Creating a Constitution

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The robotics society obeys Isaac Asimov's three laws of robotics:

1) A society member may not injure, or through inaction allow society members to come to harm.

2) A society member must obey all orders given to it by other members except where such orders would contradict with the first law.

3) A society member must protect the societies existence so long as such protection does not conflict with the first or second laws.


In order to ensure the longevity of the society, we should write a nice, well-thought-out constitution outlining the society's purpose, structure and rules.

See this guide to writing a constitution for more ideas/clarification on what constitutes a constitution :P

Name

The name of this organization shall be the Imperial College Robotics Society, hereinafter referred to as ICRS.

Purpose

  • To provide support for students of Imperial College London who wish to pursue their interests in Robotics.
  • To encourage and foster increased interest in robotics and engineering throughout Imperial College London.
  • To promote multidisciplinary, interdepartmental work at Imperial College London.
  • To inspire and assist other universities in setting up their own robotics clubs.

Membership

Membership Qualification

  • Membership shall be open to all registered students and staff at Imperial College London. ICRS does not discriminate on the basis of race, religion, national origin, age, gender, marital status, colour, sexual orientation, or disability.
  • The responsibilities of a member shall include respecting ICRS's and members’ property, attending general body meetings, paying membership fees, and following ICRS’s fiscal policies.
  • All undergraduate students are eligible to hold office.

Membership Fees

  • All members must pay the yearly membership fee set by the Committee
  • Any member working on a thesis, curricular or commercial project must pay for the materials used.

Membership Entitlements

  • Members of ICRS are entitled to:
    • A free ICRS T-Shirt
    • Access to ICRS's tools and materials
    • Wiki editing privileges
    • Cheaper attendance to workshops
    • Ability to order components

Membership Termination

  • Membership may be revoked by a 75% vote of Officers.
  • Any member or Officer may request a vote on any member. To bring the vote to Officers, another Officer must second this request.
  • If needed, any Officer may temporarily suspend membership until the next Officers meeting when the member will be brought up for a vote.
  • It is left to the Officers’ discretion to determine what constitutes a reason for membership termination. Membership may be revoked because of, but not limited to, any of the following:
    • Stealing of any ICRS property. This includes food.
    • Endangering a member or oneself because of improper use of tools, carelessness, horseplay, or using a tool without proper certification.
    • Using another person’s work or materials without permission.
    • Damaging ICRS property without informing an Officer. This includes damaging shop tools without informing an Officer.
    • Doing thesis work, curricular or commercial projects without paying for the materials used.
    • Violating ICRS’s fiscal policies or Rules.

Officers

  • An Elected Officer’s term is from April 1st until March 31st of the following year. Elections for the following year’s Officers must be held in February.
  • Required officers are President, Vice President(s), Treasurer, Secretary, and Webmaster.
  • Recommended officers are Public Relations, Social Secretary, General Officer(s) and Graduate Student Representative
  • These positions are appointed by a relative majority vote
  • A maximum of one person may be elected to the positions of President and Treasurer
  • Each position must be filled by at least one person. No person can fill more than one position.
  • All positions, except that of Graduate Student Representative, can only be filled by undergraduate students.
  • The position of Graduate Student Representative can only be filled by a post-graduate student.
  • To be considered for office, a speech must be delivered to Officers during elections indicating the member’s intended contributions.
  • Sufficient Training for new Committee Members
  • What to do if a member leaves/not all positions are filled
  • Removal of committee members

Officer Meetings

  • During term time, Officer Meetings must take place at least fortnightly in the Imperial College campus.
  • These Meetings shall enable the Officers to discuss actions and monitor progress to date, and to consider future developments.
  • An agenda must be sent out to all Officers at least two days before a meeting.
  • Voting is done by way of a show of hands.
  • Two-thirds of the Officers must be present in order for a meeting to take place.
  • All meetings must be minuted and accessible to interested parties.

Annual General Meetings

  • Annual General Meeting What/When/Where
  • How voting works

Finance

  • Any money acquired shall be paid into the IC Union account, except when donated as a spending limit on an external account.
  • All funds must be used for the purpose of ICRS.
  • Any income/expenditure shall be the responsibility of the Treasurer who will be accountable to ensure funds are utilised effectively and that the Group stays within budget.
  • Finance records shall be maintained by the Treasurer.
  • An annual financial report shall be presented by the Treasurer at the Annual General Meeting.

Expenditure

  • Most expenditure in ICRS shall involve the member obtaining approval from the appropriate Officer/Project Leader, paying using their own cash/credit/debit card, and then being reimbursed. Proof of purchase must be given to the Treasurer.

Project Finances

  • All projects will have a Project Leader, who is responsible for managing the project's budget.
  • The project leader can use any of their project money without further authorisation, as long as they are in budget.
  • Project leaders must notify the Treasurer of any expenditure.
  • Expenditure Authorizers
  • Project Purchases
  • Reimbursement - What is acceptable and how will it work?

Amendments

  • The process of changing/adding to the amendment

Dissolution

  • How will the group be disbanded, if necessary?

Relevant Links