Arc Canberra
CONSTITUTION
Section | Change | Reason |
1.1 | Add Arc Canberra Club | Reflect actual name. |
1.4.1 | Add Canberra purpose | More specific and local |
2.2 | Remove staff | Under Arc rules, staff cannot be members |
3.1 | Update executive list | Include required Arc positions |
3.2 | Add ex officio members to executive | Reflect current practice. |
3.8 | Include requirement to collaborate with SAS | Reflect current practice |
3.10 | Remove executive PD | Added to appendix for flexibility |
7.3 | Executive will commence their term on the 1st January of the following year | Makes sense for club function. |
All | All day limits are changed to 14 days | Consistency |
1 Introduction & Definitions
1.1 The official name of the club shall be UNSW Canberra Club
1.2 The colloquial name will be Arc Canberra.
1.3 The club shall be affiliated with Arc.
1.4 The aims and objectives of the club are:
1.4.1 To provide high quality and relevant events and services to civilian students at UNSW Canberra.
1.4.2 To encourage the involvement of its members in the planning, development, and running of the club’s events and services.
1.4.3 To serve, benefit, and support the community and society at large.
1.5 In all matters not specifically dealt with herein, the procedures set out in the latest edition of Guide for Meetings and Organisations by N.E.R. Renton shall apply.
1.6 For the purposes of this Constitution:
1.6.1 The University shall mean the University of New South Wales;
1.6.2 Arc shall mean Arc @ UNSW Limited;
1.6.3 Club shall mean Arc Canberra;
1.6.4 Members shall mean full members of the club;
1.6.5 The Executive shall mean the Executives of the club;
1.6.6 The Committee shall mean the Executives of the club as well as any member appointed by the Executive to fill a specific role;
1.6.7 The Annual General Meeting shall mean the Annual General Meeting of the club;
1.6.8 An academic day shall mean a day during the relevant academic term of the University’s academic year which is not a Saturday, Sunday, Public Holiday or University Holiday;
1.6.9 Subjects shall mean units of study offered by the University in progression to the award of a degree; and
1.6.10 PG shall mean postgraduate coursework and higher degree research, and UG shall mean Undergraduate.
2 Membership
2.1 Contact details for members of the club are to remain with the Executive and Arc to have sole access. Contact details are not to be given or sold to any other person.
2.2 The Club has an agreed affiliation with Arc. Full membership of the Club shall be open to all UNSW Canberra students.
2.3 A person’s membership shall be renewed automatically after every twelve (12) months and will continue until the period of the validity of their UNSW Canberra ID card or until the person opts out of the membership, whichever is earlier.
2.4 The club shall comply with Anti-Discrimination legislation in all of its activities and procedures, including the granting of club membership.
2.5 Notwithstanding clause 2.7, a member of a club Executive or General committee may have their position declared vacant according to the procedures set out in Section 3.9.
2.6 Notwithstanding clause 2.7, a member of a club may have their membership terminated after the following procedure is followed:
2.6.1 A motion is carried by the Executive, or the Executive is petitioned by fifteen (15) members to instigate impeachment proceedings.
2.6.2 The members of the club are notified of the proceedings formally as a motion on notice to an Extraordinary General Meeting under Section 5.
2.6.3 The member concerned is notified in writing of the procedures and reasons for proceedings at least fourteen (14) days prior to the meeting.
2.6.4 The member concerned is given five (5) minutes to speak against the motion at the Extraordinary General Meeting.
2.6.5 The motion is carried by the Extraordinary General Meeting.
2.7 Any member of a club or club committee who believes they have been wrongly expelled may appeal to Arc, who will arrive at the final resolution of the matter.
3 Executive & General Committee
3.1 The Executive of the club shall consist of the following elected, voting members:
3.1.1 President;
3.1.2 Vice-President (Undergraduate)
3.1.3 Vice-President (Postgraduate)
3.1.4 Treasurer
3.1.5 Equity, Diversity & Inclusion Officer
a) This role will also fulfil the role of Grievance Officer
3.1.6 Secretary
a) This role will also fulfil the role of Arc Delegate
3.2 The executive will also invite the contributions (but not voting) of:
3.2.1 SAS Manager or delegate
3.2.2 UNSW PGC Canberra Officer or equivalent
3.2.3 Arc Membership Manager or equivalent or delegate
3.3 The Executive shall be responsible for the following duties:
3.3.1 The activities of the club;
3.3.2 The finances of the club;
3.3.3 Appointing members to the General committee;
a) Appointments will be made by majority vote of the Executive.
3.3.4 The maintenance and review of policies & procedures of the Club, including its Grievance Resolution Policy & Procedure.
3.4 The Executive is at all times bound by the decisions of a club Annual or Extraordinary General Meeting.
3.5 Any member of the Executive shall have their position declared vacant if they:
3.5.1 Die;
3.5.2 Cease to be a member of the club;
3.5.3 Cease to be a UNSW Canberra student or staff;
3.5.4 Have their position declared vacant at an Extraordinary General Meeting.
3.6 Any member of the Committee shall have their position declared vacant if they:
3.6.1 Meet the criteria outlined in section 3.9; or
3.6.2 Are removed from their role by majority vote of the executive.
3.7 Any vacancy on the club Executive must be filled at an Extraordinary General Meeting, via the procedures outlined in Section 5.
3.8 The Executive will actively collaborate with UNSW Student Administration Services (or equivalent) to deliver student life at UNSW Canberra.
3.9 The General Committee can be elected or appointed at the discretion of the executive. of the club shall consist of:
3.10 The General Committee of the club shall consist of selective positions and will be decided by the decisions of the Executive at the club’s General Meeting.
3.11 One member is permitted to hold two general committee positions.
3.12 All the positions of the General Committee will be advertised through appropriate channels (newsletters, website) and Expression of Interest shall be called at least fourteen (14) days before the General meeting, when the position is filled.
3.13 The General Committee shall be responsible for organizing regular activities for the club and work in coordination with Executive.
3.14 The General Committee members are at all times bound by the decisions of the club’s Executive.
3.15 Any member of the General Committee shall have their position declared vacant if they:
3.15.1 Die;
3.15.2 Cease to be a member of the club;
3.15.3 Cease to be a UNSW Canberra student or staff;
3.15.4 Have their position declared vacant at an Extraordinary General Meeting.
3.16 Any member of the Committee shall have their position declared vacant if they:
3.16.1 Meet the criteria outlined in section 4.8; or
3.16.2 Are removed from their role by majority vote of the Executive.
3.17 Any vacancy on the club’s General Committee may be filled at a General Meeting on recommendation of the club’s Executives, if needed.
4 Annual General Meetings
4.1 There shall be one Annual General meeting every calendar year.
4.2 Notice in the form of an agenda for the Annual General Meeting shall be no less than fourteen (14) days, and is to be:
4.2.1 Given in writing to Arc;
4.2.2 Given in writing to all club members, or upon approval by Arc displayed in a way that will guarantee an acceptable level of exposure among club members.
4.3 Quorum for the Annual General Meeting shall be fifteen (15) members or one half of the club membership, whichever is the lesser. This is based on the membership list at the time that notice of the meeting is given.
4.4 At an Annual General Meeting:
4.4.1 Reports shall be presented by at least the President and the Treasurer;
4.4.2 Full financial reports shall be presented and adopted;
4.4.3 Elections for new Executive shall be conducted, and
4.4.4 Constitutional amendments and other motions on notice may be discussed and voted upon.
4.5 Full minutes of this meeting, including a list of the new Executive, written financial reports, and constitutional amendments, shall be forwarded to Arc within fourteen (14) days of the meeting.
Extraordinary General Meetings
4.6 There shall be Extraordinary General Meetings as the Executive sees fit or as petitioned under clause 5.8.
4.7 The format, procedures, notice and quorum for an Extraordinary General Meeting shall be the same as for an Annual General Meeting, except that Executive elections will not be held unless specifically notified.
4.8 To petition for an Extraordinary General Meeting, fifteen (15) members or half of the club membership, whichever is the lesser, must petition the Executive in writing.
4.9 Such a petitioned meeting must be held within fourteen (14) days, but no sooner than seven (7) days.
General Requirements - Meetings
4.10 General requirements for all meetings are as follows:
4.10.1 All voting at meetings shall be with a simple majority required for a resolution to be passed.
4.10.2 Each member is entitled to one vote.
4.10.3 Authorized proxies shall be allowed in meetings and the procedure shall comply with the requirements of Arc.
4.10.4 In the case of equality of voting, the President shall have a casting vote.
4.10.5 Constitutional changes must be in the form of a motion on notice to an Annual or Extraordinary General Meeting.
4.10.6 Constitutional changes passed at an Annual or Extraordinary General Meeting must be approved by Arc for the Club to remain affiliated with Arc.
5 Finance
5.1 The club shall hold an account with the UNSW Canberra branch of Defence bank.
5.2 The President and Treasurer must approve all financial transactions.
5.3 The club shall nominate three members of the Executive as possible signatories for the account, two of which must be the club Treasurer and President.
5.4 The financial records of the club shall be open for inspection by Arc at all times.
6 Dissolution
6.1 Dissolution of the club will occur after the following conditions have been met:
6.1.1 An Extraordinary General Meeting is petitioned in writing as set out in 5.8;
6.1.2 Procedures for notification as set out in 5.2 are followed, and the reasons for the proposed dissolution are included with the notification to Arc;
6.1.3 Quorum for the meeting to dissolve the club shall be twenty (20) members or three-quarters of the club membership, whichever is the lesser;
6.1.4 No other business may be conducted at the meeting to dissolve the club;
6.1.5 After the petitioning body has stated its case any opposition must be given the opportunity to reply, with at least ten minutes set aside for this purpose;
6.1.6 A vote is taken and the motion to dissolve lapses if opposed by fifteen (15) or more members of the club;
6.1.7 If the motion to dissolve is carried, Arc must be notified within fourteen (14) days.
6.2 Dissolution of the club will also occur if the club has been financially and administratively inactive for a period of eighteen (18) months.
6.3 On dissolution of the club, the club is not to distribute assets to members. All assets are to be distributed in agreed pro rata between Arc and UNSW Canberra.
7 Executive Committee Election
7.1 The Executive committee (except the Student Administrative Services Manager) is elected at the Annual General Meeting
7.2 The general elections must be held within 12 months of the previous elections.
7.3 Executive will commence their term on the 1st January of the following year
7.4 Elections for Executive shall use the “first past the post” system.
7.5 Members of Arc Canberra who had joined the club at the time that notice of election was given may vote in the election.
7.6 Each member is entitled to one vote.
7.7 All elections shall be conducted by secret ballot, using an optional preferential system.
7.8 Polling may take place in the form of physical ballot or online ballot at the discretion of returning officers.
7.9 In case of online poling, the link for voting must be sent to all eligible members via email and a copy should be forwarded to Arc.
7.10 The results of the elections need to be declared at the Annual General Meeting/ Extra ordinary General Meeting within fourteen (14) days of the conclusion of polling.
8 Returning Officers
8.1 The Executive shall appoint one or two returning officers no later than thirty (30) days before the scheduled date for the general elections.
8.2 In the absence of appointments, the outgoing President and Student Administrative Services Manager shall be the Returning officers subject to them not being candidates themselves.
8.3 The returning officers shall be independent and impartial and must not participate in the election other than in the capacity of the Returning Officers.
8.4 The returning officers shall be responsible for the entire election including the election format subject to this constitution.
8.5 Where one person is nominated, with no other individuals nominated, the election is deemed uncontested, and the Returning officers shall be given the option to remove the requirement of Polling.
9 Returning Officers
9.1 The Executive shall appoint one or two returning officers no later than thirty days before the scheduled date for the general elections.
9.2 In the absence of appointments, the outgoing President and Student Administrative Services Manager shall be the Returning officers subject to them not being candidates themselves.
9.3 The returning officers shall be independent and impartial and must not participate in the election other than in the capacity of the Returning Officers.
9.4 The returning officers shall be responsible for the entire election including the election format subject to this constitution.
9.5 Where one person is nominated, with no other individuals nominated, the election is deemed uncontested, and the Returning officers shall be given the option to remove the requirement of Polling.
9.6 Returning Officers will enforce fair and reasonable campaigns.
9.6.1 Candidate must disclose any campaign expenses.
9.6.2 Only current students may campaign on campus.
10 Nominations
10.1 Nominations will be accepted by the Returning officers.
10.2 Members who have contributed to Arc Canberra either as Volunteer, General committee member or the Executive and who will not graduate prior to the next election cycle may be nominated.
10.3 The returning officers must call for nominations at least fourteen (14) days before the commencement of polling and nominations must remain open for minimum of seven (7) days.
10.4 Returning officers must consult with outgoing President and Student Administrative Services Manager regarding the nominees and their eligibility before finalizing their names.
10.5 A nominee can withdraw their nomination at any time.
11 Amending this Constitution
11.1 This Constitution may only be amended at an AGM with the 75% endorsement of meeting attendees.
11.2 Notice of changes must be given no less than fourteen (14) days before the meeting at which the changes is to be discussed.
11.3 A Constitutional change can only be carried by a three-quarters majority.
11.4 Changes to the Appendix can be passed by the Executive in a simple meeting motion and Membership should be notified.
Appendix 1: Position Descriptions
Duties of the following Executive positions shall include but not be limited to:
President
· To chair all club, Committee, General and Annual General Meetings (held during their term) of the club;
· To oversee and coordinate the activities and administration of the club;
· To ensure that the elected officers of the club perform duties as laid down by the clubs’ Constitution, through regular e-mail updates, regularly advertised meetings, reports and notices and/or regular newsletters;
· To ensure that all other tasks necessary for the running of the activities of the club are performed, properly either by doing them or delegating the duties;
· To have a thorough knowledge of the club’s Constitution;
· To act as official spokesperson for the club;
· To liaise with fellow office bearers;
· To acquaint each committee member with their function, responsibility, duties and maintain personal contact with them;
· To liaise with Arc and departments of the University where necessary;
· To ensure that an “Application for Affiliation” form accompanied by the minutes of the most recent Annual General Meeting and an updated membership list is submitted to Arc;
· To ensure that the Treasurer submits relevant Financial Report of the club at the AGM, to Arc and UNSW Canberra, and that they have the club’s finances in good order in preparation for Spot Audits by Arc;
· To ensure that Arc is informed of changes to the Executive;
· To pass on their knowledge to their successor, and
· Other duties as in accordance with the Constitution of the club.
Vice President
· To assist the President in coordinating the activities and administration of the club;
· To have a thorough knowledge of the club’s constitution;
· To assist the President in their duties wherever practical;
· To plan the coming year’s activities;
· To oversee and provide updates on the functions of other committee members;
· To promote a culture of joint activities for both UG and PG students;
· Represent Arc Canberra to external parties, especially for sponsorship and partnership purposes;
· To comply with all Arc Canberra requirements required by Arc, ensuring all relevant documentation is completed;
· To make sure to keep up to date with all Arc-related decisions and actions
· To always be aware of Arc matters by working closely with directors for organisational purposes, and let the President know when they are absent;
· To foster a team spirit, conviviality and an environment of friendly cooperation;
· To represent Arc Canberra well and act with leadership, integrity and pride;
· To be responsible for receiving and replying to all correspondence on behalf of the club upon discussion and approval of the President;
· To organise meetings, agendas (in consultation with the President), and minutes;
· To manage volunteering activities, and coordinate with volunteers;
· To maintain a detailed list of volunteers and pass it to the Student Administrative Services Manager when updates are made;
· To keep relevant club papers in order, and
· To maintain the membership list, updating when changes are made.
Treasurer
· To assist the President in coordinating the activities and administration of the club;
· To have a thorough knowledge of the club’s constitution;
· To assist the President in their duties wherever practical;
· To oversee and provide updates on the functions of other committee members;
· Represent Arc Canberra to external parties, especially for sponsorship and partnership purposes;
· To comply with all Arc Canberra requirements required by Arc, ensuring all relevant documentation is completed;
· To make sure to keep up to date with all Arc-related decisions and actions;
· To foster a team spirit, conviviality and an environment of friendly cooperation;
· To represent Arc Canberra well and act with leadership, integrity and pride;
· To keep and maintain all club financial records;
· To keep the club informed of its financial position (at meetings or through regular e-mail reports);
· To prepare and provide relevant Financial Reports as required;
· To carry out financial transactions as directed by the club management;
· To not lend money, under any circumstances to themselves, club members or other clubs;
· To always ensure that the records are up to date and in good order so that if they are otherwise unable to continue in that capacity someone else can easily take over;
· To not put the club in debt that cannot be repaid, but should endeavour to match costs and income as closely as possible;
· To always insist on a receipt or docket to validate any expenditure by the club;
· To always enter the payees name, and a brief explanation of the payment on the payment description;
· To always provide a receipt to a person who gives money to the club for any reason and bank all money received immediately;
· To ensure the Club has at least two and not more than three signatories who are Executive members to the bank account;
· To ensure that club funds are not misused at any time, and
· To ensure that under no circumstances are any expenses to be met without documentation.
Equity, Diversity and Inclusion Officer
· Fostering an inclusive culture within the Club;
· Facilitating & promoting the engagement of non-majority demographics of the Club (which may include culturally and linguistically diverse students, students with disability, female-identifying students, sexually and gender diverse students and LGBTIQA+ students, and Aboriginal and Torres Strait Islander / First Nations students);
· Ensuring the Club takes into consideration needs and requirements of non-majority demographics of the Club in its events and activities, such that all of events are as inclusive as possible and appropriate for non-majority demographics (including but not exclusive to minimising the number of events in the year that coincide with cultural holidays);
· Being an accessible contact for members, UNSW Canberra students and staff for matters regarding equitable events, activities, conduct and diversity within the Club, and
· Monitoring engagement and membership of students from non-majority demographics within the Club and provide regular updates to the Club Executive.
· To act as a main liaison of Arc Canberra with Equity, Diversity and Inclusion division of UNSW Canberra and work for the betterment of the club culture;
· To regularly report and work in consultation with Equity, Diversity and Inclusion division Manager of UNSW Canberra
· To receive complaints and grievances relating to the Club;
· To investigate grievances (where necessary) and resolve grievances in consultation with Student Administrative Services Manager and Equity Diversity and Inclusion Manager, UNSW Canberra or make recommendations to the Club Executive on the resolution of grievances;
· To act in a fair, ethical and confidential manner in the performance of their duties, and pass on their responsibilities for specific grievances to other Club Executives if they cannot act impartially; and
· To notify those involved of the outcome of the grievance.
Student Administrative Services Manager
· To oversee the club’s structure, support and guide the Executive where required;
· To act as the main liaison of the UNSW Canberra with Arc Canberra;
· To coordinate general elections;
· To assist Equity, Diversity and Inclusion Officer in the investigation and resolution of Grievances and act in a fair, ethical and confidential manner in the performance of their duties.
Web and Technology Support Coordinator
· To manage the website of Arc Canberra and update it when any changes are made;
· To assist the Public Relations Officer in the publicity and promotion of Arc Canberra events, activities and orientation week through Arc Canberra Website;
· To work in coordination with the Executive and general committee members and remain informed about the publicity requirements on Website, and
· To assist the Executive regarding any technology support related to Arc Canberra website, whenever required.
Public Relations Officer
· To coordinate the publicity and promotion of Arc Canberra events and activities through relevant written, electronic and oral form;
· To ensure the publicity and awareness of Arc Canberra during orientation week;
· To work in coordination with all the Executive and general committee members and remain informed about the publicity requirements, and
· To assist the Executive as directed in Arc Canberra publicity and promotional activities.
Social Coordinator
· To assist the Vice President in planning and making arrangements for the activities;
· To conduct social activities for the enjoyment of the UNSW Canberra students and staff;
· To always be present in Arc Canberra activities, and let the Vice President (Operations and Activities) know when they are absent;
· To build a sense of community in the university;
· To represent Arc Canberra well during the activities and act with leadership, integrity and pride;
· To be responsible for receiving and replying to all correspondence on behalf of the activities related queries;
· To provide support to Public Relations Officer in handling event advertisement and publicity, and
· To keep relevant participation details in order.
Undergraduate Coordinators
· To assist the Vice Presidents and social coordinator in coordinating the activities;
· To develop friendly engagement with undergraduate students of the respective year group;
· To always be aware of Arc Canberra matters by working with Vice Presidents, and let the Vice Presidents know when they are absent, and
· To foster a team spirit, conviviality and an environment of friendly cooperation.
Sports Coordinators
· To conduct regular sports activities in coordination with all the other sports coordinators;
· To raise awareness of sports events at UNSW Canberra;
· To coordinate the respective sport activity and build a sense of sport community in UNSW Canberra, and
· To make sure to keep up to date with all the sport related requirements and convey them in a documented manner to the Executive during the club’s General meetings.
Appendix 2: Committee Accountability Mechanism
1. Sign on
Upon election and prior to commencement of a role, an Executive or Committee Member must sign a “Declaration of Duties” acknowledging their commitment to their role.
2. Masterplan Document
Within 1-month of commencement, the committee member should produce a masterplan of their 12 months of activities to be signed-off and endorsed by the President. This document outlines major projects, regular activities and commitments of the portfolio for the year.
3. Meeting attendance
An elected representative will be required at monthly team meetings. Unexplained absences my result in a warning or termination of role.
4. Responsiveness
An elected representative should respond to email enquiries and team questions. within 1-week of receiving them. A failure to respond to constituents may result in a warning or termination of role. Representatives may take leave (study, holiday, personal) but should notify their team and allocate a delegate for this period.
5. Handover Completion
At the conclusion of term, a representative will be required to submit a Handover document to both the outgoing and incoming president in order to receive their AHEGS.
