New Hall Society Ordinance

Schedule: Rules of the New Hall Society

Objects

• To provide an organisation which may keep its members all over the world in touch with New Hall and with one another.
• In particular, to organise annual reunion meetings and social and academic gatherings as appropriate, and to publish an annual Review giving news of the College and of the members of the New Hall Society.
• To co-ordinate, if need be, united action on the part of its members in matters connected with the welfare of New Hall.
• To help further the ideals of New Hall in all suitable ways.

Members

• All matriculated members of New Hall, on ceasing to be resident members of the College, shall be regarded as members of the Society. Fellows of New Hall* on ceasing to hold a Fellowship, shall be members. Members of the Governing Body and College Officers shall be honorary members. Note: this includes Schoolteacher Commoner Fellows (Council Minute 84/164(h) refers).
• Associate members may be elected at a general meeting.

Management of the Society

• The affairs of the Society shall be managed by a Committee consisting of four officers, namely the Chairman, the Honorary Treasurer, the Honorary Secretary and the Alumnae Officer, and not more than twelve members representing as far as possible all New Hall Society members.
  1. The Chairman shall be elected for periods of three years by the members at the AGM, for a maximum of three consecutive terms from the date of their election.
  2. The Honorary Treasurer shall be the Bursar for the time being of New Hall who shall hold office ex officio.
  3. The College shall from time to time appoint one of its Fellows to be the Honorary Secretary of the Society, who shall have overall responsibility for keeping a record of addresses and activities of members of the Society, for issuing the Review and for liaison between the Society and the College.
  4. The College shall from time to time appoint an Alumnae Officer who shall keep the record of addresses and activities of members of the Society, edit the Review and be responsible for the day-to-day running of Society activities.
• The Committee shall meet at least twice a year, and on other occasions if summoned by the Chairman or Honorary Secretary or by any three Committee members. The Committee shall have power to fill casual vacancies and to co-opt additional persons on to the Committee on an ad hoc basis. The Committee shall appoint one of its members as minute secretary (who may or may not be one of the officers).
• The Committee has power to deal with all matters of management of the Society. They may appoint an editorial sub-committee to assist the Honorary Secretary and the Alumnae Officer in preparing the Review, and may appoint additional sub-committees to arrange seminars, dinners or other gatherings, or do any such things as they think fit. The quorum for all meetings of the Committee shall, unless otherwise agreed, be one officer and four members.
• An Annual General Meeting of the Society shall be held at New Hall each year. The Annual General Meeting shall be chaired by the Chairman, or, in her absence, by one of the other officers of the Society. The business to be transacted at the Annual General Meeting shall be the receipt of a report from the Committee, the discussion of any matters arising in relation to the Society and the holding of elections to the office of Chairman and to the Committee. The President of New Hall shall report on the activities of the College. Four members of the Committee shall retire annually by rotation at the Annual General Meeting, but retiring members shall be eligible for re-election. Each member may serve a maximum of three consecutive terms, each of three years. The election of the Chair is dealt with separately under Paragraph 3(b)ii.
• Members of the Society may put themselves forward for election to the Committee by contacting the Chair. A proposer and seconder (both of whom shall be members of the Society) to each nomination for election shall be required, either in writing or present at the Annual General Meeting. Nomination forms shall be sent out by the Honorary Secretary in the Review to all members of the Society, and nominations shall be made at least three weeks before the Annual General Meeting.
• Formal notice of the Annual General Meeting shall be given in the Review each year. Voting in the elections to the Committee shall be by a ballot of those members of the Society who are present.
• A Special General Meeting of the Society may at any time be called by the Committee, and shall be so called on a requisition signed by not less than ten members of the Society. Any notice or motion to be proposed at such a meeting must be given in writing to the Honorary Secretary at least one month beforehand.

Privileges of Members of the New Hall Society

• The members of the Society shall be entitled to such amenities and on such conditions as may from time to time be decided by the Council of New Hall.
• (i) Members of the Society are entitled to lunch or dine in Hall on any day during Full Term provided that at least one day's notice is given to the Conference Administrator. Meals will be charged at the current price to undergraduates, plus a small surcharge as a contribution towards the cost of overheads. (ii) Members of the Society are entitled to dine on High Table free of charge once a year.
• Members of the Society may hire a room in College for a privately organised party or meeting. Enquiry should be made to the Conference Administrator with good notice.
• Members of the Society may stay in College for one or more nights at the discretion of the Conference Administrator, to whom at least one week's notice must be given. The cost will be the current charge made for a guest room.
• During the Long Vacation it may be possible for members of the Society to have a room in College for a longer period to enable them to undertake study or research. Enquiry should be made to the Conference Administrator with good notice.

Miscellaneous

• Costs to the College associated with the Society shall be paid from the revenues of the College as may be determined from time to time.
• Any proposed changes in these Rules shall be published in the New Hall Society Review, and must be sanctioned by a General Meeting of members of the Society.
• The addresses last given by members of the Society shall be deemed to be their proper addresses unless and until notice of change is given in writing to the Secretary.
• The accidental omission to give notice of any meeting to, or the non-receipt of notice of a meeting by, any member of the Society shall not invalidate any proceedings held at such meeting.