be immediately followed by the
vote.
7.6Officers of the society will be elected in the order given in clause
4.2.
7.7In the event of a tie, and with the consent of the meeting, the
returning officer may resolve the tie by hold further rounds of hustings
speeches for a full re-vote or a re-vote between the highest polling
candidates. Optionally voting may be held over until a future meeting. If
unable to resolve the tie, the ultimate method of resolution shall be by a
random method.
7.8An observer from SURHUL shall be invited to all elections to ensure
that they are conducted fairly.
8. Amendments:
8.1 A two-thirds majority at a quorate General Meeting of the Society shall
be required to pass amendments to the Constitution.
8.2 Motions to change the constitution must be submitted to the Committee at
least three working academic days before the meeting.
9.Finance:
9.1The Society shall follow all SURHUL financial guidelines, and shall
ensure that all monies are handled through the respective SURHUL accounts.
9.2The Society will complete an annual budget form detailing the year's
income and expenditure, and predicted income and expenditure for the
following year.
10.Safety:
10.1The Society will follow all safety guidelines laid down by SURHUL,
and the College Safety Office.
10.2The Society will complete risk assessments, and consider the risks
for all activities, responding according to the guidelines laid down by
SURHUL, the College Safety Officers, and the Sports Safety Framework
10.3The Society will inform the Sports and Societies Office of all
accidents and incidents.
11.Discipline:
11.1Failure of the Society or its members to comply with the SURHUL
Constitution, Regulations or Policy may result in disciplinary action
against the Society.
11.2Failure of committee members to fulfil their responsibilities under
the SURHUL Constitution, Regulations or Policy may result in disciplinary
action being taken by SURHUL against the member. Such action may include
requiring them to step down from their position.
11.3Failure of a Society member to adhere to the Society Constitution,
regulations, code of Practice or Guidelines may with the agreement of the VP
Communications and Societies result in one of the following actions being
taken by the committee:
(a)A written caution
(b)Exclusion from Society Activities
(c)Expulsion from the Society Committee
(d)SU Disciplinary Action
12Declaration
12.1The Society committee and all its members shall abide by the SU
Constitution, and any rules laid down by SURHUL at all times.
12.2All activities conducted by the Society are a reflection upon SURHUL
and consequently RHUL. The Society will not therefore conduct any activity
that has not been approved by SURHUL.
13Interpretation:
13.1Should the constitution require interpretation this shall normally
be done by the committee although ultimate interpretation lies with the
membership by means of a General Meeting of the society.
13.2Nothing may be interpreted to contradict the SURHUL Constitution
Regulations or Policy, which shall always be binding.
14 Revokation:
14.1All previous constitutions are hereby expressly revoked.