Adding Notes about Changes

constitution.tex

@@ -213,12 +213,15 @@ The Club at the General Meeting may elect a Patron and Vice Patron who if they i
 % Is anyone a financial member of the Guild?
 	\item Only students at The University of Western Australia who are financial members of the Student Guild of The University of Western Australia may hold positions on the Executive.
 	\item The First Year Representative must be a student at The University of Western Australia in first year for the first time and an ordinary member of the Club.
-	{\color{red} \item Any members of the Club may hold a position of ordinary Committee member.}
-	{\color{ForestGreen} \item Any members of the Club may hold a position of Ordinary Committee Member.}
+	\item Any members of the Club may hold a position of Ordinary Committee Member.
 	{\color{ForestGreen} \item Any member of the Club may hold the position of Education Officer.}
 	{\color{ForestGreen} \item Any member of the Club may hold the position of Social Officer.}
 	\item Any members of the Club may vote for the positions of Committee members.
 \end{enumerate}
+{\color{Cyan}NOTE:
+The changes to committee are splitting the Vice President Role into Education Vice President and Social Vice President, and splitting one of the Ordinary Committee Member positions into Social Officer and Education Officer.
+The new officer positions have the same requirements as Ordinary Committee Members.
+}
 
 \section{Duration of Office}
 The members of the Committee shall remain in office until the close of the succeeding Annual General Meeting, except as elsewhere provided in the Constitution.
@@ -240,13 +243,17 @@ The Club may do all things necessary or convenient for carrying out its objects
 			\item in any manner authorised by the rules of the Club;
 		\end{enumerate}
 	{\color{red} \item borrow money or incur overdrafts provided always that the total long term liabilities of the Club shall not exceed one hundred dollars, unless otherwise approved by a General Meeting;}
-	{\color{ForestGreen} \item borrow money or incur overdrafts provided always that the total long term liabilities of the Club shall not exceed five hundred dollars, unless otherwise approved by a General Meeting;}
+	{\color{ForestGreen} \item borrow money or incur overdrafts provided always that the total long term liabilities of the Club shall not exceed two hundred dollars, unless otherwise approved by a General Meeting;}
 	\item give such security for the discharge of liabilities incurred by the Club as the Club thinks fit;
 	\item appoint agents to transact any business of the Club on its behalf;
 	\item enter into any other contract it considers necessary or desirable; and
 	\item act as trustee and accept and hold real and personal property upon trust, but does not have the power to do any act or thing as a trustee that, if done otherwise than as a trustee, would contravene the rules of the Club.
 \end{enumerate}
 
+{\color{Cyan}NOTE:
+There has been a lot of debate about if the long term liabilities should change. If we assume that they were set around 1998, then adjusting for inflation, that number should be around \$156, so upping it to \$200 is reasonable.
+}
+
 \section{Common Seal of the Club}
 \begin{enumerate}
 	\item The Club must have a common seal on which its corporate name appears in legible characters.
@@ -269,7 +276,10 @@ The Secretary shall cause all members of the Committee to receive written or ema
 
 \subsection{Quorum}
 {\color{red} The quorum for a meeting of the Committee shall be four members of the Committee at least two of which are members of the Executive.}\\
-{\color{ForestGreen} The quorum for a meeting of the Committee shall be five members of the Committee at least three of which are members of the Executive.}
+{\color{ForestGreen} The quorum for a meeting of the Committee shall be five members of the Committee at least three of which are members of the Executive.}\\
+{\color{Cyan}NOTE:
+There are several places in the constitution that have been changed to adjust for an increase in committee size.
+}
 
 \subsection{Declaration of Pecuniary Interest}
 A Committee member having any direct or indirect pecuniary interest in a contract, or proposed contract, made by, or in the contemplation of, the Committee (except if that pecuniary interest exists only by virtue of the fact that the member of the Committee is a member of a class of persons for whose benefit the Club is established), must:
@@ -300,6 +310,9 @@ In addition to any other provisions set out elsewhere in this Constitution, or a
 	\item generally to carry out the policy of the Club; and
 	\item generally to carry out the instructions and decisions of the Committee.
 \end{enumerate}
+{\color{Cyan}NOTE:
+This change simply reflects the splitting of the vice president role.
+}
 
 {\color{red} \subsection{Vice President}
 In addition to any other provisions set out elsewhere in this Constitution, or any regulation or policy made thereunder, it shall be the duty of the Vice-President:
@@ -315,7 +328,7 @@ In addition to any other provisions set out elsewhere in this Constitution, or a
 	\item to assist in the President's duties;
 	\item to carry out Presidential duties during the absence of the President, during which time the Education Vice-President shall be deemed to be the President;
 	\item to conduct the relations of the Club with other organisations and to the general public subject to the authority of the Committee when they pertain to education; and
-	\item to organise educational events; and
+	\item to ensure the club runs educational events; and
 	\item generally to carry out the instructions of the Committee.
 \end{enumerate}}
 
@@ -323,10 +336,17 @@ In addition to any other provisions set out elsewhere in this Constitution, or a
 In addition to any other provisions set out elsewhere in this Constitution, or any regulation or policy made thereunder, it shall be the duty of the Social Vice-President:
 \begin{enumerate}
 	\item to assist in the President's duties;
-	\item to organise social events; and
+	\item to conduct the relations of the Club with other organisations and to the general public subject to the authority of the Committee when they pertain to social matters; and
+	\item to ensure the club runs social events; and
 	\item generally to carry out the instructions of the Committee.
 \end{enumerate}}
 
+{\color{Cyan}NOTE:
+The aim of the Education Vice President and Social Vice President is to split the role into two manageable parts that are better defined.
+The Education Vice President being the person who takes over if the president was to be absent is so that it aligns with our objectives.
+There has been discussion as to whether this should be taken to a vote, and so this is being investigated as an alternative.
+}
+
 \subsection{Secretary}
 In addition to any other provisions set out elsewhere in this Constitution, or any regulation or policy made thereunder, it shall be the duty of the Secretary:
 \begin{enumerate}
@@ -345,6 +365,12 @@ In addition to any other provisions set out elsewhere in this Constitution, or a
 	\item to ensure that an accurate copy of the Club constitution is maintained in an easily accessible portion of the Club online presence.
 	\item unless the members resolve otherwise at a general meeting, have custody of all books, documents, records and registers of the Club, other than those required to be kept and maintained by, or in the custody of, the Treasurer.
 \end{enumerate}
+{\color{Cyan}NOTE:
+Currently the Associations act requires the collection of a residential or postal address for all members, however there are pending changes to The Act that may mean we can collect only an email address instead.
+The change in wording here allows UCC to change the collected information as soon as The Act is updated.\\
+UCC should have an up to date asset registry for insurance reasons. There has been debate as to whether updating this when we acquire (or let go) of an asset should be the job of the Secretary or the Treasurer.
+}
+
 
 \subsection{Treasurer}
 In addition to any other provisions set out elsewhere in this Constitution, or any regulation or policy made thereunder, it shall be the duty of the Treasurer:
@@ -375,6 +401,11 @@ In addition to any other provisions set out elsewhere in this Constitution, or a
 	\item generally to carry out the instructions of the Committee.
 \end{enumerate}}
 
+{\color{Cyan}NOTE:
+The Education and Social Officer roles replace one of the Ordinary Committee Member positions.
+These positions compliment the new Vice President roles to help ensure no one burns out.
+}
+
 \subsection{Ordinary Committee Members}
 In addition to any other provisions set out in this Constitution, or in any regulation or policy made thereunder, it shall be the duty of the Ordinary Committee Members:
 \begin{enumerate}
@@ -383,13 +414,17 @@ In addition to any other provisions set out in this Constitution, or in any regu
 \end{enumerate}
 
 \subsection{First Year Representative}
-{\color{red}In addition to any other provisions set out in this Constitution, or in any regulation or policy made thereunder, it shall be the duty of the First Year Representative:}\\
-{\color{ForestGreen}The First Year Representative shall have the same rights and responsibilities as the Ordinary Committee Members and, in addition to any other provisions set out in this Constitution, or in any regulation or policy made thereunder, it shall be the duty of the First Year Representative:}
+In addition to any other provisions set out in this Constitution, or in any regulation or policy made thereunder, it shall be the duty of the First Year Representative:
 % Gather feedback from the freshers about events they want to see happen
 % Help to organise events for freshers and publicize them
 \begin{enumerate}
 	\item to represent the interests of members of the Club who are in first year University or who have not previously been members of the Club.
+	{\color{ForestGreen}\item to assist the other Committee Members in the executions of their duties, especially in the case were they relate to new members; and
+	\item to bear any responsibilities that the Committee shall from time to time decide.}
 \end{enumerate}
+{\color{Cyan}NOTE:
+The change here is to define the First Year Representative position as something more than "The Freshers Are Happy".
+}
 
 \section{Vacancies}
 \subsection{Resignation}
@@ -406,8 +441,11 @@ There shall be at least one General Meeting in each year, namely the Annual Gene
 \subsection{Notice of Meeting}
 The Secretary shall make all reasonable attempts to notify all members using at least a notice on the club notice-board for ten days preceding the meeting and an email sent to all addresses on the membership register at least ten days before the date of the meeting.
 \subsection{Special General Meeting}
-{\color{red}The Committee may at any time, without the need for a Committee meeting, call a Special General Meeting of the Club by the written agreement of at least 4 Committee members, at least one of whom is a member of the Executive. This meeting must be notified by the Secretary as with all other General Meetings, or if the Secretary has resigned or is unavailable by any member of the Committee with the same notice requirements of the Secretary.}
-{\color{ForestGreen}The Committee may at any time, without the need for a Committee meeting, call a Special General Meeting of the Club by the written agreement of at least 5 Committee members, at least two of whom are members of the Executive. This meeting must be notified by the Secretary as with all other General Meetings, or if the Secretary has resigned or is unavailable by any member of the Committee with the same notice requirements of the Secretary.}
+{\color{red}The Committee may at any time, without the need for a Committee meeting, call a Special General Meeting of the Club by the written agreement of at least 4 Committee members, at least one of whom is a member of the Executive. This meeting must be notified by the Secretary as with all other General Meetings, or if the Secretary has resigned or is unavailable by any member of the Committee with the same notice requirements of the Secretary.}\\
+{\color{ForestGreen}The Committee may at any time, without the need for a Committee meeting, call a Special General Meeting of the Club by the written agreement of at least 5 Committee members, at least two of whom are members of the Executive. This meeting must be notified by the Secretary as with all other General Meetings, or if the Secretary has resigned or is unavailable by any member of the Committee with the same notice requirements of the Secretary.}\\
+{\color{Cyan}NOTE:
+Another change of numbers.
+}
 
 \subsection{General Meeting Called by Ordinary Members}
 \begin{enumerate}
@@ -433,7 +471,9 @@ A General Meeting shall be conducted in accordance with the current edition of R
 \subsection{Chair}
 % Needs rewriting
 {\color{red}The President shall have the right to take the chair at any General meeting or meetings of the Committee. If the President is absent or does not wish to exercise his right at any meeting, that right shall devolve upon the Vice-President being absent or not wishing to exercise the above right, that meeting shall elect its own Chair.}\\
-{\color{ForestGreen}The President shall have the right to take the chair at any General meeting or meetings of the Committee. If the President is absent or does not wish to exercise his right at any meeting, that right shall devolve upon the Education Vice-President.  If the Education Vice-President is absent or not wishing to exercise the above right, that meeting shall elect its own Chair.}
+{\color{ForestGreen}The President shall have the right to take the chair at any General meeting or meetings of the Committee. If the President is absent or does not wish to exercise his right at any meeting, that right shall devolve upon the Education Vice-President.  If the Education Vice-President is absent or not wishing to exercise the above right, that meeting shall elect its own Chair.}\\
+{\color{Cyan}NOTE:
+As stated earlier in the document, what happens when the president does not wish to or is unavailable to chair a meeting, is under investigation.}
 
 \subsection{Voting}
 \begin{enumerate}
@@ -479,29 +519,16 @@ The Committee shall have the power, after its re-constitution, to appoint from a
 	{\color{red}\item The Committee may, outside a Committee meeting, agree to a payment or purchase by written consent of five Committee members including at least two Executive members of the Committee. Such written consent must be tabled and minuted at the next meeting of the Committee.}
 	{\color{ForestGreen}\item The Committee may, outside a Committee meeting, agree to a payment or purchase by written consent of six Committee members including at least three Executive members of the Committee. Such written consent must be tabled and minuted at the next meeting of the Committee.}
 \end{enumerate}
+{\color{Cyan}NOTE:
+Another change of numbers.
+}
 
 \section{Policy}
-
-{\color{red}\begin{enumerate}
+\begin{enumerate}
 	\item The Club in General Meeting may make policy on any matter relating to the conduct of the affairs of the Club provided that policy is not inconsistent with or repugnant to this Constitution or the Act.
 	\item Creation, modification, or removal of policy shall require written notice and shall only be passed by special resolution at a General Meeting.
 	\item The policy of the Club shall form an appendix to this Constitution and be made available with it.
-\end{enumerate}}
-
-{\color{ForestGreen}\subsection{Club Policies}
-\begin{enumerate}
-	\item The Club in General Meeting may make policy on any matter relating to the conduct of the affairs of the Club provided that policy is not inconsistent with or repugnant to this Constitution, club created policies, or the Act.
-	\item Creation, modification, or removal of club policy shall require written notice and shall only be passed by a vote at a Committee Meeting.
-	\item The policy of the Club shall form an appendix to this Constitution and be made available with it.
-\end{enumerate}}
-
-{\color{ForestGreen}
-\subsection{Committee Policies}
-\begin{enumerate}
-	\item The Committee in a Meeting may make policy on any matter relating to the use of the clubs resources and daily operations provided that policy is not inconsistent with or repugnant to this Constitution or the Act.
-	\item Creation, modification, or removal of committee policy shall require the same written notice as the meeting it is being created, modified or removed at.
-	\item The policy of the Committee shall form an appendix to this Constitution and be made available with it.
-\end{enumerate}}
+\end{enumerate}
 
 \section{Interpretation of the Constitution}
 The Committee shall be the sole authority for interpreting the meaning of any of the provisions contained in this Constitution or in any regulation of the Club policy made thereunder.
@@ -516,7 +543,10 @@ The Committee shall be the sole authority for interpreting the meaning of any of
 
 \section{Interim Measures}
 % Keep in "<bob> we deliberately left interim measures in there from the original constitution for posterity"
-The Executive shall have the power to suspend such provisions of this Constitution until the 15th April, 1975 as may be expedient to the formation of a Club.
+The Executive shall have the power to suspend such provisions of this Constitution until the 15th April, 1975 as may be expedient to the formation of a Club.\\
+{\color{Cyan}NOTE:
+bob: we deliberately left interim measures in there from the original constitution for posterity
+}
 
 \section{Commercial Exploitation}
 No member of the Club shall use any of the resources of the Club for direct financial gain.