Constitution of the Glasgow University Politics Society

CONSTITUTION

ARRANGEMENT OF SECTIONS

➢ Article 1 Politics Society

➢ Article 2 Name and Motto
➢ Article 3 Aims and Objectives
➢ Article 4 Ordinary Membership
➢ Article 5 Alumni of the Society
➢ Article 6 Governance
➢ Article 7 The Committee
➢ Article 8 Committee Members
➢ Article 9 Conduct of Committee Members
➢ Article 10 Finance
➢ Article 11 Amendments
➢ Article 12 Dissolution of the Society
➢ Appendix A By-Laws

A document to provide for the establishment and administration of a Glasgow University

Politics Society, and for connected purposes.
[17 September 2007]
[Amended 14 September 2010]

Article 1. Politics Society

1. There shall be a Politics Society.

2. The Glasgow University Politics Society is an independent student body. The
Society may be affiliated with other groups or organisations, but it shall not be
affiliated with any political body.
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 Constitution of the Glasgow University Politics Society

Article 2. Name and Motto

1. The Society shall be known as Glasgow University Politics Society, and will
hereafter be referred to as “the Society” or “GUPS”.
2. The official motto of the society shall be “Quot homines, tot sententiae”

Article 3. Aims and Objectives

1. The Society aims to create a social network for students studying or interested in
politics; and to provide a forum for discussion and debate.
2. The Society shall endeavour to achieve better departmental integration, improving
relations between staff and students, and between Politics and other departments.
3. The Society aims to ease the transition between year groups by improving overall
student relations in the department.
4. In addition, the Society may seek where appropriate to improve available facilities
in the department.

Article 4. Ordinary Membership

1. Any matriculated student of the University of Glasgow is entitled to become a

ordinary member of the Society, subject to the payment of any membership fee
due.
2. In addition, ordinary membership of the Society shall be open to non-matriculated
students and staff (associate members) who shall in total make up no more than
20% of the Society’s members.
3. Ordinary membership may be gained at any point during the academic year and
shall expire at the end of that academic year.
4. Non-members may be entitled to participate in some Society events. The decision
to open events to non-members shall be at the discretion of the Committee.
5. The Society shall be under the democratic control of members.
6. All ordinary membership shall be at the discretion of the Committee.

Article 5. Alumni of the Society

1. Any graduate of the University of Glasgow who was a member of the Society in
their final year becomes an Alumnus of the Society.
2. Alumni are welcome to all Society events, and need not pay the membership fee.
3. Alumni may not stand for office and do not have voting rights.
4. The approval of Alumni is not needed for the ratification of amendments or the
accounts of the Society.

Article 6. Governance

1. Committee meetings should be held regularly throughout the academic year, with
at least one per semester.
2. The President shall compile an agenda prior to each meeting, which the Vice
President shall ensure is circulated to all Society members and any other relevant
party.
3. Matters for discussion may be raised at any meeting by any Committee member.
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 Constitution of the Glasgow University Politics Society

4. In addition, any Society member wishing to raise an item may do so prior to any
Committee meeting, having first notified the Secretary no less than two (2) days
prior.
5. The Society shall have an Annual General Meeting at which the Society’s
accounts shall be submitted by the Treasurer. Members must be given no less
than ten (10) working days notice of the AGM.
6. Matriculated members shall have full voting rights at the Society’s AGM.
7. The Society will conform to the SRC Equal Opportunities Policy and restrictions
set out in the SRC Constitution Schedule 5.

Article 7. The Committee

1. There shall be a committee of at least four (4) officers which shall be responsible
for the organisation and administration of the Society and all its activities.
2. Office bearers shall be elected at the beginning of each academic year, in
accordance with By-Law I. Non-matriculated students must not make up more
than 10% of the voting body.
3. The term of all Committee members extends from the date of election to the
following General Election. There are no term limits.
4. In the event of a vacancy, an Extraordinary General Meeting should be called to
elect a replacement, and sufficient notice of its arrangement given to GUPS
members.
5. No elected positions shall be open to non-matriculated students of the University
of Glasgow. In addition, office-bearers shall not have opted out of SRC
representation under the Education Act 1994.
6. Responsibility for holding and overseeing elections lies with the Committee of the
previous academic year, which will ensure that they are carried out in accordance
with this constitution.

Article 8. Committee Members

1. The Committee shall consist at all times of:

- a President
- a Vice President
- a Treasurer
- a Secretary
2. In addition any other position deemed necessary may be created at a later date.
The decision to create further office positions shall lie with the Committee,
however all office bearers shall be elected as laid down in Article 7 and subject to
a constitutional amendment.
3. The main tasks of the Committee members are as follows:

A) The President:
• Shall be the spokesperson for the Society.
• Shall hold overall responsibility for the administration of the Society and
its activities.
• Shall generally chair meetings.
• Shall be the first point of contact for all outside communications.
• Shall be responsible for communications with the SRC, Unions and other
bodies.

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 Constitution of the Glasgow University Politics Society

• Shall hold overall responsibility for social events and liaise with
businesses involved where applicable.
• Shall share responsibility for GUPS publicity.
• Shall hear and deal with any complaints relating to any aspect of the
Society, seeking advice from any relevant persons involved.

B) The Vice President

• Shall undertake the responsibilities of the President in their absence.
• Shall, alongside the President, be responsible for communications.
• Shall be responsible for communications with all Society members prior to
Committee meetings and shall take note of any issues to be raised at such
meetings.
• Shall hold responsibility for GUPS publicity.

C) The Treasurer
• Shall collect and manage the membership fee.
• Shall maintain an accurate record of all Society income and expenditure
and be responsible for the payment of any expenditure and for any
reimbursements due.
• Shall advise the Committee on matters of spending and finance.
• Shall draft budgets for any events arising throughout the year.
• Shall, together with the President, be responsible for any fundraising
undertaken by the Society.

D) The Secretary
• Shall take minutes of Committee meetings and circulate these to all
Society members.
• Shall keep an up-to-date list of all members and their contact details, and
shall ensure that it remains confidential and is not disclosed to anyone
outwith the Committee.
• Shall keep a list of all Alumni of the Society, which will be kept separate
from the list of current members.
• Shall be responsible for communicating to the Committee any issues
raised by members prior to an AGM.

Article 9. Conduct of Committee Members

1. The Committee undertakes to hold regular meetings to discuss matters relating to

the Society, and to accurately inform all GUPS members of any decisions made
and action taken. Any Society member wishing to raise an issue before the
Committee is entitled to do so.
2. The Committee shall at all times take responsibility for the general administration
of the Society and the running of Society events. All Society events shall require
the presence of at least one (1) office-bearer. Events involving the participation
of more than fifteen Society members require the presence of at least two (2)
elected office-bearers.
3. Members of the Committee shall at all times in their official capacity act
reasonably and professionally, and deal with any issues arising efficiently and
effectively. Committee members shall take seriously any complaints from
Society members relating to their conduct or the Society generally. Serious
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 Constitution of the Glasgow University Politics Society

complaints and those from outwith the Society shall be directed to the President
who shall deal with them as a matter of urgency.
4. Any Committee member found in violation of Article 9 Section 3 is subject to an
impeachment vote, carried out at an Extraordinary General Meeting. Successful
impeachment of a Committee member shall require a 2/3 majority vote with at
least 50% of members casting a vote.

Article 10. Finance

1. The Society shall be a non-profit making organisation.

2. Financial matters shall be under the direct control of the Committee, acting on the
advice of the Treasurer. The Treasurer may make financial decisions on behalf of
the Society having sought the relevant guidance from the President or Vice
President.
3. The Treasurer shall publish a report on the activities and corresponding financial
expenditure of the Society in January and in May of each year, and ensure that it
is available to all GUPS members.
4. Fundraising for the Society may take place at any point throughout the year at the
discretion of the Committee, which shall hold overall responsibility for its
administration as laid down in Article 7 Section 1.
5. Signatories for all banking matters shall be the President, Vice President and
Treasurer.
6. The funds of the society shall be applied solely for the furtherance of its aims and
the operation of the Society.
7. The officers and members of the Society shall not receive payment from the
Society, either direct or indirect, for their services.
8. No officer of the Society shall have special liability for any debts or losses
incurred by the Society.
9. All accounts and financial reports of the Society shall be kept for a minimum of
four (4) years.

Article 11. Amendments

1. Any disputes arising with regard to this constitution, or amendments made to its
meaning, shall be secured by a 2/3 majority vote, with at least 50% of GUPS
members casting a vote and non-matriculated members making up no more than
10% of voters. Amendments to the By-Laws will be secured by a simple majority
vote.
2. On receipt of a petition signed by 10 percent of the ordinary membership, the
Secretary shall give five working days notice of an Extraordinary General
meeting to consider submitted amendments.

Article 12. Dissolution of the Society

1. If it is decided that the Society shall be dissolved, all funds of the Society shall be
donated to a charity of the Committee's choosing.
2. The Committee will remain in office until all accounts of the Society have been
closed.

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 Constitution of the Glasgow University Politics Society

BY-LAWS
of the Constitution

ARRANGEMENT OF SECTIONS

➢ By-Law I Electoral System

➢ By-Law II Year Representatives

Additional sections added to the Constitution of the Glasgow University Politics Society
to ease the administration of the Society.
[14 September 2010]

By-Law I. Electoral System

1. All matriculated members of the Society are eligible to stand for office.
2. Voting rights are restricted to current members.
3. The election of the office-bearers shall take place no earlier than the third (3rd)
meeting of the academic year, no later than the fifth (5th).
4. The Committee of the previous year shall Chair the election.
5. There shall be no absentee voting.
6. All voting on any matter shall be by secret ballot or show of hands at the
discretion of the Chair.
7. Candidates may stand for multiple positions but may only hold one.
8. The candidates for each position who receives the plurality of votes is elected for
that position.
9. In the event of a candidate receiving the highest number of votes for more than
one position, that candidate must choose one position.
10. In the above case the candidate receiving the second highest number of votes for
the vacated position shall be elected.
11. In the event of a tie, the matter shall be resolved by coin toss, pistols at dawn, or
any manner deemed suitable by the Chair.
12. In the event of a vacancy after the General Election, an Extraordinary General
Meeting will be held to fill such a vacancy by a simple majority vote.

By-Law II. Year Representatives

1. Representatives for Level 1 and Level 2 shall be chosen by the Committee from
volunteers.
2. Representatives shall be responsible for drawing attention amongst their year
group to the Society and Society events.
3. The length of term for Representatives runs concurrently with the academic year.