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Mature Students' Association
Level 4,
Union House,
University of Adelaide

© MSA 2003

 

 

  

CONSTITIUTION
of
THE MATURE STUDENTS' ASSOCIATION
at the University of Adelaide

 

1. NAME.
 

      1.1 The name of the Club shall be the Mature Students Association.

2. DEFINITIONS.

    Hereafter:
     

      2.1 "Club" shall mean the Mature Students Association.
      2.2 "CA" shall mean the University of Adelaide Clubs Association Incorporated.

    2.3 "Union" shall mean the Adelaide University Union Incorporated.

    2.4 "Committee" shall mean the body elected to manage the Club.

      2.5 "Executive" shall mean the President, Vice President, Secretary and Treasurer of the Club.
      2.6 "GM" shall mean a General Meeting or any properly convened meeting of the Association.
      2.7 "AGM" shall mean the Annual General Meeting.
      2.8 "Academic Day" shall mean a day in which the University of Adelaide conducts lectures in a majority of faculties.
      2.9 "Constitution" shall mean the Constitution of the Club.
      2.10 "RO" shall mean Returning Officer.
      2.11 "Election" shall include the notification, nomination, polling and counting procedures required for the normal filling of positions upon the Committee.
      2.12 "Extraordinary Election" shall include in its meaning an election called by a resolution of a Special General Meeting called pursuant to ss 10.5.
      2.13 "Bank" shall mean any Financial Institution.
3. OBJECTIVES.
 
 
      3.1 The primary objectives of the Club are:
        * To provide a focal point for Mature Age Students.
        * To provide a supportive student environment.

        * To provide such amenities as the Club deems desirable and attainable.

        * To encourage better formal and informal relationships between members.

        * To conduct such activities as the Club determines desirable, providing such activities are not contrary to the Constitution or the CA Constitution or Regulations.

4. AFFILIATION.
 
 
      4.1 The Club shall be affiliated with:

 
        (a) The CA.
5. MEMBERSHIP.
 
      5.1 Full membership shall be open to all financial members of the Union who qualify for CA membership and they shall be classified as full members upon payment of the membership fee.
      5.2 Associate membership.
          5.2.1 Associate membership shall be open to all other people who provide written proof of nomination for membership by three or more full members of the Club.
          5.2.2 An eligible person shall be classified as an associate member upon payment of the membership fee as stipulated in section 2.3 of the CA Constitution.
      5.3 In this Constitution:
          5.3.1 "Voting member" shall mean any member who is a full member.
          5.3.2 "Non-voting member" shall mean any member who is an associate member.

          5.3.3 "Member" shall mean any member who is either a voting or a non-voting member.

           

6. COMMITTEE.
 
 
      6.1 The Committee shall consist of:
          (a) The President.
          (b) The Vice-President.
          (c) The Secretary.
          (d) The Treasurer.
          (e) The CA Delegate.
          (f) The Student Services Information Officer.
          (g) Three General Committee Members.
          (h) First Year Student Committee Member.
          (i) Assistant Treasurer.

 

      6.1.1 All positions in ss6.l shall, in the first instance, be filled according to the results of electionsreported to and accepted by the AGM.

    6.2 The CA Delegate and Assistant Treasurer shall be non-voting members of the Committee.

    6.3 The Executive shall also have as ex-officio, non-voting members:

    (a) The immediate past President.

    (b) Members of the CA Executive who are members of the Club.

 

7. POWERS AND DUTIES OF THE COMMITTEE.
 
      7.1 The Committee shall abide by the Constitution and Regulatons of the CA; as applied to clubs and societies.
      7.2 Between General Meetings the affairs of the Club shall be managed, as the need arises, by the meetings of the Committee; subject to the Constitution, Regulatons and any Resolutions of a General Meeting of the Club.
      7.3 The Executive shall act on behalf of the Club on a day to day basis, providing such actions are reported to the Committee; which may confirm, reverse or vary the validity of such actions.

      7.3.1 The Executive shall be responsible for maintaining a current copy of the CA Standing Orders for the use of all members.

      7.4 The Committee shall meet at least once a month during the Academic Semester. Members shall be informed of the time, date and venue of such meetings by the placing of a notice in a prominent place within the Club's room at least one calender week before the meeting.
      7.5 The quorum of the Committee meetings shall be five Committee members.
      7.6 Decisions of the Committee shall be by substantive motion and shall be minuted.

    7.7 The President, or in their absence the Vice-President, shall call meetings of the Committee.

    7.8 The Committee shall have the power to set up subcommittees as the need arises. The duties and composition of such a subcommittee shall be decided by the Committee.

    7.9 The Vice-President shall act as records officer for the Club.

    7.10 The Treasurer shall receive all monies from subscriptions or other sources, and shall disburse same for, and on account of, the Association.

    7.10.1 The Assistant Treasurer shall act under the direction of the Treasurer.

    7.11 The CA Delegate shall represent the Club in matters concerning the CA and shall attend each meeting of the CA Council and the CA Executive, as required.

    7.12 A member of the Committee shall cease to be a Member of the Committee if:

        (a) The President or the Secretary receives a letter of resignation from that member.

        (b) The member is absent, without leave of absence being granted by resolution of the Committee, for three consecutive meetings of the Committee for which notice was given pursuant to ss7.4.

        c) A resolution of a Special General Meeting, called for the purpose and supported by a two-thirds majority of voting members present, expresses no-confidence in that Committee member.

    7.13 Upon the President, or in their absence the Vice-President, receiving a written petition of five Club members a meeting of the Committee shall be called within ten Academic Days.

    7.14 The Committee may co-opt members to fill casual vacancies within the Committee. Such co-option must be confirmed by a resolution of the next GM for it to have effect beyond that meeting.


 

8. GENERAL MEETINGS.


 

    8.1 A General Meeting of the Club shall be the ultimate decision making body of the Club and shall have the power to direct the Committee.

    8.2 The Club shall have at least one General Meeting, not including the AGM or any Special General Meetings, in each Academic Semester.

    8.3 The President, or in their absence the Vice-President, shall call a General Meeting:

        (a) At the direction of the Committee.

        (b) Within ten Academic Days of receiving a petition calling for a GM from seven full members.

        (c) On their own volition.


      8.4 Proxy votes and absentee votes shall not be admitted.
      8.5 General Meetings shall be conducted in accordance with the CA Standing Orders.
      8.6 The quorum of a GM shall be ten members.
      8.7 The Treasurer shall submit to each GM a Financial Statement.
      8.8 Members of the Club shall be informed of a GM of the Club at least five Academic Days before the meeting.

      8.8.1 The minimum requirement for such information to be deemed to have had effect shall be that a Notice of Meeting, specifying the time, date and venue of the meeting, be placed in prominent places in the Club rooms and on at least four notice boards in Union House.

           

9. ELECTIONS.
 
 
      9.1 The Committee shall appoint a member of the Club, or a member of the CA Executive, to act as the RO. A person may refuse the appointment.
          9.1.1 The RO shall not be a candidate in the election.
          9.1.2 The RO shall be responsible for the management of the elections, including: notification, nominations, polling and counting. The RO, or in the RO's absence an assistant, shall report on these matters to the AGM.
          9.1.3 The RO may appoint assistants, who shall be members but not candidates, as polling clerks and to assist with the counting of ballot papers. A person may refuse such appointment.

    9.2 The RO shall ensure that members are informed of the elections at least two weeks before the close of nominations.

          9.2.1 The minimum requirement for such information to be deemed to have taken effect shall be the placing of a Notice of Election in prominent places in the Club's room and on at least four notice boards in Union House.

          9.2.2 A Notice of Election shall specify: the times, dates and places of polling (should polling be necessary); the closing date for nominations; and those positions in ss6.l for which nominations will be received.

          9.2.3 The RO shall submit such notice to the current SAUA publication in time for it to be published before the close of nominations.

    9.3 Any voting member shall be eligible to nominate for any position; provided that their membership be valid at the time nominations close.

          9.3.1 The period during which nominations may be made shall open when members are informed of the election and close one Academic Day before the polling period commences.

    9.4 At the close of nominations and upon confirming the validity of each candidate the RO shall, if there are more than three candidates for the positions of General Committee Member or more than one candidate for any other position, prepare a ballot paper.

          9.4.1 The order of names of candidates for a position upon the ballot paper shall be determined by a random draw.

    9.5 Polling shall occur during the three Academic Days preceding the AGM and conclude during the AUM.

          9.5.1 During the three polling days preceeding the AGM polling shall: be conducted for a minimum of six hours, three of which must occur during the official University lunch hour; occur in the Club's room; and be by secret ballot.

          9.5.2 Polling during the AGM shall be conducted for such a time and at such a place as the RO specifies, subject to a member's right to a secret ballot.

          9.5.3 The RO shall be responsible for the security of ballot papers from the time of their preparation until the fifteenth day after the AGM and, should the conduct of the election be contested pursuant to sslO.5, for a further period extending until a Special General Meeting has been held to consider the petition.

    9.6 Candidates may each appoint a scrutineer for the counting of votes. A person may refuse such an appointment.

          9.6.1 A scrutineer shall not be a candidate.

          9.6.2 The RO shall be informed, by a candidate, of the appointment of a scrutineer prior to the commencement of the counting of votes.

    9.7 The counting of votes shall occcur when the polling period is complete.

    9.7.1 Counting shall be done according to the current prefered system, as set out in the CA Handbook.

      9.7.2 The election count shall be reported to the AGM.

    9.8 Printed material, including all newsletters, circulars and notices, produced by the Club for the period commencing with the appointment of the RO and concluding at the close of polling, shall be submitted to the RO for authorisation prior to publication. All printed materials produced by members during this period which pertain directly to the election shall be submitted to the RO for authorisation prior to publication.

    9.8.1 Material authorised by the RO shall bear the words "Authorised by the R.O.".

    9.8.2 The RO shall not refuse authorisation without reasonable cause, and must consider all material as soon as is reasonably possible. If advice is sought by the RO about the suitability of specific material for authorisation such advice shall be obtained as soon as Possible. The RO may refuse to authorise material; provided that the reason(s) for refusal be given in writing to the person who submitted the material at the same time as refusal is given.

    9.8.3 The RO shall not interfere with the publication of unauthorised material, but shall report such publication to the AGM in the RO's report.

    9.9 In the event that an extraordinary election be required, the following provisions shall take affect:

    9.9.1 The Committee shall appoint an RO who shall have the same powers and responsibilities as ss9.l: with the exception that; they shall report to a Special General Meeting convened by the President upon the RO's advice. A person may refuse to be appointed as RO.

    9.9.2 ss9.2 shall apply, with the exception that; the positions for which elections are to be held shall be those specified in a resolution of the Special General Meeting that called the election; or of all positions should there not be such a resolution.

    9.9.3 ss9.3 shall apply, with the exception that; if a resolution of the Special General Meeting that called the election specifies that only certain positions are to be subject to extraordinary elections then nominations shall be received only for these positions.

    9.9.4 ss9.4 shall apply.

    9.9.5 ss9.5 shall apply, except that; all references to an AGM shall be read as referring to the Special General Meeting that is convened by the President upon the RO's advice, with the exception that; ss9.5.3 shall apply except that the period for which the RO shall be responsible for ballot papers shall end at the Special General Meeting which accepts the results of the extraordinary election.

    9.9.6 ss9.6 shall apply.

    9.9.7 ss9.7 shall apply, except that; the count shall be reported to the Special General Meeting.

    9.9.8 ss9.8 shall apply, except that; unauthorised material shall be reported to the Special General Meeting.

           

10. THE ANNUAL GENERAL MEETING.
 
 
      10.1 The AGM shall be held before the 31st day of March for the following purposes:
          10.1.1 To receive reports of the year's activities from:
            (a) The President.
            (b) The Treasurer.
            (c) Such other members or Committees as the Club shall see fit.

          10.1.2 To receive the audited financial statement. The financial year ending not later than two weeks before the AGM.

          10.1.3 To conclude polling and receive the ROs report.

          10.1.4 To decide the membership fee for the following year.

          10.1.5 To discuss any business duly brought before the meeting.

      10.2 In the event of insufficient nominations being received by the closing date, the AGM shall have the power to fill vacancies on the new Committee by co-option.
      10.3 Members shall be informed of the AGM at least three calender weeks before the meeting.
          10.3.1 The minimum requirement for such information to be deemed effective shall be that of ss8.8.l.
      10.4 The quorum for an AGM of the Club shall be ten voting members.
      10.5 The members elected to Committee shall take office within fourteen days of the AGM unless the President, or in their absence the Vice-President, receives a petition from ten members requesting a Special General Meeting to contest the conduct of the election within fourteen days , and such a petition shall list the grounds for contesting the conduct of the election, upon which the President, or in their absence the Vice-President, shall call a Special General Meeting to be held within ten Academic Days.
          10.5.1 The petition may include the exact form in which question(s) are to be put.

          10.5.2 The quorum for the Special General Meeting shall be ten members and must include at least seven of the petitioning members.

          10.5.3 Should an extraordinary election be called; the President shall await the appointment of an RO, before seeking that person's advice as to convening a Special General Meeting; to which the RO shall report.

11. SPECIAL GENERAL MEETINGS.
 
 
      11.1 Special General Meetings of the Club shall be convened by the President and shall be held:
          11.1.1 If it is desirable to dedicate a meeting to one purpose.
          11.1.2 If a motion of no-confidence in a committee member of the Club is to be considered,
          11.1.3 Within ten Academic Days of receipt, by the Committee, of a written request from ten voting members of the Club. The request shall state the exact form in which the question(s) are to be put. The quorum for such meetings must include at least seven of the petitioning members.
      11.2 Members shall be informed of a Special General Meeting of the Club at least five Academic Days before the meeting.
          11.2.1 The minimum requirement for such information to be deemed to have had effect shall be those specified as ss8 .8.1.


     
    11.3 A motion of no-confidence, that is supported by at least two thirds of members present at a Special General Meeting, shall terminate the position of that Committee member forthwith; and the President, or in their absence the Vice-President, shall call a GM, to elect another member to hold that position, within ten Academic Days.

       

12. TERMINATION OF MEMBERSHIP.
 
 
      12.1 A member of the Club, upon a resolution of a Special General Meeting, called for the purpose of receiving the support of two thirds of the Club members present, and Providing that member the subject of the motion, has received notice of the motion in writing, at least five Academic Days before the meeting, shall be:
        (a) Reprimanded;
        (b) Suspended from the Club for a period fixed by that meeting; or

        (c) Expelled from the Club and have their membership terminated forthwith.

         

      12.2 A member of the Club shall terminate their membership upon:
        (a) The Executive accepting a letter of resignation from that member; or

        (b) The passing of a resolution pursuant to ssl2.l.

         

13. FINANCES.
 
 
      13.1 The Treasurer shall be responsible for the keeping of the financial records of the Club, which shall be maintained in a current and accurate form, and shall present a report of the current state of the Club finances to each Committee and General meeting.
      13.2 The financial records of the Club shall be made available for inspection, by an officer of the CA within two working days upon receiving written notice, from an officer of the CA, detailing a resolution of the CA Executive making such a request.

      13.3 The Club's Bank account shall be held at the Bank on the North Terrace campus. Should there be more than one such Bank, a resolution of a GM shall determine at which Bank the account shall be held.

      13.3.1 The signatories of the Club's Bank account shall be: the President, Secretary, Treasurer and Assistant Treasurer; of which two of the four shall be the authority to draw on the account. All drawings shall be reported to the Treasurer at the earliest possible instant.

      13.4 The Treasurer shall present a financial statement to the AGM; which shall detail each financial transaction made on behalf of the Club from the time of the previous AGM.

      13.5 The Treasurer shall give a copy to the CA of the annual financial statement presented to the AGM.
      13.6 The Executive shall report to each Committee meeting the financial decisions made by the Executive from the time of the last GM.

14. INTERPRETATION OF THIS CONSTITUTION.
 

    14.1 The interpretation of this Constitution shall lie with the Committee provided that its members may dissent from the Committee ruling and that the interpretation be subject to confirmation by the next GM of the Club.

    14.2 In the event of a situation arising which is not covered by this Constitution, the Committee shall act in what it considers to be the best interests of the Club. Such action shall be subject to confirmation by the next GM of the Club.

         

15. ALTERATION OF THIS CONSTITUTION.
 
 

    15.1 This Constitution shall only be altered by a two thirds majority of the voting members who attend the AGM or a Special General Meeting. Notice of any proposed alteration shall be posted with notice of the AGM or Special General Meeting.

         

16. TRUSTEES UPON WINDING UP.
 
 

    16.1 In the event that the Club is wound up or lapses: the assets remaining, after the paying of debts and liabilities, shall be transferred to the CA; and those assets shall be used by the CA in accordance with the CA Constitution.

         

17. ENACTMENT.
 

    17.1 This Constitution shall take effect, and be deemed enacted as from the time of adoption by the AGM or Special General Meeting of the Club.