Constitution of The Open University Commercial Awareness Society

 

Article 1        Name

The name of the organisation referred to in this Constitution shall be the Open University Commercial Awareness Society, hereafter referred to as ‘the Society’.

Article 2       Aims and Objectives

The Aims and Objectives of the Society shall not be contrary to the Aims and Objectives of the Open University Student Association, as stated in the Constitution of the Association, or those of the Open University; and shall be as stated below:

To provide information regarding careers in the legal field and other areas.

To conduct competitions throughout the academic term and facilitate participation in external competitions.

Article 3     Membership

3.1    Full Membership of the Society shall be open to all student members of the Open University who wish to join.  

3.2    Associate Membership of the Society shall be open to individuals;

(i) Who haven’t paid the fees associated with Full Membership, but who wish to stay informed of the activities of the society. 

(ii) Such Associate Members of the society shall not be entitled to vote in any election or at any meeting, nor shall they be elected to any Executive office 

3.3    Honorary Membership of the Society may be conferred in recognition of outstanding service or as a token of esteem provided that:

(i) a proposal for a candidate is made by a Full Member of the Society; 

(ii) such proposal is agreed by a two-thirds majority of a General Meeting of the Society;

(iii) the conferment of Honorary Membership is subsequently confirmed to the successful candidate by the President of the Society in writing;

However, such Honorary Members shall not be entitled to vote at any meeting nor be elected to any Executive office.

Article 4          Executive Committee

4.1    The Executive Committee of the Society shall be responsible to the Members of the Society for the day to day running of the society and shall have a responsibility to act in the Society’s best interest. 

4.2        The Executive Committee of the Society shall at all times comprise a minimum of three individuals being Full Members of the Society and elected to the following named positions or their equivalent:

 

a)     The PRESIDENT who shall;

(i) be responsible for the day to day running of the Society including, but not limited to               scheduling meetings of the executive committee.,

(ii) be accountable for the finances of the Society and accountable- in respect of those                finances to all Members if the Society and the Open University Students Association.,

(iii) be entitled to represent the Society at all times in matters affecting its interests,                   including but not limited to communicating with relevant organisations.,

(iv) be primarily responsible for presenting the Society at all Meetings of the Open University      Student Association.,

(v) be entitled to chair all meetings of the Society, at which they are present.,

(vi) be responsible for ensuring that all Society elections comply with the requirements set         out in Article 5 of this Constitution.,

b)    The SECRETARY who shall;

(i) be responsible for assisting the president in the calling of all meetings.,

(ii) be responsible for the preparation of Agenda for such meetings.,

(iii) be responsible for the keeping of minutes in respect of such meetings, and distribution         of such minutes to the Executive Committee (and Members in case of the AGM).,

(iv) be responsible for the conduct of correspondence on behalf of the Society.,

(v) be responsible for keeping the Vice President Administration of the Open University              Student Association informed of the names and contact details of the Society’s Executive            Committee.,

(vi) be responsible for keeping the Vice President Administration of the Open University             Student Association aware of any amendments to this constitution.,

c)    The TREASURER who shall;

(i) be responsible for the finances of the Society and accountable -in respect of those                  finances to all Members of the Society and to the Vice President Administration of the Open    University Student Association.,

(ii) be responsible to the Executive Committee of the Society for all the Society's income and      expenditure.,

(iii) prepare reports and estimates of expenditure and income, -under the general direction        of the Executive Committee of the Society, at such times as such reports shall be required by          the Vice President Administration of the Open University Student Association.

4.3    A Member of the Executive Committee may resign at any time by writing to either the Secretary or the President of the Society and notifying the societies team via oucomaware@gmail.com

Such resignation shall take immediate effect.

4.4   Any member of the Executive Committee of the Society may be removed from office with immediate effect following a vote of no confidence, provided that:

(i) previous attempts to resolve the issue, including discussions and/or mediation involving         the Societies Team, have been attempted without success.,

(ii) a motion calling for a vote of no confidence is brought by two Members of the Society           to:

(a) the President of the Society; or 

(b) where the motion concerns the president of the Society, to the Secretary of the Society

(iii) the vote of no confidence takes place at a society meeting as promptly as feasible.,

(iv) notification that a meeting shall contain a vote of no confidence is made:

(a) to all Members of the society via email;

(b) a motion is agreed by at least two-thirds of the Executive Committee Members and               voting at the meeting. 

4.5   Members of the Executive Committee of the Society shall assume responsibility for any and all fundraising and/or volunteering activities of the Society.

4.6   The President, or alternative nominated representative, of the Society shall be responsible for representing the Society at all Meetings of the Open University Student Association. If no member of the Executive Committee of the Society is available to attend such a Meeting, apologies shall be provided via email to The Open University Student Association 48 hours before the meeting. 

Article 5    Executive Committee Elections

5.1    The Incumbent President of the Society shall be responsible for the fair conduct of all elections to the Executive Committee of the Society.

5.2    Elections for the Executive Committee of the Society shall take place at the Annual General Meeting of the Society, to be held prior to the end of each academic year (June).

5.3    In addition to the annual election, an Executive Committee election shall take place:

(i) following the resignation of the President, Treasurer or Secretary of the Society, in order        to fill the vacancy created.,

(ii) at any time at the request of the President of the Society to fill any new position on the         Executive Committee of the Society.

In either case, an election should be conducted within three weeks.

5.4    In respect of any Executive Committee election:

Notice of a first round of elections shall be given to Members of the Society at least one week prior to the election taking place.

Members of the Society wishing to stand for election must submit their nominations online within the period specified, which shall be no less than a period of 60 hours’ duration, and nominations received outside of this period shall be invalid.

Voting must take place online within the period specified, which shall be a minimum period of 72 hours’ duration, and votes cast outside this period shall be invalid.

5.5    Any Full Member of the Society who is a current student at the Open University may stand for election to the Executive Committee of the Society.

5.6     Only Full Members of the Society may vote in the elections for the Executive Committee of the Society, and there shall be no proxy voting.

5.7    Election to the Executive Committee of the Society shall be by simple majority. In the case of a tie a second vote shall be taken between the tying candidates. In the case of a second tied vote, repeat votes will be taken until there is a clear winner. 

5.8   Members elected to the Executive Committee of the Society shall take office from a week following the Annual General Meeting at which they are elected. Until the following Annual General meeting, or such a time as they are removed from their role, whichever comes first.

5.9    The quorum for any election for the Executive Committee of the Society shall be fifty percent of the Society’s membership. (This is currently under review)

5.10    Any complaint regarding the conduct of elections or the actions of any individual, which might be considered to be detrimental to the fair conduct of the election, may be made by within 7 days of the election.

Complaints should be made, in writing, to the Vice President Administration of the Open University Student Association, who may order a re-election if they are satisfied with the grounds of the complaint.

Article 6    SOCIETY FINANCES

6.1    The financial year of the Society shall start on 1st August each year and end on 31st July the following year.

6.2    The finances of the society shall at all times be conducted in accordance with The Open University Student Association Policies and Societies, the by-laws of the Society and any relevant sections of the Constitution of the Open University.

Article 7    MEETINGS

7.1    The Executive Committee are responsible for the provision of an Annual General Meeting, that can be attended by all society members. 

7.2    The business of the Annual General Meeting of the Society shall be to discuss any matters that the Membership see fit.

7.3     All Executive Committee Meetings and Annual General Meetings shall be called by the Secretary of the Society on the instructions of the President of the Society.

7.4     The President shall stand as an impartial Chairperson for all Executive and Annual General Meetings and shall be responsible for the conduct of the debate at said Meetings. 

If the President of the Society is absent, this responsibility will fall to the Vice President, then the Secretary and the Treasurer respectively.

7.5    The Secretary shall: 

(i) provide at least fourteen days’ notice of the Annual General Meeting to all Members of          the Society.

(ii) invite all Members to submit items for the Agenda, which must be submitted at least                         seven working days before the Annual General Meeting.

Article 8    AMMENDMENTS TO THIS CONSTITUTION

8.1    Amendments to this Constitution may be made by a majority decision of members at an Annual General Meeting of the Society as defined by Article 7, provided that:

(i) such amendments to this are proposed by a Full Member of the Society.,

(ii) such amendments are received by the Secretary of the Society at least 5 working days           before the General Meeting at which they will be discussed.,

No amendment to this Constitution shall be valid unless it is approved by The Open University Student Association.

8.2    This Constitution, however it may be amended, shall at all times comply with the Constitution and by-laws of the Open University Student Association. Any section or sub-section of this Constitution which conflicts with the by-laws shall be invalid. 

8.3     A copy of this Constitution, however it may be amended, shall be uploaded to the Society’s web pages at www.oucas.co.uk and shall be available for viewing by all Members of the Society at all times.