university of tasmania water polo and swimming club constitution

7/29/2019 University of Tasmania Water Polo and Swimming Club Constitution

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Tasmanian University Water Polo & Swimming Club

Formation & Aims

1. There shall be a club affiliated with Tasmania University Union Inc called the 'Tasmania

University Union Water Polo & Swimming Club,' herein referred to as 'the Club.'2. The aims of the Club shall be:

To provide opportunities for members of the Club to learn and enjoy water polo and

swimming as a social and recreational activity.

To organise/participate competitions and to assist in the promotion of such a

competition.

To, in the future, participate in and foster Inter-Varsity Water Polo and Swimming

Championships and provide an opportunity to compete in University Games.

Membership

3. The Club shall be open to all currently enrolled students at the University of Tasmania

upon the payment of the prescribed subscription fee as determined by the Club.

4. Persons excluded by paragraph (3) may join as associate members of the Club upon the

payment of the associate member subscription as determined by the Tasmania University

Union Sports Council.

5. All student and associate members are entitled to the same rights and privileges, except

where rules and regulations direct otherwise. Any non-member may participate in Club

activities if by doing so they are not likely to affect the viability of the Club.

Officers of the Club

6. Officers of the Club shall be elected at the Annual General Meeting as follows: President,

Vice President(s), Secretary, Treasurer, Delegate(s), and any Committee Members.

7. There shall be an Executive of the Club consisting of the President as Chairperson, the

Vice President(s), Secretary and the Treasurer. ThePresidentshall chair all meetings of the Club, present an annual report at the Club's

Annual General Meeting, provide leadership and encouragement for the Committee, and act

as spokesperson for the Club. In the event that both Committee and General meetings cannot

be held, the President shall have the full executive power of the Club. All decisions made by

the President that relate to the Club must be ratified by the next General meeting of the Club.

The Vice President(s) shall fulfil the duties of the President in the latter's absence, and shall

carry out any duties prescribed by the Executive. There shall be two Vice Presidents of the

Club, one fulfilling the duties of the swimming department and one fulfilling the duties of the

water polo department.

TheSecretary shall prepare agendas and papers, take minutes for all Club meetings, andtake the necessary action to implement Executive decisions. The Secretary shall also conduct

all correspondence in relation to the Club activities and ensure that Club records are properly

maintained.

The Treasurershall keep a detailed record of all the Club's financial transactions, present a

financial statement to each meeting of the Executive and the Club, present an audited

financial report at the Club's Annual General Meeting, be responsible for and prepare the

Club's annual affiliation submission to the Sports Council.


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Members of the Committee shall provide general assistance with the management of the

Club. Where necessary, members shall accept responsibility for specific duties delegated by

the Executive.

8. Those elected shall hold office until the next Annual General Meeting subject to paragraph

9 or by resignation.

9. Any officer of the Club may be removed from his or her position by a General Meeting

especially called for that purpose, providing a two-thirds majority of members present vote

for such a removal. Such a General Meeting shall be empowered to fill any vacancy caused

by the removal or resignation of an office bearer.

10. The Executive shall have the power to appoint such sub-committees for any purpose it

sees fit from time to time. The President shall be an ex-officio member of all such sub-

committees.

Annual General Meeting

11. The Annual General Meeting shall be held at any time in academic year of the University

of Tasmania.

12. The Annual General Meeting shall: receive a report on the Club's activities from the President;

receive a report and audited financial statements from the Treasurer about the Club's

financial affairs;

determine the Club's subscription fees;

elect the Officers of the Club.

13. The purpose for calling an Annual General Meeting and details of the business to be

transacted shall be announced in the Daily Bulletin and via notices posted on notice boards in

the Union Building prescribed for that purpose by the T.U.U.

14. Notice of an Annual General Meeting shall be issued not less than seven (7) working days

prior to the meeting.

General Meeting

15. All student and associate members are entitled to attend and vote at all General Meetings

of the Club.

16. The purpose for calling a General Meeting and details of the business to be transacted

shall be announced in the Daily Bulletin and via notices posted on notice boards in the Union

Building prescribed for that purpose by the T.U.U.

17. Notice of a General Meeting shall be given not less than seven (7) working days prior to

such a meeting.

Extra-Ordinary General Meeting

18. Any 3 Club members may petition, in writing, for the convening of a special meeting of

the Club, stating clearly their reasons. The Secretary shall call the said meeting withinfourteen (14) days of receiving the petition. An Extra-Ordinary General Meeting shall not

transact any business which requires the approval of a General Meeting.

19. Notice of an Extra-Ordinary General Meeting shall be given as per Section 14.


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Meeting Procedures

20. Regulation I, the Standing Orders of the Union relating to meeting procedure, is hereby

adopted by the Club.

21. Notice of Business

For an Annual General Meeting, members wishing to move any resolution at the meeting

shall hand the resolution in writing to the Secretary not less than four (4) working days before

the meeting.

For a General Meeting, members wishing to move any resolution at the meeting shall hand

the resolution in writing to the Secretary not less than three (3) working days before the

meeting.

For an Extra-Ordinary General Meeting, notice of motion shall be forward to the Secretary

as per Section 21 (a).

22. The President, or in his or her absence, the relevant Vice President(s) shall be Chairperson

of all General and Committee meetings of the Club. In the absence of both the President and

the Vice President(s), the Executive shall nominate a person to the chair.

23. The quorum at all General Meetings shall be two thirds of the executive (including the

president or both VPs) and 8 financial members.

24. The quorum at Committee meetings shall be four (4) members including the President orVice President(s), and the Secretary or Treasurer.

25. Every financial member present at a meeting shall be entitled to one vote each time a vote

is called on a matter. Only financial members shall be allowed to vote. Proxy votes shall not

be accepted.

Financial Provisions

26. The Club shall have a cheque savings account with the Commonwealth Banking

Corporation, University Branch. All cheques shall be signed by any two of the following

officers of the Club:

The President;

The Vice-President(s);

The Treasurer.

27. Liability of Members or a Club

a) The liability of non-executive members of a club is at all times limited to the prescribed

(annual) membership fee for that club:

b) The elected Executive of a club are personally liable for any debtor obligation which

is incurred by that Executive

is incurred by any other person who has been able to appear to a third party as if they were

acting on behalf of the club due to the negligence or recklessness of those Executive

members;

However, any debt or obligation incurred by a member or members of the Executive while

validly acting in their role as such (under the rules of the club) may be met from the funds and

resources of the club as received by grant or otherwise raised in that financial year of the club.c) Executive members of a club can not be held liable for debts of obligations incurred on

behalf of the club prior to their period of office unless they knowingly accept those debts of

obligations.

d) Any member of a club who purports to incur a debt or obligation on behalf of the club

while acting without due authorisation will be personally liable for such a debt or obligation.

e) The respective Council (or SRC or TUU Executive) may at their discretion indemnify in

whole or in part an individual who has incurred such a debt if they believe that in all the

circumstances it is justifiable to do so.

28. The financial year end of the Club shall be on the thirty-first of December of each year.


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Affiliation

29. The Club is an affiliated club under the Regulations of the Tasmania University Union

relating to Clubs and Societies, and anything in this constitution, any by-law or resolution of

this Club or its office bearers which is inconsistent with the said Regulations or any

amendment thereto, or special rule there under, shall be void and of no effect in so far as it is

inconsistent.

Amendments to the Constitution

30. Any proposed amendments to this Constitution must be given formal written notice of

motion not less than three (3) working days prior to the meeting at which it is to be discussed.

Such a proposal shall require a two-thirds majority of Club members present and voting at a

General Meeting, subject to Section 23, before it can be adopted.

university of tasmania water polo and swimming club constitution

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