Constitution AND STANDING ORDERS

This page contains the documentation of the Society. Feel free to read it, but it's pretty boring.

Constitution

Below is the Constitution of the Oxford University Lego Society, which (except for additional provisions appended to the end) is precisely the standard Club constitution for Oxford University societies.

Please note that, for technical reasons, aspects of this Constitution have had their numbering format changed (i.e. from letters or Roman numerals to Arabic numerals) for display on this website. In addition, headings have been moved to the beginning of the first paragraph of the section to which they belong. The official version adopted at a general meeting retains the formating.

  1. NAME AND OBJECTS: The Club is called the Oxford Students’ Lego Society (hereafter referred to as “the Club”). The Club’s objects are the support, development, improvement and promotion of enthusiasm for Lego and other construction-based toy systems in the University of Oxford insofar as such objects are charitable; and the income and property of the Club shall be applied solely to those objects.
  2. COMPLIANCE:
    1. The Club shall be administered in accordance with the University’s Regulations for the Activities and Conduct of Student Members.
    2. The activities of the Club will at all times be conducted in accordance with the University’s procedures, codes of practice and policies in force from time to time on equality, harassment, freedom of speech and safeguarding (which are available via the University Student Handbook on the University’s webpages).
    3. If there is a national governing body for the Club’s activities with which the Club is eligible to register, the Club shall effect and maintain such registration: purchase any insurance cover which the national body makes available (unless the Insurance Section of University Administration and Services agrees to or prescribes other arrangements); and make every effort to comply with all safety procedures which the national body prescribes, or recommends as good practice.
    4. The Club shall observe the Code of Conduct on Safety Matters which is set out in the Schedule to this Constitution, ensure compliance with the Code by the members of the Club, and follow an appropriate procedure for risk assessment. Both the Code of Conduct and the procedure for risk assessment must be acceptable to and approved by the University’s Safety Officer.
    5. No member of the Club shall participate in any activity overseas organised by the Club, whether during term-time or vacation, unless the plans for such activity have been notified at least one calendar month in advance of the date of departure from the United Kingdom to the University Marshal and approved by the Proctors. Each member participating in such activities overseas shall observe any conditions imposed by the Proctors on the recommendation of the University Marshal, e.g. relating to the deposit of contact addresses, fulfilment of health, safety and insurance requirements, and stipulation of coaches, trainers or Senior Members to accompany the trip.
    6. The Club shall maintain a dedicated website and shall supply details of its web address to the Clubs Office for listing on the University’s clubs and societies webpage. The Club may apply to the University’s IT Services to use information technology (‘IT’) facilities in the name of the Club. Where relevant facilities are allocated by IT Services it is the responsibility of the Club:
      1. to designate a member of the Club entitled to a University email account (as defined by IT Services rules) to act as its IT Officer, whose duties shall include liaising with IT Services about the use of facilities allocated and passing on to the successor in office all records relating to the use of the facilities allocated;
      2. to designate one of its members (who may be, but need not necessarily be, the same as its IT Officer) or, exceptionally, a member of Congregation, to act as its principal Webmaster, whose duties shall include maintaining an awareness of the University guidelines on web and social media publishing, and coordinating and regulating access to the web facilities used by the Club;
      3. to comply with regulations and guidelines relating to the use of IT facilities published from time to time by IT Services;
      4. to ensure that everyone responsible under 2.6.4 is competent to deal with the requirements, where necessary undertaking training under the guidance of IT Services.
  3. MEMBERSHIP: The members of the Club shall be those who are eligible and apply for membership of the Club, who are admitted to and maintained in membership by the Committee, and who have paid the relevant Club subscription.
  4. Subject to paragraph 5, all student members of the University, and all persons whose names are on the University’s Register of Visiting Students, shall be eligible to become members of the Club. A member shall continue to be eligible until given permission to supplicate for a degree, diploma or certificate, regardless of any continuing liability to pay fees to the University.
  5. If the Club’s objects relate directly to a protected characteristic as defined in section 4 of the Equality Act 2010, the Club may be entitled to restrict membership to members sharing that protected characteristic, provided that the Proctors shall first approve any such restriction.
  6. The Committee may also, at its discretion, admit to membership:
    1. students registered to read for diplomas and certificates in the University;
    2. student members of Permanent Private Halls who are not student members of the University;
    3. members of Ruskin College and Ripon College, Cuddesdon;
    4. members of Oxford Brookes University, provided that such members shall not constitute more than one-fifth of the total membership; and
    5. other persons not falling within paragraph 4 above or paragraphs 6.1 to 6.4 above, provided that such members shall not constitute more than one-fifth of the total membership.
  7. The Committee, having specific regard to the Senior Member’s advice in relation to the relevant matter, may remove a person from membership if removal of such person from membership is deemed to be in the best interests of the Club. If the person concerned is an Oxford University student (i.e. within paragraphs 6.1, 6.2 or 6.3 above), that person may appeal against such removal to the Proctors.
  8. MEETINGS OF THE MEMBERS: There shall be an Annual General Meeting for all the members of the Club in Hilary Full Term, convened by the Secretary on not less than fourteen days’ notice.
  9. The Annual General Meeting will:
    1. receive the annual report of the Committee for the previous year and the annual accounts of the Club for the previous year, the report and accounts having been approved by the Committee;
    2. receive a report from the Committee on the Club’s compliance with paragraph 2 above;
    3. elect Members of the Committee in accordance with paragraph 24 below: the Committee’s nominations for the Officers and the Senior Member shall be contained in the notice of the Meeting: any alternative nominations must be seconded and have the consent of the nominee, and must be received in writing by the Secretary not less than seven days before the date of the Meeting: nominations for the other Committee Members may be taken from the floor of the meeting;
    4. consider any motions of which due notice has been given, and any other relevant business.
  10. An Extraordinary General Meeting may be called in any Full Term; by the President, the Secretary or the Treasurer on not less than seven days’ notice; or on a written requisition by seven or more members, stating the reason for which the meeting is to be called, and delivered to the Secretary not less than fourteen days before the date of the Meeting.
  11. Prior to all General Meetings notice of the agenda shall be sent out with the notice of the Meeting.
  12. The quorum for a General Meeting shall be ten members present in person or by proxy, of whom three must be members of the Committee. When any financial business is to be transacted there must be present the Treasurer, or a member of the Committee deputed by the Treasurer to represent the Treasurer’s views to the Meeting (provided that where it is a case of a deputy, the only financial business transacted shall be that which was set out in the agenda accompanying the notice of the meeting).
  13. Every matter, except where this Constitution provides otherwise, shall be determined by a majority of members present and voting. In the case of equal votes the President of the Club shall have a casting vote.
  14. Minutes of all meetings shall be kept and formally adopted. Copies of the minutes shall be made available to members and, upon request, to the Proctors.
  15. THE COMMITTEE: The affairs of the Club shall be administered by a Committee consisting of not more than eight persons, which shall determine the subscriptions payable by the members of the Club, and have ultimate responsibility for the activities of the Club. Members of the University shall at all times make up the majority of the members of the Committee. The Committee shall have control of the funds and property of the Club, and of its administration.
  16. No member of the Committee (or the Club) shall enter into or purport to enter into any arrangement, contract or transaction on behalf of the Club with a value exceeding £1,000 unless the Committee has resolved to approve the relevant arrangement, contract or transaction at a Committee meeting.
  17. The quorum for a Committee meeting shall be four members present in person. When any financial business is to be transacted, there must be present either the Treasurer or a member of the Committee deputed by the Treasurer to represent the Treasurer’s views to the meeting.
  18. The Committee shall be made up of the President, the Secretary, the Treasurer (together, the “Office Holders”; and their offices are referred to as “the Offices”), the Senior Member and four other persons. The President, the Secretary and the Treasurer shall each be either a member of the Club whose eligibility stems from paragraph 4 above or paragraphs 6.1 to 6.3 above, or (with the approval of the Proctors) a member of Congregation. Where eligibility stems from paragraphs 6.1 to 6.3 above, the President, the Secretary and the Treasurer must each, on election to office, sign an undertaking to abide by relevant provisions of the University Student Handbook and other relevant University policies, and to accept the authority of the Proctors on Club matters.
  19. The President shall have the right to preside at all meetings of the members of the Club and at all meetings of the Committee. Should the President be absent, or decline to take the chair, the Committee shall elect another member of the Committee to chair the meeting.
  20. Minutes of all meetings, including Committee meetings, shall be kept and formally adopted. Copies of the minutes shall be made available to members and, upon request, to the Proctors.
  21. The Secretary shall:
    1. maintain a register of the members of the Club, which shall be available for inspection by the Proctors, the Clubs Office and the Proctors’ Office on request;
    2. give notice of meetings of the members and the Committee;
    3. draw up the agendas for and minutes of those meetings;
    4. notify the Proctors (through the Clubs Office) promptly following the appointment and resignation or removal of Office Holders and other members of the Committee;
    5. take responsibility for the operation and updating of a suitable club web-page displaying (at a minimum) current club contacts and the constitution;
    6. provide the Insurance Section with full details of any insurance cover purchased from or through a national governing body pursuant to paragraph 2.3 above; and
    7. inform the Proctors through the Clubs Office if the Club ceases to operate, or is to be dissolved, and in doing so present a final statement of accounts (the format of which the Proctors may prescribe).
  22. The Treasurer shall:
    1. keep proper records of the Club’s financial transactions in accordance with current accepted accounting rules and practices;
    2. develop and implement control procedures to minimise the risk of financial exposure, such procedures to be reviewed regularly with the University’s Internal Audit Section (“Internal Audit”);
    3. ensure that bills are paid and cash is banked in accordance with the procedures developed under 22.2;
    4. prepare an annual budget for the Club and regularly inform the Committee of progress against that budget;
    5. ensure that all statutory returns are made including VAT, income tax and corporation tax if appropriate;
    6. seek advice as necessary on tax matters from the University’s Finance Division;
    7. develop and maintain a manual of written procedures for all aspects of the Treasurer’s responsibilities;
    8. make all records, procedures and accounts available on request to the Senior Member, the Proctors and Internal Audit;
    9. forward to the Proctors (through the Clubs Office) by the end of the second week of each Full Term a copy of the accounts for the preceding term (the format of which the Proctors may prescribe) signed by the Senior Member, for retention on the Proctors’ files; and
    10. if the Club has a turnover in excess of £25,000 in the preceding year, or if owing to a change in the nature or scale of its activities, it may confidently be expected to have such a turnover in the current year, submit its accounts (the format of which the Proctors may prescribe) for independent professional inspection and report by a reporting accountant approved in advance by the Proctors. Accounts are to be ready for inspection within four months of the end of the Club’s financial year and the costs of the inspection and report shall be borne by the Club. If requested by the reporting accountant, the Club shall submit accounts and related material as a basis for a review of accounting procedures, the cost likewise to be borne by the Club.
  23. The Senior Member shall:
    1. keep abreast of the actions and activities of the Club;
    2. provide information relating to the Club to the Proctors on request;
    3. seek to settle any preliminary disputes between the Committee and the members;
    4. following paragraph 22.9 above, consider whether the accounts of the Club are in order and, if so, sign them;
    5. ensure that adequate advice and assistance is available to the Secretary and the Treasurer in the performance of their responsibilities under paragraphs 21 and 22 above; and
    6. be available to represent and speak for the Club in the public forum, and before the University authorities.
  24. The members of the Committee shall be elected by the members of the Club annually, and shall be eligible for reelection. The members of the Club shall not appoint several individuals jointly to hold any of the Offices, nor allow any individual to hold more than one Office at a time. The members of the Club shall appoint a member of Congregation as the Senior Member when electing other members of the Committee each year provided that a Senior Member who has previously held office as Senior Member for more than five consecutive years shall not be eligible for re-appointment. The Senior Member shall be a member of the Committee ex officio.
  25. If during the period between the annual elections to offices any vacancies occur amongst the members of Committee, the Committee shall have the power of filling the vacancy or vacancies up to the next Annual General Meeting by cooptation.
  26. Each Office Holder must, and shall procure that other Office Holders shall, at the end of any term of Office, promptly hand to the relevant successor in Office (or to another member of the Club nominated by the Committee) all official documents and records belonging to the Club, together with (on request from the Committee) any other property of the Club which may be in the outgoing Office Holder’s possession; and must complete any requirements to transfer authority relating to control of the Club’s bank accounts, building society accounts, or other financial affairs.
  27. Without derogating from its primary responsibility, the Committee may delegate its functions to finance and general purposes and other subcommittees which are made up exclusively of members of the Committee.
  28. The Committee shall have power to make regulations and bylaws in order to implement the paragraphs of this Constitution, and to settle any disputed points not otherwise provided for in this Constitution.
  29. No member of the Committee shall be removed from office except by the approving votes of two-thirds of those present in person or by proxy at a General Meeting.
  30. INDEMNITY: So far as may be permitted by law, every member of the Committee and every officer of the Club (each a “relevant officer”) shall be entitled to be indemnified out of the Club’s assets against all costs, charges, losses, expenses and liabilities incurred by the relevant officer in the execution or discharge of duties as a relevant officer or the exercise of powers as a relevant officer, or otherwise properly in relation to or in connection with the relevant officer’s duties. This indemnity extends to any liability incurred by a relevant officer in defending any proceedings, civil or criminal, which relate to anything done or omitted or alleged to have been done or omitted by the relevant officer in that capacity and in which judgement is given in the relevant officer’s favour (or the proceedings are otherwise disposed of without any finding or admission of any material breach of duty on the relevant officer’s part), or in which the relevant officer is acquitted, or in connection with any application under any statute for relief from liability in respect of any such act or omission in which relief is granted to the relevant officer by the Court.
  31. So far as may be permitted by law, the Club may purchase and maintain for the benefit of any relevant officer insurance cover against any liability which by virtue of any rule of law may attach to the relevant officer in respect of any negligence, default, breach of duty or breach of trust of which the relevant officer may be guilty in relation to the Club and against all costs, charges, losses and expenses and liabilities incurred by the relevant officer and for which the relevant officer is entitled to be indemnified by the Club by virtue of paragraph 30.
  32. DISSOLUTION: The Club may be dissolved at any time by the approving votes of twothirds of those present in person or by proxy at a General Meeting. The Club may also be dissolved (without the need for any resolution of the members) by means of not less than thirty days’ notice from the Proctors to the Secretary of the Club if at any time the Club ceases to be registered with the Proctors.
  33. In the event of the Club being dissolved, its assets shall not be distributed amongst the members, but shall be paid to or at the direction of the University.
  34. INTERPRETATION: Any question about the interpretation of this Constitution shall be settled by the Proctors.
  35. This Constitution shall be binding on all members of the Club. No regulation, bye-law or policy of the Club shall be inconsistent with, or shall affect or repeal anything contained in this Constitution.
  36. SUPPLEMENTARY PARAGRAPHS: At all elections at Annual General Meetings the options for which members may vote shall be each candidate, and to re-open nominations.
  37. If there is only one candidate for a position, voting shall be by show of hands; the candidate shall leave the room during this vote, but shall be assumed to have voted for themself.
  38. If there is more than one candidate for a position, voting shall be by paper ballot, conducted and counted immediately after the hearing of nominations (and, in particular, before the election of any other position). Such voting shall be by Alternative Vote.
  39. If the option to re-open nominations wins the election, nominations shall be immediately re-opened from the floor.
  40. Amendments to this Constitution shall require a two-thirds majority of votes at a General Meeting, except when Paragraph 41 or Paragraph 42 applies; when it does, the Committee shall have the power to amend this Constitution by a two-thirds vote.
  41. This paragraph shall apply when:
    1. amendments are proposed to the Constitution on the published agenda of a General Meeting;
    2. at least one of these amendments are as directed by the Proctors, by the Clubs Office, or by the Senior Member, which fact is also noted on the agenda of the General Meeting in 41.1;
    3. the General Meeting in 41.1 fails to reach quorum, or is otherwise cancelled;
    4. amendments proposed at a Committee meeting are exclusively those required to amend the Constitution such that the direction of the Proctors, the Clubs Office or the Senior Member is followed;
    5. the Committee meeting in 41.4 at which the amendments are proposed is the one immediately following the General Meeting in 41.1.
  42. This paragraph shall apply when amendments proposed at a Committee meeting are minor changes to the text which do not affect its substance, including re-ordering or re-numbering the paragraphs, and correcting typographical errors.
  43. The Club shall maintain a set of Standing Orders, which should include (though not necessarily be limited to) a list of responsibilities of the positions of the Committee other than President, Secretary and Treasurer. These Standing Orders shall be published online alongside this Constitution.
  44. The Club shall ensure that the talents and resources of all members are utilised to the full, and that no member receives less-favourable treatment by the Society on the grounds of sex, gender, disability, marital status, creed, social class, ethnicity, age or sexual orientation or is disadvantaged by conditions or requirements which cannot be shown to be relevant to performance.
  45. Further to Paragraph 46, the Club shall maintain and abide by an Inclusivity Policy, which shall be published online alongside this Constitution.
  46. Committee meetings shall be open to all members of the Club, although Club members who are not members of the Committee shall not be entitled to vote.

STANDING ORDERS

Below are the Standing Orders, which are an additional guide for the functioning of the Society. They have been renumbered and reformatted as above.

  1. PURPOSE: The purpose of the Standing Orders is to supplement but not overrule the Constitution of the Oxford Students’ Lego Society (“the Society”) and provide a guide to its facilitation; in the event of a perceived conflict, the Constitution shall take precedence.
  2. AMENDMENT: The Standing Orders may be re-numbered for ease of reference without the approval of the Committee, provided adequate notification is given to the Committee.
  3. Other amendments to these Standing Orders may be made by a two-thirds majority in a Committee meeting.
  4. INCLUSIVITY POLICY: Any proposed changes to the Inclusivity Policy shall be adopted by a simple majority in a Committee meeting.
  5. COMMITTEE: The President, Secretary and Treasurer shall form a subcommittee of the Committee known as the “Executive Committee” (“Exec”).
  6. The responsibilities of the Exec shall be those specified in the Standing Orders; any powers not explicitly delegated to the Exec by these standing orders or by a formal resolution of the Committee shall be reserved to the Committee.
  7. Other than the Exec and the IT Officer, other roles on the Committee, and their responsibilities, shall be determined by these Standing Orders.
  8. In general, the positions of IT Officer and of Webmaster, as defined in the Constitution, should be held by the same individual, who should also be responsible for other forms of online promotion of the Society.
  9. Further, one individual on the committee should be given each of the following positions, together with the associated responsibilities:
    1. The Guardian of the Lego shall be responsible for the Society’s supply of Lego and the maintenance thereof, including the suggestion of purchases and disposals.
    2. The Membership Liaison Officer shall be responsible for liaison between the members of the Society and the Committee with regard to Committee decisions (in particular, regarding the purchase and disposal of Lego).
    3. The Social Secretary shall be ultimately responsible for the purchase of refreshments for the Society’s events. They shall also be responsible for organising crew dates and other society meals.
  10. Meetings of the Committee shall be open to all members of the Society. Non- members of the Committee in attendance at Committee meetings may contribute to the discussion, and propose or second motions and other items for the agenda, but may not vote.
  11. Notice of a Committee meeting shall be given to the Society at-large as soon as is practical prior to the meeting. This may be given via any of the channels usually used to advertise events.
  12. Notwithstanding Standing Order 10 above, any business which, at the discretion of the Exec, is deemed to be confidential may be marked as reserved. Reserved business shall be discussed in private: members of the Society who are not members of the Committee shall not be permitted to be present while reserved business is being discussed (except, as determined by the Exec, any individual to whom the business being discussed is directly related).
  13. If all substantive items on the agenda for a Committee meeting are of reserved business, the entire meeting may be held in private.
  14. Minutes of Committee meetings shall be made available to the Society at-large in a version posted online (hereafter referred to as “the public version”).
  15. When reserved business is discussed, any confidential information shall be redacted from the public version of the minutes, but the minutes should provide as much detail as possible on the discussion without breaching the confidentiality that required the business to be reserved.
  16. Where information is redacted from the public version of the minutes, the public version shall state that information has been redacted.
  17. When a member of Committee is not present, without apologies, for two successive meetings, a motion of no confidence in that member shall be automatically added to the agenda at the subsequent Committee meeting.