GEOGSOC CONSTITUTION

THE UNIVERSITY OF THE GAMBIA GEOGRAPHY SOCIETY'S CONSTITUTION PREAMBLE We the members of The Geography Society agree to abide by the conditions set out in this constitution as well as the rules and regulations set out by the University of The Gambia students’ Union . SECTION I: SUPREMACY OF THE CONSTITUTION 1. Article 1: The constitutional order established in this instrument shall be proper source of guidance for the running of The Geography Society, second to none but subject to the laws of The Gambia and the University of The Gambia, Faculty of Humanities and Social Sciences. 2. Article 2: In pursuance of the rule of law of this constitution no member shall be above or below the by-laws of this instrument. SECTION II: NAME 1. Article 1: The name of the Club shall be "The Geography Society" of the University of The Gambia. SECTION III: AIMS AND OBJECTIVES 1. Article 1: 1. (a) To afford a collective discussion of members' problems and give any necessary and helpful assistance in any form the Club can and thinks fit to individual members or groups. 2. (b) To foster a spirit of solidarity among members. 3. (c) To represent members in matters relating to University policy and other problems deemed fit by the Club. 2. Article 2: 1. (a) To promote co-operation, understanding and, friendship between all students at the University of The Gambia 2. (b) To work in close collaboration with other organizations with aims and objectives compatible with our course. 3. Article 2: 1. To promote interest in contemporary geographical issues and research through a programme of visiting lecturers. 2. To provide additional information to students in geography and related fields through the publication of an annual journal. 3. To provide opportunities to meet up with others with similar interests socially. 4. To complement the Geography Department and give opportunities for student involvement beyond the formal teaching programme. SECTION IV: MEMBERSHIP 1. Article 1: Membership shall be open to any faculty member and/or student studying in the University of The Gambia who possesses an interest in Geography. 2. Article 2: The Society will not deny full membership to any person on the basis of race, religious beliefs, nationality, political beliefs, age, marital status, sex, or sexual orientation. 3. Article 3: Subject to Article 1 under this section, full membership, including the right to vote and hold office shall be attained by only active members. Active members shall refer to members whose absence at general meetings does not exceed two consecutive meetings. SECTION IV: OFFICERS AND THEIR DUTIES 1. Article 1: The Geography Society shall consist of an executive, year representatives and general members. 2. Article 2: The officers of the Society shall be: 1. (a) President 2. (b) Vice-President 3. (c) Academic Liaison 4. (d) Communications Liaison 5. (e) Events Manager 6. (f) Treasurer 7. (g) Secretary 8. (h) Volunteer Coordinators 9. (i) Year Representatives 3. Article 3: DUTIES 1. PRESIDENT 1. (a) The president shall be the Chief Executive of the Society 2. (b) Shall preside over all executive and general meetings of the Society 3. (c) Shall countersign all cheques of the Society 4. (d) Shall in consultation with the Secretary convene executive, general and emergency meetings 5. (e) Shall in consultation and collaboration with the other members of the executive and club be responsible for the organization of any special events that must be carried out. 2. VICE-PRESIDENT 1. (a) The Vice-President shall act in the absence of the President 2. (b) Shall represent the Club at the UTGSU and inform the executive of any communication from the faculty representatives. 3. ACADEMIC LIASON 1. (a) Shall assist in the day-to-day management of club activities, including organizing fundraising activities. 2. (b) Shall also assume the duties of any other officer in temporary absence 3. (c) In the event of vacation of office by any Executive member, he/she shall assume duties of the office in the interim 4. (d) Shall attend the meetings and functions of special clubs and committees, as may be invited, for the purpose of reporting back to the Geography Society 4. COMMUNICATIONS LIAISON 1. (a) Shall be responsible for communicating with and to the Geography Student body about socials, presentations, meetings etc. 2. (b) Shall be responsible for organizing the general and internal list-serves for email. 3. (c) Shall be responsible for organizing, maintaining and updating the Society website where such abilities exist. In the absence of such abilities the member shall work with someone with such abilities 5. EVENTS COORDINATOR 1. (a) Shall coordinate and book rooms, entertainment, etc. for all society events. 2. (b) Shall be responsible for the organization and production of apparel and other goods for the purpose of fundraising monies for the Society 6. TREASURER 1. (a) The Treasurer shall keep an up-to-date account of all financial transactions of the Society: Via income and Expenditures. 2. (b) Shall be co-signatory to all cheques and other financial documents of the Society. 3. (c) At the end of office and any other time as requested by members, the Treasurer shall present a detailed Statement of Account or part thereof, of the financial status of the Society. 7. VOLUNTEER COORDINATOR (a) Shall build relationships with both campus and community members through volunteer activities to grow the volunteer base of the Geography Society (b) Shall manage volunteers to ensure a highly motivated group of individuals who are committed to achieving goals set out by Geography Society (c) Shall recruit, engage and evaluate volunteers, as well as being responsible for recognizing those who donate their time and efforts 8. SECRETARY 1. (a) The Secretary shall maintain an up-to-date register including ID numbers, phone numbers, and e-mail addresses of the executive. 2. (b) Shall keep minutes of all general and executive meetings. 3. (c) Shall undertake all official correspondence of the Society in consultation with the President. 4. Article 4: YEAR REPRESENTATIVES (1 or 2 per year) 1. The year representatives shall consist of member from each academic year in Geography. These members will remain the voting members of the Geography Society and they must act in accordance to items in section IV Article 3. SECTION VI: PRIVILEGES OF A MEMBER 1. Article 1: All students in Geography have the right to participate and vote in all general meetings 2. Article 2: All students in Geography have the right to run for position on the executive or representative. 3. Article 3: All students have the right to vote in elections. 4. Article 4: All students have the right to participate in events that are run by the Geography Society. SECTION VII: COMMITTEES 1. Article 1: Committees may be established as and when prescribed by the members at a general meeting. SECTION VIII: ELECTION OF OFFICERS 1. Article 1: In recognition of the need for executive competence only those members who have demonstrated full membership as defined in Section IV Article 2 shall qualify to hold executive office. 2. Article 2: 1. (a) Election shall be held within the first week of May each year. 2. (b) The officers shall hold their positions for both first and second semesters of the following school year. 3. (c) The officers elected shall work with incumbent executive during a two week period following election and prior to assumption of office. 4. (d) Handing over shall be done at a general meeting at which the outgoing officials shall be required to present a report and statement of account for their tenure of office. 3. Article 3: 1. (a) At least two weeks prior to the scheduled date for election, notice on the standing executive offices shall be served out to the society as a whole. 2. (b) Additionally, nomination forms shall be put up on the notice board at the same time. 3. (c) Nomination on the form shall be done after prior consultation with nominees. The nominee requires at least one nominator 4. (d) Clause (c) notwithstanding, nomination for vacant offices shall be accepted up to and including the time of election. 4. Article 4: Each office shall pull a victory vote by a simple majority. SUB-SECTION IX: BY-ELECTIONS 1. Article 1: 1. (a) Any vacated office shall be filled within two weeks by by-election at a general meeting. 2. (b) Notice to this effect shall be served to members at least seven (7) days in advance of such a meeting if possible. 3. (c) Nominations and voting shall be conducted at the said meeting. SECTION X: MEETINGS 1. Article 1: 1. (a) There shall be at least 1 general meeting per semester. 2. (b) Notice of all general meetings shall be communicated to members at least two (2) days before the intended meetings. 2. Article 2: Emergency Meetings shall be convened by the Secretary on the request of the President or on petition signed by not less than five (5) full members and presented to the President. 3. Article 3: 1. (a) Executive meetings shall be convened by the President in consultation with the Secretary at least 3 times a month 2. (b) The executive meetings shall be a quorum of executive members and any other members of the society who wish to be present. SECTION XI: FINANCE 1. Article 1: Funds shall be raised from membership fees, participation in GEOSOC activities, activities organized by the executive committee and any other source. 2. Article 2: The funds of the Society shall be deposited in an account with any bank in The Gambia. 3. Article 3: Any expenditure in excess of D500.00 and under D1500.00 shall first be approved by the executive. 4. Article 4: Any expenditure in excess of D1500.00 or any amount determined by members from time to time shall first be approved by members at least 2/3 of the full members present at the general meeting. 5. Article 5: All receipts for any purchases or expenses made in connection with the society must be handed over to the Treasurer. SECTION XII: VACATION OF OFFICE 1. Article 1: 1. (a) Any executive member who feels unable to carry on with her/his office shall tender in a written notice of resignation 2. (b) Such resignation shall be effective under the following circumstances: The said person; 1. (i) Shall not owe outstanding liabilities to the Society. 2. (ii) Shall have received a written reply from the Society regarding her/his resignation. 3. (c) With reference to (b) an emergency meeting shall be convened as soon as possible by not later than fourteen (14) days after receipt of the said written resignation notice. 2. Article 2: 1. (a) A motion of no confidence on any or the entire executive signed by at least five (5) full members shall attract an emergency meeting to vote on the issue. 2. (b) such a motion shall be effective by a vote of at least 2/3 of full members of the Society. SECTION XIII: DISCIPLINE 1. Article 1: A high sense of behaviour shall be expected of members at general meetings and other activities of the Society. SECTION XIV: SANCTIONS 1. Article 1: Members and officers shall be subject to penalty, as a general meeting made by 2/3 vote determine for: 1. (i) Violation of the constitution 2. (ii) Inappropriate use of the Society's name and facilities 2. Article 2: The Executive and/or the members shall see to the application of such sanction within one semester at most. SECTION XV: AMENDMENT Article 1: Any part or parts of this constitution shall be altered, deleted or supplemented in part or in whole, only after an executive has studied and made recommendations. Article 2: SUCH AMENDMENTS MUST BE APPROVED by all executive members present at an executive meeting.