CONSTITUTION OF THE AUSTRALIAN NATIONAL UNIVERSITY
COLLEGE OF ASIA AND THE PACIFIC STUDENTS’ SOCIETY
1.1 This established association is known as The Australian National University College of Asia and the Pacific Students Society (CAPSS) herewith referred to as the ‘Society’, for the purposes of this document.
2. Interpretation of Terminology
2.1. Terminology is as follows, unless explicitly stated otherwise,
- ‘ANU’ refers to the Australian National University;
- ‘College’ refers to the College of Asia and the Pacific;
- ‘Executive’ refers to the officer bearers of elected positions of the Executive body of the Society as per Section 5;
- ‘Financial Year’ begins 1 July and ends 30 June;
- ‘Meetings called by the Executive’ refers to an annual general meeting (‘AGM’), or any other meeting as called by the Executive open to all members of the Society where votes are cast;
- ‘Members’ refers to those current fee-paying members of the Society;
- ‘Honorary members’ refers to members of the Society who have been granted a lifetime membership for their service to CAPSS or other their contribution to their study of Asia and the Pacific.
- ‘Meetings of the Executive’ refers to Meetings between the Executive for the purposes of discussing operations of the Society;
- ‘Regulations’ refers to the regulations contained in this document;
- ‘Association’ refers to the Australian National University Students Association (ANUSA).
3.1. The Objectives of this Society are to:
- Promote and foster knowledge, awareness and opportunities – both academic and professional – within Asian and Pacific Studies, to its members, the ANU Community, and the wider community generally, through communal events, and other activities.
- Bring together students, scholars, former students, former scholars and relevant groups and associations related to the fields of Asia and Pacific Studies for the purposes defined in 3.1.a.
3.2. The assets and the income of the Society must be applied exclusively to the promotion of its objects and no portion will be paid or distributed directly or indirectly to members except for expenses incurred on behalf of the Society.
3.3. This Society is a representative organisation and represents the students of the College of Asia and Pacific.
4.1. Eligibility for membership of the Society
- General membership will be open to all interested individuals at a reasonable price set by the Executive no later than February 1 each calendar year.
- Membership will be open to all members of the Association and PARSA.
- The fee for general membership for members of the Association and PARSA will not be greater than $20.
- Honorary membership will be offered by the Executive to individuals who are deemed to be held in high repute in the field of Asia Pacific Studies and the Asia Pacific Studies community, and whose involvement with the Society is deemed beneficial to its image and the pursuit of its objectives as stated in section 3.
- The fee applicable in 4.1.a is not applicable in 4.1.d;
- Members as defined in 4.1.d have the same voting rights as general members.
- Membership of the Society ceases on the first academic date of each calendar year, as set by ANU.
- Applies to the Executive, except where provisions are made at Meetings relating to office duties in the interim academic and teaching period for the provision of continued operation of the Society.
- No other class of membership exists.
5. The Executive
5.1. The Executive members are elected during an AGM by a majority agreement amongst the Society’s members who vote and are present at the AGM.
- Where votes are tied, the president has the deciding vote.
5.2. The total number of individual Executive positions that exist in the Executive of the Society is ten (10) which are responsible for the administration of the Society.
5.3. Executive members of the Society must pursue and not breach the Objectives as outlined in section 3.
5.4. Members of the Executive must be fee-paying members of the Society and full or part-time students of the ANU at the time they are elected.
5.5. The Executive shall be structured as follows:
- President: Responsibilities include general direction and leadership of the Society, coordination of Executive members, delegating as appropriate, representing the Society, holding petty cash, chairing meetings and ensuring the sustainability of the Society. The President is also a co-signatory to the Society’s bank account(s), with the Vice-President and Treasurer. The President shall have all powers given in this constitution, and may do any tasks necessary to achieve responsibilities and the objects of the Society as per clause 3.1.
- Vice President: Responsibilities are to assist the President in all duties, preside at any Executive meetings where the President is unable to attend and take the minutes if the Secretary is unable to attend. The Vice-President is also a co-signatory on the Society’s bank account(s), with the Treasurer and President. The Vice-President is also responsible for liaising with and maintaining relationships between Asia-Pacific related clubs, faculty representatives and faculty members.
- Secretary: Responsibilities include assisting the President generally, internal administration of the Society, maintaining membership and email lists, representing the Society where the relevant officer is unable to do so, setting agendas and taking minutes of Meetings, and delegating such tasks from time to time.
- Treasurer:Responsibilities include ensuring the ongoing financial solvency of the Society, keeping accurate financial records, managing the Society’s bank account(s) (with the President and Vice-President as co-signatories), representing the Society regarding grants and other financial matters, and creating budgets for events as necessary. This position also requires the completion of a fundamental accounting/business course (i.e. BUSN1001 or high school equivalent), or have relevant experience.
- IT/ Marketing Officer: Responsibilities include maintenance of the website and Facebook page. They are also responsible for promotion of social and education events in conjunction with the Social and Education Officers, including, but not limited to printing and distributing relevant posters and other non-electronic media.
- Education Officers: Responsibilities include proposing, planning, assisting the IT/ Marketing Officer with publicity, and executing events, delegating tasks as necessary, representing the society at or regarding education related events, working with the Vice-President to organise inter-club events. The Education Officer can form an Education Sub-Committee and appoint members from the general membership of the Society with the approval of the Executive. It is the responsibility of the Education Officer to inform the Executive of the happenings of the Education Sub-Committee.
- Social Officers:Responsibilities include proposing, planning, arranging publicity for, and executing events, delegating tasks as necessary, representing the Society at or regarding social events, working with the Vice-President to organise inter-club events. The Social Officer can also form a Social Sub-Committee and appoint members from the general membership of the Society with the approval of the Executive. It is the responsibility of the Social Officer to inform the Executive of the happenings of the Social Sub-Committee.
- First Year Representatives:Responsibilities include assisting the executive with their portfolios and acting as the key communicator between first year students and the society, through the encouragement of first year involvement in academic and social activities.
5.6. All ANUSA College Representatives to the CRC for the College of Asia & the Pacific shall be honorary members. The College Representatives have no voting rights and no authority to officially represent the Society. They are able to attend all meetings.
5.7. If a member of the Executive is absent from a normal meeting, they can inform the secretary of a proxy of their choosing.
- If an Executive member misses three Executive Meetings, without providing at least 24 hours prior notice and good reason, such good reason as is determined by a majority vote of the Executive present at each meeting in question, that Executive member is deemed to have renounced their position.
- In the event that an Executive member is deemed to have renounced their position as per 5.8(a), the vacancy of that position shall be communicated to all members of the Society within four days. The Executive shall consider all nominations at the following Executive meeting, and shall elect a replacement Executive member by majority vote. This election shall be confirmed or otherwise at the following AGM.
5.9. Removal from Office
- An Executive member may only be removed from office if:
- The member has wilfully acted in a fashion contrary to the Constitution including but not confined to the Objectives of the society as outlined in clause 3.
- The member has manifestly failed to fulfil their obligations under the Constitution and Regulations.
- An Executive member must be removed from office if a resolution is carried by a two-thirds majority of those present and voting at a meeting of the Executive stating that they must be removed from office because of behaviour mentioned in 5.9 a) i.
6. General Procedures
6.1. Conflicts of Interest
- If any candidate for a position in the Executive holds an Executive position in another ANU club or Society, the candidate must declare this other position prior to being elected. If the candidate does not declare other positions, the election of that candidate shall be deemed void.
- If any existing Executive member takes up an Executive position in another ANU club or Society, that Executive member must declare this other position to all Executive members within a reasonable time and obtain informed consent from at least 2/3 of the Executive. If such consent is not obtained or no declaration is made, the Executive member must renounce one of the conflicting positions.
- Executive members must declare all other conflicts of interest that may influence their ability to participate in the Society and fulfil their responsibilities as outlined in part 5.
6.2. General Meetings
- An Annual General Meeting (AGM) of the Society is to be held at least once each year, not more than 14 months after the previous AGM of the Society, at which the members of the Executive of the Society are to be elected, and an Annual Report, statements of income and expenditure, and a current balance sheet are to be presented by the outgoing Executive.
- The Returning Officer is responsible for announcing and advertising the AGM, receiving nominations and drawing ballot papers, vote-counting and providing the results to the President.
- The Returning Officer is to be the Secretary, unless there is a conflict of interest where the Secretary intends to nominate for the Executive in the next Executive committee. In this instance, the Returning Officer will be chosen by consensus of the committee.
- A General Meeting of the Society may be convened no more than four times during each teaching period of the academic year at the discretion of the Executive.
- A Special General Meeting must be called by the Executive within 7-14 days of being presented with a petition signed by 20 fee-paying members of the Society setting out the purpose for which such a meeting is requested.
- A quorum for an AGM is 15 members.
- Unless explicitly stated otherwise in this document, decisions of a General Meeting are passed by a simple majority of full members present in person who cast a vote.
- The President is the chair of a general meeting. Where unavailable, the Vice-President will chair meetings in their absence.
- The chair has a deliberate and casting vote.
- Any resolution of a quorate General Meeting binds all members of the Executive to the extent that the resolution directly relates to their activities as a member of the Executive of the Society.
- If a member is absent from a meeting, they can inform the secretary of a proxy of their choosing.
- This Constitution may be amended by a resolution carried by a two-thirds majority of fee-paying and honorary members present and voting at a General Meeting of the Society in concurrence with a majority vote from the Executive.
- Minor or non-substantial amendments to this Constitution may be made by a majority vote of the Executive. Any amendment made under this clause is subject to confirmation at the following AGM. A quorum for a vote held under this clause is two-thirds of the Executive.
- The Society can be dissolved by:
i. A decision of 2/3 of membership at a general meeting
ii. When the Society ceases to operate due to no members being elected to the executive positions
iii. When the Society ceases to function through natural attrition.
2. Upon dissolution, any excess assets, books, records and property must be given or transferred to the ANU Students’ Associations
3. All debts and Liabilities upon dissolution shall not be given to members but shall be given to the ANU Students Association.
7. Financial Procedures
7.1. Records Keeping
- The Executive is responsible for the safe and proper storage of its records. This involves the Secretary holding responsibility for the management of records, emails, agendas and minutes and any other documents relevant to the Society.
- The Treasurer holds the responsibility for the management of financial records and book keeping which is to be kept up to date and can be accessed by ANU Student’s Association upon request.
- The Executive Committee must make the records available at any time to the ANU Students Association Grants and Affiliations Committee.
- The Society is affiliated to the Clubs Council of the ANU Student’s Association and anything in this Constitution which is inconsistent with the ANU Student’s Association Clubs Regulations and Policies is null and void to the extent of that inconsistency.
- The Society must fulfil its obligations under the Association’s Clubs
- The assets and income of the Club/Society shall be used only for the promotion of the Club/Society’s objectives and no portion may be paid or transferred directly or indirectly to members of the Club/Society except as:
i. Bona-fide remuneration for services rendered by the members to the Club/Society,
ii. Repayment of expenses incurred on behalf of the Club/Society,
iii. Interest at a rate not exceeding interest at the rate for the time being which is or would be charged by the Clubs/Society’s bankers for money lent to the Club/Society, and
iv. Bona-fide rent for premises lent to the Club/Society.
- The assets and the income of the Society must be applied exclusively to the promotion of its objectives and no portion will be paid or distributed directly or indirectly to members except for expenses incurred on behalf of the Society.