Physics & Engingeering Society

DUBLIN CITY UNIVERSITY : PHYSICS AND ENGINEERING SOCIETY
CONSTITUTION

1. Name of Society

1.1 The name of the society shall be the DCU Physics and Engineering Society.

2. Aims and Objectives

2.1 The aims and objectives of the society will be as follows:
2.1.1   To encourage an interest in the physical sciences and related disciplines
           in the college;
2.1.2   To provide a forum for discussion of all general physics related issues;
2.1.3 To organise trips and outings of educational and social interest;
2.1.4   To encourage an interest in the faculty of engineering and physical sciences;
2.1.5   To provide a forum for discussion of all general physics and engineering related issues.

3. Members

3.1 Membership of the society shall be open to all students, staff and graduates of the college.
3.2 Membership shall be obtained by paying the appropriate fee and signing the Roll of Members for the current academic year.

4. Committee

4.1 The society shall have a governing Committee.
4.2 The Committee shall run the society on behalf of its Members and in accordance with the aims and objectives.
4.3 The committee shall consist of :
        Chairperson,     (section 5.1)
        Vice Chairperson,   (section 5.1)
        Secretary,     (section 5.2)
        Treasurer,     (section 5.3)
        Equipment Officer,   (section 5.4)
        Public Relations Officer (PRO), (section 5.5)
        Webmaster,    (section 5.6)
        1st year Liaison Officer,
        1st year Liaison Officer,
        1st year Liaison Officer, (section 5.7)
4.4 The Committee Members shall be democratically elected at the Annual General Meeting
        (rr hereafter, AGM).
4.5 The term of office of these elected officers shall be one academic year.?
4.6 A person shall not hold the same office for more than two successive years.

5. Duties of Committee

5.1.1   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 in accordance with section 6.
5.1.2   The Chair of any meeting shall have an ordinary vote at committee meetings and meetings of the society. In the event of a tie on any matter she/he shall have a casting vote.
5.1.3   The Chairperson ,where the Treasurer is decreed as unavailable may sign cheques or withdrawal forms in accordance with article 5.3.8.
5.1.4   The Vice-Chairman shall assist the Chairman in all his duties.
5.1.5   The Chairman ,or a simple majority of the committee, may call on the Vice-Chairperson to take up position, that is to chair any topic at any meeting at anytime.

5.2.1   The Secretary shall conduct the correspondence of the committee and shall keep a file of all relevant data.
5.2.2 The Secretary, where the Chairperson or Vice-Chairperson is decreed as unavailable may chair any meetings accordance with article 5 and 6.
5.2.3   The Secretary shall keep minutes of all committee meetings, of all general meetings, of the Annual General Meeting or any other meetings relating to the business of the society when requested by the committee.
5.2.4   The Secretary may keep a record of authorisation of expenditure.
5.2.5 The Secretary shall give notice to all members of the society's meetings, events and
functions.
5.2.6 The Secretary shall assist the PRO organise fund raising events and seed sponsorship where necessary .
5.2.7 The Secretary's function shall be to deal with all correspondence and records of the society and to give notice to all members of meeting times.

5.3.1   The Treasurer's function shall be to administer the funds of the society and to maintain accounts and budgets.
5.3.2   The Treasurer shall report to an E.G.M. in accordance with article 6.4.
5.3.3   The Treasurer retains a discerning veto over the application of any assets of the society to protect the integrity of the society and it’s funds as the Treasurer is responsible for all transactions.
5.3.4   The Treasure shall be responsible for the maintenance of accounts subject to the decisions of the committee in compliance with the regulations set down by the Society and publications committee (here after SPC) of DCU.
5.3.5   The Treasurer shall issue receipts.
5.3.6   The Treasurer shall keep full records of income and expenditure. He shall keep a record of who authorised the expenditure.
5.3.7   The Treasurer shall sign all cheques and withdrawals forms from the society’s bank account.
5.3.8   Where the Treasurer is decreed as unavailable, the Chairperson may sign cheques or withdrawal forms.

5.4.1 The Equipment Officer shall be responsible for the fixed assets of the society in accordance with 5.3.3.
5.4.2 The Equipment Officer shall maintain a record of all fixed assets belonged to the society and will report an inventory list to the treasurer when accounts are being processed.

5.5.1 The PRO will work with the Secretary to promote fund raising events and seed sponsorship where necessary.
5.5.2 The PRO’s function shall be to deal with external correspondence and maintain records of the contribution outside bodies have had for the society and to give notice to all members of these contributions during meeting times.

5.6.1 The Webmaster shall maintain the Website for the society and report all feedback from the site at the next available meeting.
5.6.2 The Webmaster shall maintain the E-mail income for the society and ensure all committee members may view all mail received.
5.6.3 The Webmaster will display any articles on our site committee members submit in accordance with section 2.

5.8 The PLO, ELO, GLO, have the important task of recruiting new members and will report on there progress at all meetings. They must have adequate interaction with the 1st year student body to maintain this role.

5.9 The Webmaster, PLO, ELO, GLO, as members of the committee shall have additional duties and responsibilities assigned to them by the council as required.

6. Meetings

6.1 There shall be an AGM held in the final month of the academic year where the main committee members will be elected but the first year liaison officers will be elected at the start of the following academic year.
6.2 Elections for the offices of the Committee shall take place at this meeting.
6.3 A quorum of the meeting shall be two Committee Members and 10% of the ordinary membership.
6.4 The business of the AGM shall also include an annual report given by the outgoing Chairperson and Treasurer.
6.5 An Extraordinary General Meeting (EGM) shall be convened if 10% of the membership of the society request one in writing.
6.6 The committee must hold a General Meeting at least once a month.
6.7 Notice of all meetings shall be given to the Membership at least four working days prior to the date of the meeting.
6.8 At a meeting a 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 of the Chairperson that the resolution is carried, unless a secret ballot be demanded by any two Members, shall be conclusive evidence that the resolution has passed or failed.

7. Dismissal of Committee Members

7.1 No member of the Committee shall be dismissed from office unless:
7.1.1 Notice of resolution to seek such dismissal, signed by at least 10% of the Members of the Society, is received four working days prior to a meeting at which such a resolution shall be debated
7.1.2 The resolution shall be passed by a simple majority voting at said meeting.

7.2 Two thirds of the committee may also call a meeting to debate the dismissal of another committee member.

8. General

8.1 There shall be a President of the society who shall be a full staff member in compliance with the regulations set down by the SPC.
8.2 The membership fee shall be in compliance with the conditions set by the SPC.
8.3 All Committee positions shall be honorary.
8.4 Notice of a proposal to seek an amendment to this Constitution shall be given to Members at least four working days prior to the meeting at which such proposal shall be considered. Such a proposal must then receive the approval of two thirds of the Members present at such meeting.
8.5.1 Each member shall be entitled to receive a copy of this Constitution, on demand, free of charge.