C HANDBOOK FOR S SECRETARIES - USU OnlineS... · attend training will result in your club’s...

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The C&S Office

Ground Level, Manning House [email protected] 9563 6118 / 9563 6133 www.usu.edu.au

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C For secretaries and

executives of Clubs & Societies

This handbook shows: 1. How to abide by your Club’s

Constitution 2. How to keep accurate

records of your Club 3. How to be familiar with

meeting procedure 4. How to conduct elections

HANDBOOK FOR SECRETARIES

2014

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C&S Handbook for Secretaries Last Updated June 2014

C&S Handbook for Secretaries 2014

Table of Contents 1.1 | Responsibilities .................................................................................................................................................. 5

1.2 | Handover........................................................................................................................................................... 5

1.3 | Constitution....................................................................................................................................................... 6

2.1 | Annual General Meeting .................................................................................................................................... 7

2.2 | General Meetings .............................................................................................................................................. 8

2.3 | Ordinary Meetings ............................................................................................................................................. 9

2.4 | Executive / Committee Meetings ....................................................................................................................... 9

2.5 | Sub-Committee Meetings .................................................................................................................................. 9

3.1 | Preparation ....................................................................................................................................................... 9

3.2 | Due Notice ...................................................................................................................................................... 10

3.3 | Agenda ............................................................................................................................................................ 10

3.4 | Motions on Notice ........................................................................................................................................... 10

3.5| Correspondence ............................................................................................................................................... 11

3.6 | Apologies......................................................................................................................................................... 11

4.1 | Duties .............................................................................................................................................................. 11

4.2 | Chairing a Meeting .......................................................................................................................................... 11

4.3 | Quorum ........................................................................................................................................................... 12

4.4 | Meeting Procedure .......................................................................................................................................... 12

4.5 | Motions ........................................................................................................................................................... 13

4.6 | Debate ............................................................................................................................................................ 15

4.7 | Order ............................................................................................................................................................... 15

5.1 | Minutes ........................................................................................................................................................... 16

6.1 | Election Date ................................................................................................................................................... 16

6.2 | Terms of Office ................................................................................................................................................ 17

6.3 | Electoral Officers ............................................................................................................................................. 17

6.4 | Notice of Elections ........................................................................................................................................... 17

6.5 | Nominations .................................................................................................................................................... 17

6.6 | Methods of Election ........................................................................................................................................ 18

6.7 | Voting.............................................................................................................................................................. 18


USU C&S Handbook for Secretaries Last Updated June 2014

6.8 | Counting .......................................................................................................................................................... 18

6.9 | Complaints, Appeals and Re-Counts................................................................................................................. 19

6.10 | Using the Single Transferable Vote Method ................................................................................................... 20

7 | Orion Online Portal ............................................................................................................................................. 20

8.1 | Common Agenda Terms .................................................................................................................................. 22

8.2 | Common Minutes Terms ................................................................................................................................. 22

8.3 | Common Meeting Terms ................................................................................................................................. 23

Clubs & Societies Office ........................................................................................................................................... 24

USU Secretariat ........................................................................................................................................................ 24

Further Information ................................................................................................................................................. 24

A.1 | Development of a Resolution .......................................................................................................................... 25

A.2 | Sample Notice of Meeting ............................................................................................................................... 26

A.3 | Sample Agenda ............................................................................................................................................... 26

A.4 | Sample Minutes .............................................................................................................................................. 28

A.5 | Sample Meeting Attendance Sheet.................................................................................................................. 31

A.6 | Sample Sign-Off Sheet for Confirmed Minutes ................................................................................................. 31

A.7 | Constitutional Amendments Coversheet ......................................................................................................... 32

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Overview All Secretaries should ensure that they are familiar with the contents of this Handbook. It is also very worthwhile for all Executive Members to be familiar with it to ensure your club or society upholds democratic principles. It is easy to think of formal meeting procedures and practices as difficult or unnecessary, however; this is not the case. For any organisation to operate it is imperative that minutes of meetings are recorded as true and accurate reflections of proceedings, all decisions made are transparent and public, and proper rules of debate and elections are followed. All the information you require is included in this Handbook. However, if you are feeling overwhelmed and don’t know where to start, please do not hesitate to contact the C&S Office on below details to arrange a time to have a chat with us! Clubs & Societies Office University of Sydney Union Ground Floor, Manning House 9563 6118 / 9536 6160 www.usu.edu.au | [email protected]

Acknowledgement of Country The University of Sydney Union acknowledges the Cadigal People of the Eora Nation as the traditional owners of the land we meet on today. The USU recognises that the land belonging to these peoples was never ceded, given up, bought, or sold and the actions the USU takes throughout its daily routines may always include consultation with community and members of the Aboriginal race when dealing with Indigenous Affairs. We pay our respects to the Aboriginal Elders both past and present and extend this acknowledgement to any other Aboriginal or Torres Strait Islander people here with us. This Acknowledgement to Country is endorsed by the Wirriga Society University of Sydney. An ‘Acknowledgement of Country’ is a way that all people can show awareness and respect for Aboriginal culture and heritage and the ongoing relationship the traditional owners have with their land. Both Indigenous and non-Indigenous people can perform ‘Acknowledgement of Country’. It is a demonstration of respect dedicated to the traditional custodians of the land where the event or meeting is being held. It can be formal or informal and clubs can perform ‘Acknowledgement of Country’ at their meetings and events, as the USU board does at their meetings.

http://www.usu.edu.au/

mailto:[email protected]



1.1 | Responsibilities It is the primary responsibility of the Secretary to:

• Ensure that your Club is registered with the C&S Program at all times. • Convene meetings in accordance with the Constitution of the Club. • Keep records of all meetings of the Club. • Take care of all Club correspondence. • Keep the Membership list of the Club accurate, by referring to financial records kept by the Treasurer. • Carry out any other relevant requests from the Executive. • Keep the President informed of any correspondence requiring urgent attention. • Keep a copy of the most recent Club Constitution • Keep Club details on the online C&S Directory of USU Online up to date

The Secretary of each Club/Society may also have further responsibilities and duties stipulated in the Club’s Constitution. In order to fulfil these responsibilities, the Secretary should maintain correspondence with the C&S Office, as well as attend one of the monthly Secretary’s Training sessions at the commencement of their term in office. Failure to attend training will result in your club’s funding being disabled. The C&S Program’s meeting procedure is common business practice and has enormous practical advantages, as the experience you gain from acting as Secretary.

1.2 | Handover The role of Secretary is also similar to the role of a Club archivist. You should ensure that all documents of the Society are obtained from the outgoing Secretary. These may include:

• Documents of previous meetings of the Club (agenda, approved minutes, attendance lists) • Current Club Constitution and archived copies • Current and previous Membership lists • Previous Club re-Registration documents • Current and past correspondence of the Club • Any policies or procedures of the Club • Templates and logos

It is recommended that the club ensure the information is backed up to ensure that data is not lost.

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1.3 | Constitution Your Club’s Constitution sets the rules which your Club must abide by at all times. As the Secretary of your Club you should be very familiar with this important document! You need to act as the point of reference of your Club’s procedures as outlined in the Constitution, and may be called to do so in potentially time sensitive and stressful situations, such as at your Club’s Annual General Meeting. Any motions which do not adhere to your current constitution of the Club or Society shall be deemed invalid.

Constitutional Amendments Your Club may amend its Constitution by special majority (two-thirds) at a General Meeting of your Club, provided that fourteen clear days’ notice is provided of that motion is advertised via a recognised USU publication . Within 10 business days you must submit the following documents:

1. AGM or GM documents must be uploaded to the Orion Portal (see Part 2) 2. Submit an updated constitution, dated from the date of your meeting and signed 3. Submit a cover letter using the template on the Orion Portal, with your constitution, outlining which clauses

have been changed and what they have been changed to and from.

For any changes to your constitution to be officially recognised, they must first be accepted by the C&S Committee, whose decision must then be ratified by the USU Board. This process may take several weeks and the club may not refer to any clauses that have not yet been confirmed. The C&S Office will email you once a decision has been made See Section 4.5 for more details about Motions on Notice, and Appendix A.3 for an example of a motion on notice to amend your Club’s Constitution.



2.1 | Annual General Meeting Purpose

Your Annual General Meeting (AGM) is a meeting held once each calendar year in accordance with your Club Constitution. For most Clubs, the main purpose of this meeting is to elect a new Executive. However, a few Clubs hold elections at a General Meeting separate to the AGM. In all cases, the AGM is convened to hear Annual Reports from the President and Treasurer, and Reports of any other Executives. The AGM is also the ideal time to pass Constitutional amendments and to plan a general program for the coming year. In exceptional cases USU will consider endorsing Constitutions that allow a new Executive to be elected more than once a year, at times suggested by the structure of a course of study. This is particularly pertinent to Clubs based at campuses and clinical sites other than the Camperdown and Darlington Campus. Some Executive positions may also dictate particular election times, such as positions available only to first-year students.

Notice

Fourteen clear days’ notice must be given for an AGM. This means advertising your meeting via a recognised USU publication (most commonly the USU Website, www.usu.edu.au). Notice must include the date, time, location, the purpose of the meeting, agenda and election information. More details on giving due notice can be found in Part 3.2.

Venue

Your Club’s AGM must be held on University premises. All campuses and clinical sites of the University are considered to be University premises. If you hold your AGM on premises other than the University, you will be required to hold the AGM again.

Time and Date

Your Club’s AGM must be held on a day during Semester time (Weeks 1-13, not including Mid-Semester break) between the hours of 9am and 9pm. Semester time is defined by the standard University calendar. Clubs such as those connected to the Graduate Medical Program whose term times differ from the standard University term times may hold their AGMs during the relevant term time. If you hold your AGM outside this time, you will be required to hold the AGM again.


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Meeting Document Submission

After the AGM, the secretary is required to submit the following documents through the Orion Online Portal: • Minutes • Agenda • Attendance List (must use template on Orion Portal) • President’s Annual Report • Executive List (must use template on Orion Portal) • Membership List (must use template on the Orion Portal) • Updated Online Submission/Club Advertisement (see link on Orion Portal under ‘Registration Documents’)

For more information, please refer to the Handbook for Re-Registration which is available from the Orion Portal.

2.2 | General Meetings

Purpose You may hold General Meetings (GMs) for any purpose allowed by your Club’s Constitution. In many cases, you will need to hold a GM to fill a casual vacancy in your Executive, to make Constitutional amendments, to dismiss members of the Executive and to repeal motions carried at Ordinary Meetings. In some cases your Club Constitution will specify that your Club must hold a certain number of GMs each year. Please note that if an executive member wishes to resign, they must notify their intention to resign in writing to the Clubs and Societies Office, and the letters should be handed in with GM documentation.

Notice, Venue, Time and Date

The same rules apply for GMs as apply to your AGM. More details on giving due notice can be found at Part 3.2.

Meeting Document Submission

After the GM, the secretary is required to submit the following documents through the Orion Online Portal: • Minutes • Agenda • Attendance List (use template provided on the Orion Online Portal) • Executive List (if amended; must use template provided on the Orion Online Portal) • Membership List (if amended; must use template provided on the Orion Online Portal) • Updated Online Submission (see link on Orion portal under “Registration Documents”)



2.3 | Ordinary Meetings Ordinary Meetings are formally defined in your Club Constitution. Ordinary Meetings allow your Club to pass motions relating to the less serious aspects of running your Club, and may involve giving direction to the Executive and determining the use of the finances of the Club. Your Club Constitution defines what other motions may be passed at an Ordinary Meeting.

2.4 | Executive / Committee Meetings Executive or Committee Meetings have no formal status in most Club’s Constitutions and as such have no power to carry motions. All Club activities, including deciding what to spend club finances on, must be endorsed in advance explicitly at an Ordinary Meeting, a GM or your AGM. While these are informal, notes should be taken, especially if recommendations are to be taken from these meetings to another meeting of the Society for adoption or endorsement.

2.5 | Sub-Committee Meetings Sometimes a Club may decide to create a Sub-Committee for a specific purpose such as to organise a social event or to produce a yearbook. Such Sub-Committees have no authority beyond the authority granted to them by a formal meeting of the Club.

3.1 | Preparation The Secretary should take the following steps in preparing for the meeting:

1. Determine a time for the meeting. 2. Organise and book a meeting venue via the Orion Portal 3. Draw up an agenda of the meeting. The agenda will define the order of business for the meeting. 4. Give notice of the meeting to members via a recognised USU publication 5. In accordance with your Club’s Constitution, distribute the agenda to Members. 6. Circulate the draft minutes of the previous meeting so that they can be considered at the meeting. 7. Prepare a list of apologies, requests for late arrival and early departure, and guests for the Chair. 8. Check the minutes of the previous meeting of the Club to determine if there are any issues to be addressed

in “Business arising from the Minutes”, prepare relevant documents, and consult with the Chair on any necessary action.

9. Prepare all relevant correspondence to be presented at the meeting. 10. Remind all those with a specific role in the meeting of their expected involvement. 11. If elections are taking place, provide pens and ballot papers. 12. Prepare a meeting attendance sheet for attendees to sign. 13. Prepare a copy of the Club Constitution, relevant USU policy and recent meeting minutes to take to the

meeting to refer to if necessary.

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3.2 | Due Notice Notice is given by advertising your full meeting agenda via a recognised USU publication (usually via www.usu.edu.au). If you do not give due notice any meeting held is invalid due to a ‘procedural irregularity’, and no decisions of the Club can be made or upheld. Notice of a meeting must provide the day, date, time, place, purpose of the meeting and the agenda of the meeting. If you are holding an election you must list each position that is being elected, and if you are proposing constitutional amendments, you must list each clause which you are proposing gto change under ‘Motions on Notice’. The following notices must be given:

• General Meetings called for the purpose of elections, and/or with motions on notice to amend the Club’s Constitution or to dissolve the Club - 14 clear days

• General Meetings called for any purpose not including the above - 7 clear days • Ordinary Meeting - 3 clear days • Annual General Meeting – 14 clear days

‘Clear days’, means both the day of the notice and the day of the meeting are not counted e.g. If you advertise your AGM on 1st May, you would be able to hold your meeting on the 16th May onwards. All meetings of your Club (excluding informal Committee meetings) may be attended by all Ordinary Members of the Club, and must be advertised to all who are eligible to attend to ensure they have the opportunity to participate in decisions of the Club.

3.3 | Agenda An agenda is a list of items to be actioned at the meeting in the order in which they are to be considered, beginning with the call to order and ending with the close of the meeting. The agenda should be set by the Chair in consultation with the Secretary and any other relevant Executive Members. Any Member may request an item to be placed on the agenda. The agenda should be circulated to Members with notice of the meeting (see 3.2) Once an agenda is distributed it should not be altered. It is usual for any business not addressed elsewhere in the agenda to be spoken to during ‘Other Business’.

3.4 | Motions on Notice Motions on notice are covered in more detail at Part 4.5. If any motions have been given to the Secretary to be put on notice, it must be included as part of the meeting’s agenda and given due notice.




3.5| Correspondence As Secretary, you will also be responsible for correspondence. This may include checking any mailboxes or email accounts of your Club, and responding to any correspondence received in a prompt and professional manner. You should also keep the President and other Executive Members informed of any correspondence requiring a response. The most common correspondence for Clubs will be letters to and from external affiliations, governing bodies of the University, and letters of resignation.

3.6 | Apologies It is important that Members expected to attend (especially Executive Members) any Meeting tender apologies if they are unable to attend, as soon as they are aware of it. Retrospective apologies and apologies through a third party are not acceptable. Apologies should be conveyed directly to the Secretary or the Chair. The substantive motion “That apologies be accepted” may be amended to a motion “That apologies be received” where the apology is noted by the Meeting but not counted as a valid leave of absence granted.

4.1 | Duties At the meeting, the Secretary should:

• If appropriate, assist the Chair in meeting procedure. • Ensure attendees fill in the attendance sheet. • If appropriate, read the minutes of the previous meeting and/or correspondence. • Take notes on discussions for the purpose of preparing minutes. • Record all motions and amendments, movers and seconders, and the results of all votes. • Where necessary, read motions to the meeting. • Note numbers present, and inform Chair if quorum lapses.

4.2 | Chairing a Meeting The Chair of a meeting will usually be the President or Vice-President of your Club. In order to assist the Chair in the correct running of meetings, it is important that the Secretary is familiar with the responsibilities of the Chair, which include:

• Facilitating a fair and open meeting where decisions are made in accordance with the Club’s Constitution and other obligations such as USU and University policies

• Ensuring that meeting procedure is not used to bully or intimidate others in the meeting, especially those who do not have expert knowledge of formal meeting procedure

• Maintaining a speaking list of people who have indicated their desire to contribute to debate • Restraining from engaging in debate and offering opinions – their role is to facilitate and not to be parochial

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4.3 | Quorum Quorum is the number of people required at a meeting for the meeting to proceed.. Meetings may not commence until a quorum is present. Attendees who count towards a quorum are only those with voting rights i.e. those who qualify for Ordinary Membership.

AGM Quorum 15 or one-third of total Club Membership (whichever is the lesser) GM Quorum 15 or one-third of total Club Membership (whichever is the lesser) Ordinary Meeting Quorum

5 if Club’s total Membership < 70, and no less than 3 Executives, or 10 if Club’s total Membership > 70, and no less than 3 Executives

At Ordinary Meetings where a quorum is not reached at the start of the meeting, or at any point quorum lapses during the meeting, no decisions of the Club can be made. However at the discretion of the Chair the meeting may continue informally and make recommendations to be ratified at and by a future Meeting. If within thirty minutes from the time appointed of an Annual General Meeting or a General Meeting quorum is not present, the meeting shall be dissolved. In any other case, the Secretary shall give fresh notice of such an adjourned meeting. The attendance sheet(s) at the Meeting should state the Club’s name and the time, date and location of the meeting. It should record at least the names of the attendees and Access Card ID numbers, and may ask for further details such as a Club Membership number (See Appendix A.5 for a sample attendance sheet).

4.4 | Meeting Procedure

Role of Meeting Procedure

The role of formal meeting procedure is to ensure that a fair, open and democratic meeting can occur in which everyone has equal opportunity to contribute to the decision making process.

Sources of Meeting Procedure

The fundamental source of meeting procedure is your Club Constitution. Consequently, you should be familiar with this important document. Your Constitution will outline such information as what type of meeting can pass what type of decision and how many people are required for a decision to be passed. Use of a Speaking List

A progressive speaking list can be used to promote people who have not previously contributed to the discussion, or are unrepresented or underrepresented in the discussion, such as new Members or first-year students.



4.5 | Motions A motion is a formal step to introduce a matter for consideration by a group. Motions can be proposed orally or in writing. All decisions made in a meeting should be phrased as motions and voted upon. After the vote, the result of the motion and vote is written in the minutes as a ‘resolution’. Proposing Motions and Amendments Every motion requires a mover (the person who proposes the motion) and a seconder (the person who endorses the proposal). If a motion is moved but does not have a seconder, it should not be debated and may not be voted on. A motion may be proposed and seconded by any Member of the Club eligible to vote. Motions should not be moved (or seconded) by the Chair. The mover should state the motion, normally prefixed with the phrase "I move." For instance, the mover may state "I move that the Report of the Treasurer be accepted." Once the motion has been proposed, if another Member immediately seconds the motion the Society will vote on the matter. Any Member may propose an amendment to a motion, which must be seconded. An amendment may be proposed by adding to and/or deleting elements from the original motion. However, an amendment must not oppose the intention of the original motion. If the amendment is not acceptable to the original mover, the amendment shall be debated and voted on as a separate motion. Once the amendments have been voted upon, the motion, with the adopted amendments (if applicable), is debated and voted upon. Depending on the nature of the motion, it may require a simple majority (more than 50%), a two-thirds majority or another ratio in order to be adopted. Voting should be conducted in accordance with your constitution. If the motion is adopted, it becomes part of the resolutions of the Society. (See Appendix A.1 for a diagram of the development of a resolution). Unless otherwise stated, ‘majority’ means a majority of those actively voting at the meeting. Not a majority of the quorum of the meeting, or the entire membership. Fractions must always be rounded upwards, for example if a two-thirds majority is specified the following will apply:

Number of Voters Actual Two-Thirds Required Majority 50 33 1/3 34 52 34 2/3 35 53 35 1/3 36

Substantive Motions Substantive motions provide direction to the Club, for example, “That the Club hold a cocktail party in The Quadrangle in Semester Two”, or “That the Club spend $500 on sporting equipment”. Substantive motions cannot be amended, and only one can be presented at one time regarding the same subject. Please remember to stay on topic and resolve each point of discussion before beginning a new one.

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If two conflicting motions are received, the first-received motion shall be substantive and the other is considered a foreshadowed motion. Foreshadowed Motions During discussion of a motion or amendment, a further motion or amendment dealing with the same subject may be proposed to be moved after the one already being discussed is resolved. This is called a a ‘foreshadowed’ motion or amendment. Foreshadowed motions apply when the original motion is defeated. The order of debate shall be:

1. Mover & seconder of the substantive motion 2. Mover & seconder of the foreshadowed motion 3. Speakers for the substantive motion and the foreshadowed motion alternately 4. Right of reply for the foreshadowed motion 5. Right of reply for the substantive motion

The original substantive motion will be voted upon and, if carried, other foreshadowed motions shall lapse. If the original motion is not carried, foreshadowed motions may be voted upon. Procedural Motions Procedural motions direct the Chair as to how the meeting should be run. Common procedural motions are proposed to change the order of business, to adjourn the meeting, or to end debate and require the meeting to immediate vote on the motion being discussed. The Chair shall determine any point of procedure. However, the meeting may dissent from the Chair’s ruling. If the motion of dissent is carried a new Chair shall be selected by the meeting. Procedural Motions may take the following forms: “That the meeting proceed to the next item of business”

A substantive motion shall be set aside, and there will be no further debate for the remainder of the meeting.

“That the motion lie on the table”

Debate on a substantive motion shall be postponed until the next meeting.

“That the motion not be put foward”

Debate on a substantive motion shall be closed, the meeting shall proceed to the next item of business and no further debate shall be allowed on that item during the meeting.

“That the motion be now put”

Debate on a substantive motion shall be closed, and the substantive motion shall be voted on without further debate or amendment but allowing the proposer their right of reply.

When a procedural motion is moved while the meeting is already discussing a substantive motion, it interrupts the debate as it takes precedence.



Procedural Motions are put straight to a vote. If there is a question as to whether a motion is procedural, the Chair shall exercise discretion in using the following rules in making their decision: The following procedural motions should generally be put to the meeting without debate:

1. That a person should or should not be heard 2. That strict order of debate be followed 3. That the motion be now put

The following procedural motions should generally be put to the meeting with debate permitted:

1. That the motion not be put forward 2. That the meeting be adjourned 3. That the motion lie on the table 4. That the debate be adjourned 5. That the meeting proceed to the next item of business

Motions on Notice Some substantive motions require notice to be given in the advertised agenda of the meeting, such as motions to amend the Club’s Constitution or to dissolve the Club. These motions must be worded exactly as they are to be debated at the meeting. Motions on notice must have a mover and seconder at the time of notice. Amendments to motions on notice can not be carried at the meeting as notice of the amended motion has not been given.

4.6 | Debate

A Member desiring to speak shall address the Chair. If more than one member wishes to speak, the Chair will determine who the first to indicate their intention was. No Member shall speak more than once on any motion without the permission of the Chair. Procedural motions and motions for amendment are considered new questions, and the debate may continue after the motion. The seconder of a proposed motion may speak after the mover or later in a debate where speakers oppose the motion. In all cases the right of reply shall be allowed to the mover of a motion before it is put to a vote. After the vote the matter is settled and should not be discussed further. If there is an accepted procedural motion “that the strict order of debate be followed", the Chair shall permit only one speech per speaker, except for the right of reply. The Chair may determine that no Member shall speak to a motion longer than five minutes.

4.7 | Order A Member may take a point of order at any time, and the result will be decided on by the Chair. A point of order shall show that the speaker was:

• Using unseemly language; • Not speaking on the question; • Infringing on the provisions of the Club’s Constitution, Regulations or any Standing Orders, and insofar as

they do not provide, the Common Law of Meetings

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5.1 | Minutes During the meeting, the Secretary should take meeting minutes. Minutes are a detailed record of what happened at the meeting, and should be a true and accurate record of events. Some secretaries may take notes and type them up immediately afterward in further detail, while others may type during the meeting. If the secretary is not in attendance, another executive must take minutes. Minutes should record the Meeting’s attendance (including Executive Members, Ordinary, Associate and Honorary Members and non-voting Visitors), all resolutions carried at the meeting sequentially numbered, and discussion held leading up to each resolution. Minutes should be checked for accuracy by the Chair of that meeting before being circulated to the Executive. Minutes are not binding until they are accepted at the next meeting of the Society. Unconfirmed minutes should not be circulated, unless they are draft copies for consideration by the Executive.The adopted minutes (with any necessary amendments made) then form part of the Society’s official records, and must be made available to all members of the Society.

• In your minutes you should include: • Details of various arguments advanced for and against a proposition • Motions not carried • Preliminary discussion about a matter to be pursued at a later meeting\ • A record of reports made to the meeting • A record of instructions to Executive Members • Terms of a contract or agreement, financial amounts • A record of expressed appreciation • A summary of reasons which led to a decision

Minutes may include ‘action Items’, which would record the person responsible for effecting the action, the date by which it should be achieved, and its current status. A review by the Executive at a Committee Meeting of any current action items list makes for an efficient check that decisions are being implemented. Any minutes of a confidential meeting conducted in camera must be tabled at each Meeting of the Society. When approved with any amendments, they are collected and destroyed and must not therefore be available for general circulation. Resolutions from in camera sections of Meetings form part of the official public minutes, but the discussion remains confidential. The substantive motion “That the minutes of the previous meeting be confirmed as a true and accurate record of proceedings” should be moved and seconded by Members who attended that previous meeting. In cases where this is not possible, such as at an Annual General Meeting where no Members from the previous year are present, the motion should be carried in good faith.

6.1 | Election Date Your Club’s Constitution will specify the month in which your annual election of Executive Members must occur.Most Club Constitutions specify that elections are held at your Club’s Annual General Meeting (AGM). Alternatively, your Club must hold a General Meeting to hold elections. For the purposes of simplicity, the subsequent sections are written to provide advice on elections that occur at AGMs.



6.2 | Terms of Office Persons elected to an Executive position generally take up their office at the conclusion of the AGM, unless your Club’s Constitution specifies a date at which point the term of office commences. Until the C&S Office receives Re-Registration documents from your Club with details of the incoming Executive, they will not be recognised by the C&S Office. This could cause problems with submitting Funding Forms and booking meeting rooms.

6.3 | Electoral Officers Returning Officer A Returning Officer conducts the elections and determines the vote-count. Before elections are held, your Club’s Executive should select a Returning Officer to be appointed by the Club. The Returning Officer must not be a candidate for election and must not have an interest in the outcome of the elections. The Returning Officer should have a connection to the University of Sydney. It is important that the Returning Officer be appointed before the election period starts (i.e. before nominations are called with notice of the meeting). However, if the entire electoral procedure occurs at the AGM, it may be sufficient for the Returning Officer to be appointed at the meeting before the elections are held. In this instance, the Membership in attendance at the AGM is given the opportunity to endorse the appointment of the Returning Officer. Electoral Arbiter All Clubs are required in their constitutions to recognise the Clubs and Societies Manager as Electoral Arbiter. The Electoral Arbiter shall receive and review any complaints or appeals against the actions or decisions of the Returning Officer.

6.4 | Notice of Elections Fourteen (14) clear days’ notice must be given for an election as part of the advertised agenda of a General Meeting or Annual General Meeting. Notice must be given in a recognised publication of the USU (usually the USU website).

6.5 | Nominations If nominations are received at the AGM, then it is sufficient that at least two Members present at the meeting verbally nominate the Member for the position in question. If nominations are received before the AGM or if the elections are held separately from the AGM, then nominations should be in writing and should include the name and signatures of the nominees and nominators and the position in question. The nominee should indicate their willingness to accept the nomination. All nominees must be Ordinary Members of the Club to hold an Executive position. Nominations should be open for at least a week, and sufficient time must

Part 6 | Elections

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elapse between the close of nominations and the elections to enable the preparation of ballot papers and the notification of the names of candidates for election.

6.6 | Methods of Election There are two ways by which elections can be held; First Past the Post or the Single Transferable Vote Method. Your Club’s Constitution will determine which method of election your Club must use. First Past the Post This is when a position is elected via a majority vote. Each person voting must write the name of the candidate on a piece of paper and submit it to the returning officer or they can vote by show of hands. Single Transferable Vote When voting in this manner, the voter writes the number ‘1’ before the name of the preferred candidate, the number ‘2’ before the name of the next preferred candidate and so on. The second and later preferences will only be utilised if no candidate received over half of the vote. Where there is more than one of the same position up for election, it is necessary for candidates to achieve a certain proportion of the, and the second and later preferences of each voter may need to be distributed to other candidates. Ballot Paper The Ballot Paper should list the names of the candidates in alphabetical order. A box should be placed before the name of each candidate in which the voter can place a mark or a number. More than one executive position may be listed on the one ballot paper. Voters may be allowed to choose to vote for one group of candidates who have allied themselves in a ‘ticket’. All members must be listed as part of the group.

6.7 | Voting Voters must be identified as an Ordinary Member of the Society. Before polling, the list of those eligible to vote should be approved by all the parties concerned. Any ballot papers issued must be initialled by the Returning Officer or the Returning Officer’s nominee or placed in a sealed ballot box. Both used and unused ballots must be kept in a secure place until the completion of the electoral procedure.

6.8 | Counting Order of Counting The votes for each Executive position should be counted in the order of importance of each position (i.e. President, Vice-President, etc). This is because election to one position may preclude election to another position. Thus the President cannot be the Vice-President.



Scrutineers There must be at least one observer allowed to watch the counting of votes. The observer may be a single person selected by the meeting, or scrutineers appointed by each candidate. The candidates themselves should not be allowed to watch the counting. Validity of Votes A vote is invalid if:

• The ballot paper has not been initialled by the Returning Officer or the Returning Officer’s nominee • The intention of the voter is unclear • The same number appears beside the name of two or more candidates (i.e. except if the number 1, 2, 3, are

clearly written followed by 2 x fours then the vote would become informal only upon the distribution of fourth preferences)

• All squares are numbered or the same number appears twice • The identity of the voter is disclosed on the ballot paper

Tied Votes If after the counting of all votes and the allocation of all preferences, two candidates are tied for a position, then the choice between them must be made by sortition (i.e. by drawing a name out of a hat).

6.9 | Complaints, Appeals and Re-Counts After the votes have been counted and the result announced, it is possible that some candidates may be less than happy with the result. The Returning Officer may then receive complaints regarding the election. Note that:

• The complaint should be lodged within a specified period after the completion of voting, 24 to 72 hours should suffice.

• A complaint can only be made on the grounds that some action by a successful candidate or some action or inaction by the Returning Officer has so disadvantaged the complainant as to prevent that complainant being elected, or on the grounds that a successful candidate has committed some action forbidden by the constitution of the Society and should be disqualified.

• It is important to resolve the complaint as soon as possible. The Returning Officer should consider: o Did the action/inaction complained about actually happen? o Was the incident so serious as to warrant the accused candidate being excluded from the poll or the

election being overturned? o Would the complaint about result in the complainant being elected?

A request for a recount should only be acted on if a candidate has been narrowly defeated. After resolution of the complaint, an appeal can be lodged with the Electoral Arbiter by any of the parties involved. The decision of the Electoral Arbiter should be final.

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6.10 | Using the Single Transferable Vote Method

Quota

Candidates in this type of election are required to reach a quota of votes to be elected. Quota is determined using the following formula:

votes to win = ( number of votes places to fill + 1 ) + 1

When the result is a fraction, it is rounded up to the nearest whole number.

Determining Results

1. Candidates who have reached or exceeded quota are declared elected. 2. When an elected candidate has exceeded quota, their surplus votes are then transferred to the remaining

candidates in order of preference i.e. second preferences are allocated, after which those who have reached quota are deemed elected. If there are still places available, third preferences are counted and so forth until all places are filled.

3. When no one reaches quota, the candidate with the fewest votes is eliminated and their votes are transferred. If quota is still not reached, this process is repeated. Should no one reach quota, those with the fewest votes are eliminated until there are enough candidates left to fill the number of available places. Where at any time it becomes necessary to eliminate a candidate and two or more candidates share the lowest number of votes, then whoever was lowest on the poll at the last count is first eliminated. If they are tied with the lowest number of votes at the first count, the Returning Officer decides who is to be eliminated.

7 | Orion Online Portal The Online Portal Orion is an administration tool that all Clubs and Societies’ secretaries need to utilise, in order to run their club efficiently.

To access the portal, log in through the USU website, or follow this link: http://www.usuonline.com/cnsonline/. Executives are then prompted to enter in their Club ID and individual ACCESS Card Number.

Orion allows all executive members to: • Submit Pre-Event forms • Check the Club or Society’s funding status • Book USU rooms for your events • Download copies of C&S Handbooks, funding forms and other important documents • Read email correspondence sent from the C&S Office • Update your club’s listing and information on the USU website • Edit their personal details recorded on the Executive List

http://www.usuonline.com/cnsonline/



• Update the Club or Society’s Membership List In addition Secretaries must use Orion to upload all documents for Re-registration. The following documents must be uploaded to Orion by the end of the Club or Society’s registration year:

• AGM Minutes • AGM Agenda • AGM Attendance List (using template provided on Orion) • An updated listing for the C&S Online Directory • Annual Report • Membership List (using template provided on Orion) • Executive List (using template provided on Orion)

Orion has suggested templates for all the relevant re-registration documents, however; the Attendance, Executive and Membership Lists MUST be submitted in the provided templates. The C&S Office will not accept Hard Copies of any re-registration documentation. Please note that the process is not instantaneous. The C&S Office staff will review all the submitted material and once this has been completed and all the correct documentation received the Club or Society will then be re-registered. For more information please see the Handbook for Re-registration.

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8.1 | Common Agenda Terms Adopt The Club is asked to accept the report or recommendations as representing its view, decision or

position on the matter concerned. Approve The Club is asked to support a recommendation. Confirm The Club is requested to confirm the minutes as an accurate record of the meeting. Consider The Club is requested to deliberate on a particular issue. Endorse The Club is asked to support a recommendation made to another body/action taken, where the

recommendation / action did not require the Club’s formal approval. Note The Club is informed of background information, sometimes with emphasis on a particular point. Receive The Club receives documents that form part of the record of the meeting. Recommend The Club supports, but does not have the power, to resolve the issue/proposal; it has to refer it

to another Meeting. Resolve The Club is asked to support a recommendation. 8.2 | Common Minutes Terms Adopted The Club accepted the report or recommendations as representing its view, decision or position

on the matter concerned. Agreed When a decision on a matter was reached. Approved When a decision on a matter was reached / recommendation supported. Confirmed The Club confirmed the minutes as an accurate record of the previous meeting. Also used for

emphasis on a particular point. Considered Used when the Club deliberates on an issue. Discussed Used when a paper or proposal is discussed. en bloc Used when two or more like items, such as two reports from the same person or many

Constitutional amendments, are passed all together Endorsed Signals the Club’s support for a recommendation being made to another body, where the

recommendation did not require the Club’s formal approval. Noted The Club is informed of background information, sometimes with emphasis on a particular point.

This term can also be used when the Club received and noted a paper without discussion. Put When a motion was directed to be put to a vote without further debate or amendment. Ratified Endorsement of a decision / action taken in the Club’s name, eg. by the Chair. Received The Club received documents forming part of the meeting record; often used in conjunction

with noting a paper without discussion. Reported Usually when an oral report is made. Resolved When a decision on a matter was reached. (The statement is placed as a motion before the Club

and then passed by the Club.) Recommended When the Club recommended proposals to a meeting with more powers. Spoke to When a speaker introduced a paper. Tabled Papers not included with the agenda are circulated at the meeting.



8.3 | Common Meeting Terms Abstention The act of refraining from voting either for or against a motion. Acclamation The record of a Member appointed by election without a vote, when no other candidate is

standing for nomination. Also used in votes of thanks or congratulations. Adjournment Postponing or breaking off a meeting for later resumption. Agenda A list of the items of business to be dealt with during a Meeting. Amendment An alteration or proposed alteration to the terms of a motion, designed to improve the

motion without contradicting it. It can be to leave some words out, or to leave some words out and insert others in their place, or to add new words.

Conflict of Interest A conflict arising from any interest, pecuniary or other, that interferes with a Member's ability to perform his or her functions. Such a conflict may prevent a Member from voting on a given issue.

Dissent If any Members feel strongly about a motion that has been carried despite their opposition, they may request that their dissent or dissenting vote be recorded in the minutes.

Ex Officio Members Individuals who are automatically Members of any Committee because they hold certain positions or through expertise, eg. Vice-Chancellor, Dean, University Librarian.

in absentia Election The election of any Member when the candidate is not present at the Meeting. in camera Meeting A meeting of which business is confidential and only those permitted to attend are eligible to

read the minutes and papers. in good faith When a resolution is carried with a mover and seconder acting in accordance with standards

of honesty and trust. Motion

A proposed resolution before it has been adopted (that is, passed or carried) by the meeting. May be procedural or substantive.

Notice of Motion

Notice of an intention to move certain points at the next meeting. This enables the other Members to familiarise themselves with the issues involved in the meantime, and it ensures inclusion of the motions in the agenda of the next meeting.

Other Business Any matter not otherwise raised during the meeting. Provision is usually made for other business at the end of the agenda.

Point of Order Is taken when a person officially draws the attention of the Chair of a meeting to an alleged irregularity in the proceedings. The alleged irregularity may be one involving facts (eg. that a quorum is not present), or one involving opinions (eg. that a speaker’s remarks are not relevant to the subject of debate), or a mixture (eg. that a motion is outside the scope of the agenda).

Procedural Motion Deals with the conduct of the meeting itself, eg. ‘That the meeting be adjourned’, ‘That Item 7 is discussed in conjunction with Item 14’.

Quorum The smallest number of members who must be present to constitute a valid meeting. No question may be decided at a meeting unless the quorum specified is present.

Rescission Motion A motion proposing that a resolution be removed from the books, either later in the meeting which adopted it or at a subsequent meeting, eg. ‘That Resolution 016/09 on the extension of the lunch period be rescinded’.

Special Meeting Held to discuss a specific topic(s) outside the normal meeting schedule. Substantive Motion A motion ordering something to be done, authorising some past or proposed action,

expressing the meeting’s opinion with regard to some subject, or otherwise dealing with general activities, eg. ‘That the policy on late enrolments be adopted’, ‘That the Chairperson’s action in inviting Mr Smith to the next meeting be endorsed’. Routine motions such as ‘That the minutes be confirmed as a true and accurate record of proceedings’ and ‘that the report be received’ are also substantive motions.

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Clubs & Societies Office Level 1, Manning House Manning Road, University of Sydney NSW 2006 E [email protected] P 9563 6160 / 9536 6118 www.usu.edu.au

USU Secretariat Level 5, Holme Building Science Road, The University of Sydney 2006 E [email protected] P 9563 6230 / 9563 6225 F 9563 6139 www.usu.edu.au

Further Information If you have any questions about the responsibilities of the Secretary or Meeting procedure, please contact the C&S Office or consult one of the following publications: Author Renton, N.E. Title Guide for meetings and organisations Publisher Sydney: Law Book Co., 2005 Edition 8th ed. Author Joske, Percy Ernest. Title The law and procedure at meetings in Australia and New Zealand Publisher Sydney: Law Book Co., 1976 Edition 6th ed. Author Bateman, Greg Title Company Meetings: What You Need to Know Publisher Butterworths USU’s Guide to Meeting Procedure is available from the USU Secretariat on Level 5 Holme Building. This Guide governs meeting procedure at USU Committee and Board Meetings and is a particularly valuable resource on formal meeting procedure.







A.1 | Development of a Resolution Motion is proposed / moved

Is the motion seconded?

Yes

No

The motion is considered and debated (if applicable)

The motion is not considered and the meeting continues with

the next item of business

Are any amendments proposed to the motion under consideration?

Yes

No

Is the amendment to the motion seconded?

Yes

No

The motion is voted upon

Is the amendment acceptable to the mover of the original motion?

Yes

No

The amended motion is voted upon

The amendment is voted upon

Is the amendment carried? Yes

No

The original motion is voted upon

The amendment is considered

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A.2 | Sample Notice of Meeting

Visit www.usu.edu.au and complete the Event Form. Under ‘Full Event Details’ you must publish your full Agenda (please see sample A.3 Sample Agenda), and make sure you include each executive position up for election and each proposed constitutional amendment, if applicable.




A.3 | Sample Agenda

AGENDA OF A GENERAL MEETING OF THE PUPPETRY SOCIETY (SOC PUPPET) TO BE HELD AT 5:00PM ON TUESDAY 25 MAY 2014

IN THE COMMON ROOM, HOLME BUILDING

AGENDA

EXECUTIVE: Matthew Nichols, President, Chair Josephine Ferrell, Vice-President Margaret Williams, Secretary

1. OPENING AND WELCOME 2. APOLOGIES AND LEAVES OF ABSENCE 3. MINUTES OF THE PREVIOUS MEETING

Minutes of the meeting held 11 March 2014 will be considered. 4. BUSINESS ARISING FROM THE MINUTES 5. CORRESPONDENCE

Incoming and outgoing correspondence since the previous meeting of the Society will be circulated. 6. MOTIONS ON NOTICE

6.1 Amendment to the Constitution Motion: That the Constitution of the Society be amended at Clause 8.1 and any subsequent points be re-numbered as necessary.

8. ANNUAL GENERAL MEETING 8.1 The Society shall hold an Annual General Meeting annually in the month of September July.

7. ELECTION 7.1 Election of a General Executive

Election to fill the position of General Executive, currently vacant. 8. REPORTS OF EXECUTIVE MEMBERS

8.1 Report of the President. The President will deliver his report orally. 8.2 Report of the Treasurer. The Treasurer will speak to his report attached.

9. OTHER REPORTS 10. GENERAL BUSINESS

10.1 Annual Ball The President will speak to this issue. 10.2 Yearbook The Social Director will discuss this issue.

11. OTHER BUSINESS 12. DATE OF THE NEXT MEETING

The next General Meeting of the Society will be held at 5pm on Tuesday 8 June 2014 in the Common Room, Holme Building.

13. CLOSE OF MEETING

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A.4 | Sample Minutes

MINUTES OF A GENERAL MEETING OF THE PUPPETRY SOCIETY (SOC PUPPET)

HELD AT 5:00PM ON TUESDAY 25 MAY 2014 IN THE COMMON ROOM, HOLME BUILDING

PRESENT EXECUTIVE: Matthew Nichols, President, Chair

Josephine Ferrell, Vice-President Morgan Edwards, Treasurer Margaret Williams, Secretary Catherine Hayes, Social Director

MEMBERS: 24 Ordinary Members as signed

BY INVITATION: Lindsay Dey The Chair opened the meeting at 5:05pm. 1. OPENING AND WELCOME

The Chair opened the meeting with an acknowledgement of country and welcomed attendees to the meeting. 2. APOLOGIES AND LEAVES OF ABSENCE

The Society heard apologies from Katherine Sharp and Mia Gregory, a request for late arrival from Catherine Hayes and a request for early departure from Josephine Ferrell.

GM 034/10 RESOLVED that apologies be accepted from Katherine Sharp and Mia Gregory, that late arrival be granted to

Catherine Hayes and that early departure be granted to Josephine Ferrell.

Aaron Watson / Daniel Bell 3. MINUTES OF THE PREVIOUS MEETING

Minutes of the meeting held 11 March 2010 were tabled.

GM 035/10 RESOLVED that the minutes of the meeting held 11 March 2014 be confirmed as a true and accurate record of proceedings. Josephine Ferrell / Brian Edwards

4. BUSINESS ARISING FROM THE MINUTES

Sebastian Coats asked whether the issue of missing t-shirts had been resolved. The Chair confirmed that they had been found.

5. CORRESPONDENCE Correspondence was considered by the attendees but no discussion followed.

GM 036/10 RESOLVED that the correspondence be received.

Chispa Flaskas / Eloise Rennie 6. MOTIONS ON NOTICE

6.1 Amendment to the Constitution Josephine Ferrell spoke to the motion, reasoning that due to a high frequency assessment period of students in September annually, it was often difficult to both reach a quorum at the Annual General Meeting and to



ensure a good Executive handover period. She clarified that as the Annual General Meeting would still need to be held during Semester it would occur at the commencement of Semester Two each year. No further debate was heard. The motion was put to a vote.

GM 037/10 RESOLVED AS A SPECIAL RESOLUTION that the Constitution of the Society be amended at Clause 8.1 and any subsequent points be re-numbered as necessary.

8. ANNUAL GENERAL MEETING 8.1 The Society shall hold an Annual General Meeting annually in the month of September July. Josephine Ferrell / Brian Edwards

7. ELECTION 7.1 Appointment of a Returning Officer The Chair received the suggestion that Morgan Edwards be the Returning Officer for the election. GM 038/10 RESOLVED that Morgan Edwards be appointed as the Returning Officer

Lewis Mitchell / Tyler Bates 7.2 Nominations The Chair opened up the floor for nominations. Mia Gregory nominated Chispa Flaskas, seconded by Sean Hay. Chispa Flaskas accepted her nomination. Camilla Cale nominated Daniel Bell, seconded by Sebastian Coats. Daniel Bell accepted his nomination. The Chair invited each candidate to speak for 2 minutes.

Chispa Flaskas outlined her experience as a theatre manager. Daniel Bell outlined his experience as an executive member of a number of different societies.

7.3 Election of General Executive Voting was conducted. Chispa Flaskas was elected into the General Executive position. 8. REPORTS OF EXECUTIVE MEMBERS

8.1 Report of the President

GM 039/10 RESOLVED that the Chair be conferred to Josephine Ferrell. Chloe Thomson / Leah Whitehouse

[Catherine Hayes arrived at the meeting at 5:25pm.] The Chair invited the President to deliver his report. The President delivered his report, which included an overview on the progress of the accessing archives of the Society in Fisher Library, and developing relationships with the Department of Performance Studies. The President also tabled recommendations regarding publicity and fundraising for the Society. The President congratulated Scott Matthews and Holly Wells for their achievements; winning the regional Puppetry Eisteddfod. The President thanked the Vice President for her support during his leave in April.

GM 040/10 RESOLVED that the Report of the President and all recommendations contained within be adopted. Recommendation 1: That the Society investigates further avenues of publicity off campus. Recommendation 2: That the Society revises its Policy on Fundraising. Catherine Hayes / Aaron Watson

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GM 041/10 RESOLVED that Matthew Nichols resume the Chair.

Tyler Bates / Lewis Mitchell 8.2 Report of the Treasurer The Chair invited the Treasurer to deliver his report. The Treasurer delivered his report which included financial statement information and analyses on event income and expenditure for Semester Two.

GM 042/10 RESOLVED that the Report of the Treasurer be adopted. Josephine Ferrell / Evan Schofield [Josephine Ferrell departed from the meeting at 5:48pm.]

9. OTHER REPORTS

There were no other reports. 10. GENERAL BUSINESS

10.1 Annual Ball The Chair advertised the Annual Ball of the Society to be held Friday 12 November 2014. She called for volunteers to express interest after the close of the meeting. 10.2 Yearbook The Social Director spoke to the report of the Yearbook Sub-Committee which detailed the progress of the design and publication of the Yearbook.

The Social Director advised that submissions would continue to be accepted until Friday.

GM 043/10 RESOLVED that the Report of the Yearbook Sub-Committee be adopted. Daniel Bell / Chloe Thomson 10.3 End of Semester Party

The Social Director advertised the End of Semester Party to be held on Friday 11 June 2014. She asked those in attendance for ideas for the theme of the event. Consensus was reached to theme the event ‘Hollywood’.

GM 044/10 RESOLVED that the End of Semester Party to be held Friday 11 June 2014

(a) be themed ‘Hollywood’ and (b) be held at Manning Bar.

Brian Edwards / Catherine Hayes

11. OTHER BUSINESS

The Chair recommended that all Members of the Society join the Facebook group of the Society to be informed of upcoming social events.

Joel Chambers advertised that the Jewellery Club was holding their annual exhibition on Friday 3 June 2014. 12. DATE OF THE NEXT MEETING

The next General Meeting of the Society will be held at 5:00pm on Tuesday 8 June 2014 in the Common Room, Holme Building.

13. CLOSE OF MEETING

With no other business to be attended to the Chair declared the meeting closed at 6:33pm.



A.5 | Sample Meeting Attendance Sheet

GENERAL MEETING OF THE PUPPETRY SOCIETY (SOC PUPPET) HELD AT 5:00PM ON TUESDAY 25 MAY 2014 IN THE COMMON ROOM, HOLME BUILDING

Meeting Attendance

Name Access Card ID Number Signature (For your Records Only)

EXECUTIVE Matthew Nichols [to be filled in at the meeting] [to be filled in at the meeting] Josephine Ferrell Morgan Edwards Margaret Williams Katherine Sharp Catherine Hayes ORDINARY MEMBERS

[to be filled in at the meeting] [to be filled in at the meeting] [to be filled in at the meeting] ASSOCIATE MEMBERS

[to be filled in at the meeting] [to be filled in at the meeting] [to be filled in at the meeting] VISITORS

[to be filled in at the meeting] [to be filled in at the meeting] [to be filled in at the meeting] Lindsay Dey

A.6 | Sample Sign-Off Sheet for Confirmed Minutes

THE PUPPETRY SOCIETY (SOC PUPPET)

The attached minutes have been confirmed by The Puppetry Society by resolution as a true and accurate record of the events of the Meeting held on 25 May 2014. ________________________ Matthew Nichols (Chair) ________________________ Date

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A.7 | Constitutional Amendments Coversheet

CLUB NAME: THE PUPPETRY SOCIETY

DATE OF MEETING: 6 August 2014

This form is to be completed after you have passed Constitutional Amendments at your Annual General Meeting (AGM) or General Meeting (GM). You must submit this coversheet with a copy of your signed and dated proposed constitution to the Clubs & Societies Office within 14 days from your meeting. Constitutional Amendments are passed by the C&S Committee and are not recognised until they have been ratified by the USU Board. Your society will be informed regarding the outcome of the proposed changes.

Clause # Current Clause New Proposed Clause Reason for

Amendment

7.4 Quorum at General Meetings shall be the lesser of one-third of the Ordinary Members or fifteen (15) Ordinary Members. If within thirty minutes from the time appointed for the meeting a quorum is not present, the meeting, if convened upon the requisition of members, shall be dissolved. In any other case, the meeting shall stand adjourned until the same day in the next week, at the same time and place. If, at such an adjourned meeting a quorum is not present, those members who are present shall be a quorum and may transact the business for which the meeting was called. The Secretary shall give fresh notice of such an adjourned meeting.

Quorum at General Meetings shall be the lesser of one-third of the Ordinary Members or fifteen (15) Ordinary Members. If within thirty minutes from the time appointed for the meeting a quorum is not present, the meeting shall be dissolved.

Mandatory C&S Amendment

4.1 The society shall have an Executive Consisting of: i) President ii) Secretary iii) Treasurer iii) Publicity Officer

The society shall have an Executive Consisting of: i) President ii) Secretary iii) Treasurer iii) Publicity Officer iv) Events Officer

Additional executive to coordinate events

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