Constitution of the University College Cork Science Fiction Society
1.0 General
1.1 The name of this society shall be The Science Fiction Society, hereafter called “the Society”.
1.2 The aim of the Society is:-
To provide information and awareness on the of Anime, Science fiction, Horror, and Fantasy genres in their cinematic, picture and written forms
1.3 The objectives of the Society are:-
To provide a source of Anime, Science fiction, horror, and fantasy media to members of the society.
To involve members in different and less known areas of the genres.
To promote the cultural aspects of these genres by attending meetings and conventions of fellow fans.
To allow members of the society to promote media within the genre so that other members can experience it.
1.4 There shall be one class of membership: Ordinary membership of the Society shall be available to all University students and staff
2.0 The Committee
2.1 The committee shall be elected solely from the ordinary members. It shall be composed of the following officials;
* Auditor
* Treasurer
* Secretary
* Public Relations Officer
2.2 The committee may also include the following optional officials.
* Equipment officer
* Events officer
* Web master
The number of committee members elected shall be decided upon at the Annual General Meeting.
3.0 Election of Officials
3.1 At least two week’s notice shall be given in advance of any General Meeting. Such notice shall be given by posting on the Official Society site, announcing at Society sessions and any other method of advertisement as the Committee sees fit.
3.2 The method of election shall be by simple majority vote, the vote will take place as a show of hands unless one or more of the candidates requests the vote to take place by secret ballot, only members who have participated in 2 or more society events or meetings may be allowed to vote for candidates.
3.3 In addition to the candidates, Members should also be entitled to vote to re-open nominations (“RON”). If the majority of votes cast are in favour of RON, then the election shall be immediately re-held and any Member present may nominate themselves. RON is not a valid choice on this second election.
3.4 Members who are seeking election must be nominated for election, and seconded, by Members present at the General Meeting immediately prior to elections for the relevant position.
3.5 Officers may only be elected at a general meeting of the society
3.6 Members of the committee may resign by giving one week’s written notice to the Secretary, or in the case of the Secretary, to the Auditor. An Emergency general meeting may then be announced to fill the position.
3.7 An EGM may be called in order to propose a motion of no confidence in any Officer. If said motion of no confidence is passed by majority of the attendees that Officer’s term ends with that EGM.
3.8 In the case of a vacancy on the Committee due to resignation, the Committee shall assign a date for an Emergency General Meeting where the position will be filled through election by the same means as to the Annual General Meeting.
3.9 The notice of any Emergency General Meeting shall include an agenda and details of any Offices up for election.
3.10 The election of a First Year Representative may be held in the October of each academic year.
4.0 Duties of Officials
4.1 The Auditor shall chair meetings of the Committee and any general meetings that may be held. The Chairperson has the right to co-opt any member of the Society as an assistant.
4.2 The Secretary shall maintain a record of the meetings and deal with any correspondence and other administrative duties.
4.3 The Treasurer shall control all finances of the Society.
4.4 The Public Relations Officer will be responsible for the maintenance of the profile of the society. It will be their responsibility to maintain contact with the press and the media as well as acting host to visiting officials and guests.
4.5 The Equipment officer will be responsible for the control, records and purchase of media involved with the society
4.6 The Web master will be responsible for the control, promotion and maintenance of the societies’ site and forum.
4.8 The Events officer will be responsible for the organizing of all society outings and events outside of the University College Cork campus as well all joint society events.
4.9 The Society members shall take an active part in the Society, shall represent the Society on any outing/activity and shall represent the Society when communicating with bodies outside the Society.
5.0 Meetings
5.1 Committee meetings shall be held monthly, else wise they shall be held when deemed necessary by the Committee. At least five meetings per term shall be held.
The Secretary shall give at least two days notice of any meeting.
5.2 Decisions of the Committee must be passed by a Quorum decision. Quorum shall be one half of the total attending Committee members plus one, and must contain at least one of the following three positions: Auditor, Secretary, Treasurer.
5.3 All Society spending must be approved by Committee decision, subject to availability of funds as confirmed by the Treasurer.
6.0 Interpretation of the Constitution
6.1 The Auditor shall rule on the meaning of the constitution whenever any dispute arises. This may be overruled by a simple majority vote at a general meeting.