Glasgow University Historical Arts Society Constitution Updated:
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- Gertrude Houston
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1 Glasgow University Historical Arts Society Constitution Updated: Contents 1. Name and Affiliation 2. Aims and Objectives 3. Membership and Fees 4. Governance 5. Constitutional Amendments 6. Discipline and Appeals 7. Finances 8. Affiliation with the AHA 9. The Dissolution of the Organisation 1. Name and Affiliation 1. The club will be called the Glasgow University Historical Arts Society (hereafter the GUHAS). 2. The GUHAS will be affiliated to the Academy of Historical Arts (hereafter the AHA) and will abide by its rules and regulations. The details of this affiliation are detailed in section Aims and Objectives 1. The aims and objectives of the club will be: a) to promote and further the study of European history through the medium of the historical, martial and creative arts; b) to promote the GUHAS and the AHA through the UK c) to promote the GUHAS and the AHA as professional organisations involved in the historical European martial arts community worldwide d) to bring together the communities of academia, historical hobbyists and the general populace e) to ensure a safe and pleasant environment for all members of the GUHAS and the AHA f) to provide its services in a way that is fair and safe for everyone. 3 Membership and Fees 1. Members of GUHAS automatically also become members of the AHA and receive an AHA membership card. AHA membership runs from the 1st of September until the 31st of August each year, thus GUHAS membership starts on the date of joining and lasts until the 31st of August. 2. Full membership of the Glasgow University Historical Arts Society shall be open to registered students of Glasgow University only. 3. Non-students, Glasgow University staff and students from other universities may join as Associate members. 4. Associate members shall not account for more than 20% of the total membership determined at the time of the Annual General Meeting (traditionally held at the beginning of term).
2 5. Due to the nature of the society s activities, membership will be unavailable to those individuals who have previously been removed from the society (see section 6). 6. For a statement describing the voting rights of full members and associate members, please see the relevant and up-to-date SRC guideline documents. 7. All members are subject to this Constitution, and by joining the Academy or any of its affiliated groups will be deemed to have accepted all regulations and codes of conduct that the Academy has developed. 8. Membership of the Academy is open to all individuals. No person shall be refused membership on grounds of race, colour or appearance, ethnic origin, nationality, religion or beliefs, gender, age, sexuality, marital status, employment status, financial status, social background, disability or health; this statement is in accordance with the Equal Opportunities Policy of the Academy. 4 Governance 1) The administration of the Glasgow University Historical Arts Society shall be under the democratic control of its membership with regards to the election of the Executive Committee. 2) Any fully paid-up member who is a matriculated student shall have full voting rights at General Meetings of the Society. 3) The Society s Executive Committee shall have four office-bearers: a) President: The President will handle liaison tasks such as ensuring that venues for events, Fairs and training are booked correctly and in time for classes. The President furthermore commits to attending a majority of Training in order to secure venues, correct equipment and appropriate flow of information. The President will represent the Society in any Academy leadership meetings. Should any other member of the executive committee fail to complete their tasks the president commits taking appropriate action to complete said tasks and deal with the respective committee member. Elections for the position of President will be held at each AGM, although the same individual will not be barred from standing for the position as often as desired. b) Secretary: The Secretary will take minutes at any meetings of the executive committee and at any General Meetings of the Society. The secretary will draw up a schedule of the term for GUHAS, detailing teaching arrangements, AHA events and socials. Furthermore, the Secretary will maintain a register of Society members and their contact details, and will be responsible for passing pertinent information to members through a mailing list or any appropriate communication medium. The secretary is responsible for managing members appropriately. He shall insure that the AHA receives the appropriate records needed for their own administrative purposes. These records shall be contained under the AHA s data protection policies. Additionally the secretary commits to assisting all other members of the committee in their tasks as they require. Elections for the position of Secretary will be held at each AGM, although the same individual will not be barred from standing for the position as often as desired. c) Treasurer: The Treasurer will handle all of the finances for the Society and will keep accurate and up to date accounts for income and expenditure throughout the year. The Treasurer will handle at least 1 application for funding from the SRC per semester. Additionally the Treasurer is responsible for keeping track of membership fees in co-operation with the secretary. Furthermore the Treasurer ensures that all fees to the AHA are paid correctly and
3 in time. Elections for the position of Treasurer will be held at each AGM, although the same individual will not be barred from standing for the position as often as desired. d) Social Convener: The social convener will be responsible for organising and managing the social interactions of the society outside of normal lessons. These social events should be out with the usual social interactions that surround lessons and could include for example: trips, restaurant visits, cinema, concerts, museum visits, etc. It is the responsibility of the Social Convener in cooperation with the Treasurer to ensure that these events happen at as minimal a cost to the members of the society as possible. During the year the Social Convener will aim to organise at least 1 official event per semester for all members of the society. Elections for the position of Social Convener will be held at each AGM, although the same individual will not be barred from standing for the position as often as desired. The following two position may be part of the executive board if elected at the AGM. Otherwise the executive board may appoint a member of the society for these position which will then not hold any executive power but function in an advisory and supportive role. e) Combat Convener: The Teaching Convener will be in charge of organising all combat related lessons within the operation of GUHAS. He will liaise with the AHA to find suitable instructors and secure training materials for at least 2 classes per year and cooperate with instructors to ensure the smooth running of their classes. The Teaching Convener may not appoint official AHA instructors but recommend suitable candidates to the AHA. The Teaching Convener approaches AHA approved instructors to supervise training and sparring activities where required, but GUHAS classes may also be run by non AHA approved instructors (white shirts). He is required to have been a member of the society since at least the start of the current term (Sign up during September of the previous year). Elections for the position of Teaching Convener will be held at each AGM, although the same individual will not be barred from standing for the position as often as desired. f) Crafting Convener: The Crafting Convener will be in charge of organising all crafting related lessons within the operation of GUHAS. Since this position requires a minimum level of experience, the Crafting Convener will be required to have at least one year experience within the Crafting section of the society (sign up during September of the previous year). The Crafting Convener will work with the Teaching Convener and the Treasurer to provide high quality and well researched crafting lessons. He will also liaise with the AHA in suggesting candidates for the rank of AHA approved crafting instructor. Elections for the position of the Crafting Convener will be held at each AGM, although the same individual will not be barred from standing for the position as often as desired. 4) Office bearers shall be elected by the membership at the Annual General Meeting or at a Special General Meeting called to elect a replacement during the event of a vacancy in the Executive Committee. 5) Office bearers begin their term as soon as they are officially elected or otherwise on October 31st. In the event of an unforeseen or unavoidable circumstance in the short-term where an Executive member is unable to continue performing their duties until the next Annual or Special General Meeting, the President will nominate an interim successor for that position until the next Annual or Special General Meeting. 6) A vacancy arises when a member of the Executive officially resigns their position by letting the rest of the committee and the society know in written form, is banned from or otherwise leaves the society and/or the university. An EGM to fill that vacancy can be called at any point during the year, with at least 10 days notice to all members. 7) Any full member of the society is entitled to stand for any of the four Executive positions.
4 8) No full member should be barred from standing for office in the society. 9) All office bearers shall be matriculated students. These student office bearers shall not have opted out of SRC representation under the education act ) The Annual General Meeting, at which office bearers shall be elected and the society s accounts submitted and approved by the membership shall be called with not less than 10 working days notice to the membership. 11) The Society will conform to the SRC Equal Opportunities Policy and restrictions set out in the SRC Constitution Schedule 5, as far as is possible within our moral and legal requirements and obligations to provide a safe environment for our society s members and for members of the general public. 12) On receipt of a petition signed by 35% of the membership, including at least one member of the Executive Committee the (interim) Secretary shall give five working days notice of a Special (or Extraordinary) General Meeting to consider the replacement of a committee member. 5 Constitutional Amendments 1. The membership may make constitutional amendments at the Annual General Meeting. 2. On receipt of a petition signed by 25% of the membership, including at least one member of the Executive Committee the Secretary shall give five working days notice of a Special (or Extraordinary) General Meeting to consider submitted amendments. 6 Discipline and Appeals 1. All members of the Society are subject to the AHA s Disciplinary Procedure document. 7 Finances 1. The society will seek to raise funds in order that we may carry out our objectives with as little financial cost to our members as possible. Kit which is provided at lessons may be borrowed from the AHA and a kit rental fee may apply (Details under section 8). Members who lend out their own kit for society use may withdraw this loan at any time. 2. Funds are to be raised in a manner approved by the Treasurer, for example via membership fees, grants and approved fundraising. It is the responsibility of the Treasurer to ensure that all money raised is deposited into the society bank account as soon as is possible. The Treasurer (or any authorised individual) must count all money raised at the end of any event that involves members raising money for the society. This number must then be recorded, signed and co-signed by competent parties, and verified by a member of the Executive Committee before the money has been deposited by a member of the Executive Committee, then must be further verified by production of a valid bank receipt. All receipts are to be filed appropriately and to be available at any enquiry including the AGM. 3. Any accusations of monetary mishandling must be investigated and reported upon within one month of the accusation. All finds from such investigation must be reported to the members of the Society within fourteen days of the completion of the investigation. If the member accused is found guilty of using money in a manner not in service to the Society then they are to be removed from any position they hold that allows them to act as signatory on the bank account.
5 8 Affiliation with the AHA 1. GUHAS is an affiliated club of the AHA. As such it pays a membership fee to the AHA. 2. As affiliated club GUHAS may rent kit from the AHA. It is the responsibility of the GUHAS Executive Committee to make arrangements for kit to be borrowed, transported and returned in reasonable state of maintenance. 3. GUHAS offers its own kit to the AHA for use during events in return for storage space during the summer months when the society operates minimally. 4. The AHA may provide training of which GUHAS instructors may make use. 5. The AHA may appoint a representative who can function in an advisory role to the GUHAS Executive Committee and liaise with them on the details of this affiliation. 9 The Dissolution of the Organisation 1. In the scenario where the GUHAS is ceasing to function and is to be dissolved, members will be offered the chance to continue their AHA membership with the most local AHA-affiliated club. 2. After any and all debts incurred by the Society are appropriately balanced and all fines, fees and standing charges are paid, any funds remaining to the Society will be donated to a charitable cause of the choosing of Executive Committee. Should such a committee fail to reach function at this time the remaining funds will be donated to the educational division of the AHA, Triquetra Services. 3. Any equipment owned by the GUHAS will be donated to the Academy of Historical Arts and may then be distributed in a fair ratio between other affiliated clubs. The Academy of Historical Arts will decide on the ratio by which the equipment will be distributed. 4. Once all members have been given the opportunity to continue their membership with another AHA club, and once all funds and equipment have been distributed appropriately, the Society shall formally cease to operate.
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