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The AGS Constitution
Concerning the Constitution and Aims
Article 1 This Constitution refers to Cambridge University Archaeology Graduate Society, hereinafter referred to as the “AGS”, and shall govern the conduct of all members, officers, finance and operations of the society.
Article 1.1 A copy of this Constitution will be available on request at any time and will be accessible on the AGS website, and remains subject to ratification, in accordance with the proper procedure (see Article 27.1 to 27.3)
Article 2 The ethos of the AGS shall be paramount to every aspect of conduct, and shall be adhered to by all members.
Article 2.1 The AGS aims to provide an opportunity for those interested in archaeology to share their work and provide and receive academic support, by hosting lectures and organising other events, which may include attending conferences, field trips and site visits. The AGS also aims to provide a forum for discussion of graduate issues and an opportunity for like-minded individuals to meet, and thus will promote social events for members of the society. For these purposes, the AGS will organise a number of social events, including a weekly social hour as well as academic events. The AGS aims to cater to graduate interests but is open to all members of the University, including those with professional, academic, amateur and general interest in archaeology.
Article 2.2 The AGS will endeavor to maintain good relations with other graduate groups within the Archaeology Department, including the Archaeological Review from Cambridge (ARC) and any interest specific work groups. The AGS will also endeavor to maintain good relations with the undergraduate archaeology society, the Archaeological Field Club (AFC).
Concerning Membership
Article 3 Membership shall be available to all members of the University.
Article 3.1 There will be two levels of membership: 1) Full members defined as members of the University of graduate standing in the Archaeology department or related departments who will be granted membership for the duration of their term at the University; 2) non-voting members defined as other interested parties who do not meet the above requirements. Non-voting members may at any time apply to the Committee to become voting members to be admitted on the basis of majority vote.
Article 3.2 All full members deemed to be in good standing shall be eligible to vote.
Article 3.3 A member in good standing shall be defined as one who respects all regulations and has consistently adhered to all aspects of the constitution, particularly those referring to personal conduct.
Article 3.4 Members are responsible for their own conduct and safety at all times, as well as for any consequences and expenses their behaviour may give rise to. Members enter all venues and participate in all events at their own risk. The AGS will take all reasonable measures to ensure the safety of its members but cannot be held responsible for any accidents, injury or damage whatsoever to members, and/or members’ property, and/or third party property.
Article 3.5 The Committee may specify additional regulations for particular events, in order to maintain the safety and comfort of members and non-members.
Article 3.6 Members shall not knowingly speak or act in a way which offends or upsets other members or invited guests of the AGS as defined by the Committee.
Article 3.7 Photos of any event may appear on the website. If members do not wish to be included in photos used in the public domain, they must notify the Committee in writing. Such members will then not appear in any photos.
Article 3.8 Guests may attend certain events, some of which they may be charged for. At all events, guests are considered as members for the occasion and so are bound by the same rules as members, as specified in Articles 3.4-3.7. In the event of the guest being uncontactable by the Committee, the member with whom they attended the event will be considered liable for any costs incurred by that guest.
Article 3.9 The Committee retains the right to revoke membership, should a member breach the terms laid out in this constitution. In such a case, the member in question will be clearly informed of the nature of the breach, and, if possible, shall be given prior warning of the potential termination of their membership.
Article 3.10 There will be an open meeting of all members each year. This will usually take place early in the Michalmas term.
Concerning the Committee
Article 4 The Executive officers of the AGS Committee shall be: Chair, Treasurer, and Secretary. There may also be other officers, such as Events Officer, and Webmaster. Each office may be held be more than one person, but by no more than two. Officers will normally be members of postgraduate standing in the Archaeology Department or closely related department.
Article 4.1 The primary role of the Executive officers shall be as follows: a) The chair shall have overall responsibility for the affairs of the AGS. b) The Treasurer shall be responsible for all finances relating to the AGS. c) The Secretary shall be responsible for the creation and maintenance of records and documentation, including drawing up of the agenda and minutes of meetings, and holding a paper copy of the Constitution. The Secretary or the Chair shall be responsible for authorising all official communication.
Article 5 If in breach of the AGS Constitution, an incumbent officer may be removed from office by a vote of no confidence at a special meeting, if the motion is passed by a majority of at least two thirds of The Committee.
Article 6 The Committee may, on a two-thirds majority, choose to create new Executive positions, which then become subject to the voting procedure stipulated in Articles 9 to 19.1
Article 7 There shall be at least one meeting of the AGS Committee each term. The Chair shall be responsible for calling such meeting, and any additional meetings deemed necessary, and will be expected to give at least one week’s notice of time and place, wherever possible.
Article 7.1 All Committee members will be expected to attend meetings except for unavoidable reasons. Committee members are also expected to attend a reasonable number of AGS events.
Article 7.2 Committee decisions will normally be made without a formal vote; however all officers must be informed, by email or in writing, of any proposals and given the opportunity to express an opinion, before any decision is enacted. The quorum shall be half, plus one of the incumbent officers.
Article 7.3 In the case of a vote, each Executive officer shall have one single non-transferable vote. Should the decision to pass a motion be split, the Chair shall have the casting vote.
Article 8 Following annual elections, the Executive officers shall take office immediately. The out-going officers are expected to work with the new officers during the transition process to ensure a smooth changeover.
Concerning Elections.
Article 9 Elections shall take place annually and shall normally be held in Michalmas.
Article 10 Any full member in good standing may run for election.
Article 11 Full members may only be elected to one post.
Article 11.1 A candidate may only stand for one post.
Article 12 Any member may stand for re-election or election to a different post in a subsequent annual election.
Article 13 Every full member in good standing may vote in the annual election. Each member shall have one vote only.
Article 14 Notice of elections is to be published at least two weeks before election. The notice should also invite nominations, specifying the form, delivery and deadline for such nominations. Candidates may nominate themselves.
Article 14.1 Canvassing shall be permitted in the form of a single A4 poster, to be posted on the notice board in the Department of Archaeology. Coercion, bribery, or any other breach of election regulations will lead to disqualification or review by the Committee.
Article 15 Voting shall take place by email. Votes shall remain confidential.
Article 16 The Chair shall be responsible for counting votes, which shall be verified by the Secretary. If either the Chair or Secretary are standing for election to any post, their role in counting votes shall be taken by another Committee member.
Article 16.1 The count of the votes shall take place immediately following the election.
Article 17 Elections shall be conducted by a simple majority system, whereby the candidate gaining more votes than any other candidate shall be elected to that post.
Article 17.1 If two or more candidates standing for the same post receive the same number of votes, but more than another candidate, then a second vote between those candidates receiving the equal vote shall take place immediately following the count.
Article 17.2 Should the second vote also result in a tie, a consensus of the newly elected Committee shall draw the casting vote.
Article 18 Any full member of the AGS has the right to know the precise results of the election, though numbers of votes do not need to be announced publicly.
Article 19 Should an Executive officer resign their post at any time, a by-election shall be held in accordance with Articles 10 to 18; where possible, the by-election will take place within one week of resignation.
Article 19.1 In the time between resignation or vacation of post and the by-election, the post should be filled by appointment of the Committee.
Concerning Finances
Article 20 The AGS is a non-profit organisation.
Article 21 All money received from official sources is to be paid into a specified AGS bank account.
Article 22 The Treasurer is to be responsible for all administration relating to the finances of the AGS and the bank account. No withdrawal from the bank account can be made without the authorisation of two of the Executive Committee, who shall be signatories on that account.
Article 23 The Funds of the AGS shall be used to ensure the smooth running of the society and to fulfil the aims as set out in Article 2.1
Article 23.1 Committee members may make reasonable claims for expenses relating to resources used for AGS purposes, providing that they have the prior agreement for such expense from the Executive Committee. Otherwise, travel, food, accommodation and any other expenses shall not be paid to officers, members or guests.
Article 24 Each year and upon request, the Treasurer shall present detailed reports of the accounts to the Committee, who will consider and amend as necessary all estimates for the coming year.
Article 25 The AGS may only be dissolved by the agreement of 95% of full members, at an open vote of all members.
Article 25.1 Upon the disintegration of the AGS, all funds are to be transferred to the Archaeological Review from Cambridge.
Concerning Interpretation of Constitution
Article 26 The interpretation of the Chair on all matters relating to this Constitution shall be final. In an event not provided for in this Constitution, the Executive Committee shall decide upon an appropriate course of action.
Article 27 This Constitution remains subject to amendments.
Article 27.1 Amendments to the Constitution are to be proposed at a full Committee meeting and may be passed by a two-thirds majority of the Committee.
Article 27.2 The vote on an amendment shall be carried out by a show of hands.
Article 27.3 Any amendments passed shall be put into practice immediately.
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