diff --git a/README.md b/README.md
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@@ -0,0 +1,5 @@
+## Constitutional things
+
+This is the constitution - idk if it automatically deploys, but like, use this (hopefully it auto deploys, otherwise if you change this you'll need to update the symlinks in `/home/other/ucc-website-deploy/ucc-website/infobase/policies/`)
+
+To generate the pdf - use something like pdflatex or lualatex, glhf
diff --git a/constitution.pdf b/constitution.pdf
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Binary files a/constitution.pdf and b/constitution.pdf differ
diff --git a/constitution.tex b/constitution.tex
index e5706da48b8f90a4dac611db12202053fea9e142..60f1e72c29c10affab00faf382f27f7bd42e66a0 100644
--- a/constitution.tex
+++ b/constitution.tex
@@ -110,7 +110,7 @@
\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, 13-Feb-2015, 21-Oct-2016, 14-Sep-2017, 18-Dec-2017, 30-Apr-2019)\\}
+(Amended on 4-Jun-1980, 16-Feb-1996, 23-Jan-1998, 6-Oct-1999, 16-Dec-2010, 8-Mar-2011 for incorporation, 13-Feb-2015, 21-Oct-2016, 14-Sep-2017, 18-Dec-2017, 30-Apr-2019, 21-Jul-2023)\\}
%\tableofcontents
\begingroup
@@ -129,14 +129,22 @@
\section{Definitions}
Throughout this Constitution, unless the context otherwise indicates, the following terms shall have the meanings set against them:
\begin{description}
- \item[Club] \hfill \\
+ \item[Associate] \hfill \\
+ A person who has purchased an Associate Membership or is an Honorary Life Member.
+ \item[Club] \hfill \\
The University Computer Club Inc.
\item[financial year] \hfill \\
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
\item[General Meeting] \hfill \\
Annual General Meeting or other Ordinary or Special General Meeting
+ \item[Member] \hfill \\
+ An Associate or an Ordinary Member
+ \item[Membership] \hfill \\
+ An Associate Membership or an Ordinary Membership.
+ \item[Ordinary Member] \hfill \\
+ A person who has purchased an Ordinary Membership.
\item[special resolution] \hfill \\
- A resolution is a special resolution if it is passed by a majority of not less than three-fourths of the members of the Club who are entitled under the rules of the Club to vote and vote in person
+ A resolution is a special resolution if it is passed by a majority of not less than three-fourths of the Ordinary Members of the Club who are entitled under the rules of the Club to vote and vote in person
\item[the Act] \hfill \\
The \emph{Associations Incorporation Act 2015}
\item[the Commissioner] \hfill \\
@@ -180,12 +188,20 @@ The Committee of the Club shall consist of the following members:
\section{Membership}
\begin{enumerate}
- \item 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.
- \item A subscription for ordinary membership may be payable to the Club if the Committee so desires.
- \item A subscription shall expire at the commencement of the Annual General Meeting in the year subsequent to its payment.
- \item A person becomes a member upon the receipt and acceptance of a valid membership application by the Secretary and the receipt of any subscription fees by the Club.
+ \item Memberships are open to any person who shares the aims of the Club and agrees to comply with the Constitution and rules of the Club.
+ \item A subscription for an Ordinary Membership may be payable to the Club if the Committee so desires.
+ \begin{enumerate}[1.]
+ \item A subscription for an Ordinary Membership may only be bought by an enrolled Student of the University of Western Australia and a current member of the University of Western Australia Student Guild
+ \end{enumerate}
+ \item A subscription for an Associate Membership may be made payable to the Club if the Committee so desires.
+ \begin{enumerate}[1.]
+ \item A subscription for an Associate Membership may be bought by a member of the public.
+ \end{enumerate}
+ \item Persons may be an Ordinary Member or an Associate Member, but not both.
+ \item A subscription shall expire at the commencement of the Annual General Meeting in the year subsequent to its payment.
+ \item A person becomes a Member upon the receipt and acceptance of a valid Membership application by the Secretary and the receipt of any subscription fees by the Club.
\item Any member may leave the club or resign from a particular post they hold, at any time, by providing written notification to the Secretary.
- \item Membership of the club continues indefinitely until;
+ \item A Membership of the club continues indefinitely until;
\begin{enumerate}[1.]
\item It is resigned
\item Ceasing due to non-payment of a subscription
@@ -195,7 +211,7 @@ The Committee of the Club shall consist of the following members:
\end{enumerate}
\section{Honorary 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.
+The Club in General Meeting may by a two-third majority of those present and voting, including Associates, confer Honorary Life Membership upon any member who has performed outstanding service to the Club. Honorary Life Members are given the rights and privileges of an Associate of the Club, unless otherwise eligible to be an Ordinary Member.
\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.
@@ -213,13 +229,14 @@ The Club at the General Meeting may elect a Patron and Vice Patron who if they i
\end{enumerate}
\item 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.
\begin{enumerate}[1.]
- \item 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.
+ \item Any Member who has been nominated for a position and is unable to attend the Annual General Meeting must notify the Secretary of their acceptance of said position, in writing, before the close of nominations.
\end{enumerate}
% Is anyone a financial member of the Guild?
- \item Only financial members of the Club who are students at The University of Western Australia and 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.
- \item Any members of the Club may hold a position of Ordinary Committee Member.
\item Any financial members of the Club may vote for the positions of Committee members.
+ \item Only Ordinary Members of the Club who are students at The University of Western Australia and 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.
+ \item Any Member may hold a position of Ordinary Committee Member.
+ \item Any Ordinary Member of the Club may vote for the positions of Committee members.
\item Members may be elected to and hold at most one position on the Committee.
\end{enumerate}
@@ -275,7 +292,7 @@ The quorum for a meeting of the Committee shall be four members of the Committee
\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:
\begin{enumerate}
- \item 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
+ \item as soon as they become aware of that interest, disclose the nature and extent of their interest to the Committee; and
\item not take part in any deliberations or decision of the Committee with respect to that contract.
\item[] \texttt{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.}
\end{enumerate}
@@ -287,7 +304,16 @@ A Committee member having any direct or indirect pecuniary interest in a contrac
\end{enumerate}
\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.
+Any member of the Committee may demand at any meeting of the Committee that the meeting be conducted in accordance with the 12th 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.
+
+\subsection{Business via Electronic Circular}
+The Committee may conduct business via electronic circular in the case of urgent business that will not have lasting affects on the Club.
+
+\subsection{Business via Electronic Circular Expires at the Next Meeting}
+All resolutions from businiess conducted via electronic circular shall expire at the next Committee or General Meeting unless they are ratifed.
+
+\subsection{Business via Electronic Circular to be made Public}
+All business conducted via electronic circular must be made available in the minutes of the next General or Committee Meeting, with the results of any votes.
\section{Duties of Committee Members}
\subsection{President}
@@ -310,16 +336,16 @@ In addition to any other provisions set out elsewhere in this Constitution, or a
\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 to:
\begin{enumerate}
- \item maintain an up to date register of the members of the Club and the information required by the Act and, upon the request of a member of the Club, make the register available for the inspection of the member;
+ \item maintain an up to date register of the Member of the Club and the information required by the Act and, upon the request of a Member of the Club, make the register available for the inspection of the Member;
\begin{enumerate}[1.]
- \item 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.
+ \item 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.
\end{enumerate}
\item carry out the administrative work of the Club for which the Committee does not appoint or elect an officer;
\item 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;
\item conduct and keep copies of all correspondence to the Club;
\item generally carry out the instructions and decisions of the Committee relating to the administration of the Club;
\item ensure that an accurate copy of the Club constitution is maintained in an easily accessible portion of the Club online presence; and
- \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.
+ \item unless resolved 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}
\subsection{Treasurer}
@@ -331,7 +357,7 @@ In addition to any other provisions set out elsewhere in this Constitution, or a
\item render an account of the petty cash at each meeting of the Committee;
\item furnish the Committee with such other accounts and information relating to the finances of the Club as the Committee may require;
\item 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;
- \item 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; and
+ \item unless resolved otherwise at a general meeting, have custody of all securities, books and documents of a financial nature and accounting records of the Club; and
\item generally carry out the instructions of the Committee relating to the property and finances of the Club.
\end{enumerate}
@@ -345,8 +371,8 @@ In addition to any other provisions set out in this Constitution, or in any regu
\subsection{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 to:
\begin{enumerate}
- \item represent the interests of members of the Club who are in first year University or who have not previously been members of the Club;
- \item assist the other Committee Members in the executions of their duties, especially in the case were they relate to new members; and
+ \item represent the interests of Ordinary Members of the Club who are in first year University or who have not previously been Ordinary Members of the Club;
+ \item assist the other Committee Members in the executions of their duties, especially in the case were they relate to new Ordinary Members; and
\item bear any responsibilities that the Committee shall from time to time decide.
\end{enumerate}
@@ -361,13 +387,13 @@ If the vacant position is an executive role, the committee may choose to elect a
\subsection{Ordinary General Meetings}
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.
\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.
+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}
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 four 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.\\
\subsection{General Meeting Called by Ordinary Members}
\begin{enumerate}
- \item The Secretary shall forthwith call a Special General Meeting upon receiving a written requisition from the lower of ten percent of the total membership or 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.
+ \item The Secretary shall forthwith call a Special General Meeting upon receiving a written requisition from the lower of ten percent of the total membership or 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.
\item 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.
\item Any business set out in the requisition shall have priority over all other business.
\end{enumerate}
@@ -381,17 +407,17 @@ The Secretary shall post the agenda for any General Meeting on the notice-boards
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.
\subsection{Quorum}
-The quorum of a General Meeting shall be fifteen ordinary members present in person.
+The quorum of a General Meeting shall be fifteen Ordinary Members present in person.
\subsection{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.
+Any member at a General Meeting may demand that the meeting be conducted in accordance with the 12th 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.
\subsection{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 meeting shall elect its own 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 their right at any meeting, that meeting shall elect its own Chair.
\subsection{Voting}
\begin{enumerate}
- \item Except where stated otherwise in the constitution, all members of the Club are entitled to vote at a General Meeting.
+ \item Except where stated otherwise in the constitution, all Ordinary Members of the Club are entitled to vote at a General Meeting.
\item 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.
\item Postal voting or proxy voting is not permitted.
\end{enumerate}
@@ -400,7 +426,7 @@ The President shall have the right to take the chair at any General meeting or m
\begin{enumerate}
\item Once a motion is tabled, the motion shall be open to general discussion and amendments.
\item After general discussion, a call for votes will be made by the Chair of the meeting.
- \item Any member at the meeting may call for the votes to be by secret ballot.
+ \item Any Ordinary Member at the meeting may call for the votes to be by secret ballot.
\end{enumerate}
\section{Delegates}
@@ -417,11 +443,11 @@ The Committee shall have the power, after its re-constitution, to appoint from a
\section{Cancellation of Membership}
\begin{enumerate}
-\item 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.
-\item A two-thirds majority of a committee meeting may cancel a membership by passing a motion to that effect.
-\item The cancellation of membership shall be delivered in writing to the person concerned forthwith.
-\item 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.
-\item A person who has had their membership cancelled may not reapply for membership for the period of one year.
+\item The Club may cancel the Membership of the Club, should that Member have acted in a manner contrary to the best interests of the Club.
+\item A two-thirds majority of a committee meeting may cancel an Membership by passing a motion to that effect.
+\item The cancellation of Membership shall be delivered in writing to the person concerned forthwith.
+\item 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 and has been an Member for less than one month or has had their Membership cancelled by Committee more than once.
+\item A person who has had their Membership cancelled may not reapply for an Membership for the period of one year.
\end{enumerate}
\section{Dispute Resolution}
@@ -439,7 +465,7 @@ The Committee shall have the power, after its re-constitution, to appoint from a
\item when and where the committee meeting is to be held; and
\item that the party, or the party's representative, may attend the meeting and will be given a reasonable opportunity to make written and oral submissions to the committee about the dispute.
\end{enumerate}
- \item If the dispute is between one or more members and the Club, the Committee must not determine the dispute.
+ \item If the dispute is between one or more Members and the Club, the Committee must not determine the dispute.
\item At the committee meeting at which a dispute is to be considered and determined, the Committee must-
\begin{enumerate}
\item give each party to the dispute, or the party's representative, a reasonable opportunity to make written and oral submissions to the committee about the dispute; and
@@ -451,9 +477,9 @@ The Committee shall have the power, after its re-constitution, to appoint from a
\section{Mediation}
\begin{enumerate}
- \item If the dispute is between one or more members and the Club, the Chair of Guild Council shall mediate the dispute, henceforth known as the mediator.
+ \item If the dispute is between one or more Members and the Club, the Chair of Guild Council shall mediate the dispute, henceforth known as the mediator.
\item In the event that the Chair of Guild Council is unable to perform the role of the mediator, a mediator shall be elected by the Guild Council from its constituent members.
- \item The mediator may be a member or former member of the Club but must not-
+ \item The mediator may be a Member or former Member of the Club but must not-
\begin{enumerate}
\item have a personal interest in the matter that is the subject o the mediation; or
\item be biased in favour of or against any party to the mediation.
@@ -478,9 +504,9 @@ The Committee shall have the power, after its re-constitution, to appoint from a
\item 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.
\item No payment shall be made on behalf of or in the name of the Club unless it has been authorised by the Committee.
\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.
- \item A payment to a member out of the funds of the Club is authorised subject to subrule 4 if it is -
+ \item A payment to a Member out of the funds of the Club is authorised subject to subrule 4 if it is -
\begin{enumerate} [1.]
- \item the payment in good faith to the member as reasonable renumeration for any services provided to the Club, or for goods supplied to the Club, in the ordinary course of business; or
+ \item the payment in good faith to the Member as reasonable renumeration for any services provided to the Club, or for goods supplied to the Club, in the ordinary course of business; or
\item the reimbursement of reasonable expenses properly incurred by the member on behalf of the Club.
\end{enumerate}
\end{enumerate}