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Constitution of Oxford Women in Politics

Preamble

We, the members of Oxford Women in politics do hereby establish this Constitution on 12 February 2004.

Name and Objects

  1. The Organisation is called Oxford Women in politics (OxWip), henceforth referred to as Oxford Women in politics.
  2. Oxford Women in politics is dedicated to:
    1. Creating a dynamic and sustainable multi-disciplinary network of Oxford students, faculty and alumni dedicated to increasing the representation and participation of women in leadership and decision-making positions locally, nationally and globally;
    2. Using the knowledge and expertise generated by this network to develop innovative leadership programmes that train women in the skills they need to assume positions in the political and public life; and
    3. Inspiring the next generation of women leaders to become politically engaged and to consider future studies or careers in the political world.
  3. The income and property of Oxford Women in politics shall be applied to those purposes that are deemed to be consistent with the objectives of the Organisation.

    Compliance

    1. The Organisation shall be administered in accordance with the regulations for University clubs which are published from time to time in the Proctors’ and Assessor’s Memorandum (“the Proctors’ Memorandum”).
    2. The Organisation 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 Organisation, and follow an appropriate procedure for risk assessment. Both the Code of Conduct and the procedure for risk assessment must be acceptable to the University’s Safety Officer.

    Membership

  5. The members of the Organisation shall be those who are eligible and apply for membership of the Organisation, who are admitted to and maintained in membership by the Executive Committee, and who have paid the relevant Organisation subscription.
  6. All faculty, administrative and 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 Organisation.
  7. The Executive Committee may also, at its discretion, admit to membership other persons not falling within paragraph 6 above provided that non-university members shall not constitute more than one-fifth of the total membership.
  8. The Executive Committee may remove a person from membership for good cause. The person concerned may appeal against such removal to the Senior Member.

    Meetings of the Members

  9. There shall be an Annual General Meeting for all the members of the Organisation in Michaelmas Full Term, convened by the Secretary on not less than fourteen days’ notice.
  10. The Annual General Meeting will:
    1. receive the annual report of the Executive Committee for the previous year and the annual accounts of the Organisation for the previous year, the report and accounts having been approved by the Executive Committee;
    2. consider any motions of which due notice has been given, and any other relevant business.
  11. A Termly General Meeting shall be held each term, at which the current officers shall inform members of the Organisation’s situation. At least seven days notice of the Termly General Meeting shall be given to all members of the Organisation.
  12. An Extraordinary General Meeting may be called in any Full Term; by the President or the Vice President(s) on not less than seven days’ notice; or on a written requisition by ten 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.
  13. Prior to all General Meetings notice of the agenda shall be sent out with the notice of the Meeting.
  14. The quorum for a General Meeting shall be 10 members present in person or by proxy, of whom at least 4 must be members of the Executive Committee. If a quorum is not secured, the General Meeting shall be postponed for seven days, with the Secretary informing all Organisation members. Should the quorum still not be present at this postponed General Meeting, the members present in person or by proxy shall constitute the quorum. Members of the Executive Committee shall not compose more than 2/3 of the total number of members which constitute the quorum.
  15. All business of the General Meeting shall be decided by simple majority on the basis of one person, present in person or by proxy, one vote.
  16. When any financial business is to be transacted there must be present the Treasurer, or a member of the Executive Committee deputed by the Treasurer to represent his or her 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).

    The Executive Committee

  17. The affairs of the Organisation shall be administered by an Executive Committee, which shall determine the subscriptions payable by the members of the Organisation, and have ultimate responsibility for the activities of the Organisation. Members of the University shall at all times make up the majority of the members of the Executive Committee. The Executive Committee shall have control of the funds and property of the Organisation, and of its administration.
  18. The Executive Committee shall meet as often as may be required but not less than twice per term.
  19. The quorum for an Executive Committee meeting shall be five members present in person. When any financial business is to be transacted, there must be present either the Treasurer or a member of the Executive Committee deputed by the Treasurer to represent his or her views to the meeting.
  20. The Executive Committee shall be made up of the President, Vice President(s), the Secretary, the Treasurer, the Senior Member, and additional members who will be given distinct portfolios upon being selected to hold positions.
  21. The President, the Vice President(s), the Secretary and the Treasurer, and all additional members of the Executive Committee, shall each be either a member of the Organisation whose eligibility stems from paragraphs 6 or 7 above, or (with the approval of the Proctors) a member of Congregation. If his or her eligibility stems from paragraphs 7 above, on assuming office he or she must sign an undertaking to abide by the Proctors’ Memorandum, and to accept the authority of the Proctors on Organisation matters.
  22. The President shall:
    1. be responsible for general oversight of the Executive Committee and Organisation and for formulating policies within the parameters of this Constitution.
    2. shall represent Oxford Women in politics in meetings with other people and institutions and shall chair all Executive Committee meetings and General Meetings. Should the President be absent, or decline to take the chair, Another member of the Executive Committee, normally the Vice President(s), will be designated to chair the meeting.
  23. The Vice President(s) shall:
    1. be responsible for distinct portfolios of the Executive Committee.
    2. shall assume the responsibilities of the President should the President be unable to perform her duties.
    3. shall represent Oxford Women in politics in meetings with other people and institutions.
  24. The Secretary shall:
    1. maintain a register of the members of the Organisation, which shall be available for inspection by the Proctors on request;
    2. give notice of meetings of the members and the Executive Committee;
    3. draw up the minutes of those meetings;
    4. notify the Proctors promptly following the appointment, resignation, or removal of Office Holders and other members of the Executive Committee;
    5. advise the Proctors promptly of any changes in this Constitution;
    6. notify the Proctors not later than the end of the second week of every Full Term of the programme of meetings which has been arranged for that term (e.g. by providing them a copy of the term card); and
    7. inform the Proctors if the Organisation ceases to operate, or is to be dissolved, and in doing so present a final statement of accounts.
  25. The Treasurer shall:
    1. keep proper records of the Organisation’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 (b);
    4. prepare an annual budget for the Organisation, and regularly inform the Executive 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 by the end of the second week of each Full Term a copy of the accounts for the preceding term signed by the Senior Member, for retention on the Proctors’ files; and
    10. if the Organisation has a turnover in excess of £15,000 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, it shall subject its accounts for audit by auditors approved in advance by the Proctors. Accounts are to be ready for audit within four months of the end of the Organisation’s financial year and the costs of the audit shall be borne by the Organisation. If requested by the auditors, the Organisation shall submit accounts and related material as a basis for a review of accounting procedures, the cost likewise to be borne by the Organisation.
  26. The Senior Member shall:
    1. hear appeals from removal from membership under paragraph 8 above;
    2. following paragraph 24(i) above, consider the accounts of the Organisation and sign them if he or she considers them to be in order;
    3. ensure that adequate advice and assistance is available to the Secretary and the Treasurer in the performance of their responsibilities under paragraphs 23 and 24 above; and
    4. be available to represent and speak for the Organisation in the public forum, and before the Courts of the University and the University authorities.

    Appointments

  27. New members of the Executive Committee shall be selected by relevant members of the existing Executive Committee in accordance with criteria laid out in the by-laws. All vacancies must be advertised to members of the OxWip community by email and also must be advertised on the OxWip website. All appointments will be made only after a competitive application process.
  28. Each year members of the Organisation shall appoint a member of Congregation as the Senior Member, and he or she will then be a member of the Executive Committee ex officio. This appointment will occur at the Annual General Meeting in Michaelmas term of each year.
  29. Each Executive Committee member must, on relinquishing her appointment, promptly hand to her successor in Office (or to another member of the Organisation nominated by the Executive Committee) all official documents and records belonging to the Organisation, together with (on request from the Executive Committee) any other property of the Organisation which may be in her possession; and must complete any requirements to transfer authority relating to control of the Organisation's bank accounts, building society accounts, or other financial affairs.
  30. Without derogating from its primary responsibility, the Executive Committee may delegate its functions to subcommittees.
  31. The Executive Committee shall together be responsible for the success of the Organisation and are expected to contribute to and attend as many society events as possible.
  32. Selection of Executive Committee members referred to in paragraph 27 shall take place each academic year subject to the availability of positions on an as-needed basis.
  33. The Executive Committee shall create at any point new executive committee positions as deemed necessary for the functioning of the organisation. Newly created positions will be advertised as referred to in paragraph 27 and will be filled through a competitive application process.
  34. Applications for vacant Executive Committee positions will be accepted from both members and non-members. Upon being appointed to a position, however, the appointed individual is expected to become a full member of the Organisation if she is not already one.

    Resignations and Dismissals

  35. The Executive Committee shall have the power of filling vacancies immediately, based on the application process outlined in paragraph 27.
  36. A member of the Executive Committee may be dismissed from her position for failing to fulfil her responsibilities, for failing to attend meetings, or for inappropriate conduct.
  37. If a member of the Executive Committee fails to attend two Executive Committee meetings in a row without advance notice, she may be expelled from the Executive Committee. A motion shall be proposed by one, and seconded by two, of the Executive Committee Members, and passed by an absolute majority of the Executive Committee. The procedure for replacing an expelled committee member is as in paragraph 27.
  38. Any Executive Committee member may be removed from office through a no-confidence vote by the approving votes of two-thirds of those present in person or by proxy at a General Meeting.

    Indemnity

  39. So far as may be permitted by law, every member of the Executive Committee and every officer of the Organisation shall be entitled to be indemnified by the Organisation against all costs, charges, losses, expenses and liabilities incurred by him or her in the execution or discharge of his or her duties or the exercise of his or her powers, or otherwise properly in relation to or in connection with his or her duties. This indemnity extends to any liability incurred by him or her in defending any proceedings, civil or criminal, which relate to anything done or omitted or alleged to have been done or omitted by him or her as a member of the Executive Committee or officer of the Organisation and in which judgement is given in his or her favour (or the proceedings are otherwise disposed of without any finding or admission of any material breach of duty on his or her part), or in which he or she 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 him or her by the Court.
  40. So far as may be permitted by law, the Organisation may purchase and maintain for any member of the Executive Committee or officer of the Organisation insurance cover against any liability which by virtue of any rule of law may attach to him or her in respect of any negligence, default, breach of duty or breach of trust of which he or she may be guilty in relation to the Organisation and against all costs, charges, losses and expenses and liabilities incurred by him or her and for which he or she is entitled to be indemnified by the Organisation by virtue of paragraph 39.

    Amendments to the Constitution

  41. The Executive Committee shall have power to make regulations and by-laws, in accordance with this Constitution, and to settle any disputed points not otherwise provided for in this Constitution. Any alteration to this Constitution shall require the approving vote of two-thirds of those present in person or by proxy at a General Meeting. Any amendments to the by-laws shall require the approving vote of two-thirds of the Executive Committee.

    Dissolution

  42. The Organisation may be dissolved at any time by the approving votes of two-thirds of those present in person or by proxy at a General Meeting. The Organisation 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 Organisation if at any time the Organisation ceases to be registered with the Proctors.
  43. In the event of the Organisation being dissolved, its assets shall not be distributed amongst the members, but shall be paid to or at the direction of the University.

    Interpretation

  44. Any question about the interpretation of this Constitution shall be settled by the Proctors.
    This Constitution was ratified on 12 February 2004, and revised on 10 March 2004.

Schedule

Code of Conduct on Safety Matters

Executive Committee Appointment By-Laws

Composition of the Executive Committee

  1. The constitutionally-mandated Executive Committee includes the President, Vice President(s), Secretary and Treasurer.
  2. The Executive Committee is also comprised of the Chairs and officers of sub-committees, including of: Membership, Research, Website, Database, Fundraising, Advisory Board, Public Relations, Newsletter, Leadership Development, Special Events and Outreach.
  3. The composition of the Executive Committee is changeable depending on the needs of the organisation.

    Recruitment and Selection of Executive Committee Members

  4. The success of OxWip is dependent on attracting qualified candidates for Executive Committee positions. Relevant Executive Committee members will screen and interview qualified candidates for their subcommittees. The screening and interview process will include the possible participation of other Executive Committee members, as well. Selection will be made on the basis of factors identified in the current job description.
  5. Before final selection of a candidate is made, and securing a majority vote of the members of the Executive Committee, the Executive Committee members participating in the selection and interview process must present the credentials of the various applicants to the Executive Committee for inspection and oversight.
  6. OxWip relies upon the accuracy of information contained in employment resumes, as well as the accuracy of other data presented throughout the hiring process and employment. Any misrepresentations, falsifications or material omissions in any of this information or data may result in the exclusion of the individual from further consideration for employment or, if the person has been hired, termination of employment.
  7. OxWip will advertise job openings by email and on its website. Each job posting will include the job title, job summary, essential duties and qualifications.
  8. Any eligible member of OxWip is encouraged to apply for positions in which they are interested and qualified.

    Performance Review

  9. Executive Committee members are strongly encouraged to informally discuss job performance and goals throughout the year. Performance reviews are conducted to provide all Executive Committee members the opportunity to discuss job tasks and teamwork, identify and correct weaknesses, encourage and recognize strengths, and exchange positive and purposeful approaches for meeting goals.

Oxford Women in politics · c/o Department of Politics and International Relations · Manor Road · Oxford OX1 3UQ · United Kingdom