1. Clerks. Clerkships are established when the Community Meeting wishes to delegate specific responsibilities essential to the community's functioning to one or more particular individuals as agents of the Community Meeting, with power to act on behalf of the Community, under the Community Meeting's jurisdiction.
a. The duties of Clerks are decided by Community Meeting.
b. The motion to create a Clerkship must state the Clerk’s title, function and any unusual election procedures.
c. Clerks are elected to run until the end of the academic year, unless otherwise stated. Exception - Judicial Clerks see JS-1-1 Judicial Clerk Term.
d. Clerkships that go unfilled will be dissolved after two readings at CM
2. Committees. Committees are established when the Community Meeting wishes to delegate specific responsibilities essential to the community's functioning to a group of individuals as agents of the Community Meeting, with power to act on behalf of the Community, under the Community Meeting's jurisdiction.
a. Committees are created at Community Meeting.
b. The motion to create the Committee must state its name, its function, and any additional rules for its management.
c. When committees are given a regular allowance by CM, funds must be spent within the designated timeframe and cannot be carried forward.
d. Committees must hold meetings termly, unless their rules specify otherwise.
e. Committee meetings are usually called by the Chairperson, giving members at least one week's notice. Members can call meetings by request to the Chairperson.
f. Committee decisions are taken by majority vote of its members.
g. Each committee shall have a Chairperson selected by majority vote of its members at the first meeting of the year. The previous Chairperson presides until the new Chairperson is selected.
h. The Committee Chairperson is responsible for making termly reports to the Community Meeting and managing the Committee’s financial records in a manner approved by the Finance Committee.
i. Community Meeting Members can join committees by adding their name to the signup sheet which must be posted on the CM Notice Board during the first two weeks of the year or following the creation of a new Committee. After that time, Community Meeting Member's may make a request to join to the Committee Chairperson.
j. A full list of Committees and their respective Chairpersons must be in place on the Notice Board at all times.
k. The committee chairperson is responsible for notifying the Resource Committee of any planned activities to be added to the schedule.
3. Clubs. Clubs are established when a group of individuals with a common interest wish to pursue their interest on a continuing basis, making use of the Community's facilities and, where necessary, raising funds to further those interests.
1. Clubs are created at Community Meeting.
2. The motion to create the Club must state its name, the type of activity it will be responsible for, and any unusual procedures for choosing its chairperson or members.
3. Club members may not use general Community resources for club activities, except the printer and stationary.
4. All clubs need a cash tin to keep money on site.
5. The club chair is responsible for keeping club accounts up to date.
6. The club is responsible for keeping receipts of transactions.
7. Clubs may book spaces for activities.
8. Clubs will be disbanded at the end of the academic year if there has been no club activity during that year, with two weeks’ prior notice given.
9. When clubs are given a regular allowance by CM, funds must be spent within the designated timeframe and cannot be carried forward.
10. The club chairperson is responsible for notifying the Resource Committee of any planned activities to be added to the schedule.
4. Clerk, Committee and Club Rules. Clerks, Committees, and Clubs may make the policies and procedures they need to carry out their duties. These policies and procedures must be entered in the Management Manual.
5. Management Manual. The Management Manual must contain the following:
1. A copy of the company Articles of Association.
2. A copy of the EKS Law Book.
3. A list of all positions of authority within the Community and those CMMs currently holding the positions.
4. Full details of the responsibilities and duties of all Clerks and Committees.
5. Full details of any rules or policies created by Committees or Clubs.