Council Roles

TWO – THE COUNCIL

6) The Council
     i) Positions : The council shall be made up of the following positions:
          a) President of the Society
          b) Secretary
          c) Treasurer
          d) External Convenor
          e) Internal Convenor
          f) Outreach Officer
          g) First Year Representative
          h) Second Year Representative
          i) Open Representative
     ii) The quorum for the Council to conduct its business shall be four.

7) Elections : The members of the general Council of the Society shall be elected by ballot of the ordinary members of the society who have been members for at least one calendar month prior to the election.
     i) The election of the members of the council shall take place at the Annual General Meeting of the Society in the last week of Hilary Term (that is, the last week before the University holidays for Easter).
     ii) For a nomination of candidature to be made a member must submit notice to the Secretary no later than three working days in advance of the Annual General Meeting.
     iii) All nominations must be seconded by another member of the Society.
     iv) Any member whose fees are outstanding may not vote in the elections of the Council.
     v) Election of the council shall take place in the following order:
          a) President
          b) Secretary
          c) Treasurer
          d) External Convenor
          e) Internal Convenor
     vi) The election will take place by means of a ballot. If there are more than two candidates then after the first ballot the candidate with the lowest votes will be removed and there will be a new vote. This will continue until one candidate holds more than fifty per cent of the vote.
     vii) It shall be possible for candidates who have not been elected to one office to pursue election for another office on the day in question. The candidate must make it clear when they nominate their candidature for one position that they wish to make a secondary nomination in case of their primary nomination failing at election. Candidates may only supplement once, and can therefore only run for a maximum of two offices at one general meeting.
     viii) If a by-election is required this may be done at any time during the session. The vacancy must be published to the ordinary members of the society no fewer than three days before the council meeting. Candidates must be seconded by a member of the council to stand for election. The office-holder will then be elected by the council members.

8) Duties: The Council shall be the highest decision-making body of the Society when they sit in Council meetings.
     i) In any case where it is found that a member has broken the rules of the Society which leave the member liable to suspension or expulsion the Council shall be the body which decides upon the appropriate sanction, whatever it may be.
     ii) Council business must be conducted at least twelve times a year for the council sitting to have fully discharged its duties for that Session.
     iii) The Senior Officers shall ensure that the Society is in compliance with any regulations set down by the University or the Students’ Union, unless by means of a vote of the whole House it is decided that it would be contrary to the aims of the society to comply with such measures.
     iv) All invitations to the Society and all awards which are made in the name of the Society shall be done so at the discretion of the Council.

9) The President
     i) The President of the Society shall be ultimately responsible for the day to day running of the Society, they shall have the task of ensuring that the Council performs its duties and that the Articles of Constitution are upheld.
     ii) The President shall be the de facto chair of all meetings of the House, whether held in public or in private. The President may appoint or invite any other member of the Society or a guest to perform these duties.

10) The Secretary
     i) The Secretary is the most senior administrative officer of the Society and is as such responsible for the daily functions of the Society so as to ensure that meetings may take place and that communications directly to the Society are responded to.
     ii) The Secretary shall be the Chair of meetings of the Society in the absence of the President or special Chairperson.
     iii) The Secretary shall be responsible for the minutes of the meetings of the Society, both public meetings and private meetings of the Council.
     iv) The Secretary shall keep all records of the list of members of the Society and for the lists of members who attend each meeting of the Society.

11) The Treasurer
     i) The Treasurer shall bear the ultimate responsibility for all monetary connexions with the Society. Therefore they shall be responsible for:
     ii) Collection of such monies as may be appropriate for the payment of Annual or Life membership of the Society or of money from members or non-members at the attendance of certain events held by the Society.
     iii) The Treasurer shall be responsible for the payment of all debts for which the Society is liable.
     iv) The Treasurer shall have the responsibility to liaise with the University and with any other organisation or person which may grant the Society fiscal benefit.

12) The External Convenor
     i) The External Convenor shall be the member with the primary responsibility within the Society for the organisation of debates which are not organised primarily by the Society. This includes organising teams from the Society for:
          a) Inter-varsity debates run by other Societies.
          b) National debating competitions (UK/Ireland/IONA)
          c) International debating competitions.
     ii) It shall be the role of the External Convenor to ensure that the Society is adequately represented at each of these levels of competition and to give as much assistance as is possible to the teams from the Society which are competing in them.
     iii) The External Convenor shall additionally be responsible for the organisation of non-competitive debates with Societies from outside the University, as and when it may be opportune to do so.

13) The Internal Convenor
     i) The Internal Convenor shall be the member of Council with the primary responsibility for the organisation of debates and competitions within the University.
     ii) The Internal Convenor shall have the responsibility for convening at least one internal debating competition during each Session, open to all members of the Society which shall culminate in the awarding of the Dufferin Medal.
     iii) The Internal Convenor shall also be the member responsible for ensuring that the Society may from time to time work with other Societies within the University in order to present debates which may be of specific interest to those Societies.

14) Outreach Officer
     i) The Outreach Officer shall have general responsibility for the promotion of the Society both within and without the University, and shall have responsibility for the Society’s promotion, including but not limited to: poster advertising, social media and press releases.
     ii) The Outreach Officer shall also co-ordinate the Society’s annual Schools’ Debating Competition, and will be responsible for any other matters of general promotion deemed necessary by Council.

15) The Ordinary Members of Council
     i) The Representatives on Council shall have no executive powers individually other than those specified by the senior office holders and those which are held for the reserve of Council. The Representatives should bring to Council any issues which may be specific to those years of which they are members.
     ii) The First Year Representative shall be a First Year Undergraduate and shall be elected before the end of Michaelmas Term for the remainder of the Session.
     iii) The Second Year Representative shall be a Second Year Undergraduate for the entirety of the Session and may be elected at the Annual General Meeting along with the Senior office-holders.
     iv) The Open Representative shall be an Undergraduate who has matriculated more than two years, or a postgraduate student of the University. The Open Representative may be elected at the Annual General Meeting along with the Senior office-holders.

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