JOMG (XL Network) Rules of Association 2020

Rules agreed at the EGM on 4th July 2020.

Jesus Old Members’ Group (XL Network)

Rules of Association

  1. The purpose of the Jesus Old Members’ Group is:
    1. to renew, create and foster friendships through a programme of social
      activities;
    2. to renew and foster links with Jesus College Oxford.
  2. Membership is offered to all Members of Jesus College Oxford who were
    admitted to the college at least 40 years ago, and to partners of deceased
    members of the Group, and
    is also available to all Old Members of the College
    who support the Group’s purpose.
  3. There is no membership fee.
  4. Written communication between the Group and its
    members is normally by email.
  5. The Group accepts the principle of Freedom of Speech
    and has adopted its own Code of Practice (see Schedule 1). It may, after due
    consideration, withdraw membership from anyone who intentionally or recklessly
    breaches that Code    .
  6. The Group must hold an Annual General Meeting,
    of which at least 14 days written notice must be
    given; this may be a virtual meeting. At least 3 months advance
    notice must be given of the expected date of the
    Meeting.
  7. At each Annual General Meeting:
    1. the accounts for the preceding financial
      year must be presented for approval;
    2. a report must be presented on the Group’s
      activities since the last annual meeting;
    3. the members must elect a Committee, comprising 2
      officers (Secretary and Treasurer) and up to 4 further members, to manage the
      Group until the next Annual General Meeting.
  8. Nominations for membership of the Committee must be
    received by the Secretary     at least 42 days before the expected date of
    the Annual General Meeting. If 2 or more members are nominated for the
    position of Secretary or Treasurer respectively, or
    5 or more members are nominated for the other 4 positions on the Committee, a
    ballot must be held for the relevant position(s).If a ballot is to be held, votes may be cast by email or post but must be
    received by the Secretary not less than 48 hours before the time of the
    meeting.
  9. The Committee:
    1. may appoint its own Chair from amongst its
      members;
    2. must appoint an Events Co-ordinator;
    3. must appoint another member (whether or not
      currently a member of the Committee) to fill any office which becomes vacant
      during the year;
    4. may co-opt members to the Committee subject to the total number of
      officers, elected and co-opted Committee members not exceeding 8;
    5. is empowered to operate a bank account;
    6. must endeavour to provide a programme of social
      events, to which members and their families are invited, and may appoint ad
      hoc convenors to organise these events.
  10. In the event of a winding up of the Group the closing balance in the
    accounts must be donated to the Jesus College Annual
    Fund to support awards to students.
  11. A proposal for a change to these rules may be
    made by any member of the Group or by the Committee
    but must be submitted to the Secretary at least 63
    days before the expected date of the Annual General Meeting. If
    the proposal is by a member of the Group it must be
    supported by at least 4 other members and may be accompanied by a statement of
    support for the proposal; the Committee may issue its own statement on the
    proposal. The Committee may decide to call an Extraordinary
    General Meeting, of which at least 14 days written notice must be given, to
    consider the proposal.     A ballot will be held and votes may be cast by
    email or post, but must be received by the Secretary not less than 48 hours
    before the time of the meeting.
  12. These rules were approved by the EGM on 4th July 2020 and
    came into effect on that date, superseding and replacing any previous version.

Code of Practice agreed at the EGM on 4th July 2020.

Jesus Old Members’ Group (XL Network)

Schedule I to the Rules of the Association

Code of Practice for the protection of Freedom of Speech

All members of the XL Network must conduct themselves in relation to
meetings and other events so as to ensure that freedom of speech within the
law is secured for members, guests and visiting speakers. The only limits on
that freedom are as set out in this Code of Practice which is adopted under
Rule of Association 5 and is based on the Jesus College Code of Practice.

    1. Before booking or publicising any XL Network event, the organiser must
      have regard to this Code and any other code for the protection of freedom of
      speech for the venue(s) of the event and must comply with para. 4.
    2. If the nature of a proposed event, the identity of the speaker or
      speakers, or some other factor gives rise at any time to concern on the part
      of the organiser or any other member, the organiser or member should bring the
      event promptly to the attention of the Events Co-ordinator. (If the position
      of the Events Co-ordinator is vacant, the Secretary performs the functions of
      that post for this purpose.)
    3. Organisers and other members must report an event as in para. 2 if, but
      only if, they consider that:

      1. the event may give rise to actions or statements that would be unlawful
        either criminally or civilly. Such actions or statements would include those
        amounting to discrimination, harassment and victimisation, incitement to
        crime, sedition and the stirring up of public disorder;
      2. a proposed speaker is a member of, or is likely to use the event to
        encourage support for, a proscribed organisation in terms of the UK law on
        terrorism;
      3. the event will involve, or is likely to involve, extremist views being
        expressed which might draw people into terrorism or that are shared by
        terrorist groups;
      4. the event is likely to pose a risk to the health and safety of those
        attending, or a risk to public safety generally.

      Procedure

    4. For an event to be publicised as an XL Network event, the organiser must
      inform the Events Co-ordinator of:

      1. the name of the organiser;
      2. the time and date and location of the proposed event;
      3. the name of any expected speaker;
      4. an overview of the event and the topics that will be covered;
      5. whether the event will be open to guests of members and/or to other
        members of the College and their guests;
      6. whether the event will be open to members of other Colleges or the
        public.
    5. The Events Co-ordinator, will confirm or otherwise whether the event can
      proceed as an XL event, and remind the organiser of the need to comply with
      this Code and all requirements of the venue(s) of the event.
    6. An organiser or member who subsequently has a concern as in para. 2 about
      a publicised event must inform the Events Co-ordinator of that concern,
      setting out in writing the basis of the concern. The Events Co-ordinator will
      consult with the proposed venue and other persons as appropriate, and bring
      the matter to the XL Network Committee for decision. The Events Co-ordinator
      may give evidence to the Committee, but may not take part in its
      deliberations.

      Decision

    7. The Committee, on being notified of a concern under para.6 must, after
      considering all the evidence available to it, including the views of the
      organiser (and of the member, if the complaint was initiated by a member)
      decide:

      1. whether the concern is justified in terms of the matters set out in
        para.3; and
      2. if so, what action to take consistent with this Code, the Rules of
        Association and principles of natural justice.
    8. The action taken by the Committee may include requiring the organiser to
      postpone or relocate the event or comply with reasonable conditions. The cost
      of meeting the requirements, and the responsibility for fulfilling them, rest
      with the organiser.

The Committee must notify all members of action taken under para. 7 in
respect of a previously publicised event, and the reason for it.

Appeal

    1. There is no right of appeal against a decision of the Committee.

Effective Date

    1. This Code was approved by the EGM on 4th July 2020 and came into effect
      on that date, superseding and replacing any previous version.