The Bunreacht of the Cumann Staire
Cumann Staire Society
NUI Galway Constitution
Ratified on 07/04/16 by the University Societies’ Co-ordination Group
Adopted on the 15/04/16
Article 1 Name of the Society
1.1 The name of the Society shall be An Cumann Staire (History Society), NUI Galway, hereinafter referred to as ‘the Society’/’Cumann Staire’.
1.2 The Society may be commonly known as: Cumann Staire / CS.
1.3 The Society exists as a constituent part of the University and is therefore subject to all relevant University and University Societies Coordination Group (USCG) policies
Article 2 Alliances/Affiliations with External bodies.
2.1 The Society is aligned and/or affiliated with The Irish History Student’s Association (IHSA) and The International Students of History Association (ISHA) hereinafter referred to as ‘the Bodies’.
2.1.1 All trademarked and copyrighted materials/property including the name of the Body shall remain property of the Body; and the use of such trademarked and copyrighted materials/property is subject to the consent of the Body.
2.2 The Society is a constituent part of the University and where there are alliances and affiliations with external bodies the Society is subject to the USCG Society policy on external affiliation as may be updated from time to time.
Article 3 Aims of the Society
The aims of the Society shall be:
3.1 The aims of the CS are the promotion of historic studies as academic topics and the support of students of such disciplines in NUI Galway.
3.2 The CS is also to work towards strong interaction between students of historic studies at both undergraduate and postgraduate levels, and between these students and their respective academic units.
3.3 In all things the CS is to aim to maintain its reputation as an efficient, honest, innovative and hardworking organisation and so act as an example to all other student groups of NUI Galway.
3.4 To foster an interest in history throughout the whole student body and wider university community.
Article 4 Membership
4.1 All current students and current staff of the University shall be eligible to become full members of the Society.
4.1.1 Students and Staff may be prohibited from being a member where they have been subject to a USCG or University sanction prohibiting them from such.
4.2 Any eligible person shall become a member of the Society upon registering with the Society on any Societies’ Day, or using the official societies registration, and payment of appropriate fee if applicable.
4.2.1 Should the Society charge a membership fee, full membership shall be granted upon payment of said fee. The fee shall be determined by the Committee annually, subject to the approval of the Societies Office. All such monies thus received must be lodged in full to the Society’s bank account.
4.2.2 Should the Society be affiliated with a body that charges a membership fee, members are not obliged to join the external body and therefore not obliged to pay the membership fee.
4.3 The Society may, subject to approval of the USCG, elect any member or alumni who they deem to have done great service for the Society to be an Honorary Life Member (HLM) in perpetuity of the Society.
4.3.1 An HLM is entitled to entry to Society events and speaking rights at regular meetings, but is not entitled to a vote at regular meetings or Annual General Meeting (AGM) / Extraordinary General Meeting (EGM), and is also not entitled to stand for a committee position or any other privileges open to full members.
4.3.2 If an HLM becomes eligible for full membership as per article 4.1 (s)he shall have the same privileges as a full member.
Article 5 The Coiste (Committee)
5.1 A Committee shall conduct the business of the Society.
5.2 All members of the Committee shall be required to be full members of the Society.
5.3 All full members of the Society are eligible to be elected to the Committee except those explicitly disallowed hereinafter.
5.3.1 Full members are ineligible to stand for election and/or act as a member of the Committee where they have been subject to a USCG or University sanction prohibiting them from doing so.
5.4 The Committee shall consist of the following core members, additional specified Committee members and ordinary Committee members
5.4.1 The Committee must consist of at least four members.
5.5 Core Positions The core positions are Reachtaire (Auditor), Leas-Reachtaire (Vice-Auditor), Cisteoir (Treasurer), Rúnai (Secretary), Oifigeach Caidreamh Poiblí (Public Relations Officer) & Oifigeach Sábháilteach (Safety Officer). The Committee must consist of at least 4 members: Auditor, Vice-Auditor, Secretary and Treasurer. (See Article 16 Dissolution of a Society)
5.5.1 Reachtaire (Auditor)
The Auditor shall have overall responsibility for the affairs of the Society. The Auditor shall chair all meetings of the Society save where otherwise provided for in this Constitution. The Auditor has ultimate responsibility of ensuring that all Society requirements are fulfilled.
220.127.116.11 The Auditor in the cases of all votes shall be eligible to vote. In the case of a tie, the Auditor may use his/her casting vote thereafter to decide the tie. This may or may not be in accordance with his/her original vote.
5.5.2 Leas-Reachtaire (Vice-Auditor)
The Vice Auditor must assist the Auditor in the general running of the Society. The Vice-Auditor shall assume the duties of the Auditor should the Auditor be absent or unable to fulfil his/her duties. The Vice-Auditor may fulfil any general role as defined by the Committee.
5.5.3 Cisteoir (Treasurer)
The Treasurer will manage the financial affairs of the Society, in consultation with the Auditor & the Committee. The Treasurer will maintain the financial records of the Society. (S)he will prepare and present a Treasurer’s Report to the Society at the AGM. The Treasurer must prepare and present the end of year financial report, and all accounts as required by the Societies Office, in accordance with the deadline stated by the Societies Office.
5.5.4 Rúnaí (Secretary)
The Secretary shall keep the non-financial records of the Society, and shall submit the end of year report. The Secretary is responsible for ensuring that all events are posted to the Societies Calendar. The Secretary shall manage the correspondence of the Society. The
Secretary is also tasked with taking minutes of all Committee meetings, general meetings, AGM(s) & EGM(s) during his/her term of office.
5.5.5 Oifigeach Caidreamh Poiblí (Public Relations Officer)
The Public Relations Officer (PRO) shall be responsible for publicising the meetings and events of the Society. In cases where the Committee is only the mandatory 4 core members, then the Secretary may assume this position in conjunction with his/her role as Secretary.
5.5.6 Oifigeach Sábháilteach (Safety Officer)
The Safety Officer (SO) will have responsibility for ensuring compliance with Societies’ Safety Procedures and Policies. In cases where the Committee is only the mandatory 4 core members, the Vice-Auditor may assume this position in conjunction with his/her role as Vice-Auditor.
5.5.7 Fhelle na Eagraí hEalaionna (Arts Ball Organiser(s))
The Eagraí hEalaionna / Arts Ball Organiser(s) are/is responsible for successful planning and running of the annual Arts Ball. They, along with the Reachtaire, will carry out this task. The make-up of these members will be determined by the Coiste.
5.5.8 Iondaí Íarchéinne (Postgraduate Representative)
The duties of the Postgraduate Representative include: representing the interests of the postgraduate history students on the Coiste, act as the official liaison between the Coiste and the Irish History Students Association, organising any conferences that the Coiste shall decide to host. In the event of hosting a conference (s)he shall form a Coiste to aid them in this task. This Coiste is a Fo-Coiste (Sub-Committee) of the Coiste and its members are to be co-opted to the approval of the Coiste. Existing members of the Coiste may be co-opted on to this conference Coiste.
5.5.9 Iondaí ó Thar Lear (Erasmus Representative)
The Erasmus Representative representatives the interests of the history students from abroad taking part in an exchange programme in NUI Galway on the Coiste. One of the duties of the Erasmus Representative. Is to act as the official liaison between the Coiste and the equivalent organisations to the CS in universities abroad.
5.6 Additional Specified Committee Members
The Society may create additional specified Committee positions (ASCMs). Where the Society amends the Constitution to create, modify or remove a position this must be detailed in Article 10 Voting at General Meetings in accordance with the procedures as contained in Article 7 Annual General Meetings.
5.7 Ordinary Committee Members
Ordinary Committee Members (OCMs) shall be elected to a maximum of 4, at an AGM/EGM. They shall be full Committee members, and will contribute to the quorum and will have a vote on the Committee. OCM tasks may be allocated as required by the Committee.
5.8 Coiste (Committee) Meetings
5.8.1 Meetings of the Committee shall be held at least three times during each academic term. All members of the Committee shall be entitled to attend and vote at such meetings.
5.8.2 The quorum for a meeting of the Committee shall be at lease be a majority of the Committee members.
5.8.3 Meetings of the Committee shall be convened (called) by the Auditor or by the Secretary; at least three days’ notice of a Committee meeting shall be given by the Auditor or Secretary to the members of the Committee.
5.8.4 Meetings may also be convened at the request of 3 or 50% of the Committee, whichever is the larger number, with at least the minimum notice period as per 5.8.3. Failure of the Auditor or Secretary to issue this notice within 5 days of receipt of the request by these members in writing shall entitle these members to issue said notice to the Committee.
5.8.5 All Committee members must be notified by their chosen email and by other means as agreed.
5.8.6 Committee members that fail to attend 3 consecutive Committee meetings, without apologies accepted by the Committee, shall be deemed to have resigned.
5.9 Term of Office of the Committee
The Committee shall hold office for a specific one year term to decided and published by USCG annually (Currently July 1st – June 30th of the following year).
Article 6 Standing Orders of the Society.
6.1 The Society does have Standing Orders (attached as Appendix).
6.2 This Constitution supersedes any and all provisions in the Standing Orders and takes precedence, if there is conflict.
6.3 The Society shall furnish a copy of its proposed Standings Orders, and must continue to do so for any amendments or new articles, to the USCG for approval.
6.4 The Society shall make available their Standing Orders along with its Constitution on its official Society profile, viewable to all.
Article 7 Annual General Meetings
7.1.1 The Annual General Meeting of the Society shall take place in the second semester of the academic year, at a time to be determined by the Committee of the Society. The Annual General Meeting must be held before the second semester teaching term ends.
7.1.2 No less than six days’ notice of the Annual General Meeting shall be given to the Society’s members. The date and time of the AGM shall be notified to the Society’s Members. This is done by, at a minimum, uploading the date to the Societies Calendar, emailing all members, and by other means as agreed.
Article 8 Extraordinary General Meetings
8.1 An Extraordinary General Meeting of the Society may be convened to:
(i) Hold an election to fill a vacancy on the Committee, should one arise.
(ii) Consider a proposal to amend this Constitution or any other governing instrument of the Society;
(iii) Address any other circumstance not provided for in this Constitution.
8.2 An Extraordinary General Meeting shall be convened:
(i) By the Auditor or Secretary
(ii) By majority (50% +1) decision of the Committee; or
(iii) On foot of a submission to the Societies Office of a petition signed by not less than 75 members of the Society or 33% of the membership, whichever is smaller.
8.3 In the case of a resignation or dismissal, or removal as a result of a USCG or University sanction, from the Committee of a core Committee member, the Committee shall have the power to co-opt any full member of the Society to the Committee until the next general meeting (be it an EGM or an AGM), at which a new officer will be appointed. This must be convened within 4 teaching term weeks from the resignation.
8.4 No less than six days’ notice of the Extraordinary General Meeting shall be given to the Society’s members. The date and time of the EGM shall be notified to the Society’s Members. This is done by, at a minimum, uploading the date to the Societies Calendar, emailing all members, and by other means as agreed.
Article 9 Election of the Committee
9.1 The Committee of the Society shall be elected at the Annual General Meeting, except where otherwise provided for in this Constitution.
9.2 The Auditor shall appoint a Returning Officer for elections. The Auditor may appoint himself/herself as returning officer. The Returning Officer may not be a candidate in any of the elections. The Returning Officer must not vote, bar to cast a casting vote in the event of a tie. In the event of a tie, the Auditor (where he/she is the returning officer) receives a casting vote; in the event where he/she is not the returning officer, he/she receives no casting vote.
9.3 All full members of the Society shall be eligible for election to the Committee, except as provided for in Article 5.3.
9.4 Candidates for each position on the Committee of the Society must be proposed and seconded by members of the Society at the AGM. The candidates may propose themselves.
9.5 All members of at least 30 days standing of the Society shall be entitled to vote in the election of the Committee. The Secretary must present the membership list of those eligible to vote at the election.
9.6 The election of members of the Committee shall take place by secret ballot at the AGM. This, at the discretion the Returning Officer with the agreement of two-thirds of the membership attending the AGM, may be changed to a show of hands. Should this be implemented it is considered to be a change confined to that specific AGM/EGM and not be deemed a change to the Constitution.
9.7 Where a nominated candidate for election is unopposed the Auditor may decide on a show of hands to confirm the selection or choose to have a secret ballot to confirm the selection or leave open the position until a subsequent general meeting.
Article 10 Voting at General Meetings
10.1 Voting shall be by show of hands, unless otherwise determined in a vote at any specific meeting.
10.2 Each Full Member shall have one vote at any general meeting.
10.3 Motions and resolutions must be passed by a simple majority of those Full Members present at the meeting, except where otherwise stipulated in this Constitution.
Article 11 Resignations and Dismissal from the Committee
11.1 The resignation of any member of the Committee shall be instituted by a letter of resignation to the Secretary of the Society.
11.1.1 In the case of the resignation of the Secretary, resignation may be instituted by a letter of resignation to the Auditor.
11.2 In the case of resignation during term time, the resigning Committee member must handover all Society property, passwords and handover documents as per Article 12.1 to the committee, and where practical, assist with the induction of his/her replacement.
Article 12 Handover Documents
12.1 Each outgoing officer of the Committee must present Handover Documents at the end of his/her term detailing the specific roles and responsibilities of their office, and the person(s)with whom he/she conducted the business of the Society, in order to assist the incoming officer with his/her development of the Society.
Article 13 Instigation of Disciplinary Action
13.1 The Committee and all members of the Society shall comply with the disciplinary, grievance, bullying and harassment procedures, and all other procedures of the University and the
USCG, as may be added to or amended from time to time, with reference to the Societies Complaints Procedure.
13.1.1 Committee members that bring the Society into disrepute may be removed by the Committee, with reference to the Societies Complaints Procedure. This decision is subject to approval from the USCG before taking effect.
13.1.2 Society members that bring the Society into disrepute may be removed from the membership list by a vote of the Committee, with reference to the Societies Complaints Procedure. This decision is subject to approval from USCG before taking effect.
The following constitute some examples of breaches of discipline (but breaches are not limited to the following):
(i) Serious or persistent breach of Health and Safety.
(ii) Bringing the name of the Society into disrepute.
(iii) Acting against the aims and/or objectives of the Society.
(iv) Misappropriation of any funding relating to the Society.
(v) Discrimination or Harassment.
(vi) Gross misconduct as interpreted by USCG.
(vii) Breaches of any USCG or University policies or procedures.
Article 14 Management of Finance
14.1 The finances of the Society shall be managed by the Auditor and Treasurer of the Society.
14.1.1 This Constitution also provides for the possibility of a second Treasurer if the Society feels it is necessary.
14.2 It is the responsibility of the Society Treasurer to ensure that all monies received from the University and sponsors are receipted through the Societies Office.
14.3 No Society member may use their membership for personal financial gain. Failure to adhere to this article shall result in NUI Galway disciplinary action.
Article 15 Amendments to the Constitution
15.1 Amendments to this Constitution may be passed at an Annual General Meeting or an Extraordinary General Meeting of the Society.
15.1.1 The change to the Constitution must be proposed and seconded and put to the vote of the members. A proposed amendment is deemed to be passed by a two- thirds majority of full members present at the AGM/EGM.
15.2 Such amendments to this Constitution shall require the formal ratification of the University Societies Coordination Group before taking effect.
15.3 The Society must upload their current ratified Constitution to its official Society profile.
Article 16 Dissolution of the Society
16.1 The Society may be dissolved by a two-thirds majority vote of its membership present at an AGM or EGM.
16.2 The Society may fall into abeyance or be dissolved by decision of the USCG. The following constitute a non-exhaustive list of grounds for abeyance or dissolution.
(i) Failure to submit a Treasurer’s Report, submit receipts for all University grants and provide information for all transactions at the end of the Societies year.
(ii) Failure to submit a Secretary’s Report at the end of Societies year.
(iii) Failure to have a table at Societies Day the following September.
(iv) Failure to elect four core committee members by Society Training Weekend.
(v) Failure of at least 2 committee members to attend Society Training without prior acceptance of apologies to the USCG.
16.3 The Society shall also fall into abeyance if general activity ceases.
16.4 If the Society remains in abeyance for two consecutive years it will be deemed to be dissolved.
16.5 On dissolution of the Society, all the Societies assets, including intellectual property and virtual rights, shall become the property of the University.
Standing Order – Arts Ball
6.4.1 The CS is responsible for the organising of the annual NUI Galway Arts Ball. The Arts Ball Committee (ABC) is responsible for the successful running of the Ball. The ABC has to report on all progress in the organising of the Ball.
6.4.2 The membership of the ABC is to be co-opted and is subject to approval by the Committee.
6.4.3 Complimentary Ticket Allocation
18.104.22.168 The positions of Auditor, Vice-Auditor, Secretary, Treasurer, Public Relations Officer and ABC members are entitled to a personal non-transferable ticket.
22.214.171.124 Allocation of a single complimentary ticket to all other Committee members are allocated at the discretion of the Committee.
126.96.36.199 The Societies Officer is to be formally invited to the Ball and is entitled to two personal non-transferable tickets.
188.8.131.52 The Societies Chairperson is to be formally invited to the ball and is entitled to one personal non-transferable ticket.
184.108.40.206 Any additional complementary tickets may be issued in exceptional circumstances. The Societies Officer will be informed in the case of additional ticket allocation.
6.4.4 All confirmations of acceptance of complimentary tickets must be returned before the final Committee meeting preceding the general sale of Ball tickets.
6.4.5 A full and detailed breakdown of complimentary ticket offers accepted, tickets available for sale and the resulting gross income must be made by the ABC at a Committee meeting before the general sale of tickets. The figures presented must be approved by the Committee.
6.4.6 Adequate security for the sale of Ball tickets must be made by the ABC and it is entirely their responsibility to ensure the correct amount of money is lodged to the Ball bank account for the sale of tickets. The ABC must present a full and detailed account of the ticket sales to a Committee between the beginning of ticket sales and the Ball.
6.4.7 A full and detailed account sheet for the Ball is to be presented to the Committee by the ABC after the event.
6.4.8 In the event of the CS organising another event similar to the Ball the same system is to be followed, subject to Committee approval.