DUBLIN UNIVERSITY
COMPUTER SCIENCE SOCIETY
CONSTITUTION
Article 1 Name
The Society shall be known as the Dublin University Computer Science Society, to be
abbreviated DUCSS.
Article 2 Object
The object of DUCSS shall be to further interest and knowledge in Computer Science by the
promotion of events to foster and develop co-operation between persons involved in Computer
Science, associated disciplines and the application of Computerised Systems and Interactive
Entertainment Technology.
Article 3 Membership
There shall be three types of membership:
(1) Ordinary membership shall be open to all students whose name appears on the books of
T.C.D. on payment of the appropriate membership subscription.
(2) Associate Membership shall be open to all staff of T.C.D. on payment of the appropriate
membership subscription.
(3) Honorary Membership may be conferred on any person by the Committee provided that such
decisions are ratified at a meeting of DUCSS.
Article 4 Subscriptions
Annual subscriptions, which may be subject to an annual increase, shall be paid by all members
except Honorary members. Subscriptions shall be fixed by the Committee subject to agreement
with the C.S.C.
(AMENDED) Article 5 Executive Officers.
The Executive Officers of the Society shall be as follows:
(1) Chairperson
(2) Treasurer
(3) Secretary
(AMENDED) Article 6 Committee
The Committee shall consist of the Chairperson, the Treasurer, the Secretary, a Public Relations
Officer (PRO), an Amenities Officer, a Webmaster and three General Officers.
(NEW) Article 6(a) – System Adminstrator
The Society shall also have a System Adminstrator to oversee the technical matters of the Society
and its services. The System Adminstrator shall not be a member of Committee but a separate
office.
(AMENDED) Article 7 Election of the Executive Officers and the Committee.
• All Executive Officers and Committee members and the System Adminstrator shall be
capitated members of the College.
• All Executive Officers, the PRO, the Amenities Officer, the Webmaster and 2 General
Officers shall be elected at the A.G.M of the Society.
• A Junior Freshman shall be co-opted by the Committee as a General Officer during
Michaelmas Term. This General Officer shall be known as the First Year Representative.
• The Committee can co-opt a number of new General Officers at any ordinary Committee
meeting by simple majority vote. The number of co-opted General Officers should never
outnumber Committee members and officers elected at the Society’s A.G.M.
Candidates for election to the position of chairperson must be of Senior Freshman or
higher academic standing. In the case of a by-election the candidate must be a Sophister
or of higher academic standing.
In the event of the resignation or removal of an Executive Officer, an E.G.M of the
Society must be held at which a replacement must be elected in a by-election. Other
members of Committee shall be replaced by a co-opted replacement at an ordinary
meeting of the Committee.
(NEW) Article 7(a) – Election of the System Adminstrator
• The Committee of the Society shall co-opt the System Adminstrator after their election at
the A.G.M of the Society.
• In the event of the resignation or removal of the System Adminstrator, the Committee
shall co-opt a replacement at an ordinary meeting of the Committee.
(AMENDED) Article 8 Suspension and Removal of an Executive Officer or Committee member
• The majority of the Society or the Committee may call for an E.G.M of the Society at
which the suspension or removal of an Executive Officer of the Society will be discussed
and voted upon. The Society shall suspend or remove an Executive Officer by majority
vote. If an Executive Officer is removed by the Society, the Society shall elect a
replacement as per Article 7(6) of the Constitution.
The Committee may suspend or remove an ordinary member of Committee by majority
vote. If that member was the Public Relations Officer, Amenities Officer, Webmaster
or First Year Representive then a replacement must be co-opted onto Committee as per
Article 7(6)
Upon suspension, a Committee Member or Executive Officer loses their voting rights and
other privileges as decided by the other members of Committee, for the duration of their
suspension.
(NEW) Article 8(A) – Suspension and Removal of the System Adminstrator
The Committee may suspend or remove the System Adminstrator by majority vote. Their
replacement must be co-opted as per Article 7(a)(2)
Article 9 Types of meetings:
(1) Committee meetings
(AMENDED) (a) A Committee meeting shall be held at least once every fortnight during
Michaelmas or Hilary terms. It shall be called by the Chairperson, by the Secretary, or by a
majority of the Committee. It shall be called at their discretion at other times.
(b) The Secretary shall keep a clear and unambiguous record of those present and of the
proceedings.
(AMENDED) (c) The treasurer shall report all monetary expenses made by the society since the
last meeting.
(AMENDED) The quorum shall be 2 Executive Officers, and 3 other Committee members.
(2) Annual General Meetings:
(a) An A.G.M. shall be held annually during Trinity term.
(b) The Order of Business at an A.G.M. shall be:
(1) Minutes of the previous A.G.M. read by the Secretary and signed by the Chairperson.
(2) Officers reports, Discussion arising.
(3) Nomination and election of New Officers and Committee members.
(c) Newly elected Officers and Committee members shall be deemed to have assumed their duties
and responsibilities immediately upon being elected.
A quorum shall be 1/4 of the members of the DUCSS.
(4) An EGM may be called at any time by a majority of committee or members. Members must
be given at least one week’s notice of the EGM.
Article 10: Duties of Executive Officers
(AMENDED) Chairperson
(1) The Chairperson shall oversee the general running of the DUCSS and shall be answerable to
the Committee.
(2) The chairperson’s duties shall include:
(a) Arranging functions, events and visits by guest speakers and to attend to the transport,
accommodation and entertainment of such speakers.
(b) The upkeep and maintenance of the room of the Society (if any) and its furnishings
(3) The Chairperson shall delegate his/her responsibilities as per 2(b) and 2(a)to the Amenities
Officer (2(b) only) and any General Officers,(2(a) and 2(b)) to an extent as determined by the
Committee.
Instructing the Secretary as to the arrangement of Society and Committee meetings.
The Chairperson and treasurer shall share equal responsibility for the financial affairs of the
DUCSS.
If the advice of the chairperson and the treasurer on a financial matter is rejected by the
committee members at a committee meeting then those members assume responsibility for that
matter. If either the chairperson or the treasurer disassociates himself from the advice of the other
to the committee on financial matters then the advising officer shall be deemed responsible.
Treasurer
(4) The Treasurer shall have the duty of conducting routine communications with the C.S.C. on
financial matters including the provision of estimates for expenditure.
It shall be the Treasurer’s duty
(a) to obtain C.S.C. grants.
(b) to provide the C.S.C. with accounts for the financial year during which he/she is elected.
(c) to provide his/her successor with all information reasonably required to manage the
Society’s finances in the following year.
(d) to ensure receipt of forms from the C.S.C. for estimated annual expenditure of the Society at
the A.G.M. of the C.S.C.
(e) to provide estimates of annual expenditure of the Society on these forms to the C.S.C. before
the start of the first week of Michaelmas Term.
(f) to forewarn the C.S.C. of anticipated exceptional activities for which grants may be sought,
and to provide estimates for these as soon as practicable
(g) to submit to, the Treasurer of the C.S.C. before the fifth week of Hilary Term the name of
the person who has agreed to audit the annual accounts of the Society for that financial year.
(h) to furnish the C.S.C. with audited accounts of the Society for the financial year during
which he/she held office. The accounts shall have been audited by a professional accountant or a
member of the staff of T.C.D. and shall be presented to the Treasurer of the C.S.C. by the 14th of
April.
(5) If the Chairperson or the Treasurer ceases to hold office during his term, he shall submit to
the Treasurer of the C.S.C., and to his successor a statement of the finances of the Society. In the
case of the Treasurer this shall include a complete set of accounts to the day he/she left Office,
with details of unpaid accounts, debtors and creditors as well as any other information which may
be reasonably required by his/her successor to ensure proper financial management.
(6) In order that a Chairperson or Treasurer of DUCSS will be fully aware of his/her duties when
elected, he/she will sign a form with the following content before he/she is deemed to be an
elected Executive Officer or Committee member of the Society.
“I have read the sections of the Constitution describing the duties and responsibilities of the
Chairperson and Treasurer. I am willing to accept those responsibilities and duties pertinent to
the Office of Chairperson/Treasurer.”
(7) Invoices or receipts will be presented to the Treasurer before a member is reimbursed for
expenses incurred by him/her on behalf of the DUCSS.
(AMENDED) Secretary
• The Secretary shall be responsible for the correspondence and the promotion of the
DUCSS and for the keeping of minutes, and shall be responsible to the DUCSS.
The Secretary shall delegate responsibility for the correspondence and promotion of the
Society to the Public Relations Officer or General Officers, the extent of which shall be
decided by Committee
• His/her duties shall include:
(a) providing the Secretary of the C.S.C. with a record of the activities of the DUCSS during
his/her term of office. This record shall provide sufficient information to allow an accurate
assessment of the DUCSS’s activities during the year.
(b) on the instruction of the Committee or the Chairperson he/she shall arrange Committee and
DUCSS meetings.
Article 11 Other Matters
The Chairperson has the right to make a ruling on any matter relating to the DUCSS not catered
for by this Constitution. This ruling may be rejected by a majority of the Committee or DUCSS.
Article 12
This Constitution shall come into effect on adoption by a majority of the DUCSS when it is first
convened and may only be amended by a majority of the DUCSS at any following meeting.
Loading tweets...