The Constitution of the University Computer Club.

Notes:

History of Amendments:

• Section 4, Composition, and Section 5, Affiliation, were added to the original Constitution on 4 June 1976.
• The Executive and Committee were renamed, Cancellation of Membership added, Affiliation removed, and clauses on Voting added to the Constitution on 16 February 1996.
• The election of vacant committee positions was transferred from the Committee to a General Meeting on 23 January 1998.
• A number of changes were made on 6 October 1999, including the provision for purchase decisions outside of committee meetings, changes to procedures for special meetings and the requirement to keep an up to date online copy of the constitution. The minutes of that meeting can be found on the UCC Web Site.

Known Inconsistency:

• The above date, 4 June 1976, and the below date, 4 June 1980, are taken from the original copy of the constitution and associated notes. One of these dates is clearly incorrect.

The following text is a true and accurate copy of the University Computer Club constitution to be maintained by the Secretary of the University Computer Club.

Transcribed 19 February 1996 by James Bromberger, Webmaster.
Updated 29 January 1998 by Mark Tearle, Secretary.
Updated and Verified 29 September 1999 by David Luyer, Secretary.
Updated 7 October 1999 by David Luyer, Secretary.

Do not edit below this point except as a result of an amendment passed at a General Meeting.

Constitution

  (Adopted on 21-Sep-1974)
  (Amended on 4-Jun-1980)
  (Amended on 16-Feb-1996)
  (Amended on 23-Jan-1998)
  (Amended on 6-Oct-1999)

1. Name
2. Definitions
3. Objects
4. Composition
5. Executive
6. Committee
7. Membership
8. Honorary Life Membership
9. Patron and Vice Patron
10. Election
11. Duration of Office
12. Duties of the Committee
13. Exercise of Powers
14. General Powers
15. Meetings of the Committee
    1. Ordinary Meetings
    2. Notice of Meetings
    3. Special Meetings
    4. Quorum
    5. Voting
    6. Rules of Debate
16. Duties of the Committee Members
    1. President
    2. Vice-President
    3. Secretary
    4. Treasurer
    5. Ordinary Committee Members
    6. First Year Representative
17. Vacancies
    1. Resignation
    2. Absence
    3. Election
18. General Meetings
    1. Ordinary General Meeting
    2. Notice of Meeting
    3. Special General Meeting
    4. General Meeting Called by Ordinary Members
    5. Powers of a General Meeting
    6. Agenda
    7. Notice of Motion
    8. Quorum
    9. Rules of Debate
    10. Chair
    11. Voting
    12. Procedure for Motions
19. Delegates
20. Removal from Office
21. Cancellation of Membership
22. Finance
23. Policy
24. Interpretation of the Constitution
25. Amendments to the Constitution
26. Interim Measures
27. Commercial Exploitation
28. Availability of Constitution

1. Name

   The name of this organisation shall be:

   The University Computer Club

2. Definitions

   Throughout this Constitution, unless the context otherwise indicates, the following terms shall have the meanings set against them:

   "General Meeting"

   Annual General Meeting or other Ordinary or Special General Meeting.

   "Club"

   University Computer Club.

3. Objects

   The objects of the Club shall be as follows:
   1. The advancements of Computer Science
   2. To co-operate with all bodies of similar aims
   3. The club shall not transmit any monies or grants to any person or body by way of gift

4. Composition

   The club shall consist of individuals who share the aims of the club.

5. 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

6. 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

7. Membership

   Members must agree to abide by the constitution and rules of the Club.
   A subscription for ordinary membership may be payable to the Club if the Committee so desires.

8. 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.

9. 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.

10. 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.
    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.

11. 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.

12. Duties of the Committee

    The Committee shall be responsible to the Club in General Meeting for giving effect to the objects of the Club.

13. 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.

14. General Powers

    The Committee, without prejudice to the generality of its powers that it may exercise for the purpose of carrying out its duty, shall have power to:
    1. acquire and dispose of property, expend and invest money, open financial accounts, and generally transact such other financial business as may be necessary for the purpose of carrying out the objects of the Club;
    2. borrow money or incur overdrafts provided always that the total long term liabilities on behalf of or in the name of the Club shall not exceed one hundred dollars unless the Committee has the approval of a General Meeting;
    3. appoint officers, representatives and delegates with such duties as the Committee may from time to time determine;
    4. appoint sub-committees with such powers and duties that the Committee from time to time delegates;
    5. make, alter or rescind regulations for the orderly and proper management of the affairs of the Club, provided that no regulation is inconsistent with or repugnant to this Constitution.

15. Meetings of the Committee

    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 annouce 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. 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 vote for the motion.

    6. 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 Rules of Debate set out in the Standing Orders of Parliament, whereby the Chair shall be deemed to be the Speaker.

16. 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,
       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,
       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 carry out the administrative work of the Club for which the Committee does not appoint or elect an officer,
       2. to record the proceedings of all General Meetings and meetings of the Committee in a Minute Book,
       3. to conduct and keep copies of all correspondence to the Club,
       4. generally to carry out the instructions and decisions of the Committee relating to the administration of the Club.
       5. to ensure that an accurate copy of the Club constitution is maintained in an easily accessible portion of the Club online presence.

    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 keep books of accounts dealing with the property and finances of the Club
       2. to render an account at each meeting of the Committee of all receipts and payments since the previous meeting
       3. to arrange and be responsible for all the handling of the petty cash and to render an account of the petty cash at each meeting of the Committee
       4. to furnish the Committee with such other accounts and information relating to the finances of the Club as the Committee may require,
       5. to present a current financial statement showing all receipts and payments at each Ordinary General Meeting and an auditor's report at the Annual General Meeting
       6. 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,
       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 that are in first year University or have not previously been members of the Club.

17. Vacancies

    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.

    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.

18. 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.

    2. Notice of Meeting

       The Secretary shall make all reasonable attempts to notify all members using at least e-mail and a notice on the club notice-board 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 one of the Ordinary Committee Members 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.

    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 ten ordinary members.

    9. Rules of Debate

       A General Meeting shall be conducted in accordance with the Rules of Debate set out in the Standing Orders of Parliament, whereby the Chair shall be deemed to be the Speaker.

    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 vote for the motion.

    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.

19. Delegates

    The Committee shall have the power, after its re-constitution, to appoint from amongst its members a Delegate and Deputy-Delegate to any body it may choose to affiliate with.

20. Removal From Office

    1. The Committee may request any member of the Committee, member of any sub-committee, 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. Any such request shall require such a motion which will only be passed if a two-thirds majority of those voting have voted in favor of the motion. The request to resign shall be delivered in writing to the person concerned forthwith.
    3. If a person has not resigned within seven days of the request the Committee may declare that position vacant. The person concerned shall have the right to appear before the Committee to speak on their own behalf.
    4. Any person who has had their former position declared vacant shall have the right to appeal to a General Meeting for their reinstatement.

21. 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. Any such cancellation shall require such a motion which will only be passed if a two-thirds majority at a Committee meeting have voted in favor of the motion. The cancellation of membership shall be delivered in writing to the person concerned forthwith.
    3. Any person who has their membership cancelled shall have the right to appeal to a General Meeting for the reinstatement of their membership.

22. 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. The trustees of the Club shall be the Executive. 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.

23. 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.
    2. Any motion proposing to make, alter or rescind policy shall require a written notice of motion, and such motion shall only be passed if a two-third majority of those voting at the General Meeting have voted in favor of the motion.
    3. The policy of the Club shall form an appendix to this Constitution and be made available with it.

24. 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.

25. 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 if a two-thirds majority of those voting have voted in favor of the motion.

26. 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.

27. Commercial Exploitation

    No member of the Club shall use any of the resources of the Club for direct financial gain.

28. Availability of Constitution

    The Secretary shall make available to any member of the public a copy of this Constitution for perusal.