Aberdeen University Filmmaking Society Constitution

  1. Name
  1. The full title of the society shall be ”Aberdeen University Filmmaking Society” and it is affiliated with the Aberdeen University Students' Association (AUSA).
  2. The official abbreviated form of the name is AUFS.

  1. Objectives

The objectives of this society are:

  1. To learn about the process of making films through the practical methods.
  2. To learn about film theory in order to enhance our practical skills.
  3. To foster a creative community on campus around filmmaking.
  4.  In furtherance of the above objectives the Society may:
  1. Organise weekly meetings and workshops.
  2. Build up a supply of filmmaking equipment.
  3. Build up an online archive of films made by the society.
  4. Reach out and create a network of groups and persons in the pursuit of making films.
  5. Produce promotional film material for other societies associated with AUSA.

  1. AUFS Productions
  1. AUFS Productions is a subsect of AUFS which aims to:
  1. Produce one film festival-quality film per academic year.
  2. Push members to create films of a higher quality than those produced in normal weekly meetings.
  3. Create a more professional environment for filmmaking.
  4. Submit the finished short film into a festival circuit during the year.
  1. Relationship to the rest of the Society:
  1. Work for AUFS Productions should not usually take place in normal AUFS weekly meetings, unless previously approved by the President.
  2. Those involved in AUFS Productions must purchase a membership for the Society, even if they do not attend the normal AUFS weekly meetings. This includes the voting procedure of production pitches, non-members can attend the pitching event, but will not have the right to vote or pitch.
  3. The concerns and agenda of AUFS Productions shall be represented on the committee by the AUFS Productions Manager.
  4. AUFS Productions may use the equipment of the Society, but will not be given priority over the regular AUFS short film projects.
  5. AUFS Productions is entitled to up to 100 pounds of the society budget per academic year. Any more must be voted on by the committee.   

  1. Membership
  1. Membership of the society shall be open to any individual showing genuine interest in the society’s objectives.
  2. Attendees must buy a membership (currently £10) after attending no more than three society meetings.
  3. The Society’s Committee may withdraw membership from members whose activities are considered damaging to the society under the AUSA safe space guidelines.
  4. A suspended member has a right of appeal at an Annual or Emergency General Meeting.
  5. Terms of Membership
  1. AUFS is a safe space (as defined by AUSA) and members are required to maintain it as such. Discrimination or harassment of members, again as defined by AUSA, will not be tolerated.
  2. Members are required to respect the property and personal space of others, including university areas.
  3. Members and attendees are required to comply with AUSA policies and, when appropriate, Aberdeen University policies.
  4. Attendees of certain events, whose price will be stated in advance, must be prepared to be rejected from said event if they do not pay.
  5. Problems with the society or other members should be dealt with according to society policy, as outlined in section 8.  
  6. Unacceptable behaviour can be defined at the discretion of the committee.
  7. If you are no longer a student at Aberdeen University, you will be required to rebuy associate membership of the Society.
  1. Honorary Membership
  1. Attendees not currently enrolled at the University of Aberdeen or associated institutions may in exceptional circumstances be granted honorary membership.
  2. The honorary membership shall be awarded on the grounds of significant contribution to the Society. This guarantees the honouree a free membership of the Society, although honorary members may not vote on Society policy or hold committee positions.
  3.  In order to award an honorary membership, a general meeting of the Society must be held and agree to the award by a majority.
  4. The nominee must be excluded from these votes.
  5. Any member can nominate someone for an honorary membership.
  6. Those nominated for an honorary membership are required to accept this nomination and may choose to decline the offer.

  1. Society Committee Members
  1. President
  1. The President shall maintain executive control and responsibility for the smooth running of all aspects of the Society.
  2. The President shall have the right to delegate appropriate responsibilities to other Committee members but maintains responsibility for the job’s completion.
  3. The President is expected to preside over all general and committee meetings, or, where this is impractical, to delegate responsibility for these meetings to the next appropriate committee member.
  4. The President is required to attend all appropriate AUSA meetings, or delegate responsibility as in 5.1.3.
  5. It is the responsibility of the President to offer assistance to other Committee members where appropriate.
  6. The President shall be responsible, where appropriate, for bringing forward agenda items of Society grievances and feedback.
  1. Vice President
  1. The Vice President, as second in command, is expected to assist the President in maintaining the smooth running of the Society and assumes all responsibilities listed above when the President is absent.
  2. The Vice President shall be responsible for helping other committee members in their roles.
  3. The Vice President oversees new projects or endeavours by the Society.  
  1. Secretary
  1. The Secretary shall be responsible for keeping and distributing minutes and agendas of all Society and Committee meetings.
  2. The Secretary is the first point of contact between the society and the university and AUSA.
  3. The Secretary shall be responsible for all room bookings.
  4. The Secretary is responsible for the management and organisation of the society email and Google drive.
  1. Treasurer/Fundraising Officer    
  1. The Treasurer is responsible for keeping financial records for the Society in digital form. These records may be required at any time by the committee or AUSA.
  2. The Treasurer is responsible for holding, distributing and banking all Society funds.
  3. The Treasurer is required to report back to committee and general meetings on the state of Society finances, and to answer committee members when questions of affordability arise.
  4. The Treasurer/Fundraising Officer is required to set fundraising goals.
  5. The Fundraising Officer is responsible for any fundraising endeavours undertaken by the Society.
  6. The Fundraising Officer is responsible for seeking out new fundraising opportunities.
  7. The Fundraising Officer shares responsibility with the Events Coordinator for hosting any fundraising events organised by the Society.
  1. Events Coordinator/Health and Safety Officer
  1. The Events Coordinator is responsible for organising all Society events throughout the year, or to delegate this responsibility to other committee members.
  2. The Events Coordinator shares responsibility with the Fundraising Officer for hosting any fundraising events on behalf of the Society.
  3. The Events Coordinator is responsible for gathering feedback from Society hosted events.
  4. The Events Coordinator shall be responsible for raising agenda items related to future events or event feedback.
  5. The Health and Safety Officer is required to carry out any risk assessments before the production of a short film project and/or a Society event.
  1. Inventory Manager
  1. The Inventory Manager is responsible for keeping track of the Society equipment and is required to keep a record of the inventory in digital form.
  2. The Inventory Manager is responsible for the storage of the equipment.
  3. The Inventory Manager is responsible for the safety and upkeep of the equipment and is to report back to the Committee if equipment is damaged.
  4. The Inventory Manager shares responsibility with the Treasurer in deciding what equipment the Society needs to buy.  
  5. The Inventory Manager oversees the renting of equipment to members and non-members outside of the regular AUFS short film projects.
  1. Social Media Secretary
  1. The Social Media Secretary is responsible for the upkeep and management of all Society social media accounts.
  2. The Social Media Secretary is responsible for the promotion and advertising of any society events via social media.
  3. The Social Media Secretary is required to answer any enquiries on the Social media pages on behalf of the Society.
  1. First Year Representative
  1. The First Year Representative is the voice of the members who are in their first year of study and new members for the Society.
  2. The First Year Representative are responsible for relaying Society grievances and feedback from those in first year and new members.
  3. The First Year Representative is not voted on at the AGM but is instead decided by the committee at the beginning of the new academic year.
  1. AUFS Productions Manager
  1. The AUFS Productions Manager represents the subsect of the Society, AUFS Productions, on the committee.
  2. The AUFS Productions Manager is by default credited as the Executive Producer for any film produced by AUFS Productions and is required to assume that responsibility.
  3. The AUFS Productions Manager is responsible for the smooth running of the subsect AUFS Productions.
  4. The AUFS Productions Manager is expected to organise and chair the AUFS Productions meetings, or, where this is impractical, to delegate responsibility for these meetings to the next appropriate crew member.

   5.10  AUFS Productions Treasurer

            5.10.1 To handle the finances of productions working with the society treasurer and productions manager.

  1. Resignation
  1. Any committee member who wishes to resign from their position should attempt to give three weeks’ notice. The vacated space should be filled as soon as possible. 
  2. If the president resigns they must inform both the committee and the Societies Union. 
  3. Honorary members may resign at any time by informing the secretary. 

  1. Changes to Society Constitution 
  1. Changes to the society constitution must be unanimously approved by the committee and then agreed at a gross majority by a general meeting vote. 
  2. Changes made to the constitution cannot be retroactively applied. 

  1. Society Complaints Procedure
  1. This procedure should be applied in cases where members have a grievance either with members/attendees of the Society, or the policy or organisation of the Society itself. These grievances may include, but are not limited to: safety or inclusivity of events, failure of members or attendees to comply with the constitution, internal conflicts or drama, leadership or organisation of the committee, equipment or technical issues. 
  2. The complainant should first attempt, where reasonable and safe, to address the issue directly. Committee members may be asked to mediate where appropriate. 
  3.  If 8.2 is unsuccessful or inapplicable, a report of the issue should be sent to the committee at aufilmmakingsociety@gmail.com, who will attempt to remedy the situation by any means at their disposal. Alternatively, complaints can be directed to AUSA in accordance with University procedure.
  4. If the issue directly involves a committee member, another committee member can be contacted personally. Primary contacts should be the President or Vice President of the Society. 
  5. In the incidence of the complainant being a first year or a new member the primary contact should be the First Year Representative.
  6. All grievances will be treated as confidential, unless circumstances require otherwise, and permission is granted by the plaintiff. 
  7. The committee will meet to address major Society grievances, except in cases where a committee member is the subject of the complaint, when said member will be temporarily suspended from the committee’s role in the investigation.
  8. A vote of no confidence may be brought against any member of the Committee, if raised as an agenda item at a general meeting with more than ten members plus Committee present. This agenda item can be added by discussion with a Committee member. If a majority votes in favour of discharging the Committee member, the member in question will be removed from their Committee position, but remain a society member. A new member will be elected to the vacated position as soon as possible.
  9. A vote of no confidence may be raised at any time by the Committee against any given Committee member. If the entire Committee (minus the member under investigation) votes in total majority to remove the member, the member will be removed from their position and a new member elected.

  1. Disciplinary Procedures 
  1. Disciplinary procedures within the Society are up to the discretion of the committee. No non-committee member should take it upon themselves to apply these procedures. 
  2. Minor offences will be responded to with a warning from an appropriate Committee member. 
  3. Major or repeat offences may be punished by temporary or permanent suspension of membership and/or banning from events. Committee members against whom this is brought will also be required to step down from their position.  
  4. Offences costing the Society damages should be paid for by the offender. 
  5. Any behaviour contradicting the University’s rules will be reported to the University administration and may also lead to other disciplinary action as detailed above.

  1. Management of the Society
  1. The Society shall be administered by a Committee consisting of up to nine members, including a President, Vice President, Secretary and Treasurer.
  2. Committee members shall be ordinarily elected annually at an AGM.
  3. Nominations shall be submitted by email to the secretary no later than 2 days before the meeting takes place. If insufficient nominations have been received prior to the meeting the Chairman may accept nominations at the meeting from the floor.
  4. Only fully paid members of the Society may vote at a General Meeting.

  1. General Meetings
  1. Meetings shall convene once every week at a place and time to be determined by the committee
  2. An Annual General Meeting (AGM) of the Society shall be held each year before the Easter Break at a time and place determined by the committee.
  3. Notice of the AGM shall be issued to all members of the Society no later than four weeks in advance specifying the business of the meeting.
  4. The business of the AGM shall include:
  1. A statement of the results of the ballot for committee members for the ensuing year.
  2. Receipt of the Committees’ report on the activities of the Society during the preceding year.
  3. Receipt of the Society’s statement of accounts for the year.
  4. Approval of the statement of accounts.
  5. Time allotted for members to give feedback to the committee about how the preceding year has been within the Society.
  1. An Emergency General Meeting (EGM) may be convened at the request of the committee, in the case of a committee member’s departure or a vote of no confidence.

  1. Minutes
  1. Minutes are to be taken by the secretary each meeting and published online for the committee to later examine.
  2. Minutes of the last meeting are to be read out in brief at each meeting and are available to public viewing on request.

  1. Finance
  1. All income and property of the Society shall be applied solely towards the promotion and execution of the objectives set out above.
  2. No officer or member shall receive disbursements from the Society’s funds unless it is by way of reasonable out-of-pocket expenses incurred on the Society’s behalf.
  3. The Committee, or the Treasurer on its behalf, shall be responsible for the administration of the Society’s funds and assets, and for books of accounts of the Society.
  4. The Treasurer shall cause proper books of accounts to be kept with respect of all sums of money received and expended by the Society.

  1. Declaration
  1. Views expressed by Society members, including committee members, do not necessarily reflect the views of AUSA, the University of Aberdeen, or the Society itself.

  1. Dissolution
  1. The Society may be dissolved only at an AGM or an EGM, called for the purpose, by a resolution supported by three-quarters of those present.
  2. The resolution must specify the disposal of the Society’s collections and other assets after debts and liabilities have been settled.
  3. This may involve their transfer to an appropriate organization or institution with objectives compatible with those of the Society.

  1. AUFS Network Facebook Group

     16.1   This is a group for alumni and friends of the society

     16.2   This would primarily be run by the social media manager

  1. External Filming

External projects involving society members working under the society’s banner and/or with the society’s equipment will be defined in three different categories:

1)      Autonomous companies/interested individuals

2)     Aberdeen Societies

3)     Aberdeen Societies with a recent tradition of two-way collaboration

For both categories 1 and 2

For the 3rd category:

Society members (particularly those who have previously been helped by said society, or members of said society) will be allowed to offer their assistance free of charge to associated societies e.g. centre stage, whom has provided actors for films. Society equipment is still the responsibility of the AUFS member using it for collaboration.

AUFS itself, while it is unable to advertise online, will make an effort to promote projects with this 3rd category. This will be done in committee meetings and could also include a visit from said societies should they wish to do so.

If there is a lack of desire to collaborate free of charge then the society should reassume direct management of any projects and reassert charges.

Aberdeen University Filmmaking Society Constitution March 2019