Music Society 2024 Society Constitution
The Music Society will be affiliated to the Guild of Societies within Cardiff University Students’ Union and, as such, shall agree to the following…
[1] The Music Society shall adhere to all rules of the University, the Students’ Union Constitution and the Students’ Union Social Policy and Activities Laws, which can be found on cardiffstudents.com.
[2] Representatives from the Music Society shall attend Societies Council, Societies Forums, the Cardiff University Students’ Union Annual General Meeting (AGM) and any other meetings called by the Students’ Union, as laid out by the Tier Structure.
[3] The Music Society shall maintain an active student membership of no less than 20 student members.
[4] The Music Society shall elect a new committee at the end of each academic year, normally via the online elections system.
[5] The Music Society shall maintain a core committee of three members – a President, a Secretary and a Treasurer.
[6] The Music Society shall hold an Annual General Meeting at the end of each academic year.
[7] The Music Society’s finances shall be kept in the assigned bank account in the Finance Office of the Students’ Union and managed by the Treasurer of the Music Society.
[8] The Music Society will seek advice and permission from the Students’ Union before entering into any contract or other legally binding arrangement.
Cardiff University Students’ Union Music Society Constitution
To interpret this constitution it must be considered in total and in relation to the constitution of Cardiff University Students’ Union.
[1] TITLE
The Society shall be known as the Cardiff University Students’ Union Music Society, or informally MuSoc.
[2] AIMS AND OBJECTIVES
The aims and objectives shall be:
[2.1] To encourage the professional development of musicians by providing performance opportunities and other forms of vocational support.
[2.2] To cultivate and maintain a good relationship between the School of Music and its students, representing and preserving students’ interests.
[2.3] To provide a gateway for non-music students to become musically involved in University life (e.g. by providing opportunities for performance, music appreciation and networking), without compromising the interests of music students.
[2.4] To preserve the strong sense of community which music encourages both inside and outside the School of Music.
[3] AFFILIATION
[3.1] The Music Society will be affiliated to the Guild of Societies within Cardiff University Students’ Union.
[3.2] Musicians and ensembles can become affiliated to the Music Society by submitting a completed Affiliation Form, pending committee approval.
[3.3] Affiliated ensembles and musicians of the Music Society shall adhere to the Music Society constitution and the constitution of Cardiff University Students’ Union.
[3.4] Affiliated ensembles have the right to use Cardiff University Students’ Union services via the Music Society, including but not limited to arranging transport, booking rooms, storing equipment and applying for budgets.
[3.5] The Music Society shall be formally notified of any changes to the listed committee roles, including the names and contact details of all current committee members, before Enrolment (Freshers’) Week.
[3.6] Any amendments made throughout the year to the list of affiliated ensembles or their committee roles must be ratified in the Annual General Meeting.
[3.7] A list of affiliated ensembles is as follows:
- CARDIFF UNIVERSITY CELLO ENSEMBLE
- CARDIFF UNIVERSITY CLARINET CHOIR
- CARDIFF UNIVERSITY CONCERT ORCHESTRA
- CARDIFF UNIVERSITY FLUTE CHOIR
- CARDIFF UNIVERSITY MALE VOICE CHOIR
- CARDIFF UNIVERSITY PERCUSSION ENSEMBLE
- CARDIFF UNIVERSITY POP ENSEMBLE
- CARDIFF UNIVERSITY SINGERS
- CARDIFF UNIVERSITY STRING ORCHESTRA
[3.8] New ensembles may be trialled for one academic year before being added to the constitution.
- CARDIFF UNIVERSITY BELLA CANTAS
[4] STUDENTS’ UNION
[4.1] The Music Society shall form part of Cardiff University Students’ Union, and as such, will adhere to all the rules of the University, the Students’ Union Constitution, the Students’ Union Social Policy and Activities Laws, and rules laid down herein.
[4.2] Representatives from the Music Society shall attend the following meetings:
- Societies Council
- Societies Forums
- Cardiff University Students’ Union Annual General Meeting (AGM)
- Any other meeting called within the Students’ Union constitution that requires the attendance of Society representatives, such as a General Meeting
The number of representatives required shall be outlined in the Guild of Societies Tier Structure.
[4.3] The Guild of Societies reserves the right to veto any activities of the Music Society should they feel it contravenes any Students’ Union policy, or places an undue risk on the individuals involved.
[5] MEMBERSHIP
[5.1] Membership may consist of any ordinary member of the Students’ Union wishing to participate in and further the aims and objectives of the Music Society.
[5.2] At the discretion of the Music Society committee, members of staff, alumni and associate members of the Students’ Union may join the Society.
[5.3] The Music Society shall maintain an active membership of no less than 20 ordinary members of the Students’ Union.
[5.4] The membership fee shall be determined by the Committee and approved by the Societies Team annually.
[5.5] All participants in society activity must be registered members of the Music Society and the Guild of Societies, or registered for specific events via Give it a Go or another Union Department. Activities which require registration are outlined in the Activities Laws.
[5.6] Members’ details will be held by the Students’ Union in line with the Data Protection Act and utilised in line with guidance in the Activities Laws.
[5.7] Student members are entitled to:
Join and participate in any activity organised by the Music Society, subject to funding, skill, experience and availability.
Attend, address and vote at any general meeting of the Music Society.
Attend any committee meeting of the Music Society and, at the discretion of the committee, be granted speaking rights.
Hold a position on the committee of the Music Society.
Vote to elect any committee members of the Music Society.
[5.8] Non-student members are entitled to:
Join and participate in any activity organised by the Music Society, subject to funding, skill, experience and availability.
Attend and address any general meeting of the Music Society.
Attend any committee meeting of the Music Society and, at the discretion of the committee, be granted speaking rights.
[5.9] The Music Society will operate on a basis of inclusion, therefore, no member will be discriminated against in line with the Equal Opportunities Policy.
[6] THE COMMITTEE
[6.1] The committee is responsible for the day to day running of the Music Society in accordance with the aims and objectives in [2].
[6.2] The committee shall collectively, along with their own job roles, ensure that the Music Society abides by the Cardiff University Students’ Union’s policies and procedures.
[6.3] All committee members shall be elected democratically. Elections shall normally be carried out online at cardiffstudents.com.
[6.4] Committee nominations must be open to every student Society member and all student Society members must have the opportunity to vote in the committee election. Non-student members will not be able to run or vote in committee elections.
[6.5] Committee positions must be resided by members who are current students at Cardiff University.
[6.6] The Music Society committee shall have a minimum of three roles, a President, Secretary and Treasurer, at any one time.
[6.7] The duties of each of the Committee members shall be as follows:
President: Acting as the principal officer, spokesperson for the society and key contact with Cardiff University Students’ Union, the President leads and co-ordinates the Society, committee and members. They shall be responsible for the planning, organising and chairing of committee meetings and for protecting the interests of the Society in accordance with its aims and objectives.
Secretary: The Secretary’s prime function is to administrate the running of the Society, keep accurate records and communicate with the committee and society members. They should take minutes in every committee meeting and send to committee members, as well as sending frequent update emails to all society members.
Treasurer: The Treasurer has responsibility for the financial affairs of the Music Society, ensuring that Cardiff University Students’ Union Financial Guidelines are adhered to. They shall present the Society’s finances at a General Meeting of the Music Society. They are responsible for submitting finance requests on behalf of the members to the Cardiff University Students Union.
[6.8] Additional committee members shall include:
- Social Secretary
- Publicity Officer
- Concert Coordinator (2)
- Ensembles Coordinator
- First Year Representative
- Postgraduate Representative
- Wellbeing and Inclusion Officer
- International Officer
- Tour Coordinator
[6.9] A vote of ‘no confidence’ in a committee member must be submitted formally in writing by any member to the entire committee and the Guild of Societies. This is to be voted on in an Emergency General Meeting (EGM) called by the committee with at least two weeks’ notice. A minimum of half the society’s membership must be present and the motion must be passed by two thirds of those present. The decision of this vote is subject to appeal by the committee member through the Societies Executive Committee.
[6.10] A change in committee roles must be passed at an EGM before nominations open.
[6.11] The committee shall have the power to appoint appropriate sub-committee.
[6.12] Committee members should always act in the best interests of their Society. Where a committee member has interests outside of the Society that could come into conflict, or could be perceived to come into conflict, these should be declared to the entire committee. It may be appropriate for them to abstain from the relevant decision-making processes.
[6.13] Every member has the right to apply to be musical director of an ensemble. Musical directors must be voted in by ensemble members after completing EITHER an audition OR a written applicant (i.e. for students on a year abroad). The current ensemble leaders must properly advertise the audition process and make it accessible to all ensemble members. Current musical directors must also re-audition if they want to continue unless only one new applicant has put themselves forward.
[7] COMMITTEE MEETINGS
[7.1] Committee meetings shall be held regularly, as required.
[7.2] Quoracy for committee meetings is half of all committee members plus one, or three committee members, whichever is the greater.
[7.3] Committee meeting minutes will be taken by the Secretary, and in the case of the Secretary’s absence minutes will be taken by the Treasurer.
[8] GENERAL MEETINGS
[8.1] General Meetings, to which all members are invited, shall be held as and when necessary.
[8.2] An Annual General Meeting (AGM) shall normally be held during the Spring Semester.
[8.3] At least two weeks’ notice of a General Meeting shall be given by the Secretary to all members and Cardiff University Students’ Union.
[8.4] Constitutional amendments, which include changes in committee structure, can be passed at any General Meeting by two thirds of those present or by more than half of the membership, whichever is the lesser. Amendments will then require ratification by the Societies Team.
[9] FINANCE
[9.1] The Music Society’s finances must be administered in accordance with the guidelines set out by the Guild of Societies and Cardiff University Students’ Union.
[9.2] In the event that the Music Society is no longer able to carry out its activities, and thus folds, all assets and debts will revert back to Cardiff University Students’ Union.
[9.3] Under no circumstances will the Music Society’s funds be distributed amongst members.
[9.4] Committee members shall not receive payment or any other kind of financial benefit from the Society. Only genuine out-of-pocket expenses will be authorised by the Societies Team.
[9.5] The Music Society may not enter into any contract or other legally binding arrangement without the permission of Cardiff University Students’ Union.
[9.6] For the purposes of clarity, affiliation of the Music Society to Cardiff University Students’ Union shall run from 1st August to the 31st July each academic year. On the 31st July the Society will be formally folded. If the society has been confirmed as affiliated for the following academic year, it will be formally reformed on the 1st August.
[10] COMPLAINTS, DISCIPLINE AND APPEALS PROCEDURES
[10.1] Informal complaints against the Music Society or any of its members or committee members shall be submitted to the Music Society President. The committee shall consider the complaint and may uphold or dismiss the complaint and may be entitled to take suitable action.
[10.2] The Music Society committee shall attempt to resolve complaints but shall contact the Guild of Societies for advice and further discussion.
[10.3] Reports of alleged misconduct or inappropriate behaviour of any members or committee members shall be submitted in writing to the Music Society President or the Guild of Societies.
[10.4] The Guild of Societies may refer matters to the Students Union’s Complaints Policy, Discipline Policy or Disputes Between Members Procedures.
[10.5] The complaints procedures shall be clearly communicated to the alleged offender(s) to ensure they understand their rights and responsibilities.
[10.6] The initial complaint or report of alleged misconduct should be forwarded to the Vice President Societies for consideration if:
The Music Society Committee feel unable to consider the complaint without bias, or;
The complainant feels the complaint or report will not be considered without bias.
In this case, an appeal against the outcome of a decision shall be sent to the Students’ Union President.
[10.7] Actions from complaints and allegations, which are upheld, may include the following;
Verbal or written reprimand and/or;
Suspension of any or all membership privileges and/or;
Termination of membership of the Music Society and/or;
Referral of complaint to the Students’ Union Complaints or Discipline Procedures and/or;
Other actions as outlined in the Activities Laws.
[10.8] Outcomes of a complaint or report of alleged misconduct are subject to appeal. Appeals should be submitted in writing to the Vice President Societies, as outlined in the Activities Laws.
[10.9] Complaints will be kept anonymous and personal privacy will be kept for all.
Ratification
This constitution was ratified at a General Meeting of the Music Society on 15/03/24 Submission of this document to the Guild of Societies will be deemed as ratification of the Music Society’s Constitution.
Printed name: Victoria Agg (President)
Signed: V AGG
Printed name: Wilfred Dingle (Upcoming President)
Signed: W DINGLE