Post on 21-Mar-2018
DUNDEE UNIVERSITY HISTORY SOCIETY
COMMITTEE HANDBOOK
Updated March 2011
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CONTENTS
COMMITTEE ROLES
- PRESIDENT
- SECRETARY
- TREASURER
- PUBLICITY REP(S)
- SOCIAL CONVENOR
- GENERAL COMMITTEE MEMBERS
- STAFF REP
- FINAL NOTE ON COMMITTEE ROLES
HISTORY SOCIETY CONSTITUTION
COMMITTEE ROLES
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PRESIDENT
The President must think over the big picture, he/she is the figure-head, in charge of the
image the group creates for itself, and the direction the Society will take.
In leading their Society the President must:
- Make sure the Society runs in line with its own Constitution.
- Make sure the Society runs in line with the Dundee University
Students’ Association’s (DUSA) Constitution.
- Represent the Society at the Society Council.
- Behave in a manner befitting a President.
- In conjunction with Secretary be the voice of the Society to the
press/external contacts.
- Chair the meetings.
- Co-ordinate the Society, ensuring everyone is managing their tasks
and assisting other members of the Executive where necessary.
- Keep morale high, providing good leadership and direction.
- Be a cheque signatory (one of three).
SECRETARY
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The Secretary’s role is to organize the Society effectively, and to be in charge of the
paperwork, keeping in frequent touch with both DUSA and the members of the Society.
This includes website co-ordination, emails and written documents.
The Secretary is required to take minutes at all Committee Meetings and the Annual
General Meeting. A Society Minute Book will be provided by the Society for this purpose.
The Secretary should give notice to the Executive of all apologies at beginnings of
meetings (other Committee members should notify the Secretary in advance if they will
be unable to attend the fortnightly meeting), and keep track of who is present/absent at
each meeting.
Items for the agenda should be forwarded to the Secretary from the President or other
Committee members before each meeting. In theory, the agenda for each Committee
meeting should be known before the actual meeting takes place. These items should be
discussed in that order as far as possible, and an action decided regarding each item. An
opportunity at the end should be give to discuss any other business. The next meeting
date and venue should be decided.
In addition, the Secretary should liaise with the President to help in the writing, printing
and posting of letters, e.g. for press, publicity etc.
As part of DUSA guidelines the Secretary must:
- In conjunction with the President be the voice of the Society to the
press/external contacts.
- Keep VPSA/DUSA updated on the Society and its activities.
- Keep members informed of the Society’s progress.
- Ensure that the contact details for re-affiliation have been completed (annual
occurrence).
- Inform members and VPSA of the Annual General Meeting (next one March
2011).
- Consult with the VPSA regarding constitutional changes and ensure the
Society complies with the DUSA constitution.
- Create and distribute the agendas and minutes.
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- Ensure transparency in the Society (administer internal elections & proposed
motions).
- Keep the membership list updated (e.g. after Societies’ Fayres, events which
may recruit members, etc.).
TREASURER
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Firstly, it is advisable for the Treasurer to read the Constitution as this mentions bank
accounts and appropriate practice. Some principles:
- No cheque given without a receipt.
- A cheque issued for each expense and is signed by 2 people with a
respective receipt given to the Treasurer.
- All income is paid into the account using the pay-in book at all times.
- There will be a cash box for use of the Treasurer to keep money such
as membership fees in. These should be emptied and banked
regularly.
The Society’s bank account is currently with the Royal Bank of Scotland. More details
about the account will be available to the incoming Treasurer as soon as possible, and
Treasurer training is to be supplied by DUSA in the short-term future.
Each cheque for the Society’s account must be signed by 2 persons. Ideally, the
signatories will be the Secretary and Treasurer, but failing this the President or Vice
President may also be a signatory. When the new Committee is elected the old and new
Committee must meet to fill out the necessary paperwork (picked up from the bank in
advance) and proof of ID and address provided as required.
There must be money in the account to pay for everything. There are no overdraft
facilities for the Society. As such, you must always predict what spending is imminent
and required. Everything that is bought must be agreed by all members of the
Committee at a meeting. A receipt is required for any member to receive individual
money for spending (e.g. deposit for functions; food and drink; trip money, etc.).
The Society’s accounts are to be submitted to DUSA’s VPSA for auditing each year. With
this must be all chequebooks used that year; all receipts compiled and numbered with
the relevant cheque number; a summary sheet of spending and the ledger book. In
addition, an annual report discussing the main sources of income can also given at the
AGM with a copy of the Summary Accounts for the members to read. If necessary, other
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members of the Committee (e.g. President, Vice President, Secretary) will assist in these
matters.
The Students’ Union holds several Funding Council Meetings during the year. The
Treasurer and the President usually attend. Firstly they must demonstrate any
income/expenditure deficit they may have based on their projections and appeal to
DUSA to make up this deficit. They may also ask for money to buy specific things (e.g.
NTS annual ticket; a trip; transport, etc.) and go to DUSA with quotes for what they’d
like to buy. DUSA will give them a grant based on the money available and the quality of
their proposal. This can now be done online.
Other income for the Society may come from the following:
- History Head of Department’s annual budget.
- Subscriptions from members for trips etc.
- Subscriptions from graduates/associate members, etc.
- The National Lottery Awards for All and is a possibility for funding,
particularly for a big, expensive end-of-year trip. The Treasurer may if
he/she think fit, inquire regarding the possibility of this.
If it looks like we are not going to be able to cover costs there are a few people who may
be able to help. The conductors are likely to not be paid so involve them early. The VPSA
in DUSA may offer a loan during a difficult period, depending on circumstances.
Ultimately the financial situation of the Society is the responsibility of the Treasurer,
President and Secretary. If the Society owes money and cannot pay it, their names on
the bank accounts are liable. The advice of the VPSA and the History Department will
always be first ports-of-call in such matters, but finances should be transparent to the
whole Society Committee.
Guidelines for the Treasurer as outlined by DUSA:
In charge of the income and outgoings of the Society, the Treasurer is responsible for
ensuring the books all add up, and is the person responsible for any financial
misconduct on the Society’s behalf. The Treasurer is the key in applying for funds and
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must present the accounts to DUSA at the end of May each year, or whenever DUSA
request to view them.
The Treasurer must:
- Attend Treasurer Training at DUSA (date TBC).
- Keep accurate and current accounts including receipts and other
supporting documents.
- Deal personally with the bank (alongside President/Secretary).
- Ensure the account is in the Society name and delivered to DUSA at
the pigeon holes (arrangements must be made to change this from
current pigeon hole in Level 4, Tower Extension Building).
- Be a cheque signatory (one of two).
- Create the funding proposal for the Society Funding Committee (the
Treasurer will of course be assisted by the President/Secretary in this
matter).
- Attend the funding meeting (alongside President/Secretary).
- Create and maintain an inventory of Society possessions.
- Use receipt book for petty cash and a cash tin (to be provided by the
Society).
PUBLICITY REPRESENTATIVE(S)
As an extra – but vital – member of the Society Executive, there are no guidelines as
such from DUSA. As this is a big task, it may be necessary for two people to share it, but
if only one person is elected then he/she may be assisted whenever necessary by most
other members of the Society (e.g. President, Social Convenor, etc.).
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The main task of the Publicity Rep(s) is to brand the History Society, get its name out
there and co-ordinate events both with DUSA and the History Department. There is little
point in the History Society holding events such as seminars, lectures and trips if the
members and non-members don’t know what’s happening! The Publicity Rep(s) should
regularly co-ordinate with the Internet Secretary regarding news to be placed on the
website, social networking sites and email circulars.
It will be the role of the Publicity Rep(s) to also co-ordinate with the Social Convener of
the Society, who organises the events undertaken by the Society, and arrange the
design, printing and distribution of flyers, posters etc. for each event. Much of this can
be done through DUSA’s VPSA, with whom the Publicity Rep(s) should keep in frequent
contact, so as to ensure the Society is well represented within the University campus.
The University messaging service, Hermes, and circular emails should also be organized
by this Committee member(s), which can be done both through the department and the
VPSA, or on the P.O.’s own steam. Beyond the campus, the Publicity Rep(s) will also be
required to inform, alongside the Secretary, the local press of upcoming events which
the whole public is invited to.
The Publicity Rep(s) will in many ways be the face of the History Society. Although all
Executive members will share responsibilities, announcements at lectures, Society and
History Department events, Society Fayres, fundraisers and other opportunities will be
required from Publicity Officers.
SOCIAL CONVENOR
In a word - organise! The main events which will be undertaken and organized by the
whole History Society Committee, but mainly under the steam and ideas of the Social
Convener, may include:
- Pub Crawl, for Freshers: organise pubs/challenges.
- Day Trips/Longer Excursions: look on websites for deals, contact Historic
Scotland and others on behalf of the Committee, etc.
- Guest Lectures/Seminars: email Dundee University and other institutions’
staff to arrange guest lectures as decided by the Committee.
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- Walking Tours/Film Trips etc.: keep Charles McKean updated (not like that’s
a chore!) on our ideas; check out DCA listings for historic films,etc.
This member of the Committee is the centre of its organization, and will work closely
with most of the other office bearers, particularly the Publicity Rep(s), Secretary and
President. As a member of the committee you will be able to have your say on what goes
on in the Society, what events are missing (feel free to steal ideas from other Societies)
and anything that may contribute to the running of it. There is also the opportunity to
arrange such other matters, for example the negotiation, design and selling of hoodies.
Social Convener may be as challenging a post as the individual may wish it to be, and
very rewarding.
A pub crawl for the Freshers of the Society to introduce them to the goings-on of the
Society and History in general will be the first task of the Social Convener. This is to do
away with the recent sobriety of the History Society, and may consist of groups, point
scoring at every pub, points per drink/shot/challenge and perhaps even a prize for the
winning team! Co-ordinate with Publicity Rep(s) on how best to market this.
The Social Convenor will also be expected to come up with many of the ideas for the
Society, although any Committee, or indeed any general, member of the Society may –
and is welcome to – do this. Look afield for inspiration, be imaginative, and make your
pub challenges as grueling as possible! The Social Convenor may organize events to act
in conjunction with the History Department’s Research Seminars (usually Wednesday
evenings – timetable not available yet), the Christmas History Party and social events
following local trips (Bon Appétit restaurant have been approached and are happy to
hold dinner/mini-functions for us – and would give Julie’s family some business!!)…the
possibilities are almost endless.
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FINAL NOTE ON COMMITTEE ROLES
Should there be a high level of interest in joining the Committee, it may be considered
appropriate at the AGM that additional ‘General Committee Members’ be appointed.
This can be discussed as and when it is considered necessary.
Due to the interdisciplinary nature of many roles within the Committee, the President,
Secretary, Publicity Rep(s), and Social Convenor overlap in many instances. As long as
good organisation is undertaken this should not become confusing, and will always
ensure that jobs can and are being shared within all Society Committee members.
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HISTORY SOCIETY CONSTITUTION
1.1 General
1. The Society constituted by these laws shall be called The University of Dundee
History Society, hereinafter referred to as the “Society”.
2. The Society shall be affiliated to the University of Dundee Students’ Association
(DUSA).
3. The aims and objectives of the Society shall be:
a. To represent all students interested in history.
b. To organise events to educate about history, bring students who are
interested in history together, and act alongside the History Department
furthering the interest of Humanities students.
1.2a Membership
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1. Full membership of this Society shall be opened to any matriculated student
of the University of Dundee and to any other member of the Students’
Association.
2. Associate membership shall be opened to any other member of the University
of Dundee (e.g. staff).
3. Extra ordinary membership shall be opened to others (e.g. alumni, other
history societies, etc.).
1.2b Notes
1. All full members have the right to:
a. Attend all meetings.
b. Vote for such officers as are put up for election.
c. To vote on all questions or policy within the Society.
Associate and non-academic University of Dundee staff failing to satisfy the conditions
in the above paragraph will still be eligible for Associate Membership.
1.3 Office Bearers
1. The full members only shall elect an executive committee, which shall include a
President, Secretary, and Treasurer, and at least one other member.
2. The President will normally preside at all the meetings of the society, and shall
have a casting vote.
3. The Secretary shall manage the correspondence of the Society, calling of
meetings for the Committee, and the keeping of minutes.
4. The Treasurer shall be responsible for the finances in accordance with the rules
laid out below in the DUSA constitution.
5. The Committee shall nominate a member of the History Department’s staff to act
as Staff Representative for the Society. He/she shall be responsible for ensuring
the events between the Department and Society are co-ordinated, and
information shared.
6. Removal of office bearers. Office bearers can be removed following a vote of no
confidence at an extraordinary general meeting. Any member can call an E.G.M.
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subject to the discretion of the Vice President Student Activities (VPSA). A 10%
turnout of Society members is required for such a meeting. All meetings must
have 7 days’ notice given by advertising in a conspicuous manner within the
Students’ Association building and on other appropriate notice boards. A simple
majority is required to remove the office bearer. The VPSA shall act as the
returning officer and administer the secret ballot.
1.4 Elections
1. Elections will be held at an Annual General Meeting specially called for this
purpose.
2. Voting will normally take the form of a show of hands unless a motion for secret
ballot is passed by a simple majority of the present and voting. Any office falling
vacant during the year shall be filled by co-option.
1.5 Meetings
1. a) 10% shall form a quorum at general meetings.
b) 50% shall form a quorum at executive meetings.
2. All meetings of the Society must have seven days’ notice given by advertising in a
conspicuous manner, namely through social networking websites, email
circulars or notices on boards within both the History Department and the
Students’ Association.
3. There shall be at least one meeting of the Society each year which shall be the
Annual General Meeting at which reports by the Secretary and Treasurer shall be
read.
4. Other meetings may be called by the executive, which will normally be held
fortnightly.
1.6 By-Laws and Standing Orders
1. The Society may draw up such by-laws and standing orders as deemed necessary
for the proper conduct of its affairs.
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2. By-Laws shall be amended by a 2/3 majority of those members present and
voting at a quorum meeting.
3. Any clause in this constitution shall be amended at any quorum meeting,
provided:
a. 7 days’ notice of the amendment has been given.
b. 2/3 of those present are voting in favour.
c. It is not against the constitution and by-laws of the Students’ Association.
d. It receives the approval of the Vice President Student Activities (VPSA).
e. It is then the responsibility of the Society to inform the VPSA of these
changes.
1.7 Finance
1. The Treasurer will be responsible for the financial matters of the Society and see
that claims against it are duly met.
2. The individual members of the Society and not the Students’ Association shall be
liable for any deficit incurred by the Society.
3. The Society shall have a bank account registers in its own name.
4. Any cheques issued by the Society must be signed by the Treasurer and one
other (named) member of the executive.
5. The Treasurer will:
a. Be responsible for keeping proper books showing the Society’s financial
transactions.
b. Prepare accounts for presentation at the Society’s Annual General
Meeting.
c. Be responsible for compiling an asset register and presenting it along
with the Accounts.
6. An account for the finances of the Society will be given to the Students’
Association on request.
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7. The Society will charge its members an occasional subscription, for example
when a trip or event is held, to cover costs of the Society. This amount will be
agreed upon at executive meetings of the Society, and discussed at the Annual
General Meeting by all members.
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