Cambridge University Computing and Technology Society

The Constitution

1. General

1.1. The name of the Society shall be "Cambridge University Computing and Technology Society" (hereafter, the Society).

1.2. The aim of the Society shall be:

  • to promote interest for members and the public in computing and information technology;
  • to provide networking opportunities with potential employers for members and
  • to provide a forum for discussion on issues and topics concerning information technology.

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 Executive Committee and by the General Meetings of the Society members: the Annual General Meeting (AGM) and the Ordinary General Meeting (OGM).

2. Membership of the Society

2.1. Membership of the Society shall be open to

  • all members of the university;
  • any other interested individuals at the discretion of the Executive Committee.

2.2. The Executive Committee shall have the right to suspend the membership of any person whose actions it deems to be damaging to the Society or its reputation at its discretion. Suspensions may be appealed at a General Meeting, whose decisions shall override the Executive Committee's.

2.3. The Executive Committee may fix a membership fee at its discretion.

2.4. The Executive Committee and the General Meetings shall have the right to offer free temporary or life membership to any person as they see fit.

3. General Meetings

3.1. The General Meetings (henceforth, GMs) represent the totality of the members of the Society and constitute its ultimate governing institution. All members of the society have the right to be present and vote in person or delegate their vote.

3.2. Every member is entitled to exactly one vote at the General Meetings. They may choose to exercise it in person or to delegate it to another member of the Society in signed and dated writing.

3.3. Decisions at General Meetings are to be passed by a simple majority vote except for certain exceptions as outlined under points 3.4 and 5.1. In the event of a tie, the vote of the incumbent President shall determine the outcome.

3.4. The General Meetings shall have the exclusive authority to change the Constitution and elect or discharge members of the Executive Committee. Any change of the Constitution must be approved with at least two thirds of the votes cast.

3.5. Decisions of the General Meetings are binding to the Executive Committee.

3.6. All General Meetings must be announced to the Society's official mailing list at least 14 days in advance.

3.7. An Annual General Meeting (AGM) shall be held at least once a year during full term. Reasonable measures shall be taken to ensure that participation by interested members is viable. The incumbent committee is responsible for its organisation and timely invocation.

3.8. An Ordinary General Meeting (OGM) may be called by any group of members comprising more than 5 individuals or 25% of all members of the Society. The initiating group must formally inform the Executive Committee that an OGM has been called at least 21 days in advance of the planned meeting time. The Executive Committee must announce the OGM to Society members at least 14 days in advance, and the initiating group is responsible for the organisation and timely invocation of the meeting.

4. Executive Committee

4.1. The Executive Committee (hereafter, the Committee) is the Society's governing body which coordinates its day-to-day activities and represents the Society in all official functions. The Committee has the right to pass any decision about the operation of the Society, except for those described under 3.4.

4.2. The Committee shall consist of the President, the Vice- or Co-President (henceforth, the Presidents) and any number of Subcommittees associated with particular aspects of the Committee's responsibilities. Each of the Subcommittees shall be headed by a designated Chair who is answerable for its responsibilities and tasks; and Committee members apart from the Presidents must be a member of at least one Subcommittee. In addition, there shall be a Senior Treasurer, who 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. The Senior Treasurer shall be appointed by the elected members of the Committee and shall be ex officio a member of the Committee.

4.3. Elections for a new Committee must be held at each AGM.

4.4. A Committee election shall take place in the following manner:

  • Any number of Subcommittees may be proposed by any voting member of the GM. Proposed Subcommittees shall be voted on on an individual basis. The final set of Subcommittees shall include, in addition to the preceding,
    • the Financial Subcommittee, whose Chair shall be known as the Treasurer and
    • the Membership Subcommittee, whose Chair shall be referred to as the Secretary.
  • Elections for the Presidents and Subcommittee Chairs shall be held.  
  • Elections for Subcommittee Members shall be held.

4.5. Any voting member of a GM may be nominated by any other voting member for any Committee position in an election. For any position, initial votes may either be cast for any of the nominated members, or in favour of reopening the nomination process. For each position, a second round of voting shall be held, in which votes may be cast for either the top two candidates from the initial round or any of the candidates tied for the top position in the initial round. In the event of a tie in the second round of voting, the winner shall be determined by an unbiased random process at the discretion of the GM.

4.6. Decisions in the name of the whole Committee shall be made by simple majority voting among all members of the Committee. The minutiae of the voting shall be left to the discretion of the incumbent Committee.

4.7. The Committee may, at its discretion, appoint additional members to the Committee and establish additional Subcommittees outside of a GM. Such appointments shall be put up for validation or rejection at the next GM.

4.8. In the event that the required Committee positions can not be filled, a GM (with an election) must be called as soon as possible. Should the situation not be resolved during the GM, it shall either attempt to elect a single Steward who remains in charge of the Society's existing assets and obligations and shall be responsible for organising the next AGM to reattempt forming a Committee or decide to take the necessary steps for dissolution of the Society as outlined under 5.1.

5. Final provisions

5.1. The Society may be dissolved at an AGM, provided that at least 21 days' notice of the intention to dissolve the Society has been given to the official mailing list. At least two thirds of the votes cast must be in favour of the motion for Dissolution for it to be effective.

5.2. In the event of the dissolution of the society, its assets shall be given to the University society with the most similar interests, as determined by the final GM.

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