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Constitution of the Oxford University Scout and Guide Group

Last amended Trinity Term 2002

For convenience sake, throughout this constitution the use of the male and/or female pronoun is not intended to indicate any form of gender bias, and their use should be taken to be inclusive.

  1. NAME, DEFINITION

    1. The Oxford University Scout and Guide Group, hereinafter referred to as "OUSGG" or "the Group", is a Student Scout and Guide Club as defined in the Policy, Organisation and Rules of the Scout Association and in the Guiding Manual of the Guide Association. As such, its aim and purpose is:

      To enable its members to maintain, renew or acquire an interest in the Scout and Guide movements through a varied programme of activities.

    2. The Group shall be affiliated to the Student Scout and Guide Organisation, hereinafter referred to as "SSAGO".

  2. MEMBERSHIP

    1. There will be three classes of membership: "Current", "Old" and "Senior".
    2. Current Members
      1. Any person may be admitted to current membership of OUSGG, subject to Proctorial Regulations.
      2. Current Members shall pay termly or annual Current Member's subscriptions, the level of which shall be decided from time to time at F&GPCs prior to ratification at TGMs, or at TGMs alone.
      3. Current Members may participate in any or all of the activities of the Group.
      4. Current Members may hold office and may vote at General Meetings of the Group.
      5. Current Members will be subscribed each year as "student members" or "non-student members" of SSAGO (as appropriate) except where they request otherwise (in writing to the SSAGO Representative) or where SSAGO regulations or requirements forbid such membership.
    3. Old Members
      1. Any person who at one time or another held membership of the Group may become an Old Member of OUSGG, subject to Proctorial Regulations.
      2. Old Members shall pay annual Old Members' subscriptions, the levels of which shall be decided from time to time at F&GPCs, before ratification at TGMs, or at TGMs alone.
      3. Old Members shall have the same rights and privileges as Current Members, save that they shall not be entitled to hold office (except the office of Ex-Members' Representative) or vote at GMs of the Group (and see 2.c.iv).
      4. Old Members who no longer hold student status in Oxford will not be subscribed each year as "ordinary members" of SSAGO. Instead, they will be entitled to "associate membership" of SSAGO (or any such category of membership that replaces it in the future) on payment of the SSAGO subscription fee (in addition to the OUSGG Old Members' subscription fee). Such a payment option will be available on the OUSGG membership form provided by the Membership Secretary. Old Members who do not subscribe to SSAGO shall not be entitled to attend SSAGO events as part of any OUSGG delegation, SSAGO rules notwithstanding.
      5. Old Members will not be subscribed each year as members of SSAGO. However, they will be entitled to "student membership" or "non-student membership" of SSAGO (as appropriate) on payment of the SSAGO subscription fee (in addition to the OUSGG Old Members' subscription fee). Such a payment option will be available on the OUSGG membership form provided by the Membership Secretary. Old Members who do not subscribe to SSAGO shall not be entitled to attend SSAGO events as part of any OUSGG delegation, SSAGO rules notwithstanding.
    4. Senior Members
      1. The Senior Members shall be requested to serve by the F&GPC.
      2. The period of office of a Senior Member shall begin on his acceptance of the office and shall conclude at such time as he alone, or in consultation with the F&GPC, shall decide.
      3. One of the Senior Members shall act as Senior Treasurer.
    5. Termination of Membership
      1. Membership shall be deemed to have terminated upon non-payment of the appropriate subscription.
      2. Membership may at any time be terminated at the discretion of the Senior Treasurer after consultation with the F&GPC.

  3. GENERAL MEETINGS

    1. Rules
      1. The will of the members, as expressed through General Meetings of the Group, shall have sovereignty in the affairs of the Group, subject to Proctorial Regulations, and shall have the right to scrutinise and delegate affairs to the F&GPC.
      2. All members of the Group shall be entitled to attend GMs.
        1. The Secretary shall specifically invite Senior Members to attend General Meetings, although their attendance is not mandatory.
      3. Current Members shall be entitled to vote on resolutions and in elections at GMs.
      4. The agenda of a general meeting shall be circulated via email or otherwise to all members at least 24 hours prior to the published opening time of the meeting.
      5. The chair and secretary of GMs shall be the Chair (or his nominee) and the Secretary (or his nominee), respectively.
      6. Minutes of General Meetings shall be taken by the Secretary or his nominee and shall be distributed to all Members, Officers and Senior Members of the Group no later than one week after the close of the meeting. Minutes shall be clearly marked to indicate any actions to be taken by members of the Group.
    2. There shall be three types of General Meetings:
      1. Termly General Meetings
        1. A Termly General Meeting (hereinafter and hereinbefore referred to as "TGM") shall be held once per term.
        2. The quorum of a TGM shall be either 30% or ten of the Current membership of the Group, whichever be the lesser.
        3. The agenda of TGMs shall include:
          1. Reports from all officers of the Group.
          2. Elections for such posts as shall be due for election as provided for in (3 e (iii)) or as decided by the TGM. A list of nominees for each post will be included with the agenda.
          3. Such other motions as shall have been submitted to the Secretary, or referred by the F&GPC.
        4. The presiding chair of a TGM shall have a casting vote only.
        5. Motions other than Constitutional Amendments shall be deemed passed by a simple majority of those present and entitled to vote.
      2. Annual General Meeting
        1. The TGM in Michaelmas term shall be designated the Annual General Meeting (hereinafter referred to as "AGM"), and the agenda therefore shall additionally include:
          1. A full and detailed statement of accounts for the previous year, presented by the Junior Treasurer from the previous year, or the current Junior Treasurer in circumstances where the previous Junior Treasurer is unable to attend the AGM.
      3. Extraordinary General Meetings
        1. An Extraordinary General Meeting (hereinafter referred to as an "EGM") shall be called upon the presentation to the Secretary of a petition to that effect, signed by either one half or twenty-five of the Current membership of the Group, whichever be the lesser.
        2. The petition shall contain a statement to the purpose of the EGM, which may be to recall any officer from office or to consider any motion except a Constitutional Amendment.
          1. On the occasion that the purpose of the EGM is to propose the recall of the Secretary, then the petition shall instead be presented to the Chair-Elect who will act as secretary for that particular EGM from that point. In such circumstances, the Chair-Elect will immediately inform the Secretary of the purpose of the EGM and that this clause has taken effect.
        3. The Secretary shall arrange the date of the EGM, to be at least seven days after presentation of the petition and shall take reasonable steps to give notice to all members during that period. This rule stands unless waived by a Senior Member or his nominee. Rule 3.a.iv also stands unless waived in this fashion.
        4. Unless a quorum of two-thirds the number of signatories of the petition is present no motion of recall shall be put to an EGM.
        5. A motion of recall shall be deemed passed by a two-thirds majority of those present and entitled to vote.
        6. Upon passage of a motion of recall, the EGM shall proceed immediately to an election for the now vacant post.
        7. Nominations for a presumed such election shall be open immediately the petition concerning the EGM is presented to the Secretary. The officer mentioned in the motion shall be automatically nominated, unless he shall decline such nomination.
        8. The option "None of the above" shall be included for such an election.
        9. Upon the defeat of a motion of recall, all nominations shall be null and void and the presumed election shall not proceed.
        10. All other emergency motions shall be deemed to be carried by a simple majority.

  4. ELECTION, APPOINTMENT AND ROLES OF OFFICERS

    1. The officers of the Group shall be elected or appointed by a GM of the Group.
    2. Any Member, elected to a post, must agree to be subject to Proctors rulings and regulations in University and club matters.
    3. Nominations
      1. Nominations shall be made in writing to the Secretary during the Nomination Period, signed by the proposer and seconder. A list of nominees, proposers, and seconders shall be displayed by the Secretary at all meetings during the Nomination Period.
        1. A member may not nominate himself.
        2. A member must agree to his nomination.
      2. The Nomination Period shall begin fourteen calendar days before the date of the GM at which the election or appointment is to be made, and shall terminate at 23:59 on the day two calendar days before that date.
        1. Where reasonable steps were taken to meet this deadline but the nomination was received after it had passed, the Secretary may accept it as valid, provided that an ex-officio member of the F&GPC concurs.
      3. Nominees may be proposed and seconded by email. However, in such circumstances the Secretary must obtain a properly signed nomination (cf. (4.c.i)) before the commencement of the General Meeting at which the election or appointment is to be made.
      4. 4.c.i-iv shall not apply in the case if the Ex-Members' Representative.
    4. Voting
      1. The Senior Member, if present, shall act as returning officer for any election. In the absence of the Senior Member, the secretary of the General Meeting shall act as returning officer unless he is standing for election himself. In this circumstance the chair of the General Meeting or his nominee, who shall not be standing for election, shall act as returning officer.
      2. Where there are more than two candidates for a post, a secret paper ballot will be held using the Single Transferable Vote system as described in the booklet "How to Hold an Election using the Single Transferable Vote", published by the Electoral Reform Society.
      3. Where there are two candidates a simple majority, passed by a show of hands, will suffice.
        1. The candidates shall not be present during the show of hands.
        2. Any member may call for a secret paper ballot held under the same system. Such a request must be made to the Secretary at least twelve hours before the commencement of the General Meeting at which the election is to take place.
        3. For the purposes of this section "show of hands" includes any postal or proxy votes.
      4. Current Members who are unable to attend the election may nominate in writing someone to vote on their behalf by proxy or may send a postal vote to the Secretary.
      5. Any member may ask for the option to reopen nominations to be placed on the ballot form. Such a request must be made to the Secretary at least twelve hours before the commencement of the General Meeting at which the election is to take place.
        1. Where there are two candidates standing for the role, the addition of such an option will lead to a secret paper ballot as defined under (3.d.i)
      6. Where a candidate is standing unopposed, a simple majority passed by a show of hands will suffice.
        1. For the purposes of this section "show of hands" includes any postal or proxy votes.
    5. Unless otherwise specified, terms of office start seven calendar days before the Sunday of 0th week in the term during which the office is to begin.
      1. Outgoing officers are expected to hand over any documentation and assets that accompany the role to their successors within a reasonable period of time. Every effort should be made to hand over such materials before their successor is to start.
      2. It is the responsibility of every outgoing officer to make sure that the files and documentation that accompany their post are both up-to-date and tidy and that all outstanding tasks associated with the post have been completed before handing over any documentation and assets that accompany the role to their successor.
    6. Officers
      1. These officers: Chair-Elect, Scout and Guide liaison Officer, SSAGO Representative, Internet Officer, Lunchtime Meeting Organiser, PostScript Distributor and Annual Dinner Organiser(s) shall be elected by ballot at the Michaelmas Term TGM (AGM).
      2. These officers: Chair-Elect, Membership Secretary, Lunchtime Meeting Organiser, PostScript Distributor and Annual Dinner Organiser(s) (if not elected in Michaelmas) shall be elected by ballot at the Hilary Term TGM.
      3. These officers: Chair-Elect, Secretary, Junior Treasurer, Quartermaster, PostScript Editor and Lunchtime Meeting Organiser, shall be elected by ballot at the Trinity Term TGM. If necessary, the Ex-Members' Representative shall also be elected at the Trinity Term TGM (see 4.f.15.b).
      4. Other posts may created and elected by the General Meeting as and when they are needed (specifically including activity organisers for Winter Walking, Easter Activity, Summer Expedition etc), the role and duration of the post being recorded in the minutes of the GM in question.
      5. Other articles of this constitution notwithstanding, the roles of the officers are to be recorded in the documentation held with each post. It is the responsibility of the incumbent to ensure that the full description of the role within such documentation is maintained as correct, specifically with regard to updating the documentation to account for any new responsibilities that fall upon that role and/or any responsibilities that become obsolete.
      6. The following roles are defined by this constitution:
        See also rules (5), (6), (7) and (8).

        1. Chair
          1. The Chair shall be the previous term's Chair-Elect and ensure the smooth running of the programme during his term of office, as well as presiding over General Meetings and meetings of the F&GPC.
          2. His term of office begins seven calendar days after the Sunday of 9th Week of the Full Term in which he holds office as Chair-elect.
        2. Chair-elect
          1. The Chair-elect shall be responsible for planning a programme of activities for his term as Chair.
          2. He shall record the activities of the Group for the term that he is Chair-Elect both by way of making descriptive entries in the minutes book and by collecting signatures of those attending each meeting in the signatures book.
        3. Junior Treasurer
          1. The Junior Treasurer shall keep a proper account of the financial transactions of the Group, including Activity, Equipment and Savings accounts, giving statements of accounts when necessary. In particular, such statements must be presented to the Proctors when required by Proctorial regulations and to each TGM.
        4. Secretary
          1. The Secretary shall deal with the correspondence and general administrative duties of the Group, including liaising with the Senior Member(s) and Proctors, as well as maintenance of this constitution.
          2. He shall be responsible for taking minutes at General Meetings and F&GPCs and distributing copies of such minutes as per (3.a.vi) and (5.n).
        5. Membership Secretary
          1. The Membership Secretary shall maintain links with, and records of, existing members.
          2. He shall organise the recruitment of members, including but not limited to the organisation of the Group's stall at Freshers' Fair; organisation of the distribution of the relevant termcard to all Freshers expressing an interest in the Group before Monday of 1st Week Michaelmas term; and organisation of the first meeting of Michaelmas Term in concert with the Chair.
          3. He shall take the post of PostScript Distributor each Michaelmas term.
          4. He shall be responsible for liaison with the Ex-Members' Representative, and shall make reports to General Meetings on behalf of the Ex-Members' Representative where required.
        6. Scout and Guide liaison Officer
          1. The Scout and Guide liaison Officer shall liaise with the local Scout and Guide Associations and in particular shall be responsible for ensuring that adequate information about such is available on the Freshers' Fair stall and when requested by both members and non-members of the Group.
        7. SSAGO Representative
          1. The SSAGO Representative shall liaise with SSAGO and in particular shall be responsible for ensuring that the correct SSAGO subscription information and payment is sent to SSAGO, taking into account (2.b.v) and (2.c.iv).
        8. Quartermaster
          1. The Quartermaster shall maintain the Group's equipment. be responsible for maintenance and cataloguing of the Group's equipment, including the Group's library.
        9. PostScript Editor
          1. The PostScript Editor shall edit and produce "PostScript" (See (6)).
        10. Lunchtime Meeting Organiser
          1. The Lunchtime Meeting Organiser shall be elected at the TGM in each term, organise the weekly lunchtime meeting of the Group, and administer the day-to-day running of the Group's library.
        11. PostScript Distributor
          1. The PostScript Distributor shall distribute "PostScript" according to distribution lists prepared by the Membership Secretary, the Scout and Guide liaison Officer and the SSAGO Representative.
        12. Internet Officer
          1. The Internet Officer shall be responsible for the maintenance of the Group's emailing lists and web site.
        13. Activity Organisers
          1. Activity Organisers shall be elected when necessary, organise the activity specified in their title, and record their endeavours for the benefit of their successors.
          2. Their term of office shall begin immediately upon election and cease when all activities related to the activity (including finalisation of accounts etc) have concluded.
        14. Annual Dinner Organisers
          1. One or more (preferably two) Annual Dinner Organisers shall be elected once a year to organise the Annual Dinner and Punt and Picnic.
          2. Their term of office shall begin immediately upon election and cease when all activities related to the Annual Dinner (including finalisation of accounts etc) have concluded.
          3. Every fifth year, the Annual Dinner Organiser(s) shall organise an Anniversary Annual Dinner to which Ex-Members of the group shall be invited.
        15. Ex-Members' Representative
          1. The Ex-Members' Representative shall be an Old Member of the Group and shall be responsible for co-ordinating the OUSGG Alumni scheme, in particular the maintenance of a database of Ex-Members' contact details. The following rules apply to aid the current membership of the Group in keeping track of the Alumni scheme:
            1. The Ex-Members' Representative shall make a report to the AGM each year, either in person or by forwarding such a report to the Membership Secretary in advance. The report shall state as a minimum:
              1. How many new Ex-Members have joined the Alumni scheme since the previous AGM.
              2. How many Ex-Members in total subscribe to the Alumni scheme at that time.
              3. A statement of accounts for the Alumni scheme.
            2. The Ex-Members' Representative shall issue an Alumni newsletter to all subscribing Ex-Members once per academic year. Such a newsletter must be issued at least one week before the date of the Hilary Term TGM. Upon its issue, the Ex-Members' Representative shall immediately forward a copy to both the Secretary and the Membership Secretary, along with a copy of the latest Ex-Members' database.
            3. The Ex-Members' Representative shall provide up-to-date information relating to Ex-Members and/or the Alumni scheme when such information is requested by the F&GPC.
          2. In order to promote continuity, the term of office of the Ex-Members' Representative shall be regulated as follows. The Ex-Members' Representative shall remain in office until:
            1. He makes a statement to the Hilary term TGM declaring his intention to retire, OR
            2. He fails to complete such tasks as have been appointed to the Ex-Members' Representative as set out in (4.f.15.a).
              1. If such tasks have not been completed in adequate fashion, the TGM in Hilary Term shall consider a motion of No Confidence in the Ex-Members' Representative. Under such circumstances, the Ex-Members' Representative shall have the right to be present at the Hilary Term TGM or to forward a statement to the meeting (via the Membership Secretary). Should the motion of No Confidence be carried then the Secretary shall initiate the procedures laid down in (4.f.15.d) for the election of a new Ex-Members' Representative.
            3. Under all circumstances, the Ex-Members' Representative shall remain in office until such time as his successor is elected or appointed.
            4. Election of a new Ex-Members' Representative, when required, shall proceed as follows. The Secretary shall approach any Old Members, as well as Current Members who are due to become Old Members during the next academic year, and ask for volunteers to take up the office of Ex-Members' Representative. A postal ballot of such members, and such members alone, (in which voting via email shall be permitted) shall then be held for the TGM in Trinity Term. The voting format laid down in (4.d) shall apply to such an election.
              1. An incumbent Ex-Members' Representative shall have the right to stand for re-election under such circumstances.
    7. Recall
      1. Any officer may be recalled from Office by an EGM of the Group, as provided for in (4(c)).
    8. Unfilled Posts
      1. Any Group post left unfilled shall be filled at the discretion of the F&GPC by co-option.

  5. THE FINANCE AND GENERAL PURPOSES COMMITTEE

    1. The functions of the Finance and General Purposes Committee (hereinafter and hereinbefore referred to as "F&GPC") shall be:
      1. To approve major items of expenditure.
      2. To undertake or delegate such tasks as a GM may mandate it to perform.
      3. To address important issues affecting the group, and to either resolve to undertake or delegate any resolutions arising from such issues, or to refer them to a General Meeting.
    2. The F&GPC shall have the authority to make decisions on behalf of the Group.
    3. The F&GPC shall meet whenever it is needed, but at least once before Friday of 4th Week of each full Term.
      1. The F&GPC shall not meet during the normal meeting times of the Group, including Lunchtime Meetings, although it may meet immediately before or after such normal meeting times.
    4. Any Current Member may request that the Secretary organise an F&GPC.
    5. The agenda of the F&GPC meeting shall be circulated to all members at least 24 hours prior to the published opening time of the meeting.
    6. The Secretary shall take all reasonable steps to give notice to all Current Members of a forthcoming F&GPC.
    7. The quorum of the F&GPC shall be five, of which three must be ex-officio members or their nominees.
    8. The ex-officio members of the F&GPC shall be the Chair, Junior Treasurer, Secretary, Chair-Elect and the SSAGO Representative.
    9. Other Members of the Group are entitled to attend.
      1. The Secretary shall not specifically invite Senior Members to attend F&GPCs (unlike General Meetings), and their attendance should not be considered mandatory.
    10. The chair and secretary of the F&GPC shall be the Chair (or his nominee) and the Secretary (or his nominee), respectively.
    11. Reports
      1. Only the ex-officio members of the F&GPC are required to make a report to the meeting.
      2. Other officers may be invited to report if the chair deems it necessary or useful for them to do so. Such officers may also be required to report if three ex-officio members of the F&GPC make a demand to the chair for such a report at any stage prior to the opening of the meeting.
    12. Voting of the F&GPC shall be by simple majority, the presiding chair shall have casting vote only.
    13. The Secretary shall summarise the decisions of the F&GPC in the following edition of "PostScript".
    14. Minutes of F&GPC meetings shall be distributed to all Officers of the Group no later than one week after the close of the meeting.

  6. NEWSLETTER

    1. The official newsletter of the group shall be known as "PostScript".
    2. It shall be published thrice termly.
    3. All Members of the Group shall be entitled to receive a copy of each edition of "PostScript", except those Old Members who choose to view "PostScript" via the medium of the "World Wide Web", who shall not receive a printed copy of each edition and shall pay reduced annual subscriptions as a result.
    4. In the interests of free expression, any views expressed in PostScript may not necessarily be those of the Group, SSAGO, or the University.

  7. MASCOT

    1. The Group shall have a Mascot, a Panda, dressed in subfusc, and called "Eri>|".
    2. The Group shall have a deputy mascot, a fork, called "Mr.Fork", and he shall deputise for Eri>| whenever necessary.
    3. Any member of the Group who knowingly aims to deprive the Group of Eri>|, or who conspires with others (including non-members) to do so, shall be fined by the F&GPC. The level of the fine will be a maximum of one jelly baby (or similar value confection) per day that Eri>| is missing.
      1. A right to appeal to a General Meeting will exist in such circumstances.

  8. RULES

    1. No member may make a bid for a SSAGO Rally or similar event without the prior consent of 30% or ten of the Current membership of the Group, whichever be the lesser.
      1. Should a member violate this regulation, the bid may stand if ratified by the F&GPC or TGM following the bid.
    2. When finances of activities, especially trips, are handled through a member's private bank account, a full statement of accounts must be presented to the Junior Treasurer within a reasonable amount of time after the activity, and in any event before Proctors regulations require such a statement to be presented to them.

  9. CONSTITUTION

    1. Constitutional Amendments
      1. Any Current Member may move a Constitutional Amendment.
      2. Notice of a proposed Constitutional Amendment must be given to the Secretary signed by proposer and seconder, at least two weeks before the TGM at which it is to be moved.
      3. A proposed Constitutional Amendment shall have been published in "Postscript" before it may be moved at a TGM.
      4. A Constitutional Amendment shall be deemed carried by a two-thirds majority of those present and entitled to vote at the TGM at which it shall have been moved.
    2. Interpretation
      The Constitution shall be interpreted by the F&GPC in consultation with the Senior Treasurer.
    3. Distribution
      Copies of the current Constitution shall be distributed (by the Secretary) to all Officers and Senior Members of the Group, and shall be made available to any other Member upon demand. A copy of the current constitution shall also be displayed on the Group's web page.



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