GLASGOW UNIVERSITY SINGAPORE SOCIETY CONSTITUTION
26th October 2007
1 NAME
The society will be called Glasgow University Singapore Society (GUSS).
2 AIMS AND OBJECTIVES
2.1 The objectives of the society are:
(a) To provide a social platform for Singaporean to meet and help fellow mates
(b) To aid in the integration between Singaporeans and other nationalities in the United Kingdom.
(c) To promote social life of its members.
(d) To play an advisory role for current and prospective students residing in Glasgow .
2.2 The Society is a non-profit organisation.
3 MEMBERSHIP
3.1 Membership shall run concurrently with the Academic Year.
3.2 Full membership shall be open to matriculated students of Glasgow University only.
3.3 All others may join as Associate members. This includes Glasgow University staff, students from other universities and members of the public.
3.4 The office-bearers shall have the authority to review all applications for memberships and vote to accept or reject the applicant.
3.5 Any office bearer will have the right to recommend suspension or barring of any member who brings the society into disrepute to the society membership. Any member who is found to be using the club for any personal gain shall be removed from the membership and banned for life.
4 GOVERNANCE
4.1 The Society shall be under the democratic control of membership.
4.2 Any member who is a matriculated student shall have full voting rights at General Meetings of the Society.
4.3 At any General Meeting of the Society, the weight assigned to the total vote of Associate members shall not exceed 20 per cent of the total membership.
4.4 The Society shall have the following office-bearers (hereinafter referred as "executive committee") :
4.4.1 President
(a) The President's primary duty is to ensure that the executive committee performs in a manner conducive to the well being of the Society.
(b) The President will be the official spokesperson on matters of concern to members of the society.
(c) The President shall represent all members of the Society on other bodies such as Contact Singapore, Singapore High Commission, etc.
(d) The President cannot commit the society to any involvement or activity without due consultation with all office-bearers.
(e) The President will preside over all meetings concerning the association and when unavailable to attend shall designate either the Secretary or Treasurer to do so.
(f) The President has the authority for calling all regular meetings and emergency meetings when deemed fit.
(g) The President and Treasurer shall have signing authority on all association financial transactions.
(h) The President shall be accountable to all member clubs, provide advice and advocacy when approached.
(i) The President shall make every effort to inform members of issues relevant to their welfare and of decisions made or actions undertaken by the Society on their behalf.
(j) It is the responsibility of the President to make a report of activities of the Society at the Annual General Meeting.
4.4.2 Secretary
(a) The secretary shall be responsible for all internal correspondence.
(b) The secretary shall be responsible for keeping accurate minutes of all special/regular meetings. These minutes shall be read in full at regular meetings and must be proposed and seconded as a true and accurate minute. Such minutes shall be retained with the secretary for a period no lesser than 3 years.
(c) The secretary shall report on all correspondence at regular meetings and when unavailable to attend shall designate one of the office-bearers to do so.
(d) The secretary shall maintain a list of members and their personal information and under no circumstances shall divulge this information to any members unless approved by the President.
4.4.3 Treasurer
(a) The treasurer shall always be one of two signatures on all association financial transactions except when unavailable.
(b) The treasurer is responsible for all financial affairs in the society and has to be present at every financial negotiation amounting to ¢G100.00 and above.
(c) The treasurer is responsible for setting up appropriate bank accounts and shall ensure minimum cash in hand balance.
(d) The treasurer shall report at each meeting on all income and expenditures for the prior months. A balance of the books will be presented to the President at periodic intervals.
(e) Daily access to the books of accounts shall be restricted to the Treasurer and President only. In the event of a dispute of accuracy of the accounts, the books will be handed over to the Glasgow University International Office for review.
(f) The treasurer shall make all bank account books, balance books and receipts available for annual audit by the Glasgow University International Office prior the Annual General Meeting. These records shall be turned over the International Advisor in sufficient time for the books to be audited.
4.4.4 Events Convenor
(a) The Events Convenor shall be responsible to organise any recreational activities as well as to organise any sports related events on behalf of the Society.
(c) The Events Convenor will present a list of recreational activities as well as a list of sports related events to all members at the Annual General Meeting.
4.4.6 Webmaster
(a) The Webmaster shall be responsible for the maintenance of the Society's website. The web page had to be updated regularly reflecting the latest announcements and updates pertaining to the society.
(b) All official notices concerning the members of the Society will be issued by the Webmaster via electronic mail. It is the duty of the Webmaster to maintain an up-to-date copy of all the electronic mail addresses of the members.
(c) The Webmaster must under no circumstances divulge the electronic mail address of any members unless for official purposes.
(e) It is the duty of the Webmaster to promptly reply any electronic mails directed to the Society and direct it to the appropriate authority if it exceeds his jurisdiction.
4.5 With the exception of the Webmaster and Events Convenor, the other office bearers have to be Singapore Nationals or Permanent Residents of Singapore.
4.6 Unless this Constitution provides otherwise, any representative elected under this Constitution holds office for 12 months commencing on 1st March in the year following her/his election.
4.7 Office bearers shall be elected by the membership at the Annual General Meeting or at a special general meeting called to elect a replacement during the event of vacancy. For election to the office, a member must be proposed and seconded by two different members.
4.8 Any full member of the society is entitled to stand for a position, unless ineligible because it is reserved in order to secure representation for particular sections of the membership. To be voted into office a member shall be in good standing.
4.9 At least one office bearer shall be a matriculate student and shall not have opted of SRC representation under the Educational Act 1994.
4.10 The Annual General Meeting, at which office bearers shall be elected, and the society's accounts submitted and approved by the membership shall be called with not less than 10 working days' notice to the membership
4.11 The position of any executive committee becomes vacant if he/she:
(a) ceases to be a full member of the Society; or
(b) resigns his/her position in writing to the Secretary.
4.12 An executive committee may be removed from the office if:
(a) he/she manifestly fails to fulfill his/her obligations in accordance to the Constitution herein
(b) he/she has acted willfully in a fashion materially contrary to the Constitution, or the regulations determined by the University Court .
(c) a resolution is carried by a two-thirds majority of full members present and voting at a Special General Meeting stating that he/she must be removed from office because of behaviours mentioned in sections4.11 (a) and 4.11 (b).
5 General Meeting
5.1 The Annual General Meeting shall take place in the month of October on a yearly basis.
5.2 the Secretary will ensure that before the Annual General Meeting, Ordinary General Meeting or Special General Meeting is to be convened in accordance to this Constitution, at least 10 academic days notice of the time, fate and venue of such a meeting, and at least 7 academic days notice of the agenda of such a meeting, by prominently displaying these details:
(a) on the noticeboard of the Queen Margaret Union and Glasgow University Union.
(b) on at least 2 noticeboards within the John Mclntyre Building .
(c) on at least 2 noticeboards within the University Hub.
(d) on the noticeboard of the Main Library.
5.3 A special General Meeting of the Society shall be convened upon being presented with a petition signed by 10 per cent of full members of the Society calling foe such a meeting.
5.4 The quorum for a general meeting of the Society is 50 members of the Society present in person.
5.5 If a quorum is not achieved within 1 hour of the time set for a general meeting then the meeting lapses, and all business is to be stood over to thw next Ordinary or Annual General Meeting of the Society.
5.6 Despite section 5.4, the business set out in section 5.2 may be dealt with by an inquorate general meeting after 1 hour have lapsed, provided that proper notice has been given.
5.7 A majority vote shall decide all issues.
5.8 In the event of a tied vote, all the office bearers shall cast an extra vote at their discretion of cancel voting for further discussion.
6 Constitutional
6.1 The office bearers will ensure that every member is aware a constitution exists and that a copy is available on request from the Secretary.
6.2 Any new members shall receive a copy of the constitution on admission to the Society.
6.3 The membership may amend the constitutional amendments at the Annual General Meeting.
6.4 On receipt of a petition signed by 10 percent of the membership, the Secretary shall give five working days notice of a special General Meeting to consider submitted constitutional amendments.
26th October 2007
1 NAME
The society will be called Glasgow University Singapore Society (GUSS).
2 AIMS AND OBJECTIVES
2.1 The objectives of the society are:
(a) To provide a social platform for Singaporean to meet and help fellow mates
(b) To aid in the integration between Singaporeans and other nationalities in the United Kingdom.
(c) To promote social life of its members.
(d) To play an advisory role for current and prospective students residing in Glasgow .
2.2 The Society is a non-profit organisation.
3 MEMBERSHIP
3.1 Membership shall run concurrently with the Academic Year.
3.2 Full membership shall be open to matriculated students of Glasgow University only.
3.3 All others may join as Associate members. This includes Glasgow University staff, students from other universities and members of the public.
3.4 The office-bearers shall have the authority to review all applications for memberships and vote to accept or reject the applicant.
3.5 Any office bearer will have the right to recommend suspension or barring of any member who brings the society into disrepute to the society membership. Any member who is found to be using the club for any personal gain shall be removed from the membership and banned for life.
4 GOVERNANCE
4.1 The Society shall be under the democratic control of membership.
4.2 Any member who is a matriculated student shall have full voting rights at General Meetings of the Society.
4.3 At any General Meeting of the Society, the weight assigned to the total vote of Associate members shall not exceed 20 per cent of the total membership.
4.4 The Society shall have the following office-bearers (hereinafter referred as "executive committee") :
4.4.1 President
(a) The President's primary duty is to ensure that the executive committee performs in a manner conducive to the well being of the Society.
(b) The President will be the official spokesperson on matters of concern to members of the society.
(c) The President shall represent all members of the Society on other bodies such as Contact Singapore, Singapore High Commission, etc.
(d) The President cannot commit the society to any involvement or activity without due consultation with all office-bearers.
(e) The President will preside over all meetings concerning the association and when unavailable to attend shall designate either the Secretary or Treasurer to do so.
(f) The President has the authority for calling all regular meetings and emergency meetings when deemed fit.
(g) The President and Treasurer shall have signing authority on all association financial transactions.
(h) The President shall be accountable to all member clubs, provide advice and advocacy when approached.
(i) The President shall make every effort to inform members of issues relevant to their welfare and of decisions made or actions undertaken by the Society on their behalf.
(j) It is the responsibility of the President to make a report of activities of the Society at the Annual General Meeting.
4.4.2 Secretary
(a) The secretary shall be responsible for all internal correspondence.
(b) The secretary shall be responsible for keeping accurate minutes of all special/regular meetings. These minutes shall be read in full at regular meetings and must be proposed and seconded as a true and accurate minute. Such minutes shall be retained with the secretary for a period no lesser than 3 years.
(c) The secretary shall report on all correspondence at regular meetings and when unavailable to attend shall designate one of the office-bearers to do so.
(d) The secretary shall maintain a list of members and their personal information and under no circumstances shall divulge this information to any members unless approved by the President.
4.4.3 Treasurer
(a) The treasurer shall always be one of two signatures on all association financial transactions except when unavailable.
(b) The treasurer is responsible for all financial affairs in the society and has to be present at every financial negotiation amounting to ¢G100.00 and above.
(c) The treasurer is responsible for setting up appropriate bank accounts and shall ensure minimum cash in hand balance.
(d) The treasurer shall report at each meeting on all income and expenditures for the prior months. A balance of the books will be presented to the President at periodic intervals.
(e) Daily access to the books of accounts shall be restricted to the Treasurer and President only. In the event of a dispute of accuracy of the accounts, the books will be handed over to the Glasgow University International Office for review.
(f) The treasurer shall make all bank account books, balance books and receipts available for annual audit by the Glasgow University International Office prior the Annual General Meeting. These records shall be turned over the International Advisor in sufficient time for the books to be audited.
4.4.4 Events Convenor
(a) The Events Convenor shall be responsible to organise any recreational activities as well as to organise any sports related events on behalf of the Society.
(c) The Events Convenor will present a list of recreational activities as well as a list of sports related events to all members at the Annual General Meeting.
4.4.6 Webmaster
(a) The Webmaster shall be responsible for the maintenance of the Society's website. The web page had to be updated regularly reflecting the latest announcements and updates pertaining to the society.
(b) All official notices concerning the members of the Society will be issued by the Webmaster via electronic mail. It is the duty of the Webmaster to maintain an up-to-date copy of all the electronic mail addresses of the members.
(c) The Webmaster must under no circumstances divulge the electronic mail address of any members unless for official purposes.
(e) It is the duty of the Webmaster to promptly reply any electronic mails directed to the Society and direct it to the appropriate authority if it exceeds his jurisdiction.
4.5 With the exception of the Webmaster and Events Convenor, the other office bearers have to be Singapore Nationals or Permanent Residents of Singapore.
4.6 Unless this Constitution provides otherwise, any representative elected under this Constitution holds office for 12 months commencing on 1st March in the year following her/his election.
4.7 Office bearers shall be elected by the membership at the Annual General Meeting or at a special general meeting called to elect a replacement during the event of vacancy. For election to the office, a member must be proposed and seconded by two different members.
4.8 Any full member of the society is entitled to stand for a position, unless ineligible because it is reserved in order to secure representation for particular sections of the membership. To be voted into office a member shall be in good standing.
4.9 At least one office bearer shall be a matriculate student and shall not have opted of SRC representation under the Educational Act 1994.
4.10 The Annual General Meeting, at which office bearers shall be elected, and the society's accounts submitted and approved by the membership shall be called with not less than 10 working days' notice to the membership
4.11 The position of any executive committee becomes vacant if he/she:
(a) ceases to be a full member of the Society; or
(b) resigns his/her position in writing to the Secretary.
4.12 An executive committee may be removed from the office if:
(a) he/she manifestly fails to fulfill his/her obligations in accordance to the Constitution herein
(b) he/she has acted willfully in a fashion materially contrary to the Constitution, or the regulations determined by the University Court .
(c) a resolution is carried by a two-thirds majority of full members present and voting at a Special General Meeting stating that he/she must be removed from office because of behaviours mentioned in sections4.11 (a) and 4.11 (b).
5 General Meeting
5.1 The Annual General Meeting shall take place in the month of October on a yearly basis.
5.2 the Secretary will ensure that before the Annual General Meeting, Ordinary General Meeting or Special General Meeting is to be convened in accordance to this Constitution, at least 10 academic days notice of the time, fate and venue of such a meeting, and at least 7 academic days notice of the agenda of such a meeting, by prominently displaying these details:
(a) on the noticeboard of the Queen Margaret Union and Glasgow University Union.
(b) on at least 2 noticeboards within the John Mclntyre Building .
(c) on at least 2 noticeboards within the University Hub.
(d) on the noticeboard of the Main Library.
5.3 A special General Meeting of the Society shall be convened upon being presented with a petition signed by 10 per cent of full members of the Society calling foe such a meeting.
5.4 The quorum for a general meeting of the Society is 50 members of the Society present in person.
5.5 If a quorum is not achieved within 1 hour of the time set for a general meeting then the meeting lapses, and all business is to be stood over to thw next Ordinary or Annual General Meeting of the Society.
5.6 Despite section 5.4, the business set out in section 5.2 may be dealt with by an inquorate general meeting after 1 hour have lapsed, provided that proper notice has been given.
5.7 A majority vote shall decide all issues.
5.8 In the event of a tied vote, all the office bearers shall cast an extra vote at their discretion of cancel voting for further discussion.
6 Constitutional
6.1 The office bearers will ensure that every member is aware a constitution exists and that a copy is available on request from the Secretary.
6.2 Any new members shall receive a copy of the constitution on admission to the Society.
6.3 The membership may amend the constitutional amendments at the Annual General Meeting.
6.4 On receipt of a petition signed by 10 percent of the membership, the Secretary shall give five working days notice of a special General Meeting to consider submitted constitutional amendments.