The Constitution
Constitution of the Notre Dame Law Students’ Society
Contents
6. Executive Meeting, Quorum and Procedure
8. Committee Members Generally
15. Minutes of the Committee Meetings
16. Resignation or Removal from office of Committee Members
Upon affiliation with the STUDENT ASSOCIATION, there shall be an organisation known as the Notre Dame Law Students’ SOCIETY. This organisation shall be known as the
Notre Dame Law Students’ SOCIETY
“ALSA” means the Australian Law Students’ Association.
“COMMITTEE” means the elected COMMITTEE of the Notre Dame Law Students’ SOCIETY.
“LAW PROGRAMME” means any of the programmes of legal education offered and conducted at the University of Notre Dame Australia which leads to the conferral of a Law degree.
“SOCIETY” means the Notre Dame Law Students’ SOCIETY.
“STUDENT ASSOCIATION” refers to the University of Notre Dame STUDENT ASSOCIATION.
“YEAR OF STUDY” means the year of the LAW PROGRAMME in which the Members’ majority of law units are placed.
“MATURE AGE STUDENT” means a person currently enrolled at the University of Notre Dame Australia who is aged over 20 years as at 1 March in their year of admission or someone who, regardless of age, has attempted some post-secondary study prior to enrolment at the University of Notre Dame Australia.
“MEMBER” means a Notre Dame Australia School of Law Student and is to be defined in conjunction with Clause 4 “Membership of the Society”.
“SUCCESSOR to a member of the COMMITTEE” means a person who has been elected to that position on the COMMITTEE but who has not yet taken office.
“NOTICE” requirements for the purposes of this constitution amounts to posting advertisements on the Notre Dame Law Students’ SOCIETY notice board, emailing to the Dean and Associate Dean of the School of Law and the STUDENT ASSOCIATION Administration Officer and the website and newsletter where applicable.
The objectives of the SOCIETY are:
To support and further the LAW PROGRAMME of the University of Notre Dame Australia;
To serve the best interests of the members by providing academic and social support;
To promote social justice and civic responsibility amongst the members and within the law school;
To do any such things as are incidental or conducive to the attainment of these objectives; and
To act on a not-for-profit basis in the attainment of these objectives
3.1 The property and income of the SOCIETY shall be applied solely towards the promotion of the objects or purposes of the Society and no part of that property or income may be paid or otherwise distributed, directly or indirectly, to members of the Society, except in good faith in the promotion of those objects or purposes.
4.1 Qualifications for membership of the Society
4.1.1 The SOCIETY’S members comprise automatically (without the need for application) of all students of the University of Notre Dame School of Law (Fremantle Campus). The record of currently enrolled students kept by the School of Law shall be taken as proof of membership status.
4.1.2 The following persons or classes of persons shall not be eligible to be members-
i) persons who are not students; and
ii) such persons and classes of persons as the SOCIETY, in conjunction with the Dean of the School, declares to be ineligible for membership of the SOCIETY.
4.1.3 A member shall cease to be a member when
(i) he or she ceases to be an enrolled student;
(ii) he or she resigns from the SOCETY under s4.2;
(iii) he or she becomes ineligible to be a member; or
(iv) he or she is expelled from the SOCIETY in accordance with s4.4.
4.2 Resignation of members of the SOCIETY
4.2.1 A member may resign from the SOCIETY by giving a written notice of resignation to the secretary.
4.2.2 The resignation takes effect on:
(i) The day and at the time the notice is received by the secretary; or
(ii) If a later date is stated in the notice the later day.
4.3 Social Membership
The COMMITTEE may determine that there shall be a further class of membership, that is social membership, for which a membership fee may be charged, subject to the approval of the Student Association and the Dean of Law. The holding of social membership of itself conveys no voting rights and any benefits shall be limited to discounted fees for social functions. The Treasurer shall maintain a register of social members, who must renew their membership annually to continue to be eligible for any benefits.
4.4 Suspension or expulsion of members of the Society
4.4.1 If the COMMITTEE considers that a member should be suspended or expelled from membership of the SOCIETY because his or her conduct is detrimental to the interests of the SOCIETY and/or the School of Law, the COMMITTEE shall communicate, either orally or in writing, to the member or associate-
(i) notice of the proposed suspension or expulsion and of the time, date and place of the COMMITTEE meeting at which the question of that suspension or expulsion will be decided; and
(ii) particulars of that conduct, not less than 30 days before the date of the COMMITTEE meeting referred to in this section.
4.4.2 At the COMMITTEE meeting referred to in a notice communicated under section 4.4.1, the COMMITTEE may, having afforded the member concerned a reasonable opportunity to be heard by, or to make representations in writing to, the COMMITTEE and the Dean of the School of Law, suspend or expel or decline to suspend or expel that member or associate from membership of the SOCIETY and shall, forthwith after deciding whether or not to suspend or expel that member or associate, communicate that decision in writing that member subject to section 4.4.4.
4.4.3 Subject to section 4.5, a member has his or her membership suspended or ceases to be a member or associate 14 days after the day on which the decision to suspend or expel the member is communicated to him or her under 4.4.1.
4.4.4 The decision to remove the SOCIETY member must be endorsed by the Dean and Associate Dean of the School of Law.
4.5 Appealing Suspension or Expulsion
4.5.1 A member who is suspended or expelled under section 12 from membership of the SOCIETY must, if he or she wishes to appeal against that suspension or expulsion, give notice to the Secretary and the Dean of the School of Law of his or her intention to do so within the period of 14 days referred to in section 4.4.3.
4.5.2 When notice is given under section 4.5.1-
(i) the COMMITTEE in a general meeting must either confirm or set aside the decision of the COMMITTEE to suspend or expel the member or associate, after having afforded the member who gave that notice a reasonable opportunity to be heard by, or to make representations in writing to, the SOCIETY in the general meeting, and
(ii) the member who gave that notice is not suspended or does not cease to be a member unless and until the decision of the COMMITTEE to expel him or her is confirmed under this subsection and by the Dean of the School of Law.
5.1 There shall be an Executive within the NDLSS Committee which shall consist of the President, Vice Presidents (Education and Social), the Treasurer and the Secretary.
5.2 The Executive shall, in addition to the specific duties imposed in the constitution, be responsible for giving effects to the objects of the SOCIETY and for the efficient organisation, administration and conduct of activities and affairs of the SOCIETY.
5.3 Subject to this Constitution and to the resolution of the SOCIETY in a General Meeting, the Executive may do all things necessary or convenient for carrying out the Objects of the SOCIETY and in particular, may:
(a) open and operate bank accounts;
(b) invest the society’s money
6. Executive Meetings, Quorum and Procedure
6.1 The President may at any time convene an Executive Meeting
6.2 The President shall convene at least one Executive meeting a Semester of the University Academic calendar
6.3 Four members of the Executive present shall constitute a quorum at an executive meeting
6.4 A resolution shall be passed by the affirmative vote of a majority of members of the executive present and voting, decided by a show of hands
6.5 Subject to this Constitution, Executive Meetings shall be conducted in accordance with such procedure as the President may provide
7.1 There shall be a COMMITTEE, which shall be responsible for conducting the business of the SOCIETY.
7.2 The COMMITTEE shall comprise the following positions:
7.2.1 President
7.2.2 Careers/Education Vice-President
7.2.3 Social Vice-President
7.2.4 Secretary
7.2.5 Treasurer
7.2.6 Sporting Representative
7.2.7 Publications Representative
7.2.8 Sponsorship Representative
7.2.9 First Year Representative
7.2.10 Second Year Representative
7.2.11 Third Year Representative
7.2.12 Final Year Representative
7.2.13 Mature Age Student Representative
7.2.14 Competitions Representative
7.2.15 Social Justice Representative
7.3 Sub-Committees
7.3.1 The COMMITTEE shall also consist of 3 sub-committees. These will include the:
7.3.1.1 Careers Sub-Committee which will be chaired by the Vice President of Education;
7.3.1.1.1 The Careers Sub-Committee will exist to supplement and assist with the duties of the Vice President of Education.
7.3.1.1.2 The Role of the Careers Sub-Committee will be to provide assistance with the Annual Careers Guide and database, the organisation, advertisement and attendance of educational lectures and assistance with administrative and advertising preparation for attendance at ALSA.
7.3.1.2 Competitions Sub-Committee, which will be chaired by the Competitions Representative;
7.3.1.2.1 The Competitions Sub-Committee will exist to supplement and assist with the duties of the Competitions Representative.
7.3.1.2.2 This Role of the Competitions Sub-Committee will be to assist in the preparation, administration, and running of competitions and competitors at the Law School and shall attend all competitions where possible. The Competitions Sub-Committee shall also be involved in sourcing or drafting questions for the various competitions held by the NDLSS in conjunction with law firms, shall liase with the respective legal sponsors of such competitions, shall assist in the preparations for Law Week with respect to Tri-Law Competitions and any other competition related tasks that may be required by the Competitions Representative from time to time.
7.3.1.3 Publications Sub-Committee, which will be chaired by the Publications Representative.
7.3.1.3.1 The Publications Sub-Committee will exist to supplement and assist with the duties of the Publications Representative.
7.3.1.3.2 The Role of the Publications Sub-Committee will be to assist in the ongoing administration and updating of the NDLSS website and any other NDLSS publication material, including, but not limited to, the Sundry Crimes newsletter. The Publications Sub-Committee shall also assist in advertisement of the NDLSS and NDLSS publications and perform any other publications related tasks that may be required by the Publications Representative from time to time.
7.4 Responsibilities of individual members of the Committee
7.4.1 President
The President shall
i) direct, co-ordinate and supervise the work of the other elected and appointed office bearers of the SOCIETY, and
(ii) direct the activities and manage the affairs of the SOCIETY and provide leadership and guidance to the SOCIETY
(iii) shall regularly liaise with the College of Law and the STUDENT ASSOCIATION in relation to the activities of the SOCIETY
(iv) chair all meetings of the SOCIETY and shall have a casting vote in any tied vote except in matters which may present a conflict of interest, in which case the President must assign their vote to the Secretary.
7.4.2 Secretary
The Secretary shall-
(i) co-ordinate the correspondence of the SOCIETY and organise meeting times each semester;
(ii) keep full and correct minutes of the proceedings of the SOCIETY and keep a record of attendance at COMMITTEE meetings.
(iii) on behalf of the SOCIETY
(a) keep and maintain in an up to date condition a register of the members and separate record of the social members of the SOCIETY;
(b) keep and maintain in an up to date condition the constitution of the SOCIETY and
(c) maintain a record of the names, contact phone numbers and residential or postal addresses of the persons who hold the offices of the SOCIETY provided for by the constitution of the SOCIETY
(v) have custody of all books, documents, records and registers of the SOCIETY, other than those required by section 7.2.3 to be kept and maintained by, or in the custody of, the Treasurer;
(vi) be responsible for communication within the SOCIETY, including but not limited to co-ordinating all SOCIETY correspondence and coordinating a meeting agenda;
(vii) be responsible for forwarding all reports and minutes of the SOCIETY to the Dean and Associate Dean of the School of Law and the Notre Dame ASSOCIATION.
(viii) perform such other duties as are imposed by this constitution on the Secretary.
7.4.3 Treasurer
The Treasurer shall
(i) be responsible for the receipt of all moneys paid to or received by, or by him/her on behalf of, the SOCIETY and shall issue receipts for those moneys in the name of the SOCIETY;
(ii) pay all moneys referred to in paragraph (i) into the account of the SOCIETY
(iii) ensure that there is proper COMMITTEE authority prior to making any and all payments from the funds of the SOCIETY;
(iv) on behalf of the SOCIETY shall-
(a) keep such accounting records as correctly recorded and explain the financial transactions and financial position of the SOCIETY;
(b) keep their accounting records in such manner as will enable true and fair accounts of the SOCIETY to be prepared from time to time; and
(c) keep their accounting records in such manner as will enable true and fair accounts of the SOCIETY to be conveniently and properly audited.
(d) submit to its members at each annual general meeting of the SOCIETY accounts of the SOCIETY showing the financial position of the SOCIETY at the end of the immediately preceding financial year.
(v) whenever directed to do so by the President, submit to the COMMITTEE a report, balance sheet or financial statement in accordance with that direction;
(ix) have custody of all securities, books and documents of a financial nature and accounting records of the SOCIETY;
(x) forward monthly financial reports to the Dean and Associate Dean of the School of Law;
(xi) perform such other duties as are imposed by this constitution on the Treasurer.
7.4.4 Careers/Education Vice-President
The Careers/Education Vice-President shall be responsible for developing, promoting and overseeing activities providing academic support and career development for the SOCIETY’s members. The Careers/Education Vice-President, assisted by the year representatives, shall be responsible for producing the annual careers guide. The Careers/Education Vice-President shall be responsible for representing the SOCIETY in its dealings with ALSA.
7.4.5 Social Vice-President
The Social Vice-President, assisted by the year representatives, shall be responsible for the overseeing and arranging of any social functions and events for the SOCIETY.
7.4.6 Sporting Representative
The Sporting Representative shall be responsible for developing and overseeing the conduct of any sporting events either undertaken by the SOCIETY or in which the COMMITTEE determines the SOCIETY will participate. The Sporting Representative will endeavour to provide sporting events that are appropriate for both sexes. The Sporting Representative will also liaise with sporting representatives from other universities to co-ordinate inter-varsity and Tri-Law Sport.
7.4.7 Publications Representative
The Publications Representative shall be responsible for overseeing and editing any relevant publication of the SOCIETY pertinent to the MEMBERS and wider community and shall be responsible for establishing and maintaining the SOCIETY’s website.
7.4.8 Sponsorship Representative
The Sponsorship Representative shall be responsible for setting up and maintaining a continuing programme for obtaining sponsorships to support the activities of the SOCIETY. The Sponsorship Representative will be responsible for liaising with the Dean and Associate Dean of the School of Law, Notre Dame Australia STUDENT ASSOCIATION Administration Officer and Executive Director of Academic and Student Services in relation to any proposed sponsorship deals in accordance with section 17. Together with the Treasurer, the Sponsorship Representative shall be responsible for administrating the proper acquittal of any sponsorship obtained.
7.4.9 First Year Representative, Second Year Representative and Third Year Representative
The year group representatives shall be responsible for representing the interests of their particular year group before the COMMITTEE and in addition, shall assist with other activities as appointed by the EXECUTIVE COMMITTEE. The year group representatives shall also assist in activities organized by the Vice Presidents as outlined in clauses 7.4.3 and 7.4.4.
7.4.10 Final Year Representative
The Final Year Representative shall be responsible for representing the interests of their particular year group before the NDLSS Committee and in addition, shall assist with other activities as appointed by the NDLSS
Committee, be responsible for producing the annual Law Yearbook and liaising with graduated MEMBERS.
7.4.11 Mature Age Student Representative
The Mature Age Student Representative shall be responsible for representing the interests of mature age studentS before the COMMITTEE and in addition, shall assist with other activities as appointed by the COMMITTEE.
7.4.12 Competitions Representative
The Competitions Representative shall be responsible for developing and overseeing the conduct of any academic competitions either undertaken by the SOCIETY or in which the COMMITTEE determines the SOCIETY will participate.
7.4.13 Social Justice Representative
The Social Justice Representative shall be responsible for developing and overseeing the social justice and equity portfolio of the law school.
The Social Justice Representative shall:
i) Interact with social justice organisations, such as charity organizations (eg the Oaktree Foundation), community legal centres or any such organisation as may be determined from time to time
ii) Run fundraising activities for such organisations
iii) Become involved in and publicize social justice activities and initiatives of other universities, in particular they will continue to be involved in the University of Western Australia’s Women in the Law Mentor Scheme.
iv) Represent the society at the Annual Law Students for a Just Community Conference provided that sufficient finances for this purpose exist.
v) Address and monitor issues of inequity or injustice that exist in the School of Law and endeavour to represent students who bring forward such issues.
7.4.14 Failure of any COMMITTEE MEMBER to adhere to constitutional duties and provisions of the constitution shall constitute grounds for removal from office and/or the SOCIETY.
8. Committee Members Generally
8.1 COMMITTEE members may be appointed to undertake particular and/or additional responsibilities by resolution of the COMMITTEE, and in doing so, shall follow any directions given by the COMMITTEE and shall provide regular progress reports to the COMMITTEE.
8.2 All NDLSS Committee members must give 2 reports, yearly, at NDLSS Committee meetings at a date assigned by the Secretary on any activities undertaken on behalf of the SOCIETY.
8.3 Any COMMITTEE member may be called to give a report to COMMITTEE meetings on any activities undertaken on behalf of the SOCIETY.
8.4 There is an obligation upon each member of the NDLSS Committee to keep adequate records of activities undertaken on the behalf of the SOCIETY.
8.5 Each member of the NDLSS Committee must meet with their respective Successors and hand over all materials and information pertaining to their office at a date no later than the Successors taking of office. This includes all assets which are the property of the SOCIETY.
8.6 The COMMITTEE may dismiss an Elected Officer-Bearer where, in the opinion of all of the members of the COMMITTEE, and after consultation with the Dean of the School of Law that Elected Office-Bearer has:
(a) consistently failed adequately to discharge the duties of that position; or
(b) been given at least seven days notice of that COMMITTEE meeting; and
(c) been accorded the opportunity to be present and to speak at that COMMITTEE Meeting
10.1 Any current member of the SOCIETY shall be entitled to nominate as candidate at any election. Social members of the SOCIETY shall not be entitled to nominate unless they are also current members
10.2 Any member is entitled to nominate for any vacant position, provided that:
10.2.1 In any nominations for First, Second or Third Year Representative, only students in the relevant YEAR OF STUDY (in the year they will hold office) may nominate for that position; and
10.2.2 In any nominations for a MATURE AGE STUDENT Representative, only MATURE AGE STUDENTS may nominate for that position.
10.3 Members may nominate for more than one position, in which case they must also give written notice to the Returning Officer prior to the close of nominations, of their order of preference for the positions for which they have nominated. Should they be elected to more than one position, the Returning Officer shall declare them elected in accordance with their preference and shall recount the result for any other position after excluding the already elected candidate.
11.1 Subject to the provisions of this Constitution, Annual nomination and elections are to be held in conjunction with the STUDENT ASSOCIATION annual nominations and election. All nominations and management of the nomination and election process will be run out of the STUDENT ASSOCIATION office with the assistance of the STUDENT ASSOCIATION Administration Officer.
11.2 The SOCIETY in conjunction with the STUDENT ASSOCIATION will appoint persons to act as Returning Officer and Scrutineer for conducting the election. The Returning Officer is to give notice of the calling of the election by posting such notice within the School of Law, and may give notice of and enforce any election guidelines as they see fit.
11.3 All current members shall be entitled to vote in any election to be held for the COMMITTEE. Social members of the SOCIETY shall not be entitled to vote unless they are also current members. Provided that:
11.3.1 In any election for First, Second, Third and Final Year Representatives, only students in the relevant YEAR OF STUDY may vote for that position; and
11.3.2 In any election for a Mature Age Student Representative only MATURE AGE STUDENTS may vote for that position.
11.4 Should the number of candidates be less than or equal to the number of vacancies, the Returning Officer shall declare those candidates elected unopposed.
11.5 The Voting Procedure shall be as follows
11.5.1 Voting will be held over a week.
11.5.2 During the voting week, voting will be open for at least three hours each day. These hours shall be within Student Association office hours.
11.5.3 The Returning Officer may determine the arrangements for campaign advertising, including any approval processes required for advertising to be distributed or displayed on campus.
11.5.4 Voting shall be by secret ballot and shall be cast using the optional preferential method. Vote counting shall be determined by using the preferential method. If at any stage of the count there are tied candidates, the tie will be broken by the Recurring Officer by a hat draw.
11.5.5 Any member of the SOCIETY shall be entitled to view the counting of the votes and at the conclusion, the Returning Officer shall declare the names of those elected. Details of the outcome of the election including the total number of votes cast, and the number of votes for each candidate shall be posted within the School of Law.
11.6 Subject to 13, members of the COMMITTEE shall hold office from the day following the end of the final week of exams in the Second Semester of the Calendar Year elected until the end of the final week of exams in the Second Semester of the following calendar year.
11.7 In relation to the election of a First Year Representative, the election process shall commence at a time which the President deems to be appropriate within First Semester of the academic year. The elected Representative shall hold office from the declaration of the election until the results of the following election are declared.
11.8 The Returning Officer’s decision in relation to any aspect of election practice shall be final.
12.1 A casual vacancy occurs in the office of a COMMITTEE member and that office becomes vacant if the COMMITTEE member-
(i) dies;
(ii) resigns following the procedure outlined in section 14;
(iii) is permanently incapacitated by mental or physical ill-health;
(iv) is absent from more than-
(a) 3 consecutive COMMITTEE meetings; or
(b) 3 COMMITTEE meetings in the same financial year, of which he or she has received notice without tendering an apology to the person presiding at each of those COMMITTEE meetings;
without leave being reasonably granted by the COMMITTEE;
(v) ceases to be a member of the SOCIETY;
(vi) ceases to satisfy the qualifications for candidates contained in section 10, or
(vii) Is removed from office under the procedures outlined in section 14.
13.1 If any office of the COMMITTEE falls vacant-
(i) before, but not on the last day of the second week of first semester then the candidate who received the next highest amount of votes for that position at the preceding Annual General Election shall fill the vacancy;
(a) If the person elected as per this section to fill the vacancy is unable or unwilling to act in that capacity then the candidate who received the next highest amount of votes for that position at the preceding Annual General Election shall fill the vacancy;
(b) Each such unsuccessful candidate will be considered in turn until the position has been filled; and
(c) If none of the unsuccessful candidates for the position at the Annual General Election are willing and able take up a vacated position, or there were no other candidates for the position at the Annual General Election, then the COMMITTEE may co-opt an eligible person to take up the position subject to sections 10 and 13.1.
(ii) on or after the last day of the second week of first semester then the COMMITTEE may co-opt an eligible person to the position subject to sections 10 and 13.1.
13.2 In those circumstances where the COMMITTEE is empowered to co-opt members to vacant positions on the COMMITTEE under section 13.1, the decision to co-opt such members by the COMMITTEE is a discretionary one, subject to section 10 and 13.4 and 13.5.
13.3 The COMMITTEE shall within one month of the occurrence of the vacancy, fill any casual vacancy amongst its members.
13.4 When filling a vacancy by co-opting, the COMMITTEE shall select the person-
(i) from the same year group or classification of Mature Age Student that the member vacating office represented; or
(ii) from the entire Law Student body if the office vacated is that of the President or any other general position on the COMMITTEE.
13.5 When filling a vacancy on the COMMITTEE by co-opting, the decision will be made by a majority resolution of no less than three quarters of the entire COMMITTEE.
14.1 The NDLSS Committee shall hold meetings at least monthly. The SOCIETY’s bi-annual Reporting meetings shall be open to members to attend as observers and the Secretary shall be responsible for giving members advance notice of the time, date and venue of meetings.
14.2 Each monthly meeting shall follow formal meeting procedure and shall proceed according to the agenda prepared by the Secretary. A simple majority vote is sufficient to support any resolution at a COMMITTEE meeting and a quorum of at least 7 COMMITTEE members is required for any monthly meetings.
14.3 The NDLSS Committee may also convene meetings at other times (other than the required monthly meeting) and such meetings need not be open to members.
14.4 The COMMITTEE may appoint sub-COMMITTEEs to deal with particular matters and such COMMITTEEs shall conduct their business in accordance with any instructions given by the COMMITTEE. Membership of any sub-COMMITTEE shall be determined by the COMMITTEE and may include any member of the SOCIETY. Each sub-COMMITTEE shall be chaired by a member of the COMMITTEE, who shall be responsible for regular reporting to the COMMITTEE.
14.5 Each meeting shall consider the following business:
Minutes of the last meeting
Business arising from the minutes
Correspondence in and out
President’s report
Treasurer’s report
Any additional Representative reports
Any Sub-committee reports
General business
Questions or matters raised by members
14.6 NDLSS Committee members must regularly attend meetings. An NDLSS Committee member, who fails to attend three consecutive scheduled meetings without reasonable excuse, may have her or his office terminated by a majority vote of the NDLSS Committee. Repeat of 12.1(iv)?
14.7 Any Executive member who fails to attend two consecutive scheduled meetings without reasonable excuse, may have her or his office terminated by a majority vote of the NDLSS Committee.
14.8 Minutes and other records of the SOCIETY’s meetings shall be made available to members, once endorsed by the COMMITTEE.
15. Minutes of the Committee Meetings
15.1 The secretary must cause proper minutes of all proceedings of all COMMITTEE meetings to be taken and then to be entered within 7 days after the holding of the COMMITTEE Meeting in a minute book kept for that purpose.
15.2 Minutes must be distributed to all members of the COMMITTEE at least 48 hours prior to the commencement of the next SOCIETY COMMITTEE
meeting.
15.3 Minutes must be checked and confirmed at the next COMMITTEE meeting by the members who were present at the relevant meeting and the President must sign the minutes as a correct record.
15.4 Following signing by the President, the minutes must be made available to all members of the SOCIETY and shall be forwarded to the Dean and Associate Dean of the School of Law and the Notre Dame STUDENT ASSOCIATION.
16. Resignation or Removal from office of Committee Members
16.1 A member of the COMMITTEE who wishes to resign from the COMMITTEE must submit their resignation in writing to the President, except that where the COMMITTEE member wishing to resign is the President, he or she must submit their resignation in writing to the Vice-President. A copy of the letter of resignation is to be sent to the Dean of the School of Law
16.2 The resignation takes effect-
(i) two weeks after the day and time the notice is received by the President (or Vice President as the case may be); or
(ii) if a later date is specified in the notice, on the later date.
16.3 Any member of the COMMITTEE who acts in such a way as to be antagonistic towards the mission and purpose of the SOCIETY may be assessed by the COMMITTEE as liable to removal from the COMMITTEE.
16.4 A COMMITTEE member liable to removal will be issued with a letter from the President calling upon the COMMITTEE member to show cause why he or she should not be removed from office, at a meeting of the COMMITTEE, except that where the COMMITTEE member liable to removal is the president, the Vice President shall issue such a letter.
16.5 The meeting of the COMMITTEE referred to in section 14.4 shall be convened no less than two weeks after the letter has been issued to the COMMITTEE member
16.6 At the meeting referred to in section 14.4, the member shall be given a full and fair opportunity to show cause why he or she should not be removed from office, and only after that opportunity has been provided will the COMMITTEE vote on the issue.
16.7 A member of the COMMITTEE may only be removed from office if-
(i) at the COMMITTEE meeting referred to in section 14.4, the COMMITTEE members pass a special resolution to remove that member, and
(ii) the decision to remove the COMMITTEE member is endorsed by the Dean and Associate Dean of the School of Law.
17.1 In conjunction with the Notre Dame STUDENT ASSOCIATION Clubs Guidelines, all proposed written contracts and sponsorship deals with non-university agencies must be made in consultation with the Dean and Associate Dean of the School of Law.
17.2 Furthermore such proposed contracts and sponsorship deals must be reported to the STUDENT ASSOCIATION Administration Officer and then the Executive Director of Academic and Student Services (or his/her delegate). Failure to follow these procedures may result in disciplinary action against the SOCIETY or individuals.
18.1 The COMMITTEE may approve of the establishment of all and any bank accounts held in the name of the SOCIETY. There shall be at least three signatories to any SOCIETY account, two of whom shall be the Treasurer and President. At least two of the signatories shall be required to sign any cheque or endorse any payment.
18.2 The disbursement or commitment of any funds of the SOCIETY in excess of $150 must be passed by a vote of more than 50% of COMMITTEE members present at a meeting of the COMMITTEE, prior to payment. In agreeing to the disbursement or commitment of any funds of the SOCIETY, the COMMITTEE must be satisfied that the expenditure represents value for money.
18.3 The TREASURER shall ensure that the SOCIETY will be audited each year by the University’s appointed auditors.
18.4 For the disbursement or commitment of any funds of the SOCIETY under $150, the Treasurer has discretion to allow or refuse the provision of such funds.
18.5 If the Treasurer refuses to grant any amount under $150 the member requesting funds may submit the request to an NDLSS Committee Meeting and a quorum vote authorising those funds to be disbursed will overrule the
Treasurer’s decision.
18.6 In agreeing to the disbursement or commitment of any funds of the SOCIETY, the NDLSS Committee must be satisfied that there will be reasonable expenditure of the money.
18.7 The Treasurer must make the financial records of the SOCIETY available to members of the SOCIETY on request.
18.8 The SOCIETY’S financial year shall run between the relevant dates of Handover. These dates shall be concurrent with the dates when the current NDLSS Committee is in office.
19.1 The SOCIETY’S Annual General Meeting shall be held during the last week of October in every calendar year or as soon as possible after the elections are held.
19.2 At least two weeks before the meeting, the Secretary shall give notice to members of the meeting and shall call for written motions from members for discussion at the meeting. The Secretary must receive any written motions no later than 8 days before the meeting. No later than 7 days before the meeting, the Secretary shall post a notification of the time, date, venue and agenda of the meeting.
19.3 The business of the AGM shall include:
19.3.1 Minutes from the last AGM
19.3.2 President’s report
19.3.3 Treasurer’s report for the SOCIETY’s past financial year, including the Auditor’s opinion in the event of an audit
19.3.4 Other relevant Representative reports
19.3.5 Sub-Committee reports
19.3.6 Motions on notice
19.3.7 General business
19.4 Formal meeting procedures shall apply and a quorum of 10% ofmembers shall be required for the conduct of the meeting. Any resolution of an Annual General Meeting may be carried by a simple majority of those voting members present.
20.1 This Constitution may only be changed following approval at an Annual General Meeting or a Special General Meeting called for the purpose.
20.2 A motion to change the Constitution may be submitted to the Secretary with the support of 10 members of the SOCIETY or by majority of the COMMITTEE.
20.3 Any proposed amendments to the Constitution must be approved by the Dean and the Associate Dean of the School of Law after consultation with the
University’s Legal Advisor.
20.4 The Secretary shall be responsible for convening a meeting to discuss the motion. No less than 2 weeks notice shall be given of the date, time and venue of the meeting and of the details and effect of the motion to be discussed. A quorum of 30 members or 15% of members, whichever is the lesser, shall be required at such a meeting and the proposed change to the Constitution shall be made if a simple majority of members present are in favour.
21.1 A motion to wind up the SOCIETY may be made at an Annual General Meeting or a Special General Meeting called for the purpose.
21.2 No motion to wind up the Society may be made without the approval of the Dean and Associate Dean of the School of Law and the University’s Legal Advisor.
21.3 The Secretary shall be responsible for convening a meeting to discuss the motion. No less than 2 weeks notice shall be given of the date, time and venue of the meeting and of the details and effect of the motion to be discussed. A quorum of 15% of the members shall be required at such a meeting and the winding-up shall occur if a simple majority of members present are in favour.
21.4 Any funds, assets and records of the SOCIETY shall be turned over to the STUDENT ASSOCIATION to be held in trust in the event that the SOCIETY can be reformed. If the SOCIETY cannot be reformed within five years of winding up, then the STUDENT ASSOCIATION shall hold any funds, assets and records of the SOCIETY absolutely and shall deal with such funds, assets and records in accordance with the Constitution of the Notre Dame STUDENT ASSOCIATION.
DUTY STATEMENT FOR NDLSS EXECUTIVE MEMBERS
All law students who are successfully elected or co-opted onto the Notre Dame Law Students’ Society Executive (NDLSS), in accordance with the Student Association or approved NDLSS Constitutions accept the duties and responsibilities of their role on the Committee. Those duties and responsibilities include, but are not limited to, the following:
1. all duties and responsibilities set out in any current Constitution of the NDLSS, including regular attendance at meetings (in accordance with any current NDLSS Constitution and including during Summer and Winter terms) preparation and submission of a report for each meeting delivered to each member of NDLSS and the Dean of the School of Law (or his/her delegate
2. all relevant or applicable duties and responsibilities set out in any current Constitution of the Notre Dame STUDENT ASSOCIATION (SA);
3. any other duty or responsibility as reasonably requested by the Dean of the School of Law (or his/her delegate);
4. any other duty or responsibility as reasonably requested by the Executive Director of Academic and Student Services in consultation with the Dean of the School of Law (or his/her delegate);
5. to work with the Executive Director of Academic and Student Services to ensure correct financial records are kept;
6. to work with the Executive Director of Academic and Student Services to ensure correct processes are in place for handling petty cash;
7. attendance at the following University and College functions/events:
a. Orientation Day (semester1)
b. The Commencement Ceremony parade
c. The Commencement Ceremony signing session
d. A Day in the Life of a Student
e. Welcome Day (semester 2)
f. Open Day
g. St Thomas More Evening
h. College enrolment days for semesters 1 and 2
i. June and December Graduation Masses and ceremonies
j. Any other College function as reasonably requested by the Dean of the School(or his/her delegate);
8. Specific participation in these functions/events will be determined after consultation between the NDLSS and the School,
9. to reasonably ensure the provision of a continuous web site for law students and staff, the primary purpose of which is to inform students and disseminate any relevant information to students and staff of any academic or social activity; the content of the website must be approved by the Dean of the School of Law (or his/her delegate)
10. to attend the NDLSS office for a minimum of 2 hours per week; the roster for such attendance to be settled by the President of NDLSS in conjunction with the NDLSS
11. to assist in and attend all NDLSS Events unless otherwise excused by the President of the NDLSS in conjunction with the NDLSS
12. to continue work on their portfolios during both Summer and Winter terms
13. to meet on a fortnightly basis with the Dean of the School of Law (or his/her delegate) or as otherwise agreed
14. to attend the AGM of the NDLSS
15. to work co-operatively with the SA and the Executive Director of
Academic and Student Services
16. to know, understand and comply with any applicable rules or requirements of the Executive Director of Academic and Student Services
17. to work co-operatively with members of the SA
18. any necessity for dispute resolution between members of NDLSS and the SA, or within the NDLSS itself should be conducted in the following manner:
a. an attempt to resolve any issues by the President and Vice President of the SA and the President and Vice President (Education) of the NDLSS;
b. where that is unsuccessful, approaching the Executive Director of Academic and Student Services and the Dean of the School of Law (or his/her delegate) who will then take any appropriate action.