Constitution of UCD Science Society Name There shall be a society named UCD Science Society, otherwise known as UCD Science Soc. Objectives The objectives of the Society shall be 1. To foster a better sense a community for students of University College Dublin interested in Science. 2. To aim to raise funds for Our Lady's Children's Hospital, Crumlin. The funds are to be donated at the end of every third term of the academic year. Membership The membership of the society shall be open to all students, staff and graduates of the University, and patrons of the Society. Membership shall be obtained by paying the appropriate membership fee and by registering on the Society's records. Committee There shall be a Committee of the Society which, subject to this Constitution and to decisions of the General Meetings of the Society, shall be the governing body of the Society. The aim of the Committee is to ensure the effective operation of the Society to best fulfil the Objectives outlined by this Constitution. The Committee shall consist of two main bodies, the senior and ordinary committee members. ● The Senior Committee shall consist of: ○ The Auditor ○ The Treasurer ○ The Webmaster ○ The Secretary ○ The UCD Students' Union Science representative or equivalent ●
The Ordinary Committee shall consist of : ○ Two first year representatives ○ Three second year representatives ○ Three third year representatives ○ Two fourth year representatives
If a case arises where one or more of these positions cannot be filled by a member in the appropriate year, additional Ordinary Committee Member(s) can be elected to fill the vacant position(s) through Committee vote outlined in this Constitution.
Meetings Meetings of the Committee shall be convened by the Auditor or by the requisition of any four members of the Committee. Notice of any such requisitioned meeting shall be given to all members of the Committee at least 24 hours before the time of such meeting. The quorum of any such meetings shall be five members. Each of the Committee Member shall have one equal vote regarding each matter brought to the Committee. Decisions shall be made based on a majority vote. If the votes are split evenly the deciding vote will be cast by the Auditor. The Officers ● The Auditor There shall be an Auditor who shall be the chief of the Society. The Auditor shall be entitled to preside at all General Meetings of the Society and at all committee meetings. At meetings of the Committee, the Auditor shall have a deliberative and casting vote. To be eligible for nomination for election to the position of Auditor of the Society, a person shall have been a Committee Member of the Society for at least two consecutive semesters in the previous four years prior to the date of the Annual General Meeting at which the election will be held. ●
The Treasurer There shall be a Treasurer of the Society. The duties of the Treasurer shall include; ○ Managing the financial affairs of the Society ○ In association with the Senior Treasurer, maintaining and operating a bank account in the name of the Society. ○ Reporting to each meeting of the Committee on the state of the Society's finances ○ In cooperation with the Senior Treasurer, preparing an annual report on the financial transactions of the Society. ○ Presenting an Annual Financial Report to the Annual General Meeting of the Society. At meetings of the Committee, the Treasurer shall have a deliberative vote.
The Webmaster There shall be a Webmaster of the Society. The duties of the Webmaster shall include; ○ Maintaining and operating the website of the Society ○ Maintaining the presence of the Society on popular social networks ○ Providing the members of the Senior Committee with Society email accounts ○ Maintaining the accounts of the Society for online services ○ In association with the Secretary, undertake the correspondence of the
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Committee with the members of the Society Maintain all records of the Society Provide access to all records of the Society to the Committee Provide access to the Society's public records to all members Keeping a Roll of the members of the Society
At meetings of the Committee, the Webmaster shall have a deliberative vote. ●
The Secretary There shall be a Secretary of the Society. The duties of the Secretary shall include; ○ Attending and recording the minutes of all meetings of the Society and its Committee ○ Forwarding the recorded minutes to the Webmaster and the Auditor in a timely fashion ○ Undertaking the correspondence of the Society as directed by the Auditor and the Committee ○ In association with the Webmaster, maintain all records of the Society ○ To secure a suitable location for and give due notice of all meetings of the Society to its Committee At meetings of the Committee, the Secretary shall have a deliberative vote.
The UCD Students' Union Science representative or equivalent There shall be a Students’ Union representative of the Society. This representative will be automatically elected to the Senior Committee following their election to the Students’ Union Executive. Their responsibilities will be to correspond between the Students’ Union and its affiliates and the Society to the best of their ability. At meetings of the Committee, the Students’ Union representative shall have a deliberative vote.
The Ordinary Committee Member There shall be ten Ordinary Committee Members. The duties of an Ordinary Committee Member include; ○ Attending all Committee meetings ○ To see to the day to day operation of the Society as instructed by the Committee ○ To promote the Society and to help fulfill the Objectives of the Society Ordinary Committee Members are selected by the Senior Committee At meetings of the Committee, each Ordinary Committee Member shall have a deliberative vote.
The ViceAuditor There shall be a ViceAuditor of the Society and shall be selected by the Auditor from the members of the Senior Committee. The duties of the ViceAuditor shall include; ○ Act as advisory and support for the Auditor ○ Act in the Auditor’s place if the Auditor is unable to perform the duties laid out by the Constitution At meeting of the Committee, the ViceAuditor does not have an additional vote, apart from the vote of the original position on the Committee.
The Senior Treasurer There shall be a Senior Treasurer of the Society. The Senior Treasurer shall be chosen by the Committee from among the fulltime members of the staff of the University and shall have such responsibilities as are laid down by the University and this Constitution. At meetings of the Committee, the Senior Treasurer shall not have a voting right.
General Meetings There shall be at least three General Meetings of the Society in the academic year. Subject to the Constitution, the agenda for such meeting shall be arranged by the Committee. The Annual General Meeting of the Society shall be held in the second semester. At this meeting, the business conducted shall include the election of the Officers and the delivery of the Annual Reports by the Auditor, Secretary and Treasurer of the Society. An Extraordinary General Meeting must be convened if required in writing, by at least 10% of the members of the Society. Notice of any General Meeting shall be given to all members of the Society at least five working days before such meeting by means of public media. Motions for discussion at a General Meeting may be proposed by any member of the Society and must be seconded by another member of the Society. Notice of any such motions shall be given in such form as decided in advance by the Committee. The quorum for any General Meeting, except the Annual General Meeting, shall be 20 or one tenth of the membership, whichever is greater. Elections Elections to the offices of Auditor, Treasurer, Webmaster and Secretary shall take place at the Annual General Meeting of the Society. Prior to the Annual General Meeting, the Committee shall appoint a Returning Officer who shall be responsible for the conduct of the elections. The Committee shall give notice of such
appointment. The Returning Officer shall not be a candidate for any office or membership of the Committee for the following academic year. Nomination for the office of Auditor shall be signed by 15 members and two Committee Members of the Society and shall be given to the Returning Officer at least two weeks prior to the election date. Nominations for the offices of Treasurer, Webmaster and Secretary shall be signed by 10 members and one Committee Member of the Society and given to the Returning Officer at least one week prior to the election date. To be eligible for nomination, a candidate must have paid the appropriate membership fee of the Society prior to the midsemester break of the second semester of the academic year. The Returning Officer shall arrange the details of the election which shall be carried out using a system of proportional representation. Any vacancy arising in any office or among the members of the Committee, for whatever reason, shall be filled by the Committee. Dismissal from Office No officer of the Committee shall be dismissed from office unless the following procedures have been carried out: ● Notice of a resolution to seek such dismissal , signed by at least 50 members and two Committee Members of the Society, shall be given to the Auditor of the Society at least one week prior to a General Meeting at which such resolution will be debated. ● The Officer being in question shall be notified by the Auditor on the same day the resolution has been handed in. ● A Returning Officer shall be selected by the Committee to handle the procedures of the General Meeting. ● During the General Meeting testimonials for both sides will be heard before a secret ballot is taken ● For the member to be successfully removed from office a twothirds majority vote must be attained by the attending members. Dismissal of the Auditor In addition to the previously outlined procedures of dismissal from Office, the following conditions for the dismissal of the Auditor need to be met: ● Notice of a resolution to seek such dismissal , signed by at least 75 members and three Committee Members of the Society, shall be given to the ViceAuditor of the Society at least one week prior to a General Meeting at which such resolution will be debated. ● In case of dismissal, the ViceAuditor shall take on the responsibilities of the Auditor, and the previous Office of the ViceAuditor shall be fulfilled by one Ordinary Committee
Member, chosen by the new Auditor. ● The new Auditor shall appoint a new ViceAuditor, according to this Constitution. General There shall be a membership fee of the Society, fixed by the Committee from time to time. The Society shall seek to gain and retain the status of Recognised Society within University College Dublin. To this end, the Society shall comply with all reasonable requests from the Academic Council of University College Dublin or its Officers. The Societies Officer of the University shall have the right to examine the financial accounts of the Society at any time and to this end shall be a signatory on the bank mandate. This action will not be taken without informing the Auditor. The Society shall respect its members’ privacy and shall not disclose any data or information to any third party. This does not include the name and registration number of each active member registered with the Society, required by and only disclosed to University College Dublin. This Constitution shall come into effect when it has been approved by two thirds of the members of the Society present at the General Meeting specially convened to consider this matter. Notice of a proposal to seek an amendment to this Constitution shall be given to all members at least seven days prior to the General Meeting at which such proposal will be considered. Such a proposal must receive the approval of two thirds of the members present at such meeting. Notice of any amendment which has been duly approved shall be forwarded to the Recognition Committee of University College Dublin. Appendix Public records of the society include minutes, and any other documents the Committee deems to be a public document. Day to day operation is any and all task set out by the Senior Committee such as selling tickets, lecture addressing and postering.
Published on Jan 14, 2014