Constitution for the UCU JPOP Culture Club 2003
1. NAME
The name of the Club shall be the gUniversity of Canberra Union
JPOP Culture Club Pty Ltdh herein referred to as the gClubh.
2. TYPE
The Club shall be a Cultural and Hobby Society.
3. OBJECT
The object of the Club shall be to provide at the University
of Canberra: a forum for all those interested in the popular
culture of Japan. Specifically in the areas of anime, manga,
and music. Other Japanese popular culture will also be shared
such as computer games and movies. The gatherings of the Club
is to promote Japanese popular culture in a friendly, accessible
and relaxing atmosphere for members of the University of Canberra
Union.
4. MEMBERSHIP
4.1 All members of the University of Canberra Union shall be
eligible for membership to the Club.
4.2 Any person eligible under e4.1f of this constitution shall,
upon payment for the annual subscription, be deemed a member
or associate member as the case may be of the Club and be bound
by these rules.
4.3 The annual subscription for membership shall be AUS$10.00
payable on or prior to attendance to screenings.
5. ELECTORAL PROCEDURES
The Office bearers for this Club is recommended by the President
of the Club. These recommendations are put forward to the Club
members at the AGM or IGM (Inaugural General Meeting) and if
there are no unsolvable objections are appointed as Office
Bearers.
6. OFFICE BEARERS
6.1 The club shall have an Executive Committee consisting of:
E President
E Vice President
E Treasurer
E Secretary
6.2 There will also exist a optional committee position of egeneral
committee membersf that can be created by the Executive Committee.
6.3 The Committee of the Club shall be elected in accordance
with clause e5f of this constitution.
6.4 The Committee shall hold office from their election until
the next Annual General Meeting, provided that any member of
the Committee may (at any time) retire by giving written notice
to the Secretary two weeks prior to retirement, or may be dismissed
from office by any general meeting of the Club. The Committee
may act by majority of its members and may continue to act, not
withstanding any vacancy in its membership.
6.5 If the Secretary desires to retire he or she must hand in
a written notice to the President two weeks prior to retirement.
6.6 The general body of the Club may, in a general meeting, elect
any member of the Club to fill any casual vacancy that may occur
in the General Committee.
7. MONIES
7.1 Signatories for the Club bank account are: the Sports Club
Officer; President; Vice-President; and Treasurer.
7.2 All cheques must be signed by two (2) signatories.
7.2.1 One of the signatories as per e7.2f must be the President
of the Club.
8. PROPERTY
8.1 All assets and Property of the Club shall be vested in the
President, Vice President, Secretary and Treasurer for the
time being of the club and they shall deal therewith in such
a manner as they may be directed by the Club in general meetings
or by the committee pursuant to the authority conferred on
it in this regard by the Club in the General Meeting.
8.2 If, on the winding up or dissolution of the Club, there remain,
after the satisfaction of all its debts and liabilities, any
monies or properties whatsoever, the same shall not be paid to
or distributed among the members of the Club, but shall be paid
or transferred to the University of Canberra Union, as determined
by the Activities Sub-Committee of the Union Board of Management.
9. DISPUTES
Where a Club or Society enters into dispute, either within or
outside the Club/Society, if the Clubs and Societies Officer
is satisfied that the Club/Society cannot function either effectively
or appropriately, they may recommend to the Activities Committee
action which the University of Canberra Union can take in order
to aid in resolution of the issue.
10. GENERAL MEETINGS
10.1 The Presiding Officer
10.1.1 The presiding officer at any General meeting at the Club
shall be the President of the Club; in the absence of the President;
the Vice President shall preside.
10.1.2 In the absence of both the President and Vice President
the members present and voting shall elect one of the members
of their members to preside.
10.1.3 The presiding officer shall retain their deliberating
vote, and in the case of an equal division of votes on an issue,
may exercise a casting vote.
10.2 The quorum at the general meeting of the Club shall be a
number of the memberfs equivalent to 30% of the number of persons,
who are ,at the advertised opening time of the meeting, members
of the Club.
10.3 Notice of intent to hold a General Meeting of the Club must
be prominently displayed at Union access at least 7 days prior
to the proposed date of the meeting.
10.4 The Agenda will close 4 days before the advertised date
of the meeting, and will be distributed no later than 2 days
before the advertised date of the meeting.
10.5 General Meetings of the Club other than the Annual General
Meeting, may be called when directed by
10.5.1 50% or more members to discuss a specific area or concern
to the members of the club
10.5.2 the Committee
10.5.3 The Union as there affiliate body
10.5.4 The rules and regulations that define and direct the Club
10.6 Unless otherwise stated in this document, General Meetings
will be conducted in accordance with the University of Canberra
Union Orders/ The normal rules for Debate.
11.ANNUAL GENERAL MEETING
The Annual General Meeting of the Club must be conducted in accordance
with the rules for General Meetings as outlined in section
e9f and must
E Receive a Presidential Report
E Receive a statement of accounts for the preceding year
E Elect Office Bearers for the ensuing year
E Transact any Business, notice of which shall have been duly
submitted to the Secretary.
12. MEETINGS OF THE COMMITTEE
12.1 The Presiding Officer
12.1.1 The presiding officer at any General meeting at the Club
shall be the President of the Club; in the absence of the President;
the Vice President shall preside.
12.1.2 In the absence of both the President and Vice President
the members present shall vote and elect one of the members of
their members to preside.
12.1.3 The presiding officer shall retain their deliberating
vote, and in the case of an equal division of votes on an issue,
may exercise a casting vote.
12.1.4 The quorum for a committee meeting of the Club shall consist
of no less than 50% of the committee as defined in clause e6.1
and 6.2f.
13. POWERS OF THE COMMITTEE
The committee shall have the power to manage the Club in accordance with this
Constitution, and for this purpose shall have such powers, authorities, duties
and functions as may be conferred on it by resolution of the Club in a general
meeting.
14. OFFICE BEARERS
14.1 President
The President shall be responsible to the Union Board of Management
for the Financial and general management of the Club and in addition
to any other duties assigned by the committed or a general meeting
of the Club and shall:
14.1.1 Be the Spokesperson for and on behalf of the Club.
14.1.2 Preside at all meetings of the Club when present.
14.1.3 Liaise with the Union Board of Management through the
Activities Sub Committee.
14.1.4 Prepare a report for the preceding year for the Annual
General Meeting.
14.1.5 Prepare a report for the preceding year for the Clubfs & Societies
Officer detailing:
E The achievement/activities throughout the year
E Participation
E Finances for the year
E Any interests or concerns regarding the Club
14.1.6 Is a signatory on the Club bank account.
14.1.7 Ensure that all expenditure is authorised
14.1.8 Is directly responsible to the Union for the actions of
the Club.
14.2 Vice President
The Vice-President in addition to any other duties assigned by
President, the committee or a general meeting of the Club shall
14.2.1 Act in the capacity of, and carry out the duties for the
President if the President is unable to so act.
14.2.2 Disseminate any information as directed by the committee
14.2.3 Promote the Activities of the Club
14.2.4 May be a signatory on the Club Bank account
14.3 Secretary
The Secretary is responsible for the maintenance of the Club
non-financial records, and in addition to any other duties assigned
by the committee or a general meeting of the Club shall:
14.3.1 Update and maintain membership lists and relevant details
14.3.2 Be responsible for the production of agenda for all meetings
outlined in this constitution
14.3.3 Be responsible for taking the minutes for all meetings
outlined in this constitution, and the transcription of these
minutes into the Club minutes.
14.3.4 Maintain the Club folder at the Union Access counter.
14.3.5 Maintain all other non-financial papers and documents
of the Club.
14.3.6 Ensure that the committee is aware of all duties and responsibilities
of the Club when involved in any agreement of sponsorship.
14.4 Treasurer
The Treasurer is responsible for the day to day finances of the
Club and, in addition to any other duties assigned by the committee
or a general meeting of the Club, shall
14.4.1 Receive subscription fees from members
14.4.2 Is a signatory on the Clubs bank account
14.4.3 Issue receipts for all monies received by the Club
14.4.4 Deposit all monies received on behalf of the Club directly
into the Club bank account
14.4.5 Maintain copies of all receipts issued and received on
behalf of the Club
14.4.6 Maintain Club finances in a simple and legible manner
approved by the Clubs & Societies Officer
14.4.7 Arrange Club annual audit with the Clubs & Societies
Officer
14.4.8 Present to each committee meeting an accurate report detailing
Club finances
14.4.9 Prepare a complete financial report for the Annual general
Meeting, this should include a certified copy of the most recent
auditors report.
14.5 Optional Committee Members
As per 6.2 of this constitution the Executive Committee holds the option to
create egeneral committee membersf, whose duties are flexible and are for any
purpose that the executive committee deems necessary for the smooth running
of the Club.
14.5.1 This may include some minor tasks for a limited time period, that fall
under the duties of the Secretary and Treasurer.
15. LOSS OF MEMBERSHIP
If, due to unfortunate circumstances, it becomes necessary to remove rights
of membership from a member of the club, the issue must first be discussed
with the Clubs & Societies Officer. If their approval is gained, and
the committee gives a unanimous recommendation for loss of membership rights
the committee may withdraw membership rights from the relevant member. This
action must be ratified at a general meeting of the Club.
15.1 If the action involves a member of the committee of the Club, they are
suspended from that position until that issue is resolved.
16. ALTERATION TO THE RULES
These rules may be replaced or amended, or new rules made, by a two thirds
majority of those members present and voting, at any Annual General Meeting
or Special general Meeting, provided that notice of such a proposal, repeal,
amendment, or new rule has been given to the Secretary in writing no less than
five weeks before such meeting.
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