CONSTITUTION OF LEEDS UNIVERSITY MALAYSIAN SOCIETY (LUMSOC)

For the 2008/09 Session (18 April 2008 - 24 April 2009)

9.1.1 The name of the Group shall be Leeds University Malaysian Society hereafter referred to as the Society/Club.

9.1.2 The aims and objectives of the Society/Club shall be <aims and objectives of Society/Club>.

9.2 Membership Regulations

9.2.1 All members shall be required to pay an Leeds University Malaysian Society membership fee decided by the Sports/Society Executive.

9.2.2 All members shall be entitled to some or all of the privileges.

9.2.3 Any member may be suspended from any or all of the privileges of the Society/Club, including membership of it, for any period by a decision of the Society/Club committee.

9.2.4 The Societies/Sports Officer shall be ex officio a full member of the Society/Club and shall act as signatory to the Society/Club’s bank mandate.

9.2.5 Full Membership may be granted to members of the Union, and they shall be entitled to privileges 9.3.1 to 9.3.5 inclusive.

9.2.6 Associate membership may be granted to other students, subject to the approval of the Society/Club committee and they shall be entitled to privilege 9.3.1 only.

9.2.7 Honorary Life Membership may be granted to a person that the Society/Club wishes to honour for services to the Society/Club and they shall be entitled to privilege 9.3.1 only and shall pay no fee.

9.3 Membership Privileges

9.3.1 To attend all meetings.

9.3.2 To vote on all questions of policy within the Society/Club.

9.3.3 To propose or second candidates for election to Society/Club committee.

9.3.4 To vote for such officers as are nominated for election.

9.3.5 To hold office on and stand for election to Society/Club committee.

9.4 Committee Composition

9.4.1 The committee shall consist of three Officers and any other posts that are required.

9.4.2 The Committee shall be elected by the Society/Club at an Annual General Meeting or Extraordinary General Meeting, which must be held before March 1st in the presence of the Societies/Sports Officer or their nominee.

9.4.3 Newly elected Society/Club Committee members must assume their responsibilities by the first week of the third term or immediately following their election.

9.5 Committee Convocation

9.5.1 Committee meetings shall be open to all members of the Society/Club.

9.5.2 The time, date and place for each meeting must be displayed on the Society/Club notice board or web-site.

9.5.3 The minutes of any decisions made at the meetings must be displayed on the Student/Club notice board or web-site.

9.6 Committee Duties

9.6.1 To maintain the Society/Club notice board.

9.6.2 To ensure the good running of the Society/Club.

9.6.3 To inform any suspended or expelled member of their rights of appeal through Union Structures.

9.7 Committee Powers

9.7.1 To manage the Society/Club on behalf of its members and in accordance with its stated aims and objectives.

9.7.2 To suspend any member from any or all privileges of the Society/Club, including membership of it, for any period.

9.8 Officers

9.8.1 Officers must be full Society/Club members who are also Student Ordinary Members of the Union.

9.8.2 The three Officers shall be the signatories appearing on the Society/Club bank mandate.

9.8.3 The Officers shall be

a) President/Captain/Chair

b) Treasurer

c) Secretary

9.9 Duties of all Officers

9.9.1 To attend the Union Annual General meeting.

9.9.2 To be a signatory of the Society/Club bank account.

9.9.3 To elect the Societies/Sports Executive.

9.9.4 Failure to fulfill these duties may result in a motion of no-confidence and removal of office by the Societies/Sports Executive.

9.10 Duties of the President/Captain/Chair

9.10.1 To organize and oversee the running of the Society/Club.

9.10.2 To chair committee meetings

9.10.3 To produce annual report

9.10.4 To provide an entry for inclusion in the Sports/Societies Handbook.

9.11 Duties of the Treasurer

9.11.1 To be responsible for the finances of the Society/Club.

9.11.2 To maintain up-to-date accounts using the double entry book keeping method.

9.11.3 To submit applications to Societies/Sports Executive.

9.11.4 To produce a termly report and yearly budget.

9.11.5 To submit a detailed statement of accounts for the year to the Society/Club Annual General Meeting.

9.11.6 To attend treasurer training.

9.12 Duties of the Secretary

9.12.1 To maintain membership records containing at least the name and Union card number of all Society/Club members.

9.12.2 To produce agenda documents for committee meetings.

9.12.3 To maintain a written record of all committee meetings.

9.12.4 To maintain an up-to-date copy of the Society/Club constitution.

9.13 Finance

9.13.1 The Society/Club shall be a constituent part of the Union and thus subject to the rulings of Union Council.

9.13.2 The Society/Club finances and bank accounts shall be under the ultimate control of Union Council.

9.13.3 The Society/Club shall have a bank account at a bank approved by Union Council.

9.13.4 The Society/Club shall keep full, up-to-date accounts of its finances using the double entry book keeping method.

9.13.5 At least two Officers’ signatures shall be required to make payments from the Society/Club account.

9.13.6 The Society/Club must produce on request, a detailed statement of accounts to the Societies & Events Officer or Societies/Clubs Funding Committee.

9.13.7 The assets or liabilities of the Society/Club shall remain with the Society/Club regardless of any committee changes.

9.13.8 The Officers shall accept full administrative and financial responsibility for the Society/Club.

9.13.9 Committee members may not receive financial payment or profit as a result of their position on the committee.

9.13.10 Committee members may be reimbursed for any expenditure on behalf of the Society/Club only after submitting a receipt to the Treasurer.

9.13.11 In the event of dissolution or abolition of the Society/Club its assets will revert to the Union.

9.13.12 Union accounts must be zeroed at the end of each financial year.

9.14 Annual General meetings

9.14.1 The Societies/Sports Executive must be informed of the date of any General Meeting at least ten working days in advance.

9.14.2 The Societies/ Sports Executive may, at its discretion, send an observer to General Meetings.

9.14.3 Notice of General meetings must be posted ten working days before the date of the meeting.

9.14.4 Business for discussion at General Meetings must be submitted in writing at least six working days prior to the date of the meeting.

9.14.5 The agenda for General meetings must be posted five working days before the date of the meeting.

9.14.6 The quorum for all General Meetings shall be one third of all the full members or 30 full members, whichever is the lesser.

9.14.7 The President/ Captain/Chair shall chair all General Meetings.

9.14.8 Voting shall be either by show of hands or secret ballot, and decisions will be made by simple majority.

9.14.9 If any member moves no confidence in the Chair, a vote shall be taken immediately.

9.14.10 If a motion of no confidence in the Chair is passed, a new Chair will be elected by the meeting.

9.14.11 Annual General Meetings

9.14.12 The Annual General meetings shall be held during the second term.

9.14.13 The order of business shall be

a) President’s/Captain’s/Chair’s report

b) Financial Report

c) Constitutional Amendments

d) Elections

e) Any other business

9.14.14 If an Annual General Meeting is declared inquorate, it must adjourn to be reconvened within ten working days.

9.14.15 If a reconvened Annual General Meeting is declared inquorate, the Society/Club will be deemed abolished, subject to the rulings of Societies/Sports Executive.

9.14.16 The Society/ Club must submit to Societies/Sports Executive, the full agenda and minutes of their Annual General Meeting.

9.15 Extraordinary General Meetings

9.15.1 An Extraordinary General meeting may be called by either one third of all the full members or 30 full members, whichever is less.

9.15.2 Notice of Extraordinary General Meetings, together with their agenda, shall be posted within two working days of the meeting being called.

9.15.3 The agenda for Extraordinary General meetings shall be restricted to the motion or business for which the meeting was called.

9.15.4 If an Extraordinary General Meeting is declared inquorate it may not proceed.

9.16 Constitutional Amendments

9.16.1 Constitutional amendments may be approved either by an Annual General Meeting of the Society/Sports Club or Extraordinary General Meeting.

9.16.2 Constitutional amendments are subject to the final approval of the Societies/Sports Executive.

9.16.3 Proposed constitutional amendments must be published in the agenda for the appropriate General Meeting and cannot be moved under ‘Any other business’.

9.16.4 Constitutional amendments shall come into effect immediately unless otherwise stated in the motion.

9.17 Elections

9.17.1 Elections shall take place at the Annual General Meeting.

9.17.2 Candidates for positions on the Society/Club committee shall be proposed and seconded by full members of the Society/Club.

9.17.3 Candidates may neither propose nor second themselves.

9.17.4 Members may only propose or second one for each committee position.

9.17.5 Notifications of opening of nominations shall be ten working days before the date of the General Meeting.

9.17.6 Nominations shall open five working days before the date of the General Meeting.

9.17.7 Other provisions

9.17.8 No member shall have more than one vote.

9.17.9 The interpretation of this constitution is the responsibility of the Society/Club committee.

9.17.10 In case of dispute over a particular interpretation of this constitution, the Societies/Sports Executive shall be the final arbiter.