constitution - 16 feb 2014 (updated)

8/13/2019 Constitution - 16 Feb 2014 (Updated)

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CONSTITUTION

February 2014


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TABLE OF CONTENTS

Definitions.................................................................................................................................3

2.Membership............................................................................................................................4

3.Contact List............................................................................................................................6

4.Executie................................................................................................................................6

!."o#es of the executie............................................................................................................$

6.Executie Meetin%s..............................................................................................................13

&.'nnua# (enera# Meetin%s.....................................................................................................14

$.Extraor)inary (enera# Meetin%s...........................................................................................1!

*.E#ections...............................................................................................................................1!

10.Finance...............................................................................................................................16

11.Disso#ution..........................................................................................................................16

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1.

+ntro)uction

1.1 The official name of the society club shall be the University of New South Wales United

Nations Society.

1.2 The society club shall be affiliated to Arc.

1.3 The University of New South Wales United Nations Society seeks

1.3.1 To !romote the under!innin" values and !rinci!les of the United Nations system

at !resent and into the future# and$

1.3.2 To encoura"e members to strive toward "reater understandin" and knowled"e of

"lobal issues and the structure$ function and role of the United Nations.

1.% To this end$ the University of New South Wales United Nations Society shall endeavour

to

1.%.1 &reate a forum within which the University of New South Wales community can

communicate and e'!lore issues and ideas relevant to the United Nations#

1.4.2 (acilitate an avenue for the University of New South Wales community to!artici!ate in e'ternal events$ includin" inter alia national and international

conferences.

1.%.3 (oster student en"a"ement and develo!ment in skills relevant to the United

Nations in furtherance their !ersonal$ as well as !rofessional career ob)ectives

Definitions

1.* (or the !ur!oses of this &onstitution

1.*.1 The Society shall mean the University of New South Wales United Nations

Society.

1.*.2 The University shall mean the University of New South Wales#

1.*.3 Arc shall mean Arc + UNSW ,imited#

1.*.% -eaffiliation shall mean reaffiliation with Arc#

1.*.* /embers shall mean full members of the club society#

1.*.0 The 'ecutive shall mean the 'ecutive of the club society#

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1.*. The &ommittee shall mean the 'ecutive of the club society as well as any

member a!!ointed by the 'ecutive to fill a s!ecific role#

1.*. The Annual 4eneral /eetin" shall mean the Annual 4eneral /eetin" of the club

society#

1.*.5 The 'traordinary 4eneral /eetin" shall mean the 'traordinary /eetin" of the

club society.

1.*.16 An academic day shall mean a day durin" the first or second session of the

University7s academic year which is not a Saturday$ Sunday$ 8ublic 9oliday or

University 9oliday# and

1.*.11 A /eetin" shall mean a meetin" of the 'ecutive of the University of New South

Wales United Nations Society.

1.*.12 A (ormer /ember shall mean any !erson who in any !revious year has been a

/ember of the Society.

1.*.13 Sub)ects shall mean units of study offered by the University in !ro"ression to the

award of a de"ree.

'ffi#iate 's )efine) in c#ause 6.1.1

'(M 'nnua# (enera# Meetin%'rc 'rc , -/ Limite)

E(M Extraor)inary (enera# Meetin%

Executie executie of the -/ -nite) ations /ociety

Former Member 's )efine) in c#ause 6.1.2

Meetin% Meetin% of the Executie of the /ociety

/ociety -/ -nite) ations /ociety

haruna the officia# pub#ication of 'rc entit#e) haruna

-/ he -niersity of e /outh a#es /y)ney

2. Membership

2.1 Contact )etai#s of a## members are to remain ith the Executie an) 'rc to hae so#e access.

Contact )etai#s are not to be )istribute) or so#) to any other person except here re5uire) to

)o so by #a.

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2.2 he /ociety sha## be reco%nise) as a Financia# c#ub by the 'rc.

2.3 Fu## membership sha## be open to a## -/ stu)ents subect to affi#iation re5uirements of

'rc an) they sha## be re5uire) to pay an annua# c#ub membership fee of at #east 70 an)

comp#ete a membership form in any %ien aca)emic year.

2.4 Membership fee is to be )eci)e) by a maority of the Executie at the Meetin% prior to the

commencement of the aca)emic year.

2.! he )urations of a person8s membership sha## be unti# the en) of ee 9ne in /ession 9ne of

the -niersity year after they hae become a member.

2.6 he c#ub society sha## comp#y ith 'nti:Discrimination #e%is#ation in a## of its actiities an)

proce)ures inc#u)in% the %rantin% of c#ub society membership.

2.& otithstan)in% c#ause 2.$ a member of the c#ub society Executie may hae their position

)ec#are) acant accor)in% to the proce)ures set out in /ection 3.6.

2.$ otithstan)in% c#ause 2.$ a member of a c#ub society may hae their membership

terminate) after the fo##oin% proce)ure is fo##oe);

2.$.1 ' Member of the society can hae their membership reoe) for that ca#en)ar

year if the Executie is petitione) by at #east fifteen


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3. Contact List

3.1 he c#ub society Executie an) 'rc sha## hae so#e access to Contact List.

3.2 Contact List sha## mean a )atabase containin% the contact )etai#s of Members 'ffi#iates an)

Former Members.

3.2.1 For the purposes of this Constitution an 'ffi#iate is any stu)ent of the -niersity

of e /outh a#es ho has i#fu##y %ien their )etai#s to the c#ub society for

the purpose of receiin% up)ates an) notifications from the c#ub society by

e#ectronic an) other means.

3.3 Members an) Former Members sha## remain on the Contact List unti# they cease to a stu)ent

of -/ subect to c#ause 6.4.

3.4 'ffi#iates sha## remain on the Contact List unti# the en) of 9:ee of /ession 9ne of the

procee)in% 'ca)emic year subect to c#ause 6.4.

3.! 't any time a Member Former Member or 'ffi#iate can re5uest to be remoe) from the

mai#in% #ist by contactin% in ritin% or in person a member of the c#ub society Executie.

3.6 his re5uest must be comp#ie) ith at soon a practicab#e or ithin to months after receipt

hicheer is ear#iest.

4. Executie

4.1 he Executie of the /ociety sha## be e#ecte) from the fu## members at the 'nnua# (enera#

Meetin% an) sha## consist of at #east;

4.1.1 ' ?resi)ent>

4.1.2 ' @ice ?resi)ent>

4.1.3 /ecretary>

4.1.4 reasurer>

4.1.! 'rc De#e%ate>

4.1.6 E)ucation Director>

4.1.& Mo)e# -nite) ations Director>

4.1.$ Community Director>

4.1.* Conference Director>

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4.1.10 /ponsorship Director>

4.1.11 Maretin% Director> an)

4.1.12 /ocia#s Director.

4.2 9ne member of the /ociety sha## not be permitte) to ho#) more than one Executie position.

4.3 9ne member is not permitte) to ho#) the positions of ?resi)ent an) reasurer un)er any

circumstances.

4.4 ' First Aear "epresentatie sha## be e#ecte) from first year members of the /ociety at an

Extraor)inary (enera# Meetin% ithin the first four

4.6.2 ritten resi%nation is ten)ere) to the Executie>

4.6.3 he person is not or ceases to be a stu)ent of -/>

4.6.4 ' ote of no confi)ence is passe) at an Extraor)inary (enera# Meetin% or 'nnua#

(enera# Meetin%> or

4.6.! ' person is absent from any three


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4.$ Casua# acancy

4.$.1 ' casua# acancy occurs for an Executie position if they hae acate) their

position subect to C#ause 4.6

4.$.2 +n the eent of a casua# acancy the position may be fi##e) by either;

4.$.2.1 'ppointin% a member of the /ociety to a position by reso#ution of the

Executie. /uch a person must be e#ecte) to the position at an E(M he#)

ithin 6 ees of their appointment> or

4.$.2.2 @otin% a member in at an E(M to be he#) ithin three


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!.2.1 ?erform the )uties of the ?resi)ent in the eent that he or she is unab#e to )o so

!.2.2 9ersee the coor)ination an) a)ministration of a## actiities ithin the society

!.2.3 Faci#itate the smooth runnin% of the society

!.2.4 Beep the Executie informe) of their actions. .

!.3 he ro#e of the /ecretary sha## be to;

!.3.1 9r%anise meetin%s a%en)as an) minutes in consu#tation ith the ?resi)ent an)

@ice ?resi)ent

!.3.2 Ensure that the membership #ist is accurate an) up to )ate

!.3.3 ae responsibi#ity for receiin% an) rep#yin% to a## correspon)ence on beha#f ofthe /ociety

!.3.4 Beep a## re#eant /ociety papers an) po#icies in or)er an)

!.3.! 'ssist the returnin% officer at e#ections

!.3.6 .Beep the Executie informe) of their actions

!.4 he ro#e of the reasurer sha## be to;

!.4.1 Ensure the responsib#e use of /ociety fun)s

!.4.2 o eep an) maintain a## c#ub society financia# recor)s>

!.4.3 o ho#) che5ue boos petty cash tins etc>

!.4.4 o eep the c#ub society informe) of its financia# position

!.4.! o carry out financia# transactions as )irecte) by the c#ub society mana%ement>

!.4.6 o not #en) money un)er any circumstances to yourse#f c#ub society members

or other c#ubs an) societies>

!.4.& o a#ays ensure that the recor)s are up to )ate an) in %oo) or)er so that if they

are otherise unab#e to continue in that capacity someone e#se can easi#y tae

oer>

!.4.$ o not put the c#ub society in )ebt that cannot be repai) but shou#) en)eaour to

match costs an) income as c#ose#y as possib#e>

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!.4.* o a#ays insist on a receipt or )ocet to a#i)ate any expen)iture by the c#ub

society>

!.4.10 o pay a## accounts by che5ue>

!.4.11 o a#ays enter the payees name the che5ue amount an) a brief exp#anation of

the payment on the che5ue butt>

!.4.12 o a#ays proi)e a receipt to a person ho %ies money to the c#ub society for

any reason an) ban a## money receie) imme)iate#y +MMED+'ELA>

!.4.13 o ensure you hae at #east to an) not more than three si%natories ho are

Executie members to the che5ue account>

!.4.14 o ensure that c#ub society fun)s are not misuse) at any time>

!.4.1! o ensure that hen sma##er amounts of money are spent an)

!.4.16 Beep the Executie informe) of their actions.

!.4.1& -n)er no circumstances are any expenses to be met ithout )ocumentation.

!.! he ro#e of 'rc De#e%ate sha## be to;

!.!.1 o be aare of the 'rc fun)in% system it8s re5uirements an) its possibi#ities for

the c#ub society>

!.!.2 o communicate ith the Executie before an) after each 'rc C#ubs (enera#

Meetin% to pass on information

!.!.3 o #iaise ith 'rc an) the c#ub society8s Executie>

!.!.4 o hae a %oo) orin% no#e)%e of 'rc forms>

!.!.! o c#ear out the c#ub society8s pi%eonho#e in the 'rc "esource Centre at #east

eery to ees> an)

!.!.6 o atten) 'rc C#ubs (enera# Meetin%s or nominate a fe##o c#ub society member

to atten) on your beha#f or sen) a)ance apo#o%ies


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!.6.1 9r%anise the Mo)e# -nite) ations in /choo#s ?ro%ram


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!.*.3 Coor)inate ith the Community ?ortfo#io to ensure the )ip#omacy conference

inc#u)es speaers as e## as trainin% eents

!.*.4 ')here to the or Ethics ?o#icy hen representin% the society to externa#

bo)ies

!.*.! Coor)inate ith members of the /ociety to ensure a## a)ministratie matters are

accounte) for an) a## re#eant materia#s are prepare) to ensure the smooth

runnin% of the Dip#omacy Conference

!.*.6 9r%anise other Dip#omacy re#ate) eents in conunction ith the Executie as

they see fit

!.*.& Beep the Executie informe) of their actions.

!.10 he ro#e of the /ponsorship Director sha## be to;

!.10.1 Create the /ponsorship Maretin% materia# inc#u)in% but not #imite) to a #ist of

-/ - /ociety upcomin% eents current sponsors an) sponsorship

initations

!.10.2 'ctie#y meet ith potentia# sponsors in or)er to secure #on%:#astin%

partnerships

!.10.3 ')here to the or Ethics ?o#icy hen representin% the society to externa#

bo)ies

!.10.4 Coor)inate ith other portfo#ios to )etermine fun)raisin% re5uirements

!.10.! Beep the Executie informe) of their actions.

!.11 he ro#e of the Maretin% Director sha## be to;

!.11.1 Coor)inate ith other Executie Members to ensure that the Members are

re%u#ar#y informe) of a## eents or%anise) by the /ociety

!.11.2 ?repare an) pub#ish notifications of /ociety eents ia emai# an) socia#

netorin% sites

!.11.3 Monitor information poste) on any ebpa%e or socia# netorin% site

a)ministere) on beha#f of the /ociety

!.11.4 ?repare an) pub#ish the ee#y nes#etter to the members of our society

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!.11.! Mana%e officia# notices in conunction ith the /ecretary in accor)ance ith the

'rc ?o#icy

!.11.6 ')here to the or Ethics ?o#icy hen pub#ishin% materia#s to the members of

the society an) hen maretin% to externa# bo)ies

!.11.& Beep the Executie informe) of their actions.

!.12 he ro#e of the /ocia#s Director sha## be too;

!.12.1 9r%anise a## socia# an) netorin%:base) eents inc#u)in% coor)inatin% ith

representaties from any or%anisation pertinent to the p#annin% an) execution of

such eents

!.12.2 Coor)inate members of the /ociety to ensure a## a)ministratie matters areaccounte) for an) a## other matters are or%anise) to ensure the smooth runnin% of

the socia# eents

!.12.3 ')here to the or Ethics ?o#icy hen representin% the society to externa#

bo)ies

!.12.4 Beep the Executie informe) of their actions.

6. Executie Meetin%s

6.1 (enera# re5uirements for a## meetin%s are as fo##os;

6.1.1 '## otin% at meetin%s sha## be ith a simp#e maority re5uire) for a reso#ution to

be passe)>

6.1.2 Each member is entit#e) to one ote>

6.1.3 ?roxies sha## be a##oe) in meetin%s an) the proce)ure sha## comp#y ith the

re5uirements of 'rc>

6.1.4 +n the case of e5ua#ity of otin% the ?resi)ent sha## hae a castin% ote>

6.1.! E#ections for Executie sha## use the first past the post system>

6.1.6 Constitutiona# chan%es must be in the form of a motion on notice to an 'nnua# or

Extraor)inary (enera# Meetin%>

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6.1.& Constitutiona# chan%es passe) at an 'nnua# or Extraor)inary (enera# Meetin%

must be approe) by 'rc for the C#ub society to remain affi#iate) ith 'rc.

6.2 he Executie sha## meet at #east once a month or heneer ca##e) by the ?resi)ent @ice

?resi)ent or /ecretary of the c#ub society.

6.3 '## Executie Members sha## be present un#ess they hae sent their apo#o%ies to the /ecretary

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&.&.2 Fu## financia# reports sha## be presente) an) a)opte)>

&.&.3 E#ections for a ne Executie must be con)ucte)> an)

&.&.4 Constitutiona# 'men)ments an) other motions inc#u)e) in the notice are to be

)iscusse) an) ote) upon.

&.$ Fu## minutes of this meetin% inc#u)in% a #ist of the ne Executie ritten financia#

statements an) constitutiona# amen)ments sha## be forar)e) to the 'rc ithin fourteen )ays

of the meetin%.

$. Extraor)inary (enera# Meetin%s

$.1 Extraor)inary (enera# Meetin%s can be ca##e) either by the Executie as they see fit or by a

petition of Members un)er C#ause $.3.

$.2 he format proce)ures notice an) 5uorum for an Extraor)inary (enera# Meetin% sha## be

the same as for an 'nnua# (enera# Meetin% except that Executie e#ections i## not b he#)

un#ess specifica##y notifie).

$.3 o petition an Extraor)inary (enera# Meetin%;

$.3.1 o #ess than fifteen or

*.2.2 +n the eent the +mme)iate ?ast ?resi)ent is stan)in% for e#ection the "eturnin%

9fficer sha## be a current member of the Executie ho is not stan)in% for

e#ection as ote) by a simp#e maority of the Executie.

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*.3 E#ections sha## be he#) in a transparent an) )emocratic manner in accor)ance ith an e#ection

po#icy formu#ate) by a motion passe) by a simp#e maority of the Executie unti# it is

amen)e) or repea#e) by a simp#y maority of the Executie.

10. Finance

10.1 he c#ub society sha## ho#) an account ith a financia# institution approe) by 'rc.

10.2 he Executie must approe a## accounts an) expen)itures for payment.

10.3 '## financia# transactions sha## re5uire to si%natures of members of the Executie.

10.4 -n)er no circumstances are any expenses to be met ithout )ocumentation

10.! he c#ub society sha## nominate three members of the Executie as possib#e si%natoriesfor the account one of hich must be the c#ub reasurer

10.6 he financia# recor)s of the c#ub society sha## be open for inspection by 'rc at a## times.

11. Disso#ution

11.1 Disso#ution of the c#ub society i## occur after the fo##oin% con)itions hae been met;

11.2 'n Extraor)inary (enera# Meetin% is petitione) in ritin% as set out in 4.$>

11.3 ?roce)ures for notification as set out in 4.2 are fo##oe) an) the reasons for the

propose) )isso#ution are inc#u)e) ith the notification to 'rc>

11.4 Guorum for the meetin% to )isso#e the c#ub society sha## be tenty

11.! o other business may be con)ucte) at the meetin% to )isso#e the c#ub society>

11.6 'fter the petitionin% bo)y has state) its case any opposition must be %ien the

opportunity to rep#y ith at #east ten minutes set asi)e for this purpose>

11.& ' ote is taen an) the motion to )isso#e #apses if oppose) by fifteen

11.$ +f the motion to )isso#e is carrie) 'rc must be notifie) ithin fourteen


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11.10 'rc must %ie tenty

constitution - 16 feb 2014 (updated)

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