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Constitution

Article 1: Name of The Society

The name of the society shall be the Dublin City University Game Development Society (GDS).

Article 2: Aims and Objectives

The aims and objectives of the society shall be as follows:

1. To promote game development in all forms within the university and the society itself and to provide an opportunity to anyone wishing to learn.
2. To facilitate members in their pursuit to make Computer Games. This can range from:
   • Programming
   • Level Design
   • Animation
   • Sound
3. Provide Development-Based activities such as game jams to the members of the society.
4. Help members gain an understanding and appreciation for the gaming industry.
5. To organize events that would benefit the societies members or promote the society itself around the university.

Article 3: Members

1. Membership of the society is open to all students and staff within the university
2. Membership shall be obtained by paying the appropriate fee and signing the membership roll.
3. At the discretion of the committee, former students and staff of D.C.U. may be granted associate membership. Such a person will have the right to attend meetings of the society and shall pay an appropriate fee. However they are ineligible for a place on the governing committee. Voting rights for associate members at general meetings shall be determined by the governing committee and may be altered by a majority vote. Other rights of associate members shall be determined by the governing committee but may also be granted or revoked by majority vote.
4. All members are bound by this constitution.

Article 4: Committee

1. The society shall have an elected governing committee.
2. The committee shall run the society on behalf of its members and in accordance with the aims and objectives.
3. While it is preferable to arrive at decisions through consensus of the committee (where possible), committee decisions shall be decided through majority voting.
4. A quorum shall be 2/3 of the committee members
5. The committee shall consist of:
   • Chairperson
   • Vice-Chairperson
   • Secretary
   • Treasurer
   • Equipment Officer
   • Public Relations Officer
   • Trips and Events Officer
   • 1st Year Representative
6. The term of office shall be one academic year
7. No person shall hold the same office for more than 2 successive years

Article 5: Election of Committee

There shall be an Annual General Meeting (A.G.M.) held each year.

1. The committee members shall be democratically elected at the AGM
2. To seek election to the committee each candidate must have 2 nominations by current members of the society
3. If a vacancy arises on the committee during the year the committee has the right to fill the vacancy for duration of 2 academic weeks until an extraordinary general meeting (EGM) is held.

Article 6: Duties of Committee Members

1. The Chairperson shall be the Chief Officer of the society whose functions include chairing all meetings of the committee and officiating at meetings of the society.
2. The Chair of any meeting shall have an ordinary vote at committee meetings and meetings of the society. In the event of a tied vote on any matter she/he shall have the casting vote.
3. The Vice-Chairperson shall assist the Chairperson in all their duties.
4. The Vice-Chairperson shall assume the duties of the Chairperson (unless otherwise directed by a general meeting of the society) in the event that the Chairperson is absent or is unable to perform their duties.
5. The Secretary’s function shall be to deal with all correspondence and records of the society.
6. The Secretary keeps minutes of all committee meetings, of all general meetings, of the Annual General Meeting or any other meetings relation to the business of the society when requested by the committee.
7. The Secretary may keep a record of authorization of expenditure.
8. The Secretary shall give notice to all members of the society’s meetings, events, and functions.
9. The Secretary shall assist the Public Relations Officer (PRO) to organize fund raising events and sponsorship where necessary.
10. The Treasurer’s function shall be to administer the funds of the society and to maintain accounts and budgets.
11. The Treasurer shall be responsible for the maintenance of accounts subject to the decision of the committee in compliance with the relegations set down by the Game Development Society Committee of DCU.
12. The Treasure shall keep full records of income and expenditure of the society. The Treasure shall also keep a record of who authorized various expenditures and shall issue receipts.
13. The Treasure shall sign all cheques and withdrawal forms for the Society’s bank account.
14. Where the Treasurer is decreed as unavailable, another designated person may sign cheques and withdrawal forms for the society on consultation with the Game Development Society Committee.
15. The Equipment Officer shall be responsible for the fixed and current assets of the society in compliance with the regulations set down by the Committee.
16. The Equipment Officer shall maintain a record of all fixed and current assets belonging to the society and will report an inventory list to the committee at the start and end of the academic year.
17. The Public Relations Officer (along with the Secretary) shall be responsible for the advertising of all functions of the society through all means possible.
18. The Trips and Events Officer shall be responsible for arranging all intervarsity events, any other trips and any social events being held by the club.
19. The First Year Representative is to be elected in an EGM no later than week 4 of semester 1.
20. The First Year Representative position is to be filled by an incoming first year to the society when possible.
21. The First Year Representative is to assist in the day-to-day activities of all committee members as well as the society in general.

Article 7: Dismissal of Committee Members

No member of the committee shall be dismissed from office unless: Notice of resolution to seek such dismissal, signed by at least 20% of the members of the society is received an academic week prior to the general meeting at which such resolution shall be debated.

The resolution shall be passed by a majority voting at the meeting.

A committee member may be deemed to have resigned should they be absent for 3 meetings in a row without apologies.

Article 8: Meetings

1. The AGM shall be held no later than in the final month of the academic year
2. The business of the AGM shall include the elections of relevant committee members and annual reports from the previous committee members (including but not limited to the annual finance report from the societies treasurer)
3. An EGM shall be held if:
   • 20% of the ordinary membership of the club requests such a meeting in writing
   • A quorum of the Governing committee requests such a meeting in writing
   • There is a vacancy on the current committee and there is a need to elect a replacement
4. Notice of all meetings shall be given at least 7 academic days in advance.
5. In the event that both the chairperson and the vice-chairperson are absent a resolution may be called to appoint a temporary chairperson. Said person need not be part of the committee.
6. At a meeting any member may propose a resolution relating to the business of the society. The resolution shall be voted on by a show of hands and a declaration by the chairperson that the resolution is carried (unless a secret ballot is demanded by any 5 members) shall be conclusive evidence that the resolution is passed or failed.
7. In the event that the Chairpersons declaration is challenged a recount of the votes is administered in which a number of appropriately selected people will count the votes. The result will be announced by the chairperson or the vice-chairperson.
8. No resolution may contravene DCU policy

Article 9: General

1. There shall be a president of the society who shall be a full staff member in compliance with the regulations set down by the Society Life Committee (S.L.C.) of D.C.U.
2. The membership fee shall be in compliance with the conditions set by the S.L.C.
3. All committee positions shall be honorary.
4. This constitution may be changed by the membership on the condition that: Such a proposal is made in writing and signed by at least 3 committee members, or 10% of the membership. Notice of a proposal to seek an amendment to this constitution shall be given to members at least an academic week prior to the meeting at which such a proposal would be considered. Such a proposal must reach the approval of more than 50% of members present at such a meeting. Each member shall be entitled to receive a copy of this constitution on demand. Unless deemed impossible by circumstances beyond the control of the committee a current copy of this constitution shall be made available on the Internet. It is the duty of the committee to ensure that the membership knows of this constitution and particulars of this paragraph.