Constitution

NAME

1. The name of the Club is: UTS Anime Society
a) The club may be referred to as Anime@UTS, UTS Anime Club, Anime Club

INTERPRETATION

2. The following terms unless indicated to the contrary, shall mean:
a) Club: UTS Anime Society
b) Union: UTS Union.
c) University: The University of Technology, Sydney.
d) Student: A registered student of the University of Technology, Sydney.

OBJECTS

3. The objects of the Club shall be to:
a) Encourage, foster, promote, develop, extend and govern the awareness of Japanese animation and comics within the University.
b) Become affiliated with the Union.
c) Subscribe to, become a member of, amalgamate and/or co-operate with any other organisation(s) whose objects are altogether or in part, similar to those of the club.
d) Function as a non-profit organisation.

MEMBERSHIP

4.1 Membership shall be open to all Union members, and to all other persons satisfying the requirements of membership as determined by the Committee.
4.2 Membership of any member may be terminated by:
a) Lodging with the Secretary written notice of resignation.
b) Ceasing to be a financial member.
c) Expulsion by the Committee.

OFFICERS, MANAGEMENT AND DUTIES

5.1 The Committee shall:
5.1.1 Consist of President, Vice-President, Secretary, Treasurer, and at least two other members.
5.1.2 Manage the affairs of the Club in accordance with this Constitution and subject to the decisions of a General Meeting.
5.1.3 Be elected to office for a period of one year at the Annual General Meeting.
5.2 The President shall on behalf of the Committee submit a report on the conduct of the affairs of the Club at the Annual General Meeting, and shall be Chairperson and preside at all meetings at which he/she is present.
5.3 The Vice-President shall assist the President and act as President in his/her absence.
5.4 The Secretary shall keep a record of all business transacted at all meetings, conduct all correspondence, carry out the directions of the Committee and keep a register of all members.
5.5 The Treasurer shall receive all moneys of the Club and deposit them in the Club’s bank, pay accounts as directed by the Committee, keep such records of receipts and payments as may be directed by the Committee and present a statement of accounts to each regular meeting of the committee. He/she shall present the Annual Statement of Accounts and Balance Sheet for the preceding financial year to the Auditor each year at least two weeks before the Annual General Meeting and shall present the Audited Statement and Balance sheet at the Annual General Meeting. Should the Treasurer be absent or ill, or neglect or refuse to do anything required to be done by him/her under these rules, the Committee may appoint any member of the Committee to act in his/her stead.

FINANCE

6.1 The Financial year shall commence on the first day of January.
6.2 The President, Vice-President, Secretary and Treasurer of the Club for the time being shall be ex officio Trustees of the Club and the property of the Club shall be deemed to be vested in them in trust for the members of the Club, and they shall deal with the property of the Club as directed from time to time by the Committee. Any action, suit or other proceeding may be taken or brought on behalf of the Club by and in the names of the Trustees. The Trustees, or any two of them, are hereby empowered to sign, seal and otherwise execute and complete all debentures, securities, leases and other documents required to be executed to effectuate any dealings with the Club’s property or any transaction in connection with the Club’s affairs which have been authorised by the Committee.
6.3 The Trustees shall open and maintain in the name and on behalf of the Club an account at a branch approved by the Activities Centre.
6.4 Monies shall not be drawn except by cheque or orders signed by two Trustees or by the Secretary for the time being of the Union who may act as sole signatory on all accounts.
6.5 The Auditor shall be appointed by the Committee.
6.6 The Auditor shall conduct an audit of the Club’s accounts and Balance Sheet for the financial year preceding the Annual General Meeting and furnish a report thereon, as an addendum to the Treasurer’s report, to the Annual General Meeting.

MEETINGS

7.1 In the absence of both the President and the Vice-President, the Committee members present shall appoint a chairperson for that meeting.
7.2 The Annual General Meeting shall must be held every year.
7.3 The quorum at Annual General Meetings shall be 10 members.
7.3.1 Ordinary General Meetings shall be held at such times, dates and places as may be decided at the Annual General Meeting.
7.3.2 Quorums at Ordinary General Meetings shall be 10 members.
7.4.1 A Special General Meeting shall be called within twenty-one (21) days of the receipt, by the Secretary, of an application for such a meeting in writing by any 3 financial members.
7.4.2 The Committee may convene a Special General Meeting when it considers fit.
7.4.3 Quorums at Special General Meetings shall be 5 members.
7.5.1 Notice of the Annual General Meetings including time, place and business to be transacted shall be posted on relevant Union notice boards and given via email to all financial members who have provided an email address to the Club at least fourteen days before the date of any such meeting.
7.5.2 Notice of all Special General Meetings shall be posted on relevant Union notice boards and given via email to all financial members who have provided an email address to the Club at least fourteen days before the date of such meeting.
7.6.1 The Committee shall meet as often as it may deem necessary and at least once each semester.
7.6.2 Quorums at Committee Meetings shall be 2 members.

DISCIPLINING OF A MEMBER

8.1 The Committee may expel a member of the club if in their opinion the member has either persistently refused to comply with the rules or regulations of the club or has acted in a manner prejudicial to the interests of the club.
8.2 A resolution to expel a member must be passed by three-fourths of those voting and shall not be considered unless the member concerned has been given written notice detailing the nature of the charge, at least fourteen (14) days prior to the date of the Committee meeting at which the resolution is to be considered.
8.3 A member facing discipline proceedings shall be entitled to attend the Committee meeting at which the resolution is to be considered or may submit a written statement to be tabled at the meeting in answer to the charge.
8.4 If the Committee resolves to expel the member, the member shall have a right of appeal to the next General Meeting. Such an appeal shall be made in writing to the Secretary and must be lodged within fourteen (14) days of receiving written notification of the Committee’s decision. The lodging of an appeal will suspend the committee decision until the matter is considered by the General Meeting.
8.5 If at the next General Meeting the members present pass a special resolution in favour of the resolution made by the Committee, the resolution is confirmed and effective from the date of confirmation.

AMENDMENT OF CONSTITUTION

9.1 Amendments to this Constitution may be made by the affirmative vote of two-thirds of the members present at the Annual General Meeting or at a Special General meeting convened for the purpose of amending this Constitution.
9.2 Notice of motion concerning any such amendment shall be lodged with the secretary at least twenty-one (21) days prior to the date of such meeting, and at least seven day’s notice shall be given of such proposed amendment to every member, and a copy of the notice shall be exhibited on the relevant Union Notice Board for a similar period.
9.3 Details of any amendment that has been duly approved by the members shall be given to the Activities Centre of the Union within seven days of such amendment being adopted.

DISSOLUTION

10.1 The Club may be dissolved by resolution at a Special General Meeting, provided that the motion of dissolution be supported by three-fourths of the members present.
10.2 Upon dissolution, all funds and properties of the Club shall thenceforth be vested in the Union, which shall proceed to wind up the affairs of the Club.

Updated 2015.04.24