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National University of Ireland, Maynooth Media Society Constitution Article 1 – Name Of The Society The name of the society shall be the Media Society. Article 2 – Aims & Objectives Of The Society The aims and objectives of the society shall be as follows: 2.1

To provide the students of Maynooth with the opportunity to engage with media-based activities, regardless of their degree programme, upon joining the society.

2.2

To allow for the students of Maynooth to expand their media-based skill set through various events and training programs upon joining the society.

2.3

To promote the media-based activities of the society’s members, when appropriate, be they activities associated with the society or otherwise.

2.4

To organise social events from the members of the society.

Article 3 – Membership 3.1

Membership of the society shall be available all students, staff and graduates of NUI Maynooth, St Patrick’s College Maynooth, or the Pontifical University of Ireland.

3.2

Membership of the society is gained through the payment of the nominal society registration fee, as decided by the NUI Maynooth Student Activities Office.

3.3

All members of the society shall be bound by this constitution.

Article 4 – Executive Committee 4.1

The society shall have an Executive Committee (henceforth referred to as The Committee)

4.2

The Committee shall be responsible for the society’s day to day administration and the pursuit of the society’s constitutional aims and objectives.

4.3

The Committee shall consist of the following roles:

4.3.1 4.3.2 4.3.3 4.3.4 4.3.5 4.3.6

President Vice President / Secretary Treasurer Public Relations Officer (P.R.O.) Equipment & Safety Officer First Year Representative

4.4

The Committee shall meet at least once every ten working days.

4.5

Meetings of the Committee shall be called by the Chief Operating Officer (C.O.O) / Chairperson.

4.5.1

At least 48 hours of notice shall be given by the Chief Operating Officer (C.O.O) / Chairperson to the other members of the Committee for when a meeting is being called.

4.6

Meetings shall have a quorum of at least four Committee members.

4.7

Committee members must be enrolled in a course provided by NUI Maynooth or St. Patrick’s College, Maynooth.


Article 5 – Election Of The Executive Committee 5.1

Committee members shall be democratically elected at an Annual General Meeting (AGM) or at an Extraordinary General Meeting (EGM).

5.2

Members may seek election to the society’s committee must be nominated by two other current members of the society (i.e. a nomination and a seconding of that nomination).

5.3

Members seeking election to the society’s committee must be committed to enrolment in NUI Maynooth or St. Patrick’s College, Maynooth for the following academic year.

Article 6 – Duties Of The Executive Committee 6.1

The President shall:

6.1.1

Be democratically elected by the members of the society.

6.1.2

Be the first officer of the society and have plenary powers between meetings of the committee to fulfil the aims and objectives of the society, but shall be responsible to the committee for these actions.

6.1.3

Chair all formal meetings of the society, such as committee meetings.

6.1.4

Shall be one of three signatories on the society’s account.

6.2

The Vice President / Treasurer shall:

6.2.1

Be democratically elected by the members of the society.

6.2.2

Assume the duties of the President in the event that the President is absent or unable to perform their duties.

6.2.3

Administer the funds of the society and maintain accounts and budgets

6.2.4

Responsible for the maintenance of accounts subject to decisions made by the society’s committee in regulations set down by the NUIM / MSU Capitation Committee.

6.2.5

Keep full records of income and expenditure of the society, including when expenditure was authorised and shall issue receipts.

6.2.6

Shall be one of three signatories on the society’s account.

6.3

The Secretary shall:

6.3.1

Be democratically elected by the members of the society.

6.3.2

Keep minutes of all meetings held by the society, including committee meetings. 6.3.2.1 In the absence of the Vice President / Secretary, the President Chairperson may nominate a member of the society to keep minutes.

6.3.4

Shall be one of three signatories on the society’s account.

6.4

The Public Relations Officer (P.R.O) shall:

6.4.1

Be democratically elected by the members of the society.


6.4.2

Be responsible for the creation and distribution of physical promotional materials for the society.

6.4.3

Be responsible for the creation and display of digital promotional materials for the society.

6.4.4

Be obliged to attend graphic design training if offered by Maynooth Students’ Union or arranged via committee decision.

6.5

The Equipment & Safety Officer shall:

6.5.1

Be democratically elected by the members of the society.

6.5.2

Be responsible for implementing or supervising the maintenance of all equipment owned by the society.

6.5.3

Be responsible for ensuring the safety of all sanctioned society activities undertaken by the society’s members.

6.5.4

Be obliged to attend any health and safety training tailored to clubs and societies offered by Maynooth Students’ Union and / or NUI Maynooth or arranged via committee decision.

6.6

The First Year Representative shall:

6.6.1

Be democratically elected by the members of the society.

6.6.2

Be a first year student of NUI Maynooth or St. Patrick’s College, Maynooth, during their term of office.

6.6.3

Liaise with new members of the society and report any correspondence to the committee.

7.

Dismissal & Resignation

7.1

No member of the committee shall be dismissed from office unless:

7.1.1

Written notice of a resolution to seek such a dismissal, signed by 10% of the members of the society is received at least 2 working days prior to a committee meeting at which an extraordinary general meeting shall be called to debate the issue.

7.1.2

Four members of the society’s committee may also call a meeting to debate the dismissal of another committee member.

7.2

A resolution to dismiss a committee member shall be passed by a simple majority voting at the relevant and quorate meeting.

7.3

A committee member wishing to resign must submit a letter in writing declaring that intention to resign to the Secretary, who will immediately inform the committee as a whole. The responsibilities of that person shall be delegated to other committee members(s) until a byelection can held at an EGM to re-elect a new person to the position.

8.

Meetings

8.1

There shall be an Annual General Meeting (AGM) held by the society each year.

8.2

The AGM shall be held no later than in the final month of the Academic year where the main committee members will be elected (where possible).

8.3

Elections for the offices of the Governing Executive Committee shall take place at this meeting.


8.4

The business of the AGM shall include elections of relevant Executive Governing Committee as well as annual reports from the outgoing Governing Executive Committee (which should include a Treasurer’s report on the finances of the club / society).

8.5

An Extra-ordinary General Meeting (EGM) shall be convened if:

8.5.1 8.5.2 8.5.3

10% of the ordinary membership of the club / society request such a meeting in writing. A quorum of the Governing Executive Committee requests such a meeting in writing. A vacancy on the current committee occurs and there is a need to elect a replacement.

8.7

Elections for the offices of the Governing Executive Committee shall take place at the AGM or EGM (where relevant).

8.8

Notice of all meetings shall be given to the membership at least 5 working days prior to the date of the meeting.

8.9

At a meeting, a member may propose a resolution relating to the business of society. The resolution shall be voted on by a show of hands and a declaration of the President that the resolution is carried (unless a secret ballot is demanded by any 5 members) shall be conclusive evidence that the resolution has passed or failed. In the event that the President’s resolution (8.9) is challenged, a recount of the votes will be administered in which a number of appropriate people will be appointed by the committee as “tellers” to count the votes. The result will be announced by the President or the VicePresident (where requested by the general meeting).

8.10

8.11

No resolution may contravene NUI Maynooth policy or Capitation Committee policy.

9.

General

9.1

There shall be an Honorary President of the Club / Society who shall be a staff member in compliance with the regulations set down by the Capitation Committee.

9.2

Each member of the society shall be entitled to receive a digital copy of this Constitution, on demand, free of charge.

9.3

In the event of a clash with the Capitation Committee rule and regulations, the Capitation Committee rules and regulations shall take precedence above this constitution and is subject to Capitation Committee Policy at all times.

9.4

In joining the society, members agree to be bound by the rules and regulations of the society as lain down in this constitution and by the Committee. Members violating these rules and regulations shall be answerable to the committee and may have their membership revoked and no monies refunded, for persistent breaches or extremely serious breaches, as deemed by a majority of the committee. In the event that the committee cannot resolve a dispute with a member(s), the Capitation Committee shall rule on the matter and its decision shall be final.

10.

Amendments to this Constitution

10.1

Once this constitution has been ratified, notice of a proposal to seek an amendment to this Constitution shall be given to the members at least 4 working days prior to the meeting at which such a proposal shall be considered

10.2

A proposal to amend this Constitution must receive the approval of 2/3rds of the members present and entitled to vote at the relevant meeting.


NUIM Media Society Constition