ASC Constitution

ASC Constitution

(last revised: September 29, 2006)

1. Name

1. The society shall be called The Association for Survey Computing (ASC).

2. Objectives

1. ASC’s principal objectives shall be to promote the study of and disseminate knowledge about all aspects of the use of information technology in the management and analysis of social and market research surveys and any related field, and to promote the highest standards of professionalism amongst those engaged in its practice. 2. This shall be done by holding meetings, conferences, exhibitions or other events, by issuing publications of any kind, by funding educational, research or other development projects, or by any other way that a general meeting or the Executive Committee shall consider achieves the principal objectives of ASC.

3. Membership

1. There shall be individual, corporate and student members. 2. Membership shall be open to any person or organisation. 3. Honorary membership may be conferred by a vote at a general meeting on any person or organisation considered to have made a significant contribution to the work of ASC or to the promotion of its principal objectives. 4. Corporate members paying the basic corporate subscription may nominate individuals as Corporate Representatives. The maximum number of Representatives for a Corporate Member included in the basic subscription shall be determined by the Executive Committee and ratified by a General Meeting. Additional representatives may be named on payment of an extended corporate subscription for each. One representative shall be named the principal representative for purposes of communication with the Association on behalf of them all. Corporate representatives shall enjoy all the benefits of individual membership. 5. Any person eligible for individual membership and who, at the time s/he takes out or renews his/her annual subscription, is pursuing a qualification at an institution of further or higher education may become a student member. Student members shall enjoy all the benefits of individual membership and any others which the Executive Committee or general meeting may determine.

4. Roll of members

1. A complete roll of members of ASC shall be kept by the Secretary and shall not be allowed out of his/her custody for any purpose whatever, except with the previous consent of the Executive Committee.

5. Subscription

1. On being admitted to ASC, every member, other than honorary members, shall pay a subscription such as may be determined from time to time by resolution of the members in general meeting. 2. The Executive Committee may in its absolute discretion waive or vary the subscription in special circumstances that it may think appropriate. 3. The subscription shall be due on January 1 every year. Members joining after September 30 in any year shall be deemed to have paid a subscription for the following year. 4. The membership of any members who fail to pay their subscriptions within 60 days of notice to do so shall be deemed to have lapsed without further notice.

6. Cessation of membership

1. Members ceasing to belong to ASC forfeit any benefits of ASC membership forthwith and are not entitled to the return of their subscription or any part thereof.

7. Management and officers

1. Executive Committee (EC) 1.1 The general management of ASC shall be entrusted to a committee (heretofore and hereinafter referred to as the Executive Committee or EC). The duty of the EC shall be, subject to any decisions which may from time to time be made at general meetings, to advance the objects of ASC, to make all arrangements for any meetings, conferences or other events held by ASC whether solely or in conjunction with other bodies, and to provide for the administration, management and control of the affairs, finances and property of ASC. 1.2 The EC shall comprise up to fifteen members of the society elected at the annual general meeting (AGM). At least one-third of the elected members of the EC, totalled at the time of the notice of the AGM, shall resign. If voluntary resignations are insufficient to make up this number, it shall be filled by the longest serving elected members of the EC, counting service from the time of their last election. All members shall be eligible for immediate re-election. 1.3 The EC may co-opt members to fill any vacant positions in its elected membership and may in addition co-opt up to three other members. All co-opted members shall be members of the society and shall retire at the next AGM. 2. Removal from Membership of the Executive Committee 2.1 The Executive Committee shall have the power to remove from office any of its members who have failed to attend three consecutive meetings of the Executive Committee as defined in rule 8.1. 3. Officers 3.1 At its first meeting following the AGM, the EC shall elect a chair, vice-chair, secretary and treasurer. Other specific officers may be appointed from time to time as necessary. 4. Subcommittees 4.1  The EC may set up such subcommittees or other working groups as it needs and may delegate to any such subcommittee or working group any powers the EC considers necessary for its proper functioning. Members of subcommittees or working groups need not be members of the EC or of the society. 5. Administrator 5.1 The EC may employ an administrator of the affairs of the society, and may make any other appointments as may seem necessary from time to time. 6. President 6.1 The EC may appoint a president for any specified term. Such an appointment shall be submitted for ratification at the next AGM. The president shall serve as an additional member of the EC.

8. Meetings of the Executive Committee

1. The EC shall meet at least once every quarter to transact the society’s business. The quorum necessary for each meeting shall be six members, one of whom must be the chair, secretary or treasurer. The secretary or administrator shall provide written notification of the place, date and hour of each EC meeting to all EC members at least six days in advance. This notification shall be accompanied by an agenda specifying the general nature of the business to be transacted at the meeting. 2. The person chairing a meeting shall have an additional casting vote. 3. Emergency meetings of the EC may be called by the agreement of the chair and secretary. They shall make every endeavour to contact all members to inform them of the meeting by any appropriate means.

9. Attendance at meetings of the society

1. Attendance at events organised by the society shall be restricted to members, except that the secretary or his or her nominee shall be empowered to admit non-members at his/her absolute discretion. 2. All members and any others attending meetings or other events held by the society shall pay any entrance fees or other dues laid down by the EC at the announcement of the event, except that the EC may waive part or all such fees in individual cases. 3. The secretary or his or her nominee shall be empowered to deny access to an event to any members who have not paid their general subscription or the dues for a previous meeting.

10. Finance

1. The society’s funds shall be held in a current and/or a deposit account at a clearing bank. Any other way of investing the society’s funds shall be approved at a general meeting. 2. The society’s financial year shall be the period from 1 May until and including the following 30 April or such other period as may be determined by the members in general meeting. Full accounts of the financial affairs of the society duly audited by the auditor shall be made available to every member at the AGM. 3. Cheques shall be signed by any two of the chair, treasurer or secretary, or any one of these for cheques for up to such maximum value as the EC may decide. 4. No donation shall be accepted unless approved by the EC. 5. The members of the EC shall serve without compensation. They may be reimbursed for travel and other approved expenses incurred in ASC’s business.

11. General meetings

1. Except where otherwise provided, at least one month’s written notice of any general meeting shall be given to all members stating the business to be conducted. 2. At all general meetings the chair of the EC or failing him/her a person chosen for the occasion shall occupy the chair. Twenty members, of whom at least ten must not be members of the EC, shall form a quorum. Each member shall have one vote except that the chair of the meeting shall have an additional casting vote.

12. Annual general meetings

1. The AGM of the society shall be called by the EC for a date not more than fifteen months after the previous general meeting. All members of the society shall be notified at least one month in advance by a notice printed in a newsletter received by all members or in a special communication. The notice of the AGM shall include a call for nominations to the EC. 2. At the AGM the following business shall be conducted: 2.1 the presentation and (if accepted) the passing of the accounts for the previous financial year which accounts shall first have been audited; 2.2 the presentation of a report from the EC which may be written or oral; 2.3 the election of the EC; 2.4such other business as shall have been communicated to the secretary and included in the notice of the meeting sent to members or which is considered urgent business by the chair of the meeting.

13. Extraordinary general meetings

1. An extraordinary general meeting may be convened at any time by the EC and shall be convened within one month on the requisition of ten members of the society. Such requisition shall state the purpose for which the meeting is required. If the EC considers the calling of a general meeting to be urgent for some special reason it may instruct the secretary to call a general meeting as soon as possible even though this may be within some interval less than that specified for calling general meetings. The first item taken at such a meeting shall be a resolution confirming that the meeting may proceed.

14. Election of EC

1. Any member may make nominations to the EC. Nominations must be seconded by another member. 2. Nominations shall be made in writing so as to be received by the secretary at least seven days before the AGM. Nominations may be submitted by post or electronically. The candidate must have indicated willingness to stand in writing by the same time. Nominees may supply up to 100 words in support of their candidature. A ballot form shall be supplied to all members present at the AGM, together with a copy of any candidates’ statements. The ballot form shall list all nominations made. 3. Each member shall have as many votes as there are vacancies on the EC. 4. The chair of the meeting shall declare when the ballot closes. 5. Two tellers, who are not members of the EC and who are not candidates for election, shall be elected at the meeting. 6. When the ballot closes, the tellers shall total the votes. The candidates scoring the highest number of votes shall be declared elected up to the number of places available. 7. Ties affecting the result shall be settled by lot unless one or more of the tying candidates agrees to waive their candidature. 8. The names of the winning candidates shall be circulated to the membership.

15. Affiliation to other organisations

1. The society may affiliate with or without payment of fee to such other organisations as the EC may decide from time to time. 2. Members of organisations to which ASC is affiliated may at the EC’s discretion be admitted as ASC members to events organised by ASC.

16. Dissolution

1. ASC may at any time be dissolved by a resolution passed by a two-thirds’ majority of those voting at a general meeting. Such a resolution shall give instructions for the disposal of any assets held by or in the name of ASC provided that if any property remains after the satisfaction of any debts and liabilities such property shall be given or transferred to such other organisation or organisations having objectives similar to some or all of the objectives of the ASC as the EC may determine. If for any reason there is no way of agreeing on such organisations, any property remaining shall be divided equally between the Market Research Society, the British Computer Society and the Royal Statistical Society. 2. If a general meeting called to put into effect dissolution of ASC is inquorate the process of dissolution may be initiated by a resolution of the EC. Action on any such resolution shall be notified as soon as possible to all members and shall be delayed long enough to give members an opportunity to call one further general meeting under the proceedings above for extraordinary general meetings. 3. If a quorate EC cannot be assembled then the process of dissolution may be initiated jointly by any two of the president, chair, secretary or treasurer. These officers’ proposals shall be treated as a resolution of the EC for dissolution and be subject to the constraints described above.

17. Modification of the rules

1. No alteration or addition to these rules shall be made except by resolution of a majority of the members voting at a general meeting, notice of which shall have contained the particulars of the proposed alteration or addition. Changes require a simple majority except for any change to the clause on dissolution shall require a two-thirds majority.

18. Headings

1. The headings to these rules are for ease of reference only and shall not be taken into account for their interpretation.