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[Insert Group Name] Frie nds of Médecins Sans Frontières Constitution Society Overview: 1

The name of this society shall be the [Group Name] Friends of MSFsociety

1.1

The objectives of the society are:

1.2.1

To raise awareness of MSF’s international humanitarian work and it’s ongoing campaigns throughout campus.

1.2.2

To encourage students to consider working for an organisation such as MSF

1.2.3

To raise funds for MSF’swork where the need for medical care is greatest

Committee Positions and Duties: 2

The affairs of the society shall be under the control of an executive committee which shall contain the following core positions: President, Vice President, Secretary, Finance Officer/Treasurer, Public Relations Officer, Development Officer, Campaigns Officer, Entertainments Officer and Alumni members.

2.1.1

At least one of these positions should be occupied by a first year student to help ensure group development and continuity

2.1.2

To enhance society growth, the committee has the power to designate programme year and faculty representatives as it deems necessary.

2.2

The President is the acting head of the society and coordinates society activity. The President is entitled to make rulings and take steps towards the proper conduct of the society. The President acts as a liaison between the group and the Friends of MSFNational Committee.

2.3

The Vice President assists the President in their responsibilities and duties and represents the society at meetings and events in the absence of the President

2.4

The Secretary maintains society membership records; maintain written documentation of committee meetings and a current copy of the society constitution. The Secretary also produces any outside correspondence.

2.5

The Finance Officer/Treasurer has the responsibility of managing the society accounts. This includes producing a yearly budget and submitting it to the union, applying for funding, recording transactions and organising the payment of goods and services.


2.6

The Public Relations Officer is responsible for the promotion of the society’s image and the adverting of society events. This includes the maintenance of social networking sites

2.7

The Development Officer is responsible for membership development and education and increasing student involvement from other programmes and faculties. This includes increasing collaboration with societies/groups with a common focus.

2.8

The Campaigns Officer is responsible for increasing awareness about the MSF campaigns and associated issues.

2.9

The Entertainments Officer is responsible for organising society social events and has a key role in helping to coordinate fundraising events with other committee members.

2.10

The Alumni members act as links between the current and previous committee(s), acting as a voice of experience, aiding society development and direction

2.11

The year and faculty representatives act as a liaison between the committee and their appropriate peers. This includes helping the Public Relations and Development Officers with their duties

2.12

Persons interested in becoming involved and helping with the functioning of the executive committee without undertaking a specific portfolio can be appointed General Ordinary Committee Members

Committee Conduct and Society Administration : 3

All registered society members have a voice in the running of the society

3.1

Committee meetings shall be held at least once a month. A quorum shall be one half plus one of the full committee. Society members have a right to attend committee meetings and can raise their opinions through the Chair.

3.2

At the start of each term, the committee must plan appropriately the upcoming events to ensure the smooth running of the society and the appropriate allocation of duties among the committee

3.3

An Extraordinary General Meeting shall be called once during the academic year to fill any vacant committee positions. Candidates can put themselves forward for election or be put forward and seconded by other society members. Every society member present at the meeting is entitled to vote.

3.4

The Annual General Meeting of the Society shall be held at the end the end of the academic year. The agenda shall include an Activity and Financial Report and the election of the new committee members. The meeting must be properly advertised. Candidates can put themselves forward for election or be put forward and seconded by other society members. Every society member present at the meeting is entitled to vote.

3.5

The elected members of the Committee shall serve a term commencing on the first day of June following their election and ceasing on the last day of the following May


3.6

In the event of poor performance, or other stated misbehaviour, by a two thirds majority rounded upwards an Ordinary Committee Member (any position excluding the President) may be removed from the committee through a motion of no confidence

3.7

The President may only be removed by EGMcalled for that stated purpose.

3.8

The society constitution can changed at the EGMor AGM but the proposed changes must be ratified by a two thirds majority

Sub-committees (optional): 4

The executive committee should utilise the appointments of General Ordinary Committee Members to facilitate the establishment of subcommittees

4.1

Each sub-committee can only be established once it has a stated role and lists of objectives to achieve within a certain timeframe

4.2

Examples include:

4.2.1

The Recruitment sub-committee. This committee operates under the direction of the Development Officer with special emphasise on areas such as Nursing, Engineering, Law and the Humanities

4.2.2

The Fundraising sub-committee. This committee operates under the direction of the Finance Officer and the Vice-President. Key focuses of this committee include the development of projects such as Fun Runs and inter-society collaborative fundraising events

4.2.3

The Advocacy sub-committee. This committee operates under the direction of the Campaigns and Development Officers. The key focuses are to provide an outlet to increase student involvement in the society, increase awareness about MSF, its campaigns and associated issuesand to increasestudent activism

Sub-committee protocol: The following protocol uses the Advocacy sub-committee as an example and protocol outlined is/can be applied to every sub-committee

5

The Advocacy sub-committee main functions are to provide an outlet to increase student involvement in the society, increase awareness about MSF, its campaigns and associated issuesand to increase student activism

5.1

The activities of The Advocacy sub-committee are coordinated by the Development and Campaigns Officers. The committee must discussits activity on a monthly basis at the least

5.2

The Advocacy sub-committee is an essential part of the activity of the society. Once its objectives are ratified by the Executive Committee, the Advocacy Sub-committee can operate autonomously with regard to committee administration however its actions are answerable to the Executive Committee


5.3

The Development and Campaigns Officers must present Biannual Activity reports to the Executive Committee and society to update the members of any developments and ensure the group is complementing the activities of the society and adhering to its objectives

Sample Group Constitution  

Sample procedural guidelines

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