3. Governance
3.2 Structure
3.2.1 Committee
The Society must have a president and at least 2 other committee members of; Vice, Secretary, Social Secretary, and/or Treasurer.
3.2.1.1 The Committee shall be responsible for the general running and financial policy of The Society, subject to such rules as laid out by the Students’ Union.
3.2.1.2 The LGBT Students’ Member of Student Parliament shall also sit on the committee, as an advice, welfare and representation base.
3.2.1.3 The group shall have a committee elected by simple majority via a secret ballot.
3.2.1.1 The Committee shall be responsible for the general running and financial policy of The Society, subject to such rules as laid out by the Students’ Union.
3.2.1.2 The LGBT Students’ Member of Student Parliament shall also sit on the committee, as an advice, welfare and representation base.
3.2.1.3 The group shall have a committee elected by simple majority via a secret ballot.
3.2.2 Roles
If any of the positions are not filled then another committee member shall take on that role. Decided at the discretion of the Committee.
3.2.2.1 President
3.2.2.1.1 Represent LGBT students’ within the Students’ Union, the University and to external organisations.
3.2.2.1.2 Will normally preside at all meetings (see 3.3), and shall have a casting vote during a standoff.
3.2.2.1.3 Organise and chair monthly Committee meetings and ensure agendas are set.
3.2.2.1.4 Shall be responsible for representation of The Society, its members to the Students’ Union, NUS LGBT Campaign and the University.
3.2.2.1.5 Any other duties as agreed by the Committee.
3.2.2.2 Vice-President
3.2.2.2.1 Undertake any of the President’s roles in the event of absence.
3.2.2.2.2 Ensure that The Society constitution is adhered to.
3.2.2.2.3 Ensure that the online communications of The Society are up to date.
3.2.2.2.4 Ensure that The Society adheres to the policies of the Students’ Union and University.
3.2.2.2.5 Any other duties as agreed by the Committee.
3.2.2.3 Secretary
3.2.2.3.1 Administration of the Society.
3.2.2.3.2 Take the minutes during meetings, or otherwise ensure they are recorded and distributed before the next meeting (3.3.5).
3.2.2.3.3 Issuing the minutes of meetings to Society members.
3.2.2.3.4 Prepare a summary of changes to The Society and membership to be presented (written or oral) at the AGM.
3.2.2.3.5 Any other duties as agreed by the Committee.
3.2.2.4 Social Secretary
3.2.2.4.1 In charge of the organization of The Society’s social calendar.
3.2.2.4.2 Responsible for planning/publicising The Society’s events.
3.2.2.4.2.1 Regularly communicate with members to ensure the programme of events reflects their general needs and specific requests where possible.
3.2.2.4.2.2 Ensure a provisional list is suggested to the Executive Committee meeting at least two weeks before the event.
3.2.2.4.3 Prepare a summary of events and activities to be presented (written or oral) at the AGM.
3.2.2.4.4 Any other duties as agreed by the Committee.
3.2.2.5 Treasurer
3.2.2.5.1 Responsible for the finances in accordance with the rules of this Constitution (see 2.5 & 3.6) and the Laws and Constitution of the Students’ Union and University.
3.2.2.5.2 Set the annual budget alongside the President.
3.2.2.5.3 Monitor all income and expenditure from LGBT accounts, ensuring all monies are used only in pursuing the proper aims of LGBT.
3.2.2.5.3.1 Liaise with the Students’ Union in the relevant ways.
3.2.2.5.4 Responsible for applying for additional funding throughout the year.
3.2.2.5.5 Prepare a summary of income and expenditure to be presented (written or oral) at the AGM.
3.2.2.5.6 Any other duties as agreed by the Committee.
3.2.2.1 President
3.2.2.1.1 Represent LGBT students’ within the Students’ Union, the University and to external organisations.
3.2.2.1.2 Will normally preside at all meetings (see 3.3), and shall have a casting vote during a standoff.
3.2.2.1.3 Organise and chair monthly Committee meetings and ensure agendas are set.
3.2.2.1.4 Shall be responsible for representation of The Society, its members to the Students’ Union, NUS LGBT Campaign and the University.
3.2.2.1.5 Any other duties as agreed by the Committee.
3.2.2.2 Vice-President
3.2.2.2.1 Undertake any of the President’s roles in the event of absence.
3.2.2.2.2 Ensure that The Society constitution is adhered to.
3.2.2.2.3 Ensure that the online communications of The Society are up to date.
3.2.2.2.4 Ensure that The Society adheres to the policies of the Students’ Union and University.
3.2.2.2.5 Any other duties as agreed by the Committee.
3.2.2.3 Secretary
3.2.2.3.1 Administration of the Society.
3.2.2.3.2 Take the minutes during meetings, or otherwise ensure they are recorded and distributed before the next meeting (3.3.5).
3.2.2.3.3 Issuing the minutes of meetings to Society members.
3.2.2.3.4 Prepare a summary of changes to The Society and membership to be presented (written or oral) at the AGM.
3.2.2.3.5 Any other duties as agreed by the Committee.
3.2.2.4 Social Secretary
3.2.2.4.1 In charge of the organization of The Society’s social calendar.
3.2.2.4.2 Responsible for planning/publicising The Society’s events.
3.2.2.4.2.1 Regularly communicate with members to ensure the programme of events reflects their general needs and specific requests where possible.
3.2.2.4.2.2 Ensure a provisional list is suggested to the Executive Committee meeting at least two weeks before the event.
3.2.2.4.3 Prepare a summary of events and activities to be presented (written or oral) at the AGM.
3.2.2.4.4 Any other duties as agreed by the Committee.
3.2.2.5 Treasurer
3.2.2.5.1 Responsible for the finances in accordance with the rules of this Constitution (see 2.5 & 3.6) and the Laws and Constitution of the Students’ Union and University.
3.2.2.5.2 Set the annual budget alongside the President.
3.2.2.5.3 Monitor all income and expenditure from LGBT accounts, ensuring all monies are used only in pursuing the proper aims of LGBT.
3.2.2.5.3.1 Liaise with the Students’ Union in the relevant ways.
3.2.2.5.4 Responsible for applying for additional funding throughout the year.
3.2.2.5.5 Prepare a summary of income and expenditure to be presented (written or oral) at the AGM.
3.2.2.5.6 Any other duties as agreed by the Committee.
3.2.3 Vote of No Confidence
To remove a committee member from power,
3.2.3.1 A vote of no confidence is used at an Emergency General Meeting (see 3.3.3).
3.2.3.2 A vote of no confidence must consist of;
3.2.3.2.1 At least 1 current committee member.
3.2.3.2.2 At least 3 ordinary Full Members, or 2 ordinary Full Members and 1 Associate Member.
3.2.3.2.3 A reasonable reason for the vote.
3.2.3.3 The LGBT Students’ Member of Student Parliament shall preside over the vote of no confidence.
3.2.3.3.1 If the LGBT Students’ Member of Student Parliament has a conflict of interest (at the digression of the proposer) then the Sports and Societies Officer or Vice-President of Students' Union shall preside over the vote.
3.2.3.4 The proposer has to put forward the vote of no confidence 28 days before a EGM is called to the President, LGBT Students’ Member of Student Parliament or Students’ Union.
3.2.3.4.1 The accused has that month to create a counter argument to the vote.
3.2.3.5 A simple majority via a secret ballet is required to remove the committee member.
3.2.3.1 A vote of no confidence is used at an Emergency General Meeting (see 3.3.3).
3.2.3.2 A vote of no confidence must consist of;
3.2.3.2.1 At least 1 current committee member.
3.2.3.2.2 At least 3 ordinary Full Members, or 2 ordinary Full Members and 1 Associate Member.
3.2.3.2.3 A reasonable reason for the vote.
3.2.3.3 The LGBT Students’ Member of Student Parliament shall preside over the vote of no confidence.
3.2.3.3.1 If the LGBT Students’ Member of Student Parliament has a conflict of interest (at the digression of the proposer) then the Sports and Societies Officer or Vice-President of Students' Union shall preside over the vote.
3.2.3.4 The proposer has to put forward the vote of no confidence 28 days before a EGM is called to the President, LGBT Students’ Member of Student Parliament or Students’ Union.
3.2.3.4.1 The accused has that month to create a counter argument to the vote.
3.2.3.5 A simple majority via a secret ballet is required to remove the committee member.
3.3 Meetings
3.3.1 General Meetings
3.3.1.1 Held at least one per semester.
3.3.1.2 Chaired by the President, or the appropriate Committee Member in an event of absence.
3.3.1.3 The quorum for the general meeting shall be 10% of the membership.
3.3.1.4 All members will receive at least 7 days notice of a general meeting.
3.3.1.5 All members shall be informed of the date, time and place of meetings 4 days beforehand.
3.3.1.2 Chaired by the President, or the appropriate Committee Member in an event of absence.
3.3.1.3 The quorum for the general meeting shall be 10% of the membership.
3.3.1.4 All members will receive at least 7 days notice of a general meeting.
3.3.1.5 All members shall be informed of the date, time and place of meetings 4 days beforehand.
3.3.2 Annual General Meeting
3.3.2.1 The quorum for the AGM shall be 1/3 of the membership or 10 members, whichever is lower.
3.3.2.2 The AGM shall be held in May, during which next year’s committee shall be elected.
3.3.2.3 At least 28 days notice of the AGM.
3.3.2.4 The Sport and Societies Officer shall be informed of The Society AGM.
3.3.2.5 The committee reports shall be given at the AGM.
3.3.2.6 During the AGM any amendments of the constitution shall be voted and made.
3.3.2.2 The AGM shall be held in May, during which next year’s committee shall be elected.
3.3.2.3 At least 28 days notice of the AGM.
3.3.2.4 The Sport and Societies Officer shall be informed of The Society AGM.
3.3.2.5 The committee reports shall be given at the AGM.
3.3.2.6 During the AGM any amendments of the constitution shall be voted and made.
3.3.3 Emergency General Meeting
3.3.3.1 The quorum for the EGM shall be 5.
3.3.3.2 An EGM can be requested by any Full Member.
3.3.3.2.1 Calling of an EGM is held at the digression of the Committee.
3.3.3.2.2 The Committee shall advertise an EGM on behalf of any Full Member.
3.3.3.3 An EGM must be held within 7 days of the request.
3.3.3.4 An EGM shall produce a binding decision.
3.3.3.5 The Sports and Society’s Officer or Vice-President of Students' Union shall be informed of an EGM, and the minutes shall be provided on request.
3.3.3.6 No other business other than that specified when called shall be discussed at the EGM.
3.3.3.2 An EGM can be requested by any Full Member.
3.3.3.2.1 Calling of an EGM is held at the digression of the Committee.
3.3.3.2.2 The Committee shall advertise an EGM on behalf of any Full Member.
3.3.3.3 An EGM must be held within 7 days of the request.
3.3.3.4 An EGM shall produce a binding decision.
3.3.3.5 The Sports and Society’s Officer or Vice-President of Students' Union shall be informed of an EGM, and the minutes shall be provided on request.
3.3.3.6 No other business other than that specified when called shall be discussed at the EGM.
3.3.4 Committee Meeting
3.3.4.1 The quorum for Committee Meetings shall be 50% of the Committee.
3.3.4.2 Committee Meeting shall be held at least once a semester.
3.3.4.3 The President shall chair the Committee Meetings.
3.3.4.4 All Committee Members are invited to Committee Meetings, in which decisions on the running of The Society are made.
3.3.4.2 Committee Meeting shall be held at least once a semester.
3.3.4.3 The President shall chair the Committee Meetings.
3.3.4.4 All Committee Members are invited to Committee Meetings, in which decisions on the running of The Society are made.
3.3.5 Minutes
coming soon!