LMSS :: Liverpool Medical Students Society

Constitution

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There shall be a Society called "The Liverpool Medical Students' Society".

Membership:

1. Membership of the Society shall be as follows:-

a. All Students registered in the School of Medicine, Faculty of Medicine of the University of Liverpool, reading for the degree of MBChB shall be associates of the Society, and are entitled to full membership of the Society.

b. Any Student, registered in the Faculty of Medicine of the University of Liverpool having already obtained a medical qualification and reading for a higher Degree or Diploma, is entitled to full membership of the Society.

c. Such other persons as maybe elected in accordance with the Laws (Infra.) to Honorary Membership of the Society.

2. Full membership of the Society shall only be valid when the subscription as specified in the Laws (Infra.) has been paid to the Society.

Objectives:

The objectives of the Society shall be:-

1. The protection of the interests of its members and associates at all times.

2. The representation of its members and associates in academic matters at Staff-Student liaison meetings.

3. The furthering of the good name of The Liverpool Medical School in regional, national and international affairs.

4. The encouragement of social intercourse among its members.

5. The holding of meetings at which the moral, intellectual, vocational, technical and artistic interests of its members are encouraged.

6. The encouragement and organisation of sporting activities among its members.

7. The dissemination of information regarding the Society and its members through the publication of an official Society Journal namely, Sphincter, and through the use of an official Society Internet Website.

8. The encouragement and organisation of fund-raising for local and national charities.

Representation

There shall be the following officials and representative bodies within the Society whose Constitution is further defined within the Laws:-

1. Officers of the Society, namely, a President, Secretary and Treasurer.

2. Honorary Officers of the Society, namely, an Honorary President and - his successor - an Honorary Vice-President who shall be appointed by the full committee (Infra.) of the preceding year. These shall be the only officials of the society who are not undergraduates.

3. A Full Committee of the Society.

4. An Academic Committee of the Society Laws

Committees

1. The Full Committee.

2. The Full Committee shall be composed of members of the Society as follows:-

The Officers of the Society.
The Publications Secretary.
The Webmaster.
The Academic Secretary.
The Social Secretaries (2).
The House Secretaries (2).
The Sports Secretary.
The Medical Dinner Secretary.
The Ladies' Medical Dinner Secretary.
The Charities Secretaries (2).
The Medical Ball Chairmen (2).
The Chairmen of "Artefacts" (2).
The Smoking Concert Chairmen.(2)
The Business Officer.
The BMA Liaison Officer.
The Liaison Officer for the National Association of Medical Students and the European Medical Students Association.
The male and female Year Representatives from each of the five years.

Such other members of the Society as may, from time to time, be appointed by the Full Committee provided that they do not participate in voting.

3. The Academic Committee.

The Academic Committee is composed as follows:-

The Officers of the Society
The Academic Secretary
The male and female Year Representatives from each of the five years
The additional Subject Repreentatives from each year who are elected to monitor individual aspects of their course

Auditors:

1. The Auditors shall examine, approve and certify the Annual Balance Sheet before passing the Balance Sheet to the President for signature at the Annual General Meeting.

2. The Auditors shall be appointed by the Full Committee.

Subscription:

1. The membership fee for the Society shall be determined by the retiring Full Committee.

2. The membership fee shall not be refunded.

Election of the Officers:

1. The Officers of the Society shall be elected by ballot.

2. Nominations should be submitted in writing to the Secretary of the Society at least 28 days prior to the date of hustings and shall be accompanied by a proposer, a seconder and ten supporters, all of whom shall be full members or Honorary Life Members of the Society.

3. There shall be a meeting of the Society, namely The Annual Hustings Meeting, 14 or more days prior to the date of election of the Officers at which the candidates are introduced by their proposers in a presentation not exceeding ten minutes in length which may refer only to the candidate in question, and may answer questions.

4. A list of the candidates, their supporters, and the dates on which polling is to take place shall be posted in the Duncan Building, The Victoria Building and on the Society Website at least 14 days prior to the date of hustings.

5. Polling shall take place in the Duncan Building between 9 a.m. and 5 p.m. on at least three days of the fourteen immediately preceding the Annual General Meeting.

6. Ballot Forms shall be issued upon production of a Society membership card or a library card by a Polling Clerk to a voter whose name will be checked by the Clerk against a list of members of the Society.

7. Voting papers shall not be destroyed until one week after the Annual General Meeting and then by the President himself.

8. Ballot Boxes shall be opened and votes counted by the Officers of the Society.

9. The result of the elections shall not be disclosed until the Annual General Meeting.

10. The Officers of the Society shall decide if any additional rules or restrictions should be placed upon candidates and their campaigns. These additional rules and the above points will be posted in the Duncan Building, The Victoria Building and on the Society Website at least 28 days prior to the date of election.

Duties of the Officers:

1. The President.

Shall be Chairman of all Meetings of the Society, of the Full Committee; of the Academic Committee, and of all sub-committees.
Shall represent the Society at all official functions.
Shall be the sole spokesman of the Society in all matters.
Shall be responsible for arranging the Calendar of Events for his term of office.
Shall be responsible for discipline of members in relation to Society business.
Shall be responsible for the conduct of Society members when engaged in Society business.

2. The Secretary.

Shall convene meetings of the Society and of the Full Committee.
Shall take and archive minutes of the Society and of the Full Committee.
Shall prepare and circulate agendas for meetings of the Full Committee.
Shall arrange the booking of venues for meetings of the Society and of the Full Committee.
Shall manage the general correspondence of the Society.
Shall maintain the Society membership lists.
Shall assist the President in all administrative duties.
Shall bring to the attention of the Society, any decisions made or actions taken by the Full Committee.
Shall be responsible for the maintenance and storage of Society property.
Shall ensure that correspondence, minutes and records of Society business are properly archived both in the Society archives and in the University archives.

3. The Treasurer

Shall keep the accounts of the Society.
Shall present Financial Reports to the Full Committee at meetings at the request of the Full Committee.
Shall present a Financial Report and a Certified Balance Sheet to the Society at the Annual General Meeting.
In the absence of the President shall carry out his duties with his authority.
Shall request a budget of expenditure from all Society account holders.
Shall prepare a budget of expenditure for presentation to the Full Committee no later than the 31st October of his year of office.
Shall be responsible for the organisation of the Summer Ball.

4. The Publications Secretary

1. Shall be responsible for all Society publications which shall include:-

The Journal "Sphincter", which shall appear at least once per term.
The newsletter "Sphincter Minimi", which shall appear when required.
The Freshers Magazine.
The Official Stationary of the Society.
The Academic Publications of the Society under the publishers name of "Sphincter Academic Press".
The Constitution

5. The Webmaster

1. Shall be responsible for catering for the information technology needs of the Society which shall include:-

The production and maintenance of the official Society Internet Website.
The management of the electronic correspondence of the Full Committee members.

6. The Academic Secretary.

1. Shall be responsible for the academic welfare of all undergraduate students registered in the Faculty of Medicine to read for the degree of MBChB. His duties shall include:-

The convening of meetings of the Academic Committee and of Staff-Student liaison meetings.
The taking and archiving of minutes of Academic Committee meetings and of Staff-Student liaison meetings.
The preparation of agendas for Academic Committee meetings and Staff-Student liaison meetings.
The arrangement of all academic meetings of the Society including case-presentations and the like.
The supervision and co-ordination of the Year Representatives, regarding Academic matters.

7. The Social Secretaries.

1. Shall be responsible for organising and co-ordinating all the social activities of the Society.

8. The House Secretaries.

1. Shall be responsible for:-

The provision of refreshments at all Society meetings.
Assisting the President at meetings of the Society.
The maintenance of the general amenities of the Common Rooms, the Jack Leggate Lecture Theatre and the Officers' Rooms.

9. The Sports Secretary.

1. Shall be responsible for:-

Organising and co-ordinating sporting activities.
Arranging - with the Treasurer - funding of Society Sports Teams.
Informing the Society members of sports news at every meeting of the Society.

10. The Medical Dinner Secretary.

1. Shall be responsible for:-

Organising the Annual Medical Dinner according to tradition.
Organising traditional entertainment in the hostelries of Liverpool on the night of the Annual Ladies' Medical Dinner.

11. The Ladies' Medical Dinner Secretary.

1. Shall be responsible for:-

Organising the Annual Ladies' Medical Dinner according to tradition.
Organising traditional entertainment in the hostelries of Liverpool on the night of the Annual Medical Dinner.

12. The Charities Secretaries.

1. Shall be responsible for:-

Advising the Full Committee which charities will be supported by the Society.
Organising fund-raising events.

13. The Medical Ball Chairmen.

1. Shall be responsible for the organisation of the Annual Medical Ball.

14. The Chairmen of "Artefacts"

1.Shall be responsible for:-

The encouragement within the Society of the appreciation of and the participation in all creative art forms.
The organisation of "Major Artefacts" as the public business of a meeting of the Society.
The organisation of theatrical productions.

15. The Smoking Concert Chairmen.

1. Shall be responsible for the organisation of the Annual Smoking Concert.

16. The Business Officer.

1. Shall be responsible for the commercial interests of the Society.

17. The British Medical Association Liaison Officer.

1. Shall represent Liverpool Medical School and its students in BMA matters and vice versa.

18. The Liaison Officer for the National Association of Medical Students and the European Medical Students Association.

Shall represent Liverpool Medical School and its students in national and international matters.
Shall encourage social intercourse between medical students from other medical schools in Europe.

19. The Year Representatives

1. Shall preserve and promote the interests and welfare of their colleagues in social and academic matters.

Election of the Full Committee

1. Members of the Full Committee, excepting the Officers of the Society, the British Medical Association Representative and the Year Representatives, shall be elected at the Annual General Meeting.

2. Voting shall be by a show of hands in the absence of the candidates unless the meeting resolves to do otherwise.

3. Nominations shall be made to the Chairman verbally by a proposer and a seconder, both of whom must be members.

4. The candidates shall be introduced by the Chairman and may answer questions.

Election of the British Medical Association Representative

1. There will be a British Medical Association (BMA) Representative and BMA Assistant Representative.

2. The BMA Assistant Representative is to be a non-committee post.

3. The BMA Assistant Representative will be elected at the Annual General Meeting of the society in the manner outlined within ‘Election of Full Committee’, with the added stipulation that all candidates must have at least 2 full years remaining within medical school.

4. From the first day of each new academic year the BMA Assistant Representative will automatically become the BMA Representative. The BMA Assistant Representative-Elect will then take up the position of BMA Assistant Representative.

Election of Year Representatives and Subject Representatives

1. Year Representatives shall be elected from their respective years at a meeting of that year by a show of hands in the absence of the candidate.

2. The elections shall take place no later than one month after the beginning of the first term of their academic year excepting 1st Year whose election shall occur no later than 6 weeks after the beginning of their Michaelmas Term.

3. The Chair shall be taken at these meetings by a person nominated by the President of the Society. It shall be this person's responsibility to give 7 days clear notice of the date and time of the election to the relevant year.

4. Names shall be received verbally at the time.

5. There shall be a proposer and a seconder but no speeches of proposal.

Election of Non-Committee Posts

1. The posts shall be as follows:-

LMSS photographer
Mace Bearer
Horn Blower
Sanitary Inspector
House Detective
Guardian of the Yard.

2. Elections shall take place at the Annual General Meeting.

3. Voting shall be by a show of hands in the absence of the candidates unless the meeting resolves to do otherwise.

4. Nominations shall be made to the Chairman verbally by a proposer and a seconder, both of whom must be members.

Election of Guild Council Representatives

There shall be a number of Guild Council Representatives elected in accordance with the rules and constitution of the Guild of Students. One or more of these representatives may be invited at the Chairman's discretion to sit (ex-officio) on the Full Committee.

Duties of the Full Committee

1. The Full Committee shall meet at least once per term to disseminate information regarding Society activities amongst its members and to discuss matters arising.

2. The Full Committee shall appoint parties or sub-committees to carry out Society duties.

3. The Full Committee shall have the power to overrule any decisions taken by its individual members.

4. The Full Committee members shall discharge the duties of their office with the interests of their fellow members in mind and shall conduct themselves in a professional and proper manner at all times.

5. The Full Committee members shall attend every meeting of the Society and of the Full Committee.

6. The Full Committee members shall keep a written record of their office for scrutiny by the Full Committee and by their successors.

7. Those Full Committee members who hold bank accounts shall be responsible for submitting a request for funds along with a budget of expenditure in writing to the Treasurer of the Society and shall maintain their accounts appropriately.

8. The Full Committee members shall consult with the

Officers of the Society to produce a list of objectives for their office, which will be announced and discussed at the first meeting of the Full Committee.

Standing Orders for Procedure at Meetings of the Society and its Committees

1. A Quorum at meetings of the Society shall be 75 members. A Quorum of Committees of the Society shall be 50% of its members.

2. The Chairman may address the meeting from the Chair to explain or administer these Orders, or to answer a question addressed to him as a point of fact, or to speak on any matter he deems to be of interest to the Society.

3. In the case of a Committee Meeting, if he desires to speak to a motion he shall vacate the Chair, which shall be occupied by the Senior Officer of the Society who is present.

4. It shall be competent for any member of the society to challenge the ruling of the Chairman immediately after the ruling has been given. When the challenge has been seconded, the Chairman shall immediately vacate the Chair, which shall be occupied by the Senior Officer of the Society who is present. The objector shall state the reasons for his challenge and the Chairman will have the right to reply, following which a vote shall be taken without further discussion.

5. Whenever the Chairman rises to speak, he shall be heard in silence and any member who is speaking shall at once resume his seat.

6. If two or more members signify their wish to speak at the same time, precedence shall be given to him who first meets the eye of the Chairman.

7. Any motion shall be proposed and seconded and shall thereafter be open to discussion. The proposer shall speak immediately to the motion but the seconder may speak later in the discussion. The proposer of the motion will always have the right to reply immediately before the motion is taken.

8. Only one amendment may be moved to any motion at a time. The amendment may be incorporated into the motion immediately with the approval of the proposer and seconder of the motion. If, however, the amendment is put to the vote and carried, the motion as amended shall become the substantive motion and the proposer of the amendment becomes the proposer of the substantive motion.

9. "Points of information" may be raised by a member rising to his feet and catching the Chairman's eye, provided that the member who is speaking signifies his intention of giving way. They may consist of information offered to, or a question asked of the member who has given way.

10. "Points of Order", which have precedence over all other business and upon which there shall be no discussion, may be made by any member rising to his feet and catching the Chairman's eye. They must be framed as a question to the Chairman.

11. It shall be competent for the Chairman, in the absence of discussion, to ask whether there is any discussion, opposition or amendment, and in the absence of response, to declare the motion carried.

12. At any time during the discussion of a motion it shall be competent for the Chairman to move the closure by proposing that the motion be now put. If this proposal is carried, the proposer of the motion shall be given the opportunity to sum up and the motion shall be put to the vote immediately.

13. At any time during the discussion of a motion it shall be competent for the Chairman to propose that the motion be not put. If this proposal is carried, discussion ceases and no further opinion is expressed on that motion.

14. Voting on any motion shall be by show of hands unless it is the wish of the meeting to vote by ballot.

15. The Chairman shall not vote on any motion except in the event of a tie when he shall have the casting vote.

16. Private business shall be limited to 30 minutes. It may be extended at the discretion of the Chairman.

17. Guests at meetings of the Society shall be introduced by a member and may remain with the permission of the Chairman. They may not take part in discussion unless invited to do so by the Chairman, and have no voting rights.

18. The following shall be the order of business at Ordinary meetings of the Society:-

Chair to be taken.
The Guest Speaker is introduced to the Society by the President.
Apologies.
Minutes of last meeting to be read and approved.
Guests to be introduced by their hosts.
Private business transacted.
Public business transacted.
Business of the next meeting announced.

19. The following shall be the order of business at Committee Meetings of the Society:-

Chair to be taken.
Apologies.
Minutes of the last meeting to be approved.
Matters arising.
Officer's Business.
Member's Business.
Other business.
Date of next meeting arranged.

20. The following shall be the order of business at the Annual General Meeting:-

Chair to be taken.
Minutes of the last Annual General Meeting to be read and approved.
Treasurer's report and presentation of Balance Sheet.
Secretary's report.
President's report.
Presentation of prizes.
Presentation of Honorary Life Members.
Announcement of results of ballot for Officer Elections and presentation of symbols of office.
Election of remaining officials.

Honorary Life Members

Any person approved by the Society may be elected an Honorary Life Member of the Society. Such persons shall be nominated by the Full Committee and elected at the final meeting of that committee by those Committee members who have held Full Membership more than two years. Honorary Life Membership is automatically awarded to the Honorary President of the Society unless the Full Committee resolves otherwise. A simple majority of the votes cast is needed to carry the motion to award Honorary Life Membership and the Chairman shall have the casting vote.

Discipline

Any member may be expelled or suspended from the Society or demoted from office provided notice of such proposal to expel, suspend or demote be given and read at the previous meeting, and provided that the resolution be approved by two-thirds of the members who are present at a quorate meeting of the Society. A proposal to expel, suspend or demote a member must be carried at a meeting of the Full Committee.

Constitutional Change

These Regulations and Laws shall not be changed or suspended except as follows:-

1. On a recommendation from the Full Committee of the Society in which case one week's notice of such recommendation shall be given on the Notice Boards in the Duncan Building, the Victoria building and on the Society Website. Such changes shall be ratified by a simple majority of the members who are present at a quorate meeting of the Society

2. A proposal submitted in writing by a member of the Society to the Secretary. Such proposal shall be accompanied by the names of ten other members of the Society willing to support the changes proposed. One week's notice of such proposals shall be given on the Notice Boards in the Duncan Building, the Victoria building and on the Society Website. Such changes shall be ratified by a two-thirds majority of the members who are present at a quorate meeting of the Society.