1. Club Purpose:

The Harvard Club of the United Kingdom (hereafter referred to as “HCUK” or “The Club”) is a private, members-only club that operates on behalf of UK-based alumni of Harvard and Radcliffe Colleges, Harvard graduate schools, and their families.

The Club’s purpose is to provide opportunities to pursue common interests with fellow alumni in the UK. The Club is established and run independently from the Harvard Alumni Association, though strong connections to the HAA are maintained.

2. Structure and Management System:

HCUK has three levels of organisation: Officers, Executive Committee members (“ExComm) and General Members.

OFFICERS

Officers are responsible for taking decisions on behalf of the Club and its members.  Officers are elected to their positions (see below). Each Officer has a specific set of accountabilities to the Club. The Officers collectively have overall accountability for pursuing the Club’s Purpose by delivering programmes that meet the needs of the General Members, managing Club finances, recruiting and administering new members and governing the Club’s activities.  Officers also represent the formal liaison to the Harvard Alumni Association.

The Officers meet a minimum of four times per year, in advance of the Executive Committee meetings.  The agendas are set by the President, with input from all Officers.  The following are typical agendas:

Meeting 1 (July/August): Annual review – membership, programmes, and finances; membership and programme goals next year; budget next year; governance changes; communications to ExComm and to General Members.

Meeting 2 (October/November): Quarterly update on membership, programmes, and finances; communications to ExComm and to General Members

Meeting 3 (January/February): Quarterly update on membership, programmes, and finances; communications to ExComm and to General Members

Meeting 4: (April/May): Quarterly update; forecast year-end financial position; officer nominations; governance review

The Officers of the HCUK are: the President, Vice-Presidents, Treasurer and Secretary.

PRESIDENTIAL ELECTION COMMITTEE (PEC)

The PEC’s role is to choose a President among the pool of Officers as well as to “confirm” the President’s nominations of Vice-Presidents, Secretary and Treasurer.

The PEC shall also consider awarding an emeritus title to any previous Officer who has distinguished himself or herself with extraordinary service to The Club.  If a member of the PEC is being considered for such an award that member shall recuse himself or herself from such discussions.

The PEC shall be composed of the current HCUK President as well as the immediate three preceding Presidents.

The PEC shall convene 6 months before the current President’s term is due to expire to commence discussion.  The PEC’s decisions shall be made at least 1 month before the new terms begin.

PEC voting: majority voting with ties to be broken by the current President who shall cast a deciding vote.

VICE-PRESIDENTS

We propose the election of a “pool” of three VPs. Given the transient nature of HCUK’s members/Officers, we feel it would be prudent to have more than one VP.  Each VP would have responsibility for a Sub-Committee that would report to the VP who would then report to the President.

This would result in greater flexibility in terms of electing a President of the Club as well as allowing VPs to “rotate” between different “seats” and thus gain experience in a number of areas before becoming President.

The three proposed VPs’ positions are:

VP of Events – with responsibility for: Anglo American Politics Forum, Events, Film Society and Recent Grads.

VP of Membership with responsibility for: Directory, Fortnightly e-bulletin, Membership, Newsletter and Website.

VP of Outreach with responsibility for: Book Prize, CES-HCUK Internship Programme, HCUK-Cambridge Liaison, HCUK-Oxford Liaison, Host Family Programme Outreach, Scholarships, Schools and Summer Jobs.

TERM LIMITS

President: We propose that the President’s term shall be for 2 years with any one person not holding this office for more than 2 consecutive terms.

After a 2-year break a former President may run for this position again and be subject to the proposed term limits.
Vice-Presidents, Treasurer, Secretary: We do not believe there is a need to impose term limits on these positions.  The Presidential Election Committee shall “confirm” these officer appointments (see “PEC” above).

STAGGERING OF TERMS

We would propose examining the need to stagger terms after we see how these proposed arrangements work.

ROLES OF THE PRESIDENT

Recruit candidates, develop and lead the team of VICE PRESIDENTS
Set and communicate overall Club agenda annually, with input from VICE PRESIDENTS, ExComm and General Members
Run the AGM (if any)
Be primary public representative of the Club
Be primary liaison with Harvard, the HAA, and other Harvard Clubs

ROLES OF THE SECRETARY

Lead Club governance processes and changes to Club governance
Take minutes at Officer and ExComm meetings and circulate
Run ExComm meetings (participation, inputs, agendas, communication)

ROLES OF THE TREASURER

Optimise financial position of Club
Set budgetary policies and processes; manage budget setting, control and review;
Maintain Club accounts; manage cash flow (deposits and payments)
Manage legal/contractual concerns

OFFICER NOMINATIONS

Any Member who would like to become an Officer can be recommended to the PEC by any current or former Officer one month before the PEC is due to convene.

VACANCIES AND APPOINTMENTS

If an Officer vacancy arises, the President shall have the authority to appoint a Member to fill that vacancy.  These appointments shall be confirmed at the next PEC meeting.

EXECUTIVE COMMITTEE

The Executive Committee or ExComm is the main body that executes the Club’s programmes.  ExComm is open to any member who contributes directly and consistently to one or more of the Club’s programmes.  Former HCUK Presidents are ex-officio members of the Executive Committee.

The Executive Committee meets four times each year to review achievements, discuss goals, and raise issues and solicit support.  The ExComm meetings are scheduled to occur within a reasonable period from the time of Officer meetings.  The agenda is set by the President, with the following guidelines:

Meeting 1 (August/September): Annual review; goals; budget; communications from Officers meeting; communications to General Members

Meeting 2 (November/December): Membership, programme and financial updates; communications from Officers meeting; communications to General Members

Meeting 3 (February/March): Membership, programme and financial updates; communications from Officers meeting; communications to General Members

Meeting 4 (May/June): Membership, programme and financial updates; Officer nominations; communications from Officers meeting; communications to General Members

Notice of ExComm meetings - Any ExComm meeting shall be called by a minimum of ten (10) days’ clear notice given to the ExComm members.  Such notice shall be in any manner selected by the President or the Secretary.

Interests

A member of the ExComm may be a party to, or otherwise interested in, any transaction or arrangement with the Club or in which the Club is otherwise interested, provided that he or she has disclosed to the Executive the nature and extent of any material interest.

An ExComm member shall not vote at an ExComm meeting on any resolution concerning a matter in which he or she has, directly or indirectly, an interest or duty which is material and which conflicts or may conflict with the interests of the Club.

Liability of Officers and ExComm members

Officers and ExComm members shall not have personal liability for the obligations of the Club, except as may apply in law through their normal status as members. The Club shall indemnify any such person for any obligations of the Club other than those directly caused by the negligence or wilful misconduct of such person.

GENERAL MEMBERS

General Members are Harvard and Radcliffe alumni and spouses who have paid full or discounted membership dues (according to rules set by the Officers), or who have been granted honorary membership by the President.

General Members may participate in any subcommittee and the Executive Committee, following consistent contribution, as determined by the Chair of each subcommittee.

General Members may attend the Annual General Meeting (if any).  General Members may attend any HCUK or HCUK-affiliated event open to general membership upon payment in full for that event.

General Members receive regular newsletters, regular e-bulletins, information about upcoming events, and a subscription to Harvard Magazine.  General Members also receive membership cards, which provide access to a number of affiliated Clubs in the UK (details in annual membership packs).

ANNUAL GENERAL MEETING

Annual General Meetings of the General Members may be held at such times and places as the Officers from time to time may determine.  The Officers shall be bound to convene an Extraordinary General Meeting upon the requisition, in writing, of at least thirty-three per cent (33%) of the General Members.

Voting

Thirty-Three percent (33%) of the General Members, attending in person or by proxy, shall constitute a quorum for the transaction of business at an Annual General Meeting of the General Members.  Each General Member present, in person or by proxy, shall be entitled to one (1) vote.  An instrument appointing a proxy shall be in writing, executed by or on behalf of the appointer and shall be in a form approved by the Officers.  Except for matters relating to the section on “AMENDMENT” below, a vote of a majority of the Members voting on a question shall decide the question. 

3. Budget and financial management

The annual financial objective of the Club is to raise income that is slightly greater than the expenditures of the Club.  This will create a small reserve fund in case of unforeseen losses or emergencies.  Spending any funds from the reserve requires the agreement of a majority of the Officers that must include the President and Treasurer.

The financial year runs from 1 September to 31 August.  The annual budget is set at the start of each financial year by the Treasurer, with input from each Officer.  The budget must be approved by a majority of the Officers and this majority must include the President and Treasurer.  Each Officer with a budget must provide an annual budget request and income forecast, plus quarterly updates against income and expenditures.  Each Officer with a budget is fully accountable both for income and expenditures, in line with their plans.  The Treasurer will set policies and procedures for depositing income, for paying expenses, and for financial reporting.

The Treasurer will provide a consolidated financial update, including income, expenditures, and account balances for each quarterly Officer meeting and ExComm meeting.

GUIDING PRINCIPLES

General Club expenses: largest expenses relating to officer travel to HAA events, which must be agreed by Officers when budget is set at the start of the financial year.  Other General Club expenses are minimal and relate to Officer and ExComm meetings. The President shall report to ExComm on General Club expenses.

Membership and Administration: Primary source of Club income. Main expenses include part-time administrator for Membership and general Club administration, mailings, and office supplies.  Expenses are funded from membership income. The Membership VP shall report to ExComm on Membership and Administration expenses.

Schools: No income. Main expenses include part-time administrator and minimal Officer expenses, e.g., interviewers’ recognition event, admitted students’ and parents’ event.  Expenses also include reimbursement of interviewer travel costs for applicant interviews. The Outreach VP shall  report to ExComm on School expenses.

Scholarships, Book Prize and Outreach: Income from donations and scholarship and book prize endowment. Main expenses include scholarships awarded, books & shipping, and outreach funds paid. The Outreach VP shall report to ExComm on Scholarships expenses.

Events: Income to match or slightly exceed expenses over the course of the year.  Some events may lose money, but in return other events must make a profit. The Events VP shall report to ExComm on Events expenses.

Internships: No income, unless specified by general donors.  Minimal expenses relating to office expenses, events for interns. The Outreach VP shall report to ExComm on Internship expenses.

Special Projects: Project-specific.  Current special project is to raise endowment fund – primarily an income-generating project, with minimal expected expenses.

In addition to managing the Club’s annual finances, the Club may choose to raise an endowment fund through donations.  The purpose of the endowment fund is to generate interest to be used for outreach and as working capital throughout the year to smooth the cash cycle.  Any other use of the endowment fund would require a majority vote of the Officers that must include the President and Treasurer.  The Officers must also consult the donors with regards to changing the purpose of the endowment fund.

4. Bought-in services

The Club is a voluntary organisation, and does not offer any form of employment.  The Club may choose to buy in services to support general or specific Club activities, for example Club administration.

Any paid service provider agrees that he/she is a fully independent contractor and must also sign a set of standard HCUK terms and conditions (attached).

5. Form of Organisation

The Club is established and operates as an unincorporated association

6. Amendments

This Charter may be altered, amended or repealed by a majority vote of the Officers and the full ExComm body, present and voting at any ExComm meeting provided that the provisions concerning the PEC, Vacancies and Appointments and Dissolution and of this article on Amendments may not be amended, altered or repealed except by a vote of a majority of the ExComm and either a majority of the PEC or with the approval of the Executive Director or President of the Harvard Alumni Association.

7. Dissolution

The Club can be dissolved by a two-thirds majority vote of the full General Members at a meeting called for such purpose (“Special Meeting”). The Executive Director of the Harvard Alumni Association at Harvard University will be given a minimum of sixty (60) days’ notice in writing prior to such Special Meeting being held.

In the event of the dissolution of the Club, all of the funds and other property, if any, owned by the Club after payment of all of its liabilities, shall be given to Harvard College, to be used for the purpose of providing scholarship assistance for students from the United Kingdom then or thereafter enrolled in Harvard College.

May 2006