Constitution of the Bute Medical Society
TABLE OF CONTENTS:
- I. TITLE
- II. AIMS
- III. AFFILIATIONS
- IV. MEMBERSHIP
- V. COMMITTEE
- VI. DUTIES OF OFFICE
- VII. GENERAL MEETINGS AND ELECTION
- VIII. COMMITTEE MEETINGS
- IX. FINANCE
- X. THE CONSTITUTION
- I. TITLE: the society shall be called the Bute Medical Society (BMS) and shall be affiliated to the University of St Andrews Students’ Association.
- II. AIMS: the aims of the society shall be as follows:
1. To introduce members of the society to the wider aspects of Medical Science through various events.
2. To organise activities that will promote fellowship and integration within the society.
3. To raise funds and awareness that might aid the 2 charities selected each year.
- III. AFFILIATIONS: the society shall be affiliated with the St Andrews University Students’ Association and so the committee shall follow the Standing Orders for all affiliated societies as laid down by the Societies Committee of the Students’ Association.
The society shall have the following affiliations outside the University of St Andrews Students’ Association:
- o The Medical Defence Union
- o The Medical Protection Society
- o The Medical and Dental Defence Union of Scotland
- o The Royal Air Force.
All members shall have the option of not contributing to these outside affiliations.
- IV. MEMBERSHIP: the society shall consist of Ordinary Members and Associate Members, as well as Honorary Members and Honorary Officers.
- • Ordinary Member: any matriculated student of the University of St Andrews shall be eligible to purchase lifetime Ordinary Membership to the society for £30. The entitlement to hold executive office, to elect the executive officers and to vote on amendments to the constitution is the right of Ordinary Members of the society.
- • Associate Member: an individual may be admitted to Associate Membership by the Committee of the Society without fee. The number of associate members shall not exceed the number of ordinary members. Associate Members shall be entitled to hold non-executive office and to serve on the committee of the Society. Associate members shall also be entitled to vote at General Meetings on matters not reserved to Ordinary Members, and where the SSC Societies Committee (or its duly appointed representative) raises no objection.
- • Honorary Member and Honorary Officer: an individual elected by a General Meeting of the society (provided they are of some status in relation to the aims of the society) either for life or for a specified period of time, in which case they will be eligible for re-election. They shall not be required to pay any subscription. The Director of Student Development & Activities, the SSC Societies Officer, the SSC Member for Societies Grants, and the SSC Member for Societies Elections shall be deemed Honorary Members.
- V. COMMITTEE: the affairs of the Society shall be conducted by a Committee of (maximum) 22 Voting Officers. There shall be the following Officers:
- • Executive: o President
- o Vice President
- o Secretary
- o Treasurer
- • Non-Executive: o Social Representative (x2)
- o Research Representative
- o Charities Representative (x2)
- o Sports Representative (x2)
- o 2nd Year Representative (x2)
- o 1st Year Representative (x2)
- o ScotGEM Representative
- o Publicity Officer
- o Webmaster
- o Bute Ball Convenor
- o Bute Revue Director
- o Yearbook and Alumnae Representative
- o Non Medic Representative
All Officers shall be elected at a General Meeting (Annual General Meeting or Extraordinary General Meeting), or co-opted by the Committee if no candidate is elected at a General Meeting or in the case of casual vacancy (death, disqualification, or resignation). No two executive positions may be held concurrently by the same individual.
Any member of the Committee, except the Secretary, may resign at any time by giving written notice or notice by electronic transmission thereof to the Secretary; the Secretary may resign at any time by giving written notice or notice by electronic transmission thereof to the President. Such resignation shall take effect at the time specified therefor or if the time is not specified, upon delivery thereof; and, unless otherwise specified with respect thereto, the acceptance of such resignation shall not be necessary to make it effective.
In the event of the death of the President the Vice President shall become President.
The Committee may co-opt additional members to the Committee, if doing so is expedient to the good governance and organisation of the Society. Only those Officers elected at a General Meeting shall be Voting Officers.
- VI. DUTIES OF OFFICE: no Officer shall derive any financial profit or gain by reason of his office, including favourable rates on goods or services, unless the same benefit is available to any and all members of the Society. Beyond their specified roles, members of the committee shall be willing to help out with other aspects and events of the society as necessary, and to aid the society in achieving its aims as fully as possible. The Committee shall have the exclusive authority to oversee the workings of the society and to organise events on behalf of and for the society as a whole. The Committee shall not delegate these powers and duties to any other person or groups, including a sub-Committee of its own members.
- • The President shall: be the public face of the society. They are responsible for making sure that the other committee members are working to their duties of office; chairing committee meetings; presenting a review of the year at the AGM; and taking on responsibilities that don't fall within anyone else's remit.
- • The Vice President shall: be the president's second in command. They are charged with organizing and coordinating the EGM at the beginning of the first (Martinmas) semester and the AGM at the end of the second (Candlemas) semester; organizing the annual society photo; and arranging sponsorship for the society.
- • The Secretary shall: be responsible for creating minutes to document every Committee meeting; help with organisation and communication within the society by controlling the Bute Email Account (including the announcement for General Meetings); maintaining a relationship with other medical societies at St Andrews; and maintaining affiliation with the Union.
- • The Treasurer shall: be responsible for keeping track of the money in the cash box and bank account(s) at all times; presenting a financial review of the year at the AGM; paying any and all expenses; making financial decisions and submitting the society's financial details for audit at the end of the academic year.
- • The Social Representatives shall: be responsible for organising several Balls (FAF, Bute, St Vitus) along with as many other social events throughout the year as they see fit to encourage fellowship within the society. It is their responsibility to provide suitable non-alcoholic options at these events.
- • The Research Representative shall: liaise with the Secretary, and work with other medical and scientific societies of St Andrews and other universities to organize academic or research-related events, with the aim of introducing the society to the wider aspects of Medical Science.
- • The Charities Representatives shall: be responsible for organising multiple fundraising events to raise awareness and money for selected charities over the course of the year. At the beginning of each year they will select a local and an international charity to support through subsequent events.
- • The Sports Representatives shall: be responsible for organising sports teams and events within the society and arrange for sports teams to be entered into other tournaments both within and beyond the university; organize the clothing order for the society each year; and be involved with the aim of encouraging fellowship within the society.
- • The 2nd Year Representatives shall: act as spokespersons for the 2nd years and so are responsible for relaying information to and from that year, including gaining feedback on how best to improve the society. Additionally, they shall be responsible for organising ‘Hecklings’ for the new society members each year.
- • The 1st Year Representatives shall: act as spokespersons for the 1st years and so are responsible for relaying information to and from that year, including gaining feedback on how best to improve the society.
- • The ScotGEM Representative shall: act as a spokesperson for the ScotGEM class, and so are responsible for relaying information to and from that year including gaining feedback on how best to improve the society.
- • The Publicity Officer shall: be responsible for creating and distributing posters around the university to advertise BMS events. In addition to other methods of publicising the society including but not limited to photography and video.
- • The Webmaster shall: be responsible for the upkeep and organisation of the Bute Medical Society website www.butemedicalsociety.co.uk. They will communicate with the company who provide our website setup, and is involved in making sure the website stays up to date with events and programs that will be occurring.
- • The Bute Ball Convenor shall: be responsible for the organisation of the annual Bute Ball. Must obtain sponsorship and ensure that the Bute Ball runs smoothly and maintains its reputation as one of the best balls of the year.
- • The Bute Revue Director shall: be responsible for directing and producing the charity fundraising event, the Bute Revue, which will be on stage near the end of the academic year.
- • The Yearbook and Alumnae Representative shall: organise and produce the Leavers’ Yearbook. They will also maintain contact with Bute Alumnae.
- • The Non Medic Representative shall: be responsible for providing a link between the Bute Medical Society and non-medic students.
- VII. GENERAL MEETINGS and ELECTION: An AGM should be called before the end of the Candlemas Semester, in accordance with the most up-to-date rules and guidelines1 established by the SSC Societies Committee.
- o To qualify for the position of President, an Ordinary Member must have had 1 years’ experience as a Committee Officer.
- o Executive positions may campaign using posters. Social media or email campaigns (including advertising indirectly through other events) are strictly prohibited, and will result in disqualification. Campaigning is prohibited for non-executive positions.
- o In the event of a tie for any position, there will be a re-vote between those who have tied. For the position of President, a ‘tie’ is considered a margin of 5 voters or less.
Committee Officers (with the exclusion of 1st Year Representatives and the ScotGEM Representative) will be elected by a ‘first past the post’ method of voting for all positions on committee.
Rules for Ordinary Members considering a position on committee include:
- VIII. COMMITTEE MEETINGS: shall be called by the President on their own volition, or upon presentation of a written request by two fifths of the Voting Committee Officers. At least 24 hours’ notice of a Committee meeting shall be provided to all Voting Committee Officers. The quorum for a committee meeting should be at least two thirds of all Voting Committee Officers, provided that one is the President or another Executive Officer.
The Society may adopt standing orders with regard to the day-to-day running of the Society in accordance with the provisions of this constitution. Such standing orders shall be adopted and rescinded by a two-thirds majority of the voting members of the Committee or a majority of those present and voting at a general meeting of the Society.
- IX. FINANCE: The finances of the society shall be dealt with along the lines laid down by the Societies Committee: o Any debt incurred by the Society shall be satisfied by an equal subscription from all members.
- o The annual subscription for Ordinary Membership should be approved at a General Meeting.
- o Two signatories of the Students’ Association shall appear on the bank mandate.
- X. THE CONSTITUTION: A copy of this constitution shall be displayed at every committee meeting and at every General Meeting of the society. The Constitution of the Society may be amended by a General Meeting on the advice and consent of the Committee, or by a duly proposed and seconded motion with the support of two-thirds of Ordinary Members voting at a General Meeting. Alterations shall not take effect until ratified by the Societies Committee of the Students’ Association.