Cambridge University Estonian Society

1. Name

The name of the Society shall be "The Cambridge University Estonian Society" hereafter referred to as "the Society".

2. Objects

(1) The Society's aims shall be to promote Estonian culture at the University of Cambridge and support new Estonian students at the University. The Society also acts as a source of information for Estonians who are interested in studying in Cambridge.

(2) In pursuance of its aims the Society organises meetings at least once in every two months and once a year invites people from Estonia either to perform or talk. The Society also maintains a mailing list of the members of the society.

3. Membership

(1) Membership of the Society shall be open to all members of the University and any others that have an interest in Estonia, its culture and/or language. Membership shall be approved by the Executive Committee of the Society.

(2) The Society may offer Life Membership and Honorary Membership on such terms as it may decide.

(3) The Executive Committee may expel any member whose conduct seems likely to bring the Society into disrepute. Such expulsion shall be subject to confirmation at the next General Meeting of the Society.

4. The Executive Committee

(1) The day-to-day management of the Society's affairs shall be in the hands of the Executive Committee, which shall normally be elected at the Annual General Meeting (AGM).

(2) The Executive Committee shall consist of a President, Vice-President, Secretary, Social Secretary, and Junior Treasurer, IT Officer who shall be elected by the members as in 4(1). Every member of the Society may propose themselves to run for a position in the Committee. Voting shall be by secret ballot and if there are more than two candidates for a post or more than two options on a motion, voting shall be by Single Transferable Vote. In addition there shall be a Senior Treasurer, who shall be a resident member of the Regent House or other person approved by the Junior Proctor. The Senior Treasurer shall be appointed by the elected members of the Executive Committee and shall be ex officio a member of the Executive Committee.

(3) A majority of the elected members of the Executive Committee shall be fulltime or part-time undergraduate or postgraduate students of the University.

(4) Meetings of the Executive Committee shall be chaired by the President or in his or her absence the Vice-President. If neither the President nor Vice-President is present, the remaining members shall elect a chairperson for that meeting. The quorum for a meeting of the Executive Committee shall be three members and a written record of each meeting shall be kept.

5. General Meetings

(1) The Society shall hold an Annual General Meeting (AGM) during each academic year. The AGM shall be held in Cambridge during Michaelmas Full Term. All Members, other than Honorary Members, shall be entitled to attend and vote at any General Meeting. At least fourteen days written notice shall be given to members before the AGM.

(2) The AGM shall approve Minutes of the last General Meeting and the Society's Accounts for the preceding year, elect the Executive Committee for the year ahead and conduct such other business as is necessary.

(3) An Extraordinary General Meeting (EGM) may be held at any time during Full Term. It shall be held in Cambridge and may be called by the Executive Committee or at the written request of at least ten members. Twenty-one days written notice shall be given to members before an EGM is held. An EGM shall have the same powers as an AGM.

(4) The President or in his or her absence the Vice-President shall take the Chair at any General Meeting. In the absence of the President and Vice-President the meeting shall elect a Chairperson for that meeting. The quorum for a General Meeting shall be five members and a written record of every General Meeting shall be kept.

(5) The Constitution may be amended only at a General Meeting. Any change to the Constitution has to be approved by two thirds majority.

6. Financial Matters

(1) The Society shall maintain a banking account with a suitable Bank or Building Society to hold the Society's funds.

(2) It shall be the responsibility of the Junior Treasurer to ensure that money received is properly accounted for and that the Society's financial records are kept in good order.

(3) The Senior Treasurer shall make arrangements for the Society's Accounts to be properly audited, either by himself or herself, or by some other person approved under University Ordinances.

(4) The Senior Treasurer shall not be liable for any financial debt or other obligation of the Society unless he or she has personally authorised such a debt in writing.

(5) For so long as the Society shall be Registered with the Junior Proctor, it shall be the duty of the Executive Committee to ensure that the Society complies with the requirements for Registration as a University Society.

7. Disciplinary Processes

(1) The Society’s only disciplinary sanctions are to expel or to suspend a member whose actions are felt to be such as to bring the Society into disrepute, or to adversely affect the smooth running of the Society in a major way. Such expulsion or suspension can only be effected by a majority vote of all Executive Committee members, excluding the Senior Treasurer. In the event of an expulsion, the excluded member is required to return all equipment, documents and finances belonging to the Society within 7 days. He or she will not be entitled to any full or partial refund of annual subscriptions if applicable.

(2) If the excluded or suspended member wishes to appeal the decision, that appeal should be made to the Senior Treasurer, who will consider all the facts, and whose decision will be final. An appeal as to the process of exclusion, but not a further investigation into the facts, may be lodged with the Junior Proctor.

8. Dissolution

(1) The Society may be dissolved at a General Meeting provided that at least Twenty-one days written notice of the intention to dissolve the Society has been given to the members. At least two thirds of those present and voting at the General Meeting must vote in favour of the motion for Dissolution for it to be effective.

(2) Any motion for Dissolution of the Society shall provide that assets remaining after all liabilities have been met shall be transferred either to another Registered University Society, or to the Society's Syndicate.