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 Society Constitution 
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 Post subject: Society Constitution
Unread postPosted: 16 Feb 2012, 01:25 
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This is the constitution which was voted in at the general meeting on 15/02/2012. It is still awaiting ratification from the Societies Federation.

Military History Society

CORE CONSTITUTION



1 Name

1.1 The name of this society shall be the Military History
Society. Throughout this document it will be
referred to as the Society.



2 Aims and Objectives



The Society shall exist:

2.1 To encourage the study and enjoyment of Military History

2.2 To raise for money service charities and any other charities the membership wish to support

2.3 To strengthen the ties between staff and students who teach, study or have a general interest in Military History



3 Membership

3.1 Full membership shall be open to all full Union
Members.

3.2 Associate membership shall be open to all staff
and alumni of the University of Kent and to
students from other institutions.

3.3 A subscription shall be required as specified by
the Societies Federation Committee.

3.4 All references to Members in this Constitution
shall be to paid up Members of the Society.



4 Member Entitlements

4.1 All Members of the Society, whether Full or
Associate, shall be entitled to:

i. Attend, speak and place items on the agenda
at all Society General Meetings.
ii. Attend, speak and place items on the agenda
at all meetings of the Society Committee.
iii. Inspect all Society minutes at seven (7)
calendar days' notice.
iv. Inspect the Society accounts at seven (7)
calendar days' notice.




4.2 All Full Members of the Society are also entitled
to:

i. Stand and vote in Society Committee
Elections.
ii. Vote at all Society General Meetings.


4.3 All Associate Members of the Society shall be
entitled to partake in Society events at the
discretion of the Societies Federation Committee.



5 Government

5.1 All government of the Society shall be in
accordance with this Constitution, Kent Union's
Constitution and Rules and the Societies Federation
Constitution.

5.2 The Society shall have a number of key
decision-making bodies. In order, starting with that
of highest authority, they are the following:

i. The Society Annual General Meeting and
the Society General Meeting.
ii. The Society Committee Meeting.




The General Meeting

5.3 The Annual General Meeting shall be held once
per academic year during term time to elect a new
Committee and shall be conducted in accordance
with the Meeting Rules.

5.4 Society General Meetings may be called in
accordance with the Meeting Rules.



The Society Committee

5.5 The Society Committee shall consist of the
following elected, voting, Executive Officers:

i. Society President
ii. Society Treasurer
iii. Society Secretary
iv. Society Vice-President




5.6 The Executive Officers alone shall be entitled to
pay out or withdraw funds from the Society's
account, or to pay for Union services by internal
transfer.

5.7 No Member shall hold more than one Executive
post.

5.8 The Society Committee shall also consist of the
following elected, voting Officers:

i. Society Social Secretary
ii. Society New Members Representative




5.9 The Committee may co-opt such non-voting
Officers as it considers necessary.

5.10 The Union Societies Federation Committee
shall be informed of the names of all Society
Officers.

5.11 The Union Societies Federation Committee
shall be informed of any changes to the Committee
structure.



The Society Committee Meeting

5.12 The Committee Meeting shall be responsible


within Constitutional limits for determining policy
in accordance with the Committee Meeting Rules.



6 Finance

6.1 All financial matters shall be dealt with in
accordance with Kent Union's financial procedures.

6.2 Confirmation of expenditure or withdrawal of
money from the Society's account shall be
validated by no means other than the signature of
the Treasurer and one other Executive Officer.

6.3 Neither the Society nor Kent Union accepts any
liability for any debt or other obligation incurred by
any of its Officers or other Members, whether or
not it is incurred on behalf of the Society.



7 Amendments

7.1 The Society General Meeting shall be the sole
body competent to amend the Constitution and
Rules.

7.2 All amendments to the Constitution shall
require the support of two-thirds of those voting at
a General Meeting.

7.3 All amendments to the Rules shall require a
simple majority in support, of those present and
entitled to vote at a General Meeting, including
abstentions.

7.4 Any approved amendments must be presented
to the Student Activities Sabbatical Officer for
approval before they come into effect.



8 Interpretation

8.1 In the event of a dispute as to the
interpretation of any part of the Constitution or
Rules, the ruling of the Student Activities Sabbatical
Officer shall be sought.

8.2 In the event of a challenge to the Student
Activities Sabbatical Officer’s ruling, the decision of
the Union Council shall be final.




The Military History Society

RULES: GENERAL MEETINGS



M 1 Who can come to a General Meeting?

M 1.1 Any Member of the Society and any Member
of Union Council and Societies Federation
Committee may attend General Meetings in
accordance with this Constitution and Rules. Any
individuals who are not such members who wish to
attend must receive permission from the Meeting.



M 2 Who may speak at a General Meeting?

M 2.1 Any Member of the Society and any Member
of Union Council and Societies Federation
Committee may speak at a General Meeting. Any
individuals who are not full Members may only
speak with the permission of the Meeting.



M 3 Who may vote at a General Meeting?

M 3.1 Only Society Members who are present at
the meeting may vote.

M 3.2 The Chair shall have an original and, if
necessary, casting vote



M 4 How many Members have to be there?

M 4.1 The quorum for Society General Meetings is
thirty percent (30%) of Society Members.



M 5 Who runs the Meeting?

M 5.1 Unless absent, the President shall ordinarily
chair the Meeting.

M 5.2 The Society Committee may, in the case of
the President's absence, appoint an alternative
Chairperson by simple majority vote.



M 6 How must Members be notified of a
Meeting?

M 6.1 Notice of any General Meeting shall be given
at least three (3) days in advance, stating clearly
date, time and place.

M 6.2 Notice of any General Meeting pertaining to
the alteration of the Society Constitution and/or
Rules shall be given to the Societies Federation
Committee.



M 7 How to call a Society General Meeting

M 7.1 A Society General Meeting shall be called by
the Society Committee as necessary.

M 7.2 In addition, the Secretary must call a Society
General Meeting if handed a petition signed by at
least ten percent (10%) of Society Members.

M 7.3 The Secretary may accept a petition
gathered electronically, provided they are satisfied
as to its authenticity.

M 7.4 The Secretary shall make arrangements for
the General Meeting to be held on a date not
exceeding five (5) academic days from receipt of
notice.



M 8 Minutes

M 8.1 The Society shall keep at least one paper
copy of the minutes of any General Meeting.









The Military History Society

RULES: COMMITTEE MEETINGS



CM 1 Calling of Meetings

CM 1.1 Committee Meetings shall be convened by
the Secretary, or another Officer appointed by the
Committee, on a regular basis.

CM 1.2 The Secretary shall be responsible for
publication of details of all Meetings at least three
(3) academic days before the Meeting.



CM 2 Chairing

CM 2.1 Committee Meetings will be ordinarily
chaired by the Society President.



CM 3 Quorum

CM 3.1 The quorum for Committee Meetings shall
be fifty percent (50%) plus one (1) of the voting
Committee Officers.



CM 4 Voting

CM 4.1 All decisions shall be simple majority of
decisions of all Committee Members present.

CM 4.2 The President shall have an original and, if
necessary, casting vote.



CM 5 Agenda

CM 5.1 Any Member shall be entitled to place


items on the agenda up to two (2) days in advance
of the Meeting.

CM 5.2 The agenda shall be published by the
Secretary at least one (1) day in advance of the
Meeting.



CM 6 Minutes

CM 6.1 Full minutes will be taken at each Meeting
and approved at each subsequent Meeting. The
approved minutes will be held by the Secretary,
but will also be distributed to Committee
Members.




The Military History Society

RULES: ELECTIONS



E 1 Application

E 1.1 These Election Rules shall apply to all
elections conducted within the Society.

E 1.2 Societies Federation Committee must be
made aware of all elections conducted within the
Society



E 2 Nominations

E 2.1 All Full Members shall be entitled to stand for
any position.

E 2.2 Nominations for any post shall close one (1)
day before the vote takes place.

E 2.3 All nominations, and any manifestos, are to
be submitted to the Returning Officer, who is to
oversee all aspects of the election.



E 3 Voting

E 3.1 The vote shall be held at a General Meeting
by Secret Ballot

E 3.2 Only Paid Members of the Society will be
allowed a vote

E3.3 The Returning Officer will oversee the
distribution of voting ballots in accordance with the
paid membership list from the Union at the close of
nominations

E 3.4 The vote will be conducted by Single
Transferable Vote, with a facility for No Suitable
Candidate



E 4 The Count

E 4.1 The Returning Officer will facilitate the count
outside of the Meeting

E 4.2 The results will be made known within five (5)
working days of the election

E 4.3 Any challenge to the results must be made
within three (3) days of the announcement

E4.4 The Societies Federation Committee shall be
called upon to settle any matters arising from the
elections.

E 4.5 If called upon, the decision of the Societies
Federation Committee shall be final.



E 5 Bye-Elections and Co-Options

E 5.1 If any committee position falls vacant, the
executive officers shall determine if and when a
bye-election should be called.

E5.2 In the interim period before any such bye-
election, the committee may co-opt a full member
of the society into the position as a non-voting
officer, with the exception of the executive
positions.

E5.3 If a bye-election fails to fill a position, the
committee may co-opt a full member of the society
as a non-voting officer, with the exception of the
executive positions.


The Military History Society

RULES: DISCIPLINE



D 1 Disciplinary Measures

D 1.1 Disciplinary measures may be implemented
against any Society Member, whether Full or
Associate.

D 1.2 All disciplinary measures shall be executed
in accordance with any Union rules in place for
such purposes.

_________________
Forum Administrator
Members' Rep 2011-2013, Social Secretary 2012-2013


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 Post subject: Re: Society Constitution
Unread postPosted: 21 Nov 2013, 19:16 
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Constitution 21/11/13

modified by
Daniel Hatfield
Societies Coordinator

Preamble
"Following a Society Federation Committee (now renamed Society Executive) meeting on 7th May 2013, there was an agreed update to the elections section of all societies template constitutions.
Please find your updated constitution attached. We have not altered your society’s name, aims and objectives, positions etc.
Multiple sections have been added and altered only from section E 1.1 to E 6.3"


Military History Society

CORE CONSTITUTION



1 Name

1.1 The name of this society shall be the Military History
Society. Throughout this document it will be
referred to as the Society.



2 Aims and Objectives



The Society shall exist:

2.1 To encourage the study and enjoyment of Military History

2.2 To raise for money service charities and any other charities the membership wish to support

2.3 To strengthen the ties between staff and students who teach, study or have a general interest in Military History



3 Membership

3.1 Full membership shall be open to all full Union
Members.

3.2 Associate membership shall be open to all staff
and alumni of the University of Kent and to
students from other institutions.

3.3 A subscription shall be required as specified by
the Societies Federation Committee.

3.4 All references to Members in this Constitution
shall be to paid up Members of the Society.



4 Member Entitlements

4.1 All Members of the Society, whether Full or
Associate, shall be entitled to:

i. Attend, speak and place items on the agenda
at all Society General Meetings.
ii. Attend, speak and place items on the agenda
at all meetings of the Society Committee.
iii. Inspect all Society minutes at seven (7)
calendar days' notice.
iv. Inspect the Society accounts at seven (7)
calendar days' notice.




4.2 All Full Members of the Society are also entitled
to:

i. Stand and vote in Society Committee
Elections.
ii. Vote at all Society General Meetings.


4.3 All Associate Members of the Society shall be
entitled to partake in Society events at the
discretion of the Societies Federation Committee.



5 Government

5.1 All government of the Society shall be in
accordance with this Constitution, Kent Union's
Constitution and Rules and the Societies Federation
Constitution.

5.2 The Society shall have a number of key
decision-making bodies. In order, starting with that
of highest authority, they are the following:

i. The Society Annual General Meeting and
the Society General Meeting.
ii. The Society Committee Meeting.




The General Meeting

5.3 The Annual General Meeting shall be held once
per academic year during term time to elect a new
Committee and shall be conducted in accordance
with the Meeting Rules.

5.4 Society General Meetings may be called in
accordance with the Meeting Rules.



The Society Committee

5.5 The Society Committee shall consist of the
following elected, voting, Executive Officers:

i. Society President
ii. Society Treasurer
iii. Society Secretary
iv. Society Vice-President




5.6 The Executive Officers alone shall be entitled to
pay out or withdraw funds from the Society's
account, or to pay for Union services by internal
transfer.

5.7 No Member shall hold more than one Executive
post.

5.8 The Society Committee shall also consist of the
following elected, voting Officers:

i. Society Social Secretary
ii. Society New Members Representative




5.9 The Committee may co-opt such non-voting
Officers as it considers necessary.

5.10 The Union Societies Federation Committee
shall be informed of the names of all Society
Officers.

5.11 The Union Societies Federation Committee
shall be informed of any changes to the Committee
structure.



The Society Committee Meeting

5.12 The Committee Meeting shall be responsible


within Constitutional limits for determining policy
in accordance with the Committee Meeting Rules.



6 Finance

6.1 All financial matters shall be dealt with in
accordance with Kent Union's financial procedures.

6.2 Confirmation of expenditure or withdrawal of
money from the Society's account shall be
validated by no means other than the signature of
the Treasurer and one other Executive Officer.

6.3 Neither the Society nor Kent Union accepts any
liability for any debt or other obligation incurred by
any of its Officers or other Members, whether or
not it is incurred on behalf of the Society.



7 Amendments

7.1 The Society General Meeting shall be the sole
body competent to amend the Constitution and
Rules.

7.2 All amendments to the Constitution shall
require the support of two-thirds of those voting at
a General Meeting.

7.3 All amendments to the Rules shall require a
simple majority in support, of those present and
entitled to vote at a General Meeting, including
abstentions.

7.4 Any approved amendments must be presented
to the Student Activities Sabbatical Officer for
approval before they come into effect.



8 Interpretation

8.1 In the event of a dispute as to the
interpretation of any part of the Constitution or
Rules, the ruling of the Student Activities Sabbatical
Officer shall be sought.

8.2 In the event of a challenge to the Student
Activities Sabbatical Officer’s ruling, the decision of
the Union Council shall be final.




The Military History Society

RULES: GENERAL MEETINGS



M 1 Who can come to a General Meeting?

M 1.1 Any Member of the Society and any Member
of Union Council and Societies Federation
Committee may attend General Meetings in
accordance with this Constitution and Rules. Any
individuals who are not such members who wish to
attend must receive permission from the Meeting.



M 2 Who may speak at a General Meeting?

M 2.1 Any Member of the Society and any Member
of Union Council and Societies Federation
Committee may speak at a General Meeting. Any
individuals who are not full Members may only
speak with the permission of the Meeting.



M 3 Who may vote at a General Meeting?

M 3.1 Only Society Members who are present at
the meeting may vote.

M 3.2 The Chair shall have an original and, if
necessary, casting vote



M 4 How many Members have to be there?

M 4.1 The quorum for Society General Meetings is
thirty percent (30%) of Society Members.



M 5 Who runs the Meeting?

M 5.1 Unless absent, the President shall ordinarily
chair the Meeting.

M 5.2 The Society Committee may, in the case of
the President's absence, appoint an alternative
Chairperson by simple majority vote.



M 6 How must Members be notified of a
Meeting?

M 6.1 Notice of any General Meeting shall be given
at least three (3) days in advance, stating clearly
date, time and place.

M 6.2 Notice of any General Meeting pertaining to
the alteration of the Society Constitution and/or
Rules shall be given to the Societies Federation
Committee.



M 7 How to call a Society General Meeting

M 7.1 A Society General Meeting shall be called by
the Society Committee as necessary.

M 7.2 In addition, the Secretary must call a Society
General Meeting if handed a petition signed by at
least ten percent (10%) of Society Members.

M 7.3 The Secretary may accept a petition
gathered electronically, provided they are satisfied
as to its authenticity.

M 7.4 The Secretary shall make arrangements for
the General Meeting to be held on a date not
exceeding five (5) academic days from receipt of
notice.



M 8 Minutes

M 8.1 The Society shall keep at least one paper
copy of the minutes of any General Meeting.









The Military History Society

RULES: COMMITTEE MEETINGS



CM 1 Calling of Meetings

CM 1.1 Committee Meetings shall be convened by
the Secretary, or another Officer appointed by the
Committee, on a regular basis.

CM 1.2 The Secretary shall be responsible for
publication of details of all Meetings at least three
(3) academic days before the Meeting.



CM 2 Chairing

CM 2.1 Committee Meetings will be ordinarily
chaired by the Society President.



CM 3 Quorum

CM 3.1 The quorum for Committee Meetings shall
be fifty percent (50%) plus one (1) of the voting
Committee Officers.



CM 4 Voting

CM 4.1 All decisions shall be simple majority of
decisions of all Committee Members present.

CM 4.2 The President shall have an original and, if
necessary, casting vote.



CM 5 Agenda

CM 5.1 Any Member shall be entitled to place


items on the agenda up to two (2) days in advance
of the Meeting.

CM 5.2 The agenda shall be published by the
Secretary at least one (1) day in advance of the
Meeting.



CM 6 Minutes

CM 6.1 Full minutes will be taken at each Meeting
and approved at each subsequent Meeting. The
approved minutes will be held by the Secretary,
but will also be distributed to Committee
Members.




The Military History Society

RULES: ELECTIONS

E 1 Application
E 1.1 These Election Rules shall apply to all elections conducted within the Society.
E 1.2 Kent Union’s Election rules shall also apply to all elections conducted within the Society.
E 1.3 Kent Union’s Returning Officer shall oversee the elections process and shall appoint anyone to assist them in the elections process.
E 1.4 The Committee, within these election rules, shall decide the elections procedure subject to the approval of the Returning Officer.
E 1.5 Kent Union’s Returning Officer shall be given (10) days in advance notice of any election.
E 1.6 Societies Federation Committee must be made aware of all elections conducted within the Society.

E 2 Publicity
E 2.1 The Secretary shall be responsible for advertising the elections seven (7) days in advance to all members, including details of when nominations and voting open and close.

E 3 Nominations
E 3.1 All Full Members shall be entitled to stand for any position.

E 4 Voting
E 4.1 The vote shall be held by Secret Ballot open to all full Members of the Society.
E 4.2 The vote will be conducted by Single Transferable Vote, with a facility for No Suitable Candidate and to Re-Open Nominations (RON).

E 5 The Count
E 4.1 The Returning Officer shall be responsible for conducting the count.
E 4.2 The Returning Officer shall appoint anyone to assist them with the count.
E 4.3 Kent Union’s Returning Officer shall notify the executive committee of the results within three (3) days of the close of voting.
E 4.4 The executive committee shall be responsible for advertising the results to all members within seven (7) days of the close of voting.
E 4.5 Any challenge to the results must be made within three (3) days of the announcement.
E 4.6 In the event of a tied vote, the Returning Officer will arrange a ‘drawing of lots’ between candidates.
E 4.7 The Returning Officer shall be called upon to settle any matters arising from the elections.
E 4.8 If called upon, the decision of the Returning Officer shall be final.

E 6 Bye-Elections and Co-Options
E 6.1 If any committee position falls vacant, the executive officers shall determine if and when a bye-election should be called.
E 6.2 In the interim period before any such bye-election, the committee may co-opt a full member of the society into the position as a non-voting officer, with the exception of the executive positions.
E 6.3 If a bye-election fails to fill a position, the committee may co-opt a full member of the society as a non-voting officer, with the exception of the executive positions.




















The Military History Society

RULES: DISCIPLINE



D 1 Disciplinary Measures

D 1.1 Disciplinary measures may be implemented
against any Society Member, whether Full or
Associate.

D 1.2 All disciplinary measures shall be executed
in accordance with any Union rules in place for
such purposes.

_________________
UKC Military History Society President, 2013-2015
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