THE QUEEN’S UNIVERSITY OF BELFAST
CONSTITUTION OF THE LESBIAN GAY BISEXUAL & TRANSGENDERED (LGBT+) SOCIETY OF THE QUEEN’S UNIVERSITY OF BELFAST
Made by the LGBT+ Society on 22 April 2013
The name of the Society shall be “Queen’s University Belfast Lesbian, Gay, Bisexual and Transgendered Society” or “QUB LGBT+ Society,” hereafter referred to as ‘the society.’
2.0 Aims & Objectives:
The objects/aims of the Society shall be:
2.1 To provide a private and confidential forum for members to be themselves and get to know people who have gone through similar experiences.
2.2 To engage in social activities to develop friendships and widen the outreach of the LGBT community in the Students’ Union and further afield
2.3 To organise and implement information sessions during the year through activities or other campaigns to increase awareness of LGBT issues.
2.4 To provide external support for those members who need it, including aiding individuals in accessing help and advice from professional bodies and charities.
2.5 Making members feel welcome and included in the University
2.6 Promote tolerance, acceptance and understanding of all sexualities and gender identities with a view to ending the discrimination faced by the LGBT community.
2.7 To enhance the ‘student experience’ for LGBT students.
3.1 The Society shall be composed of:
3.1.1 Students of the University as defined within the Constitution upon payment of a one off annual membership fee set by the committee (as detailed in 4.0).
3.1.2 Associate Membership: Such members, although not students of the University shall be entitled to membership upon payment of a one off annual membership fee set by the committee (as detailed in 4.0).
184.108.40.206 Associate Members are not permitted to vote in any society meeting or in elections at the Annual General Meeting (AGM). They are also not permitted to stand for election to an Executive Committee position.
3.1.3 Honorary Members of the Society shall be persons who, after having been an extraordinary member of the Society, be elected an Honorary Member by a majority vote of the committee or 2/3 majority of members present in a General Meeting. They are eligible to vote in any election or referendum taken during the time the society is active.
220.127.116.11 Honorary Members are as follows:
3.1.4 Associate Members of the Union shall be either:
a) members of staff of the University; or
b) persons registered for a course, for which there is no registration requirement, held under the auspices of the University; or
c) members of those students’ unions with which the Union has concluded a reciprocal arrangement; or
d) students of other further or higher educational institutions; or
e) non students.
3.2 No one shall become a Recognised Member of the Society less than one (1) week before an Annual General Meeting or Extraordinary General Meeting.
3.3 Membership is valid for exactly one (1) year from the 1 October of each academic year.
4.0 The Executive:
The society shall have an Executive Committee elected annually by the membership of the Society at the AGM. It will commonly be known as ‘the Executive’ or ‘the Executive Committee.’ Its purpose will be to direct and organise ongoing activities and foster the aims and objectives of the Society.
4.1 The full membership of the executive shall be composed of the following:
4.2 Assistant positions shall be filled by co-option by the committee as the need arises.
4.3 Sub-committees may be created with majority consent of the executive when the need arises.
5.0 Responsibilities of the Officers:
5.1 Collective Responsibility:
All members of the executive must work together to show a united front. All executive members must use their lobbying power in Stormont to fight for LGBT rights and use the resources and tools available to them to do this. All executive members must have a clear vision and want to use their reputation and responsibility to further the cause of the society. They must try and be present at LGBT related events around campus and regionally.
The President shall oversee the general running of the Society and shall be answerable to the Executive. He/She are the primary spokesperson and representative of the society. The President will meet with the VP Equality and Diversity on a regular basis. The President must meet with anyone who contacts QUB LGBT Society in relation to the Buddy Scheme. If they are unable to meet the person within one (1) week, the President must delegate another committee member to meet with them.
The Secretary will take minutes at all meetings of the Executive. Minutes will be emailed to members of the Executive within one (1) week and uploaded onto the QUB LGBT Society’s website. The Secretary will be responsible for all the correspondence of the Society and shall keep a record of it.They are also responsible for providing the Vice President Clubs and Societies with an annual report, not later than the 30 June. The secretary shall take charge of any administration work for the Society, including keeping the LGBT Society’s website up to date and dealing with constitutional and clerical issues.
The Treasurer will have responsibility for all the Society’s finances and for the collection of subscriptions and the maintenance of accounts. The Treasurer will work with the Secretary to keep the members list up to date. The Treasurer will also provide reports to the Executive on the financial standing of the Society and a detailed report of the society’s financial status at the Annual General Meeting. The Treasurer is also responsible for communicating with the Vice President Clubs and Societies on financial matters including the provision of estimates for expenditure. Where the Society is eligible to apply for grant funding from the Students’ Union, the Treasurer shall work with members of the executive to submit a Recurrent Grant Application alongside the Annual Report. The Treasurer will also source other financial opportunities that the society can avail of.
6.0 Nomination & Election of Officers:
6.1 Any paid member of the Society can nominate themselves for election.
6.2 The Executive Committee shall be elected by a majority vote of the members of the Society present at an AGM through a secret ballot.
6.3 Associate members will not be able to stand for election to the Executive Committee.
6.4 Candidates for election to any position must nominate themselves to stand for election in writing by letter or email to the secretary. The Secretary must receive nominations no later than 48 hours before the AGM.
6.5 Each candidate must prepare an election speech.
6.6 In the event of the resignation or dismissal of an Executive member, a by-election will take place at the next general meeting or at an Extraordinary General Meeting (EGM) as outlined in 7.9.
6.7 If an Executive Committee member is deemed to not be fulfilling their role to the best of their ability, a vote of no confidence may be called by a member of the executive or 20 members of the society and a vote will be taken at an EGM or the next general meeting. This vote will determine whether or not the individual will stay or be forced to resign from the position. If the later is the result, a by-election will be called as stated in 6.6.
6.8 Once elected, a crossover period will take place where the outgoing and incoming executives will meet to discuss the plan of work for the year to come and to conduct handovers for all matters dealing with the society.
7.0 Meetings of the Society
7.1 The Annual General Meeting (AGM) of the Society shall be held in the second term each year, before 30 April.
7.2 Notice of an AGM or Extraordinary General Meeting (EGM) shall be issued no later than five (5) clear days in advance. Notice should be given through e-mail or otherwise publicised to the members giving the date and time of the meeting.
7.3 The agenda for the AGM/EGM will be communicated at least three (3) days in advance of the meeting.
7.4 The reports of the Executive Committee members will be communicated two (2) days in advance of the AGM.
7.5 The AGM welcomes any individual but only paid members can vote. An EGM is for Members & Associate Members only.
7.6 The Executive shall at least once a month during term time. The quorum for the meeting is deemed to be a majority of the executive members in order for the meeting to take place.
7.7 Any Executive Committee member unable to attend a meeting should notify the Secretary at least twelve (12) hours in advance of the meeting. In the Secretary’s absence the President should be contacted instead.
7.8 A general meeting of the Society may be called by the Executive or by 20 Members or Associate Members of the Society presenting a signed petition to the executive to this effect. The executive must notify members of a general meeting 48 hours in advance.
7.9 An Extraordinary General Meeting (EGM) of the society may be called following the procedure set out in 7.8 above for general meetings.
8.0 Dismissal of a society or executive member:
8.1 Any Member found to be placing the Society in disrepute or is found to be breaking the law, will be ordered to appear before an Extraordinary General Meeting of the Society as outlined in 7.9. If the accusations are proven, the executive has the right to revoke the membership of the guilty party or suspend for a defined period of time.
8.2 If a member of the Executive is absent from an Executive Committee meeting or a society meeting on two consecutive occasions without supplying apologies, they are deemed to have resigned from their position. This will then call a by-election as outlined in 6.6.
9.0 Amendments to this Constitution:
9.1 This Constitution may be amended by a 2/3 majority of those present at an Annual General Meeting or Extraordinary General Meeting. These amendments must then be notified to the Clubs, Societies & Student Development Committee of the Students’ Union Council.
9.2 Amendments to this Constitution shall be proposed by the Committee or by 2/3 of members of the society in writing by letter or email to the Secretary.