Cambridge MethSoc

Preamble

The Society shall be called ``The Cambridge Student Methodist Society'', hereinafter called `the Society'. For the purposes of accounting the Society shall be called ``Cambridge MethSoc''. Membership of the Society shall be open, at the Committee's discretion, to members of the University of Cambridge, members of other institutions of Higher Education in Cambridge and to any others who are interested. The aims of the Society shall be:

to unite in worship and fellowship all those who wish to follow the Methodist tradition within the Christian Church;
to provide opportunities for Christian witness through discussion and social action;
to encourage ecumenical activities in the University of Cambridge and other institutions of Higher Education in Cambridge.

Definitions

The terms used in this Constitution shall bear their common meaning except where a term has acquired an accepted special meaning within the University of Cambridge.
For the purposes of the Constitution the male shall embrace the female.
For the purposes of the Constitution the term Member does not include Honorary Member.
The Society's financial year shall run from one Easter Term to the Easter Term in the following year, at dates fixed by the Treasurer.
A `matter' shall be either a motion or a proposed amendment to the Constitution.
A simple majority shall be a majority of those voting excluding abstentions.

Clauses

Membership

Members of the Society shall be those who have paid the subscription for the current academic year together with ex-officio Members. Regular attenders at meetings of the Society will normally be expected to pay the subscription.
Membership shall normally become Honorary Membership when a Member ceases to pay his subscription to the Society.
The Chaplain or Chaplains, the Chaplaincy Assistant(s) and the Senior Treasurer shall be ex-officio Members of the Society.
The Committee may, with the consent of the Society at a Business Meeting, appoint Honorary Members.
Only Members of the Society may:
1. vote in any election or on any other matters presented to the Society.
Only paying Members of the Society may:
1. stand for election for membership of the Committee or
2. nominate or second a person to stand for election for membership of the Committee.

Committee

The normal business of the Society shall be conducted by a Committee whose membership shall consist of the President, the President-elect, the ex-President, the Secretary, the Catering Manager, the Treasurer, the Pastoral Representative, the Ecumenical Representative, the Computer Representative and Members elected to the Committee when the Committee meets between the Business Meeting at which they are elected and the date of taking office.
Any Member of the Society may be present at Committee Meetings except that the Committee reserves the right to hold a closed meeting.
While all persons present at a Committee Meeting (that is, Members and observers) may address the Meeting, only Committee Members may vote. Each Committee Member shall have one vote save that in the event of a tie the President shall have the casting vote. A simple majority shall suffice for a decision. If a Committee Member holds two positions on the Committee he shall still have only one vote.
The quorum for the Committee shall be two thirds of the persons who are full Committee Members.
At Committee Meetings the ex-officio Members of the Society shall have the status of observers.
The Committee shall normally meet twice each Term, at the beginning and end of the Term. The Secretary shall publicise details of Committee Meetings not less than seven days in advance of the Meeting.
Committee meetings shall normally be chaired by the President.
The Committee shall have the power to interpret the Constitution provided that they do so within the terms laid down in the Preamble, the Definitions, and Clause 7 of the Constitution.
The Committee shall have the power to appoint officials of the Society.
The Committee shall normally appoint a Publicity Officer, with the consent of the Society at the Lent Termly Business Meeting. His responsibilities shall include ensuring:
1. The distribution of posters to College representatives, and of Term Cards, promotional materials produced by the President, etc., to Deans and Chaplains, local Methodist churches (including Wesley), and interested students (a list of whose details the Publicity Officer shall maintain).
2. That Society events are submitted to any appropriate listings or websites, including Wesley church notices.
3. That the Society's noticeboard at Wesley is maintained.
4. The production of the `Guide to Cambridge MethSoc' (which shall be referred to as "the Encyclopia"), and of regular publicity materials to maintain awareness of the Society amongst students in Cambridge.
Named persons shall be nominated as responsible for specific points of action resulting from the decisions of the Committee.

Elections

1. For each candidate for election to the Committee the President or Secretary shall receive a written nomination containing the candidate's own signature and those of his nominator and seconder. Nominations shall be received by the midnight at the end of the day a week before the elections. The names of the candidates standing for each post shall be published on the sixth day before the elections occur, normally by the Secretary.
2. The President shall not hold any other Committee post. If a person is a candidate for more than one of the posts of Member of Committee at one election, election to the Presidency nullifies his other candidature. Other Committee Members may hold concurrent Committee posts.
3. The period of office of the successful candidate shall run from the beginning of the vacation following the Term in which he is elected.
4. The President shall be the returning officer at all elections.
5. The President shall neither nominate nor second any candidate. No person who nominates or seconds a candidate for a post may nominate or second any other person for the same post.
1. At the election of Members of Committee, the Chairman shall appoint two tellers and announce the nominations for the posts.
2. The tellers shall count the votes in secret according to Single Transferable Vote regulations as prescribed by University of Cambridge Ordinances, as amended in Appendix A, and in the event of a tie shall decide the winner by the toss of a coin.
3. The tellers shall indicate the result by giving the returning officer (the President) a paper bearing only the name of the successful candidate.
4. The tellers shall destroy or dispose of the papers and not reveal the number of votes cast or the order of the candidates.

Committee Posts

The President shall be elected each Term.
1. The successful candidate shall hold the office of the President-elect during the Term following election, succeeding to the Presidency the following Term and proceeding to the office of ex-President the Term after.
2. The duration of office of the President shall be one vacation and one Term.
3. As a responsibility shared with all Members, the President shall encourage the on-going spiritual growth of the Society and its Members.
4. The President shall be responsible for co-ordinating the contents of Main Meetings and a Presidential Service and for producing a Term Card. He shall also have a supervisory responsibility for the activities of the Society as a whole.
5. The Easter Term President shall organise the Taking of the Annual Society Photograph (in the Easter Term.)
6. The President-elect or his delegate shall organise any sporting activities of the Society.
7. The ex-President shall co-ordinate any Society entertainments and ecumenical events.
8. The ex-ex-President shall be responsible for ensuring that Study Outlines are provided for Small Groups.
9. The President will be in charge of chairing all the meetings.
10. The President shall advertise all relevant meetings and speakers by any appropriate medium around the colleges and other selected institutions in Cambridge.
The Secretary shall be elected annually normally during the Michaelmas Termly Business Meeting and shall hold office for one year.
1. The Secretary shall take minutes of Committee and Business Meetings and prepare agendas for such Meetings as may be necessary.
2. He shall procure the typing of minutes of such Meetings which shall then be made generally available to all Members.
3. The Secretary shall conduct such correspondence on behalf of the Society as may be necessary.
4. During the Christmas Vacation immediately following his retirement he shall be responsible for invitations to the Reunion.
5. The Secretary shall be responsible, jointly with the Treasurer, for ensuring that all necessary preparations are made for Punt Party (in the years in which the event is held in Cambridge).
The Treasurer shall be elected annually normally during the Easter Termly Business Meeting and shall hold office for one year.
1. The Treasurer shall recommend the annual subscription and price of Sunday Lunch to the Committee and shall collect it subject to the Committee's approval.
2. The Treasurer shall present a statement of the Society's accounts to the Society at each Termly Business Meeting.
3. The Treasurer shall ensure that there occurs an Annual Audit of Society accounts, normally at the end of the Easter Term.
4. The Treasurer shall present accounts to the Senior Treasurer when required to do so.
5. The Treasurer and three others -- the Michaelmas President, the Lent President and the Secretary holding the post in Michaelmas term of that year (unless the Committee direct otherwise) -- shall be empowered to sign cheques on behalf of the Society, two of the four signatures being sufficient.
6. All financial business conducted for, or on behalf of the Society must have the prior consent of the Treasurer.
7. The Treasurer shall keep a list of Members of the Society.
8. The Treasurer shall be responsible, jointly with the Secretary, for ensuring that all necessary preparations are made for Punt Party (in the years in which the event is held in Cambridge).
One Catering Secretary shall be elected each Term and shall hold office for one year. At any one time there will be three Catering Secretaries.
1. The Catering Secretaries shall be jointly responsible for co-ordinating any catering associated with Society events. They will not be expected to cater for Retreats.
2. The office of Catering Secretary shall not be a Committee post. The Catering Manager (who shall be the Catering Secretary with the most experience) shall be a Member of the Committee, in accordance with Clause 2(a).
3. The Catering Manager shall oversee, on behalf of the Society, the maintenance of a satisfactory standard of health and safety in the preparation of food, and be responsible for liasing with the appropriate authorities to this end.
The Senior Treasurer (if necessary) shall be appointed by the Committee with the consent of the Society at a Business Meeting. He shall be a resident Member of the University of Cambridge. He shall present audited accounts to the Junior Proctor as required by University of Cambridge Ordinance.
A Pastoral Representative shall be elected annually, normally during the Lent Termly Business Meeting and shall hold office for one year.
1. He shall be responsible for organising the Society's stall at the Societies' Fair and for the Society's entry in the CUSU Handbook.
2. He shall organise the annual carol singing undertaken by the Society (including obtaining any necessary licences.)
3. He shall provide retirement gifts for outgoing Committee Members (the cost of which will be refunded by the Treasurer).
4. He shall provide for the Society a Prayer Book, which shall be circulated amongst the Small Groups.
5. Prayer Letters for Christmas, Easter and Long Vacations shall be produced by the Pastoral Representative.
The Ecumenical Representative shall be elected annually, normally during the Easter Termly Business Meeting and shall hold office for one year.
1. The Ecumenical Representative shall be the Society's appointed Representative on the Council of Christians in Unity in Cambridge (CUC). He shall attend meetings of the CUC Council and shall report back to the Society on the outcome of these meetings. He shall arrange for the details of selected Society events to be publicised by CUC.
2. He shall inform the Society of ecumenical events happening in Cambridge and shall attend these as the Representative of the Society where appropriate.
3. He shall assist with the organisation of ecumenical events to be hosted by the Society.
4. He, or some other designated person, shall also be responsible for co-ordinating any inter-faith communication or activities of the Society
The Computer Representative shall be elected annually, normally during the Lent Termly Business Meeting and shall hold office for one year. He may request that the committee choose and appoint an officer as Computer Assistant should he desire.
1. The Computer Representative shall maintain privately, on computer, a copy of the Society's Constitution.
2. The Computer Representative shall at the beginning of every Michaelmas Term, produce an Address List of Members (with the consent of all those concerned) and provide a copy for every Member.
3. The Computer Representative shall make any of the information detailed above available to members on request.
4. The Computer Representative shall manage any resources allocated to the Society by the University of Cambridge Computing Service.
5. The Computer Representative shall maintain the Society's web page.
A representative of the Society to the Church Council of Wesley Methodist Church shall be elected annually during Easter Termly Business Meeting, and shall hold office for one year. Members of the Society who are members of the Methodist Church shall be able to volunteer for the office up until the time of the election. The representative will be expected to attend Committee Meetings, but is not a full Committee Member.
If a Member of the Committee is absent due to illness or conditions of his course, or a post is vacant through no candidate willingly standing, his duties shall be the responsibility of the remaining Members of the Committee.
If a Member of the Committee resigns, there shall normally be a bye-election to elect a new Member within two weeks and one day of the vacancy occurring. If this should prove to be impracticable, the Committee may alter the date of the election. When a Member of the Committee resigns, his duties shall be the responsibility of the remaining Members of the Committee.

Business Meetings

The Society shall hold a Business Meeting at least once a Term, within Full Term.

The Committee shall have the power to summon an Extraordinary Business Meeting. An Extraordinary Business Meeting shall also be summoned if a petition requiring one is given to the President. Such a petition shall contain the signatures of at least one third of the Members of the Society.
The Secretary shall give notice of a Business Meeting not less than two weeks before the Meeting occurs. An Extraordinary Business Meeting shall occur within three weeks and one day of being summoned unless this would result in the Meeting being held outside Full Term. In that case, the Meeting shall be held in the first week of the next Full Term.
Members and, at the discretion of the President, any other person, may be present at a Business Meeting. All persons present may address the Meeting through the Chairman.
A quorum shall be one half of the Membership of the Society. All Business Meetings shall be quorate.
Business Meetings shall normally be chaired by the President.
Any matter to be debated by the Society must have a proposer and a seconder. The matter shall be recorded in writing along with the names of both the proposer and seconder. Amendments to matters may be proposed at a Business Meeting by any Member of the Society. Amendments shall have a proposer and a seconder. The Chairman shall decide whether the amendment falls within the subject of the original matter and shall have the power to exclude it if it does not.
Voting on matters presented to the Society shall be by show of hands except at the discretion of the Chairman, when a secret ballot shall be held following the procedures set out in Clause 3(b) as far as possible.
A simple majority shall be sufficient to pass a motion or an amendment to a motion.
Elections to the Committee shall only take place at Business Meetings.
A Business Meeting may demand the resignation of any Member of the Committee. A majority of at least two thirds (excluding abstentions) shall be required. Voting shall be by secret ballot.
Proposed amendments to the Constitution shall be published at least one week before they are to be voted upon.
If a Member who, for good and sufficient reason, cannot attend a Business Meeting wishes to vote at an election or on a matter to be presented, he may approach the President or Secretary for a postal vote. A postal vote shall be granted provided that the reason is satisfactory. The vote shall be received in an envelope sealed with that Member's signature, before the Business Meeting and the sealed envelope shall be handed to the tellers at the Business Meeting.
Matters to be discussed at Business Meetings shall be published, by the Secretary, as soon as possible after they become available to him.
Named persons shall be nominated as responsible for specific points of action resulting from the decisions of any Business Meeting. They shall then report back to the Society in future Business Meetings, as deemed necessary.

Small Groups

There shall be several Small Groups which shall normally meet weekly, within Full Term, for discussion and fellowship.
Each Small Group shall have a Leader (or Leaders) who shall be responsible for the running of the Group, including arranging and publicising venues. The Committee shall be responsible for the appointment of Small Group Leaders.
Meetings of the Groups shall normally be based on the Study Outlines provided.
Attendance at Small Groups shall be open to all interested persons except that the Committee may direct otherwise.

Sovereignty

The Business Meeting shall be the sovereign body of the Society.
Members of the Committee shall be responsible both individually and collectively to the Business Meeting.

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Cambridge Student Methodist Society