This is a typed copy of the original handwritten constitution. Not for redistribution.

1 Title

The Computer Society.

2 Purpose

To promote an increased awareness of and interest in computing and the beneficial use of computers in UCG and to provide a social environment for it's members.

3 Membership

3.1 Membership is open to all the students and staff who satisfy the requirements in 3.2 and who are accepted by the committee of the society on the basis of his/her having a genuine interest in the purposes of the society.

3.2 Incoming members shall sign the register of members.

3.3 Register of members

3.3.1 This shall remain valid for the academic year.

3.3.2 It shall be renewed at the general meeting which shall be held no later than the fifth week of the first term of the academic year.

3.3.3 The register is open for inspection during term by any member or members of the society on the provision of three days notice.

3.3.4 The register shall not be available for the registering of new members during the five days prior to and on the day of any general or extraordinary meeting.

4 Organisation and Officers

4.1 The organisation of the society shall consist of the officers and committee of seven.

4.2 Officers

There shall be elected an auditor, a vice-auditor, a secretary and a student treasurer.

4.3 Committee

This shall consist of the four officers plus three ordinary committee members.

4.4 Functions of the committee

The organisation and coordination of all matters pertaining to the aims and activities of the computer society.

4.5 Responsibilities of the committee

4.5.1 The promotion of the aims of the society

4.5.2 The upholding of the constitution in all matters pertaining to the society.

4.5.3 The maintenance and safe keeping of any items which are the property of or are in the trust of the society.

4.6 Functions and responsibilities of the officers

4.6.1 The auditor shall chair any meeting which he attends and he shall not vote in any ballot at such meetings except in the case of a tie in which case he shall have the casting vote.

4.6.2 The vice auditor shall chair any meeting from which the auditor is absent and he shall have the casting vote should the result be tied at any such meetings. The vice auditor shall, at the discretion of the committee manage and be responsible for the technical activites of the society.

4.6.3 The secretary shall be responsible for all correspondence, minutes, and society records (except technical subject to 4.6.2 and financial subject to 4.6.4).

4.6.4 The student treasurer shall be responsible to the committee and the members and the college for all financial matters pertaining to the society.

4.6.5 Mode of election of committee and officers

The officers and committee members shall be proposed ands seconded at the annual general meeting and shall be elected by a secret ballot of the members present at the meeting. In the case of a tie on the first ballot, a second ballot shall be taken and in the event of a second tie, the chair, i.e. the outgoing auditor, or, if not in attendance, the outgoing vice auditor shall have the casting vote.

4.6.6 Mode of resignation from committee and offices

Any officer or committee member may tender his resignation in writing to the secretary giving at least seven days prior notification of the date of effect. See 4.6.8

4.6.7 Mode of dismissal of committee and officers

Any, or all, members of the committee may be voted from office by a vote of no confidence passed by a two thirds majority of those in attendance at a general meeting. c.f. 4.6.8

4.6.8 Extraodinary replacement of officers, committee members in the case of a vacancy for any officer or officers arising through resignation or dismissal, an extra-ordinary general meeting shall be convened at which a new officer or officers are to be selected in accordance with 4.6.5. In the case of the resignation of a committee member, a replacement may be co-opted, at the discretion of the committee, to the committee from among the membership of the society.

4.6.9 Additional functions and responsibilities

Any such functions or responsibilities which arise in the carrying out of the normal activities of the society or which may be created by a general meeting will be apportioned to members by the auditor and committee.

5 Meetings

5.1 Types of meetings

These shall consist of general meetings, committee meetings and club meetings.

5.2 Occasions of meetings

5.2.1 An annual general meeting shall be held every year, at least three weeks prior to the commencement of the summer exams.

5.2.2 EGMs may be held at any time of the academic year subject to 5.3.3. being satisfied.

5.2.3 Committee meetings shall be held at least once in each term with the first committee meeting of the academic year being held during the first full calendar week of first term after the re-enrollment of engineering, science, medicine, arts and commerce faculties.

5.2.4 At least 5 club meetings (the term club meetings to include debates, talks, discussions, and technical activities of the society) shall be held in each academic year, the distribution of which is to be at the discretion of the committee subject to 5.2.5.

5.2.5 The inaugural club meeting of the academic year shall be held not later than two calendar weeks after the first committee meeting of the first term.

5.3 Notice to be given of meetings

5.3.1 At least two days notice shall be given of club meetings at least four days notice shall be given of committee meetings at least seven days notice shall be given of general meetings.

5.4 Publications of notice of meetings

5.4.1 Notification of general meetings shall on the authority of the committee be posted by the secretary

5.4.2 The secretary shall on the authority of the auditor, vice auditor or student treasurer inform the officers, committee members and the staff treasurer of the time and location at which any committee meeting is to be held.

5.4.3 The secretary shall post notification of club meetings.

5.5 Convening of meetings

5.5.1 All meetings will be convened subject to 5.2 being satisfied.

5.5.2 The auditor or any other officer may convene a committee meeting.

5.5.3 The committee of the basis of a majority decision may convene club meetings.

5.5.4 Extra ordinary general meetings may be summoned by a majority at a committee meeting or on the presentation of the signatures of 50% of the members to the auditors note the provisions of 5.3 and 5.4 must be satisfied before a valid meeting can be held.

5.6 Cancellation and postponement of meetings

5.6.1 Committee meetings may be cancelled at 24 hours notice by the auditor and another officer.

5.6.2 Club meetings may be cancelled at 24hours notive by a majority decision of the officers of the society

5.6.3 General meetings may not be cancelled.

5.6.4 Committee meetings and club meetings may be postponed, subject to 5.2, by the auditor for up to 10 days after the initial meeting date.

5.6.5 General meetings may be postponed for up to 14 days by a majority decision of the committee.

5.7 Procedures

5.7.1 The secretary shall read the minutes of the last committee meeting which shall then be signed by the chairman if there are no valid objections by members of the committee. The chairman shall then present the agenda of the meeting which shall be discussed by the committee. If there are no other matters to be attended to, the chairman shall then close the meeting.

5.7.2 AGMs

The secretary and treasurer shall present their reports for their year of office. The election of officers for the coming year shall then take place. Any other business on the agenda shall then be attended to.

5.7.3 EGMs

The procedure of extraordinary general meetings shall be the same as that for annual general meetings with the exception of the officer's reports and the election of officers.

5.8 Quorum for a meeting

5.8.1 Committee meetings

The quorum shall be 4 including the auditor or vice auditor

5.8.2 General meetings

The quorum for general meetings shall be 40% of the membership.

5.9 Majorities

A majority shall be taken to mean a majority of those present at the meeting. In the case of a tied result, the chairman shall have the casting vote In the case of the election of officers 4.6.5 shall supersede this section.

5.10 Those entitled to attend and participate at meetings

5.10.1 Committee meetings

These shall be composed only of the members of the committee. The auditor may invite any other person to enlighten the committee or be informed of the position of the on any matter of interest to the society.

5.10.2 General meetings

Only members of the society may attend.

5.10.3 Club meetings

These will normally be open only to society members. However individual meetings may at the discretion of the committee be open to non-members.

6 Finances

In the event of finance being made available from college sources then this article shall be amended by the committee so as to meet with the approval of the funding authority.

6.1.1 The committee will appoint a member of the college staff as staff treasurer who shall be entitled to be present at any committee meeting.

6.1.2 The approval of the staff treasurer shall be required for the expenditure of funds.

6.2.1 A general meeting of the society may levy a membership fee.

6.2.2 If such a fee is levied all members must pay it to the student treasurer before the next club or general meeting. The membership of anyone failing to comply with this condition shall be deemed to have lapsed.

6.3 The expenditure of income shall be solely in settlement of costs arising from the activities of the society such as correspondence, guest speaking fees, literature and equipment.

6.4 The administering of the finances will be in the hands of the student treasurer who will furnish regular reports on the financial status of the society to the committee The student treasurer shall also present a report to the AGM on the financial status of the society through out the student treasurer's year of office.

6.5 Any excess monies at the end of the financial year shall be carried over into the succeeding year.

6.6 It shall be understood that the treasurer shall be indemnified against any personal liability for the debts of the society.

7 Winding up of the society

7.1 the society shall be wound up in the event of there not being enough members at the AGM to form a quorum for a committee meeting.

7.2 Disposal of assets

Any funds or articles in the possession of the society shall be held in trust by the college for any future computer society or club that may be formed.

8 Amendment of the constitution

A decision to delete, replace or revise any article in this constitution may only be taken by a majority vote of the committee and subsequently by a two-thirds majority of the members at a general meeting, subject to the subsequent ratification by the committee and the relevant college and student authority.

9 Interpretation of this constitution

In the event of any query at any meeting on any matter covered by this constitution, the interpretation of this constitution shall be carried out by the chair.