1.1 This Society shall be known as Cambridge University Scientific Society, hereafter referred to as 'the Society'.

1.2 The aim of the Society is to promote all branches of science within the university at a level so as to be accessible to all.

1.3 Membership of the Society will be regardless of race, sex, religion, sexuality, disability or political belief.

2.1 Membership is open to all members of the university. Persons from outside the university may become members at the discretion of the committee.

2.2 Membership shall be classified as:

i) honorary membership
ii) life membership
iii) one-year membership

2.3 A fee can be charged for life and one-year membership and is non-refundable. This fee may be altered by a committee vote or a vote at a General Meeting.

2.4 Life membership shall last for the duration of the member's residence within the precincts of the University, unless the member requests to retain his or her membership, in which case it shall last indefinitely.

2.5 One-year membership shall be valid for 12 months and may be extended to life membership during that period subject to payment of the difference between life membership and one-year membership fees.

2.6 Honorary membership is granted at the discretion of the committee. Honorary members shall be elected either at a committee meeting (section 6.8) or a General Meeting. Patrons are regarded as honorary members.

2.7 Upon request any member may be removed from the membership list.

2.8 Any person who has behaved in a manner disruptive or disrespectful to the Society may have their membership revoked. This shall be decided by a committee vote (section 6.8).

3.1 All voting at elections, General Meetings and Committee meetings shall be conducted in person or through a secure online system.

3.2 For elections, the committee shall appoint a returning officer.

3.3 A secret ballot may be held at the request of any member at elections.

4.1 The committee shall consist of a Core Executive Committee comprising

• President,
• Vice President,
• Junior Treasurer,
• and Secretary;

an Extended Executive Committee comprising Directors for

• Events and Logistics,
• Publicity, Marketing and Press,
• Sponsorship,
• and IT and Membership Affairs;

and a General Committee.
There shall also be a Senior Treasurer appointed by the committee.

4.2 Elections and recruitment
The Executive Committee (Core and Extended) shall be elected by the members of the society with at least 50 percent of all votes cast at the end of each Lent term for a yearly term. Candidates for the General Committee, suggested by any member of the Executive Committee, will be interviewed by the President and appointed by Committee vote.

4.3 Any change in the format of the executive committee may be proposed and voted for or against at a general meeting, provided that any change may be reviewed at the end of the following Michaelmas term and at any subsequent general meeting. Furthermore, any proposed change may not result in the removal of any of the following posts from the executive committee: President, Vice-President, Junior Treasurer and Secretary.

4.4 After Lent elections, the new Committee shall take office on a date determined by the old Committee, which must be in May of the same year.

4.5 In order to stand for election to posts on the executive or general committee, candidates must be current members of the University of Cambridge and of the Society.

4.6 There are no restrictions on the number of times a member can stand for election to the committee but each member may only fill one post at any time. Furthermore, no member of the society may occupy the same post on the executive committee for more than two consecutive terms of office unless no other candidate is elected to fill the post.

4.7 If any position becomes vacant the committee shall meet as soon as possible to appoint another member to the post, or to organize a by-election.

4.8 Any committee member who does not attend two consecutive meetings without valid reason or without having sent apologies in advance may be dismissed by a Committee vote.

4.9 Any member of the General Committee who does not fulfil the duties of their role or acts in a manner that is obstructive to the goals of the Society can be dismissed by a joint decision of the President and the majority of the committee.

4.10 The committee may also appoint members of the society to the position of associate committee member to participate in committee discussions and advise the committee.

5.1 The committee should ensure the following :

• At least 4 events a term (Michaelmas and Lent) are organised for all members.
• Adequate notice of all events is sent to members.

5.2 The committee has powers as detailed in individual sections.

6.1 The committee shall normally meet weekly, and on at least four occasions every term.

6.2 At least 24 hours notice from the President is required for a meeting.

6.3 Emergency or Extraordinary Committee meetings may be called with 24 hours notice by any member of the Committee.

6.4 Committee meetings will be chaired by the President. In the case of his/her absence, the Vice President will chair the meeting.

6.5 Any member of the Society may submit an item to be discussed at a committee meeting. If possible, the matter should be communicated to the Secretary in advance.

6.6 If a Committee member is unable or unwilling to attend a meeting, he or she should inform the Secretary in advance.

6.7 Only the Committee may vote at Committee meetings.

6.8 At a Committee vote, a motion shall be passed if a majority vote in favour, and at least 3 members of the executive committee vote in favour. In the case of a hung vote the President shall cast a deciding vote.

6.9 Members of the Society shall be allowed to attend Committee meetings at the discretion of the Committee.

6.10 Minutes of each meeting shall be recorded by the Secretary. If the Secretary is not present, another member of the Committee shall be appointed to take minutes.

6.11 Minutes of all meetings shall be archived in a non-electronic form by the Secretary, and made available to any member of the Society or the University authorities upon request.

7.1 An Annual General Meeting will be held at the end of each Lent term. Two weeks notice of this meeting will go to all members.

7.2 Extraordinary General Meetings may be called by a minimum of 5% or 20 (whichever is largest) voting members.

7.3 An Extraordinary General Meeting may also be called by any member of the Committee.

7.4 Three days' notice is required for an Extraordinary General Meeting.

7.5 General Meetings will be chaired by the President. In the case of his/her absence, the Vice President will chair the meeting.

7.6 Any member of the Society may submit an item to be discussed at a General Meeting. The motion must be submitted to the Secretary one week before the meeting, or, in the case of an Extraordinary General Meeting, before notice of the meeting is sent out.

7.7 A motion shall be passed if supported by a two-thirds majority (of all votes cast).

7.8 Life members and one-year members shall be entitled to vote.

7.9 A motion may only be passed with a quorum of nine life or one-year members of the Society.

8.1 The Junior Treasurer will keep the accounts of the Society and will present a summary of them to the Committee on a termly basis and to the Society at the Annual General Meeting.

8.2 A Senior Treasurer will be appointed by the Committee. The Senior Treasurer will provide advice to the Junior Treasurer and will ratify the Society accounts.

8.3 Expenditure on the Society accounts will be sanctioned by Committee agreement. Expense claims and cheques issued by the Society must be signed by the Junior Treasurer.

8.4 Exceptions to 8.3 may be made for accounts for specific projects subject to Committee approval.

8.5 The Junior Treasurer will be responsible for ensuring that the financial affairs of the Society are within the law.

8.6 The accounts of the Society will be available to any Committee member for his or her scrutiny.

8.7 The Society will be subject to the rules of Cambridge University.

8.8 Committee members and assistants may claim for expenses incurred during their duties as a member of the Committee. Claims will be presented to the Junior Treasurer and will be settled at his/her discretion, subject to article 8.3.

8.9 A decision made by the Junior Treasurer on the payment of an expense may be overruled by a Committee vote.

8.10 The Junior Treasurer will be responsible for questioning and bringing to the attention of the Committee any expenses that do not appear to relate directly to the Society.

8.11 The expenses of any Committee member must be revealed to any other Committee member who requests to see them.

8.12 The accounts shall be audited by the Senior Treasurer whenever a Junior Treasurer leaves office. The outgoing Junior Treasurer is responsible for having this done.

8.13 By prior arrangement between guest speakers and the committee, reasonable travel expenses (incurred while travelling to and from Cambridge) may be reimbursed to speakers of the society.

9.1 If the committee decides that it is necessary or advisable to dissolve the Society, it shall call a General Meeting. At this meeting a vote shall decide whether the Society should be dissolved.

9.2 Upon dissolution the Committee shall have power to realise any or all assets held on behalf of the Society. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to such educational charity or charities as the members of the committee may determine, or, failing that, shall be applied for some other charitable purpose.

10.1 Amendments will be allowed if supported by a two-thirds majority (of all votes cast) at a General Meeting.

10.2 The Senior Treasurer shall be responsible for the interpretation of the Constitution.

The Committee shall decide upon an E-Mail Policy.

---

July 1995
Amended October 1996
Amended March 1999
Amended March 2000
Amended March 2001
Amended March 2002
Amended March 2004
Amended March 2007