Constitution of the Cambridge University Strathspey and Reel Club

Set up 11th May 1953 and coming into effect October 1953, with revisions up to 11th November 2019.

  1. The name of the Society shall be “Cambridge University Strathspey and Reel Club” hereafter referred to as “the Society”.
  2. The aim of the Society shall be to promote Scottish Country and Highland dancing in Cambridge.
  1. Membership shall be open to all members of the University and any others that have an interest in Scottish Country Dancing or Highland Dancing, subject to having attended a class organised by the Society at least once.
  2. The Secretary of the Society (see Article 8) shall be responsible for maintaining an up-to-date list of members. Membership is not necessary for attending dance classes, but it affects the right to vote at General Meetings in accordance with Article 22.
  3. The Society may offer Life Membership and Honorary Membership on such terms as it may decide.
  4. The Executive Committee may expel any member whose conduct seems likely to bring the Society into disrepute. Such expulsion shall be undertaken in accordance with Articles 37 & 38, and is subject to confirmation at the next General Meeting of the Society. Any person expelled shall have the right of appeal to the Senior Treasurer.
The Officers and 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 and Junior Treasurer (hereafter referred to as “Officers”). In addition there shall be a Senior Treasurer, who shall be a 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 Officers shall be full-time undergraduate or postgraduate students of the University. Officers must be members of the Society and no person shall hold more than one post simultaneously.
  4. The Officers shall be elected at the Annual General Meeting and shall hold office for three University terms, subject to the provision of Article 23. The Officers may be re-elected.
  5. In the event of the retirement of any of the Officers during his/her term of office, a bye-election shall be held at a Extraordinary General Meeting of the Society and the other Officers shall, as far as possible, retain office until the next Annual General Meeting. The successful candidate shall hold office until the next Annual General Meeting.
  6. The Committee shall consist in the first place of these four Officers. The Committee shall have the right to co-opt, by a two-thirds majority, not more than three members of the Society, but it shall not be obligatory to co-opt any person or persons.
  7. The Senior Treasurer shall be appointed by the Committee and shall serve for three years, with the possibility of reappointment.
  8. The Members of the Committee are jointly responsible for the running of the Society.
  9. The Committee shall be solely responsible for the interpretation of the constitution, and for any matter affecting the Society not specially provided for in the Constitution.
Committee Meetings
  1. Meetings of the Executive Committee shall be chaired by the President or in his or her absence the Vice-President. The quorum for a meeting of the Executive Committee shall be three members and a written record of each meeting shall be kept.
  2. A Committee meeting may be called by any one member of the Committee. Each Committee member has a vote, the result shall be by a simple majority, the Chairman possessing a casting vote in addition. Meetings of the Committee shall be chaired by the President or in his or her absence the Vice-President. Quorum shall consist of three of the Officers, and half the remaining members of the Committee.
  3. The Officers shall be responsible to the Committee, and must abide by its decisions.
  4. The Secretary shall keep records of all meetings, which shall be available for inspection by members of the Society.
  5. The Committee shall have the right to form sub-committees. Members of sub-committees need not be members of the full Committee.
General Meetings
  1. 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.
  2. 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 any General Meeting.
  3. The Annual General Meeting shall be held in Cambridge during each Academic year toward the end of the Lent Full Term or at the beginning of the Easter Full Term, the date to be fixed by the Committee.
  4. Candidates for election to office shall be proposed and seconded by two other members at least 24 hours before the meeting. If no nominations have been received, nominations may be accepted at the meeting. Every motion at a General Meeting shall be proposed and seconded by two members.
  5. Voting for contested elections 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. Other votes at General Meetings shall be by a show of hands, or by secret ballot if requested by at least 5 members. The result shall be by a simple majority and in case of a draw two people can hold the same position.
  6. The business of the Annual General Meeting shall include:
    • Presentation of the President's report;
    • Reception of a financial report from the Junior Treasurer. This shall include an audit of the Society's accounts;
    • Approval of the Minutes of the last General Meeting and the Society’s Accounts for the preceding year;
    • Election of the Executive Committee;
    • Consideration of any resolution submitted to the Secretary at least a week prior to the meeting by any two members;
    • Any other business.
  7. 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. An EGM shall have the same powers as an AGM..
  8. A motion of no confidence in any member of the committee must obtain a two-thirds majority of those members present at a General Meeting to be passed.
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 the money received is properly accounted for, and that the Society’s financial records are kept in good order. In particular, the Junior Treasurer shall ensure continuity of Cambridge resident signatories for any bank accounts held by the Society.
  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. The Society shall accept no responsibility for accidents or loss of property at meetings.
  6. No member shall benefit financially from Society funds.
  7. 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.
Changes to the constitution
  1. The Constitution may be amended at a General Meeting, with approval of at least two thirds of those present. No amendment to this Constitution intended to remove the position of Senior Treasurer, to alter its prerogatives and duties, or to change the criteria and procedure for the appointment of a Senior Treasurer can be put to a vote without the prior written agreement of the Junior Proctor of the University of Cambridge.
Disciplinary process
  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/she will not be entitled to any full or partial refund of annual subscriptions.
  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.
  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 Societies' Syndicate.