diff --git a/constitution.pdf b/constitution.pdf index 1e61d4af96c85ebd926504ba48fbcd1f31b7cd0d..fac29cd1ef7c29f0362991d05439b2f701b83d72 100644 Binary files a/constitution.pdf and b/constitution.pdf differ diff --git a/constitution.tex b/constitution.tex index 674889e4303e6c26721cb3b1a9b333fa7068e92a..a411d20f2c11bac8ccd4fec07b6abd9d65fb1233 100644 --- a/constitution.tex +++ b/constitution.tex @@ -1,9 +1,6 @@ % !TEX TS-program = pdflatex % !TEX encoding = UTF-8 Unicode -% This is a simple template for a LaTeX document using the "article" class. -% See "book", "report", "letter" for other types of document. - \documentclass[12pt]{article} % use larger type; default would be 10pt \usepackage[utf8]{inputenc} % set input encoding (not needed with XeLaTeX) @@ -47,13 +44,25 @@ %%% ToC (table of contents) APPEARANCE \usepackage[nottoc,notlof,notlot]{tocbibind} % Put the bibliography in the ToC \usepackage[titles,subfigure]{tocloft} % Alter the style of the Table of Contents -\renewcommand{\cftsecfont}{\rmfamily\mdseries\upshape} -\renewcommand{\cftsecpagefont}{\rmfamily\mdseries\upshape} % No bold! + \usepackage{fullpage} % margins \usepackage{pdfpages} % include PDFs! \usepackage{wrapfig} % Figure Wrapping +\usepackage{setspace} +\usepackage{titlesec} + +\renewcommand{\cftdot}{} % Remove dots from ToC +%\setlength{\cftbeforechapskip}{.2ex} +%\setlength{\cftbeforesecskip}{.1ex} + +\renewcommand{\cftsecfont}{\rmfamily\mdseries\upshape} +\renewcommand{\cftsecpagefont}{\rmfamily\mdseries\upshape} % No bold! + + +%\pagenumbering{gobble} % Remove page numbering +\addtocontents{toc}{\cftpagenumbersoff{section}} +\addtocontents{toc}{\cftpagenumbersoff{subsection}} -\pagenumbering{gobble} % Remove page numbering \usepackage{titling} % For the subtitle @@ -67,54 +76,343 @@ } } -%%% END Article customizations -\title{University Computer Club Inc.} -\subtitle{Constitution} -\date{} -\author{} +%%% END Article customizations \begin{document} -\maketitle -\tableofcontents + +\noindent +\begin{center} +\LARGE{University Computer Club Inc.}\\ +\Large{Constitution} +\end{center} + +\noindent +\small{(Adopted on 21-Sep-1974)\\ +(Amended on 4-Jun-1980, 16-Feb-1996, 23-Jan-1998, 6-Oct-1999, 16-Dec-2010, 8-Mar-2011 for incorporation, XX-Mar-2014)\\} + +%\tableofcontents +\begingroup + \let\cleardoublepage\clearpage + \def\addvspace#1{} + \tableofcontents +\endgroup + \section{Name} +The name of this organisation shall be:\\ +\large{\textbf{The University Computer Club Inc.}} + \section{Definitions} +Throughout this Constitution, unless the context otherwise indicates, the following terms shall +have the meanings set against them: +"Club" +The University Computer Club Inc. +"financial year" +A period commencing on the date of incorporation of the Club and ending on 31 +December; and thereafter each period commencing 1 January and ending on 31 +December in the same year +"General Meeting" +Annual General Meeting or other Ordinary or Special General Meeting. +"special resolution" +A resolution is a special resolution if it is passed by a majority of not less than threefourths +of the members of the Club who are entitled under the rules of the Club to +vote and vote in person +"the Act" +The Associations Incorporation Act 1987 +"the Commissioner" +The Commissioner for Consumer Protection exercising powers under the Act +"University" +The University of Western Australia + \section{Objects} +The objects of the Club shall be as follows: +1. To be an organised association of students attending The University of Western +Australia, and supporters, for the advancement of computer science and technologies, +both at the University and in the broader community. +2. To co-operate with all bodies of similar aims. +3. The property and income of the Club shall be applied solely towards the promotion of +the objects of the Club and no part of that property or income may be paid or +otherwise distributed, directly or indirectly, to any person or body, except in good +faith in the promotion of those objects. + \section{Executive} +The Executive of the Club shall consist of the following members: +1. The President +2. The Vice-President +3. The Secretary +4. The Treasurer + \section{Committee} +The Club shall be governed by the Committee. +The Committee of the Club shall consist of the following members: +1. The President +2. The Vice-President +3. The Secretary +4. The Treasurer +5. Three Ordinary Committee Members +6. The First Year Representative + \section{Membership} +1. Membership is open to any person who shares the aims of the Club and agrees to +comply with the Constitution and rules of the Club. +2. A subscription for ordinary membership may be payable to the Club if the Committee +so desires. +3. All members must comply with all provisions relating to affiliated societies included +in the Guild Statute Book. + \section{Honarary Life Membership} +The Club in General Meeting may by a two-third majority of those present and voting confer +Honorary Life Membership upon any member who has performed outstanding service to the +Club. + \section{Patron and Vice Patron} +The Club at the General Meeting may elect a Patron and Vice Patron who if they indicate +their willingness so to act shall hold office until the succeeding Annual General Meeting. + \section{Election} +1. The following members of the Committee shall be elected at the Annual General +Meeting: +1. The President +2. The Vice-President +3. The Secretary +4. The Treasurer +5. Three Ordinary Committee Members +6. First Year Representative +2. The Secretary shall call for nominations for the above positions at least ten days +before the date of the Annual General Meeting. The nominations shall close at that +meeting. +1. Any member who has been nominated for a position and is unable to attend +the Annual General Meeting must notify the Secretary of his or her +acceptance of said position, in writing, before the close of nominations. +3. 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. +4. 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. +5. Any members of the Club may hold a position of ordinary Committee member. +6. Any members of the Club may vote for the positions of 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. + \section{Duties of the Committee} +The Committee shall be responsible to the Club in General Meeting for giving effect to the +objects of the Club. + \section{Exercise of Powers} +The Committee shall only exercise its powers at a properly convened meeting of the +Committee, except as elsewhere provided in the Constitution. + \section{Powers of the Club} +The Club may do all things necessary or convenient for carrying out its objects and purposes, +and in particular, may: +1. acquire, hold, deal with, and dispose of any real or personal property; +2. open and operate bank accounts; +3. invest its money: +1. in any security in which trust monies may lawfully be invested; or +2. in any manner authorised by the rules of the Club; +4. 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; +5. give such security for the discharge of liabilities incurred by the Club as the Club +thinks fit; +6. appoint agents to transact any business of the Club on its behalf; +7. enter into any other contract it considers necessary or desirable; and +8. 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. + \section{Common Seal of the Club} +1. The Club must have a common seal on which its corporate name appears in legible +characters. +2. The common seal of the Club must not be used without the express authority of the +Committee and every use of that common seal must be recorded by the Secretary. +3. The affixing of the common seal of the Club must be witnessed by any two Executive +members. +4. The common seal of the Club must be kept in the custody of the Secretary or of such +other person as the Committee from time to time decides. + \section{Proceedings of Committee} -\subsection{Orginary Meetings} +1. Ordinary Meetings +The Committee shall meet at least once a month at such times and places as the +President or the Committee may determine. +2. Notice of Meetings +The Secretary shall cause all members of the Committee to receive written or email +notice of any meeting of the Committee at least four days before the date of the +meeting. +3. Special Meetings +1. The Secretary shall forthwith call a meeting of the Committee upon receiving +a written requisition from at least three members thereof; and such special +meetings shall be held not later than seven days immediately following the +receipt of such requisition. +2. If the Secretary fails to announce a meeting within 3 days, any one of the +members signing the requisition may do so and must give the same notice as +required of the Secretary. +3. Any business set out in the requisition shall have priority over all other +business. +4. Quorum +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. +5. 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: +1. as soon as he or she becomes aware of that interest, disclose the nature and +extent of his or her interest to the Committee; and +2. not take part in any deliberations or decision of the Committee with respect to +that contract. +Sub-rule 5.1 does not apply with respect to a pecuniary interest that exists only by +virtue of the fact that the member of the Committee is an employee of the Club. +\subsection{Ordinary Meetings} \subsection{Notice of Meetings} \subsection{Special Meetings} \subsection{Quorum} \subsection{Decleration of Pecuniary Interest} \subsection{Voting} +1. Only members of the Committee are entitled to vote at a meeting of the +Committee. +2. Except where stated otherwise in the Constitution, a motion shall be passed if +a majority of those present and eligible to vote cast their vote in favour of the +motion. \subsection{Rules of Debate} +Any member of the Committee may demand at any meeting of the Committee that +the meeting be conducted in accordance with the current edition of Robert’s Rules of +Order Newly Revised in all cases to which they are applicable and in which they are +not inconsistent with this Constitution or policy made thereunder. \section{Duties of Committee Members} +1. 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 President: +1. to conduct the relations of the Club with other organisations and to the +general public subject to the authority of the Committee; +2. to co-ordinate and supervise the work of the Vice-President, Secretary, +Treasurer, and other officers of the Club subject to the authority of the +Committee; +3. generally to carry out the policy of the Club; and +4. generally to carry out the instructions and decisions of the Committee. +2. 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: +1. to assist in the President's duties; +2. to carry out Presidential duties during the absence of the President, during +which time the Vice-President shall be deemed to be the President; and +3. generally to carry out the instructions of the Committee. +3. 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: +1. to maintain an up to date register of the members of the Club and their postal +or residential addresses and, upon the request of a member of the Club, make +the register available for the inspection of the member; +1. A member may make a copy of or take an extract from the register +but shall have no right to remove the register for that purpose. +2. to carry out the administrative work of the Club for which the Committee +does not appoint or elect an officer; +3. to record the proceedings of all General Meetings and meetings of the +Committee and make these minutes available in an easily accessible portion +of the Club online presence; +4. to conduct and keep copies of all correspondence to the Club; +5. generally to carry out the instructions and decisions of the Committee relating +to the administration of the Club; and +6. to ensure that an accurate copy of the Club constitution is maintained in an +easily accessible portion of the Club online presence. +7. 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. \subsection{President} \subsection{Vice President} \subsection{Secretary} \subsection{Treasurer} +4. 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: +1. to be responsible for the receipt of all moneys paid to or received by, or by +him or her on behalf of, the Club and issue receipts for those moneys in the +name of the Club; +2. to keep accounting records as correctly record and explain the financial +transactions and financial position of the Club, in such a manner that permits +convenient and proper auditing; +3. to render an account at each meeting of the Committee of all receipts and +payments since the previous meeting; +4. to render an account of the petty cash at each meeting of the Committee; +5. to furnish the Committee with such other accounts and information relating to +the finances of the Club as the Committee may require; +6. to present a current financial statement showing all receipts and payments at +each Ordinary General Meeting and by motion of Committee, an auditor's +report at the Annual General Meeting; and +7. unless the members resolve otherwise at a general meeting, have custody of +all securities, books and documents of a financial nature and accounting +records of the Club +8. generally to carry out the instructions of the Committee relating to the +property and finances of the Club. +5. 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: +1. to assist the other Committee Members in the executions of their duties; and +2. to bear any responsibilities that the Committee shall from time to time decide. +6. 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: +1. 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. \subsection{Ordinary Committee Members} \subsection{First Year Representative} \section{Vacancies} \subsection{Resignation} +1. Resignation +Any officer of the Club may resign from a position by giving written notification to +the Secretary at least fourteen days before that Officer's resignation takes effect. \subsection{Absense} +2. Absence +The Committee shall declare vacant the position of any member of the Committee if +that member has been absent from two consecutive meetings of the Committee +without giving a satisfactory explanation for that absence. +3. Election +If any position on the Committee becomes vacant then the Committee shall call a +General Meeting for the election of a member to that position within four weeks of +that position becoming vacant. \subsection{Election} \section{General Meetings} +1. Ordinary General Meeting +There shall be at least one General Meeting in each year, namely the Annual General +Meeting, and any Ordinary General Meetings held as the Committee shall determine. +The annual general meeting must be held in every calendar year within 4 months after +the end of the Club's financial year or such longer period as may in a particular case +be allowed by the Commissioner, except for the first annual general meeting which +may be held at any time within 18 months after incorporation. +2. 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. +3. Special General Meeting +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. +4. General Meeting Called by Ordinary Members +1. The Secretary shall forthwith call a Special General Meeting upon receiving a +written requisition from at least ten ordinary members of the Club and such +meetings shall be held with appropriate notice requirement and not later than +17 days immediately following the receipt of such requisition. +2. If the Secretary fails to announce a meeting within 7 days any one of the +members signing the requisition may do so and must make all reasonable +attempts to give the same notice as required of the Secretary. +3. Any business set out in the requisition shall have priority over all other +business. +5. Powers of a General Meeting +A General Meeting may exercise the same powers as the Committee except for those +powers exclusively reserved for the Committee under this Constitution. +6. Agenda +The Secretary shall post the agenda for any General Meeting on the notice-boards +alongside the notice of meeting at least four days before the date of the meeting. \subsection{Ordinary General Meetings} \subsection{Notice of Meeting} \subsection{Special General Meeting} @@ -122,13 +420,139 @@ \subsection{Powers of a General Meeting} \subsection{Agenda} \subsection{Notice of Motion} +7. Notice of Motion +At least four days before the meeting, topics intended to be discussed at the meeting +shall be posted on the notice-board alongside the notice of meeting. +8. Quorum +The quorum of a General Meeting shall be fifteen ordinary members present in +person. +9. Rules of Debate +A General Meeting shall be conducted in accordance with the current edition of +Robert’s Rules of Order Newly Revised in all cases to which they are applicable and +in which they are not inconsistent with this Constitution or policy made thereunder. +10. Chair +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. +11. Voting +1. Except where stated otherwise in the constitution, all members of the Club +are entitled to vote at a General Meeting. +2. Except where stated otherwise in the constitution, a motion shall be passed if +a majority of those present and eligible to vote cast their vote in favour of the +motion. +3. Postal voting or proxy voting is not permitted. +12. Procedures for Motions +1. Once a motion is tabled, the motion shall be open to general discussion and +amendments. +2. After general discussion, a call for votes will be made by the Chair of the +meeting. +3. Any member at the meeting may call for the votes to be by secret ballot. \subsection{Quorum} \subsection{Rules of Debate} \subsection{Chair} \subsection{Voting} \subsection{Procedure for Motions} + \section{Delegates} -\section{Removal from Office} +The Committee shall have the power, after its re-constitution, to appoint from amongst its +members a Delegate and Deputy-Delegate to any body with which it may choose to affiliate. + +\section{Removal From Office} +1. The Committee may request any member of the Committee, member of any subcommittee, +officer, representative or delegate of the Club to resign from that position +if a person has failed to perform satisfactorily the normal duties of the position. +2. The person concerned shall be informed of this request at least seven days before a +meeting of the Committee where that person may speak on their own behalf. +3. Any such request to resign shall require such a motion which will only be passed if a +two-thirds majority of those voting have voted in favour of the motion. The request to +resign shall be delivered in writing to the person concerned forthwith. +4. If a person has not resigned within seven days of the request the Committee may +declare that position vacant. +5. Any person who has had their former position declared vacant shall have the right to +appeal to a General Meeting for their reinstatement. + +\section{Cancellation of Membership} +1. The Club may cancel the membership of any member of the Club, should that +member have acted in a manner contrary to the best interests of the Club. +2. A two-thirds majority of a committee meeting may cancel a membership by passing a +motion to that effect. +3. The cancellation of membership shall be delivered in writing to the person concerned +forthwith. +4. Any person who has their membership cancelled shall have the right to appeal to a +General Meeting for the reinstatement of their membership, except where that person +is a first-time member of the Club and has been a member for less than one month or +has had their membership cancelled by Committee more than once. +5. A person who has had their membership cancelled may not reapply for membership +for the period of one year. + +\section{Finance} +1. All money due and payable to the Club shall be received by the Treasurer who shall +lodge it without undue delay in the account of the Club. +2. Except as otherwise provided for in the Constitution, or in a policy, any two of the +Executive shall be empowered jointly to sign cheques and forms of authority for the +withdrawal of any money standing in the credit of the Club in the account of the +Club. +3. The Committee may by a two-thirds majority elect a single delegate from the +Committee who may sign in lieu of one of the required Executive signatures on a +cheque. +4. No payment shall be made on behalf of or in the name of the Club unless it has been +authorised by the Committee. +5. 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. + +\section{Policy} +1. 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. +2. Creation, modification, or removal of policy shall require written notice and shall +only be passed by special resolution at a General Meeting. +3. The policy of the Club shall form an appendix to this Constitution and be made +available with it. + +\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. + +\section{Amendments to the Constitution} +1. The Club in a General Meeting may amend this Constitution. +2. Any motion proposing to amend this Constitution shall require a written notice of +motion and any such motion shall only be passed by special resolution. +3. Within one month of the passing of a special resolution altering its Constitution, or +such further time as the Commissioner may in a particular case allow (on written +application by the Club), the Club must lodge with the Commissioner notice of the +special resolution setting out particulars of the alteration together with a certificate +given by a member of the Committee certifying that the resolution was duly passed as +a special resolution and that the Constitution of the Club as so altered conforms to the +requirements of the Act. +4. An alteration of the Constitution of the Club does not take effect until sub-rule 25.3 is +complied with. + +\section{Interim Measures} +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. + +\section{Commercial Explotation} +No member of the Club shall use any of the resources of the Club for direct financial gain. + +\section{Inspection of Constitution, records, etc.} +1. The Secretary shall make available to any member of the public a copy of this +Constitution for perusal. +2. A member may at any reasonable time inspect without charge the books, documents, +records and securities of the Club. + +\section{Dissolution} +If upon the winding up or dissolution of the Club there remains after satisfaction of all its +debts and liabilities any property whatsoever, the same must not be paid to or distributed +among the members, or former members. The surplus property must be given or transferred to +another association incorporated under the Act which has similar objects and which is not +carried out for the purposes of profit or gain to its individual members, and which association +shall be determined by resolution of the members. + +