Constitution
1 Introduction
1.1 The official name of the club shall be ‘UNSW Competitive Programming and Mathematics Society’.
1.2 The club shall be affiliated with Arc.
1.3 The aims and objectives of the club are to:
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1.3.1 Foster a community of students who are interested in competitive programming and/or competitive mathematics;
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1.3.2 Host regular competitions and workshops to challenge students and improve their problem solving skills; and
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1.3.3 Encourage more students to get involved in competitive programming/mathematics.
1.4 In all matters not specifically dealt with herein, the procedures set out in the latest edition of Guide for Meetings and Organisations by N. E. Renton shall apply.
Definitions
1.5 For the purposes of this Constitution:
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1.5.1 The University shall mean the University of New South Wales;
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1.5.2 Arc shall mean Arc @ UNSW Limited;
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1.5.3 Members shall mean full members of the club;
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1.5.4 Associate members shall mean associate members of the club;
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1.5.5 The Executive shall mean the Executive of the club;
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1.5.6 The Committee shall mean the Executive of the club as well as any member appointed by the Executive to fill a specific role;
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1.5.7 The Annual General Meeting shall mean the Annual General Meeting of the club;
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1.5.8 An academic day shall mean a day during the first, second or third term of the University’s academic year which is not a Saturday, Sunday, Public Holiday or University Holiday; and
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1.5.9 Subjects shall mean units of study offered by the University in progression to the award of a degree.
2 Membership
2.1 Contact details for members of the club are to remain with the Executive and Arc to have sole access. Contact details are not to be given or sold to any other person.
2.2 Full membership of the club shall be open to all UNSW students, and they shall be required to complete a membership form.
2.3 Associate membership shall be open to those UNSW students who are ineligible for membership, as well as UNSW alumni and current UNSW staff, provided that they complete a membership form prepared by the club Executive.
2.4 The duration of a person’s membership shall be until the club’s next Annual General Meeting after they have become a member, or until the end of Week One in Term One of the University year after they have become a member, whichever is the later.
2.5 The club shall comply with Anti-Discrimination legislation in all of its activities and procedures, including the granting of club membership.
2.6 Notwithstanding clause 2.8, a member of a club Executive may have their position declared vacant according to the procedures set out in Section 3.7.
2.7 Notwithstanding clause 2.8, a member or associate member of a club may have their membership terminated after the following procedure is followed:
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2.7.1 A motion is carried by the Executive, or the Executive is petitioned by fifteen (15) members to instigate impeachment proceedings;
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2.7.2 The members of the club are notified of the proceedings formally as a motion on notice to an Extraordinary General Meeting under Section 4.2;
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2.7.3 The member concerned is notified in writing of the procedures and reasons for proceedings at least seven (7) days prior to the meeting.
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2.7.4 The member concerned is given five (5) minutes to speak against the motion at the Extraordinary General Meeting.
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2.7.5 The motion is carried by the Extraordinary General Meeting.
2.8 Any member of a club or club Executive who believes they have been wrongly expelled may appeal to Arc, who will arrive at the final resolution of the matter.
3 Executive
3.1 The Executive of the club shall be elected from the full members at the Annual General Meeting and shall consist of:
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3.1.1 Two Co-Presidents;
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3.1.2 A Secretary;
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3.1.3 A Treasurer;
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3.1.4 An Arc Delegate; and
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3.1.5 A Grievance, Equity, Diversity and Inclusion Officer.
3.2 The term of office for each executive shall begin on the first day after the UNSW Term 3 Exam Period in the year in which they are elected, and continue until the corresponding day in the following year.
3.3 Each member is permitted to hold up to two Executive positions, provided that a minimum of three different members shall remain on the Executive at all times, with the following exceptions:
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3.3.1 The positions of the two Co-Presidents must be held by two distinct people; and
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3.3.2 No single person may simultaneously hold the positions of Co-President and Treasurer.
3.4 Job sharing of any Executive position is not permitted.
3.5 The Executive shall be responsible for the following duties:
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3.5.1 The activities of the club;
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3.5.2 The finances of the club;
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3.5.3 Appointing members to the Committee;
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3.5.4 The maintenance and review of policies & procedures of the Club, including its Grievance Resolution Policy & Procedure.
3.6 The Executive is at all times bound by the decisions of a club Annual or Extraordinary General Meeting.
3.7 Any member of the Executive shall have their position declared vacant if they:
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3.7.1 Die;
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3.7.2 Cease to be a member of the club;
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3.7.3 Cease to be a UNSW student; or
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3.7.4 Have their position declared vacant at an Extraordinary General Meeting.
3.8 Any member of the Committee shall have their position declared vacant if they:
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3.8.1 Meet the criteria outlined in section 3.6; or
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3.8.2 Are removed from their role by majority vote of the executive.
3.9 Any vacancy on the club Executive must be filled at an Extraordinary General Meeting, via the procedures outlined in Section 4.
3.10 Duties of the following Executive positions shall include but not be limited to:
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3.10.1 Co-Presidents
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To chair all club, Committee, General and Annual General Meetings (held during their term) of the club;
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To oversee and coordinate the activities and administration of the club;
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To ensure that the elected officers of the club perform duties as laid down by the club’s Constitution, through regular e-mail updates, regularly advertised meetings, reports and notices and/or regular newsletters;
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To ensure that all other tasks necessary for the running of the activities of the club are performed properly, either by doing them or by delegating the duties;
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To have a thorough knowledge of the club’s Constitution;
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To ensure that changes made to the Constitution at an EGM or AGM are in line with Arc requirements;
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To ensure that any motions made at any Meeting of the Club are reflective of the Constitution;
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To plan the coming year’s activities;
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To act as official spokesperson for the club;
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To arrive at a membership fee with the Executive;
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To liaise with fellow Executive members and Club members;
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To acquaint each committee member with their function, responsibility, duties and maintain personal contact with them;
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To liaise with Arc and departments of the University where necessary;
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To ensure that all required reaffiliation documentation is submitted to Arc within the time period prescribed by Arc;
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To ensure that an “Application for Affiliation” form accompanied by the minutes of the most recent Annual General Meeting and an updated membership list is submitted to Arc;
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To ensure that the Treasurer submits a Financial Report to the club at the AGM and to Arc and that they have the club’s finances in good order in preparation for Spot Audits by Arc;
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To ensure that Arc is informed of changes to the Executive; and
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To pass on their knowledge to their successors.
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3.10.2 Secretary
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To be responsible for receiving and replying to all correspondence on behalf of the club;
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To organise meetings, agendas (in consultation with the Co-Presidents), and minutes;
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To keep relevant club papers in order;
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To coordinate elections; and
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To maintain the membership list, updating when changes are made.
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3.10.3 Treasurer
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To keep and maintain all club financial records;
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To hold petty cash tins etc.;
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To keep the club informed of its financial position (at meetings, through regular e-mail reports, or through regular newsletters);
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To carry out financial transactions as directed by the club management;
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To not lend money, under any circumstances to themselves, club members or other clubs;
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To always ensure that the records are up to date and in good order so that if they are otherwise unable to continue in that capacity someone else can easily take over;
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To not put the club in debt that cannot be repaid, but endeavour to match costs and income as closely as possible;
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To always insist on a receipt or docket to validate any expenditure by the club;
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To always provide a description and reference on any internet banking or app banking payments made;
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To pay all accounts by cheque;
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To always enter the payee’s name, the cheque amount and a brief explanation of the payment on the cheque butt;
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To always provide a receipt to a person who gives money to the club for any reason and bank all money received immediately;
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To ensure the Club has three signatories who are Executive members to the cheque account;
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To ensure that club funds are not misused at any time;
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To ensure that when smaller amounts of money are spent (petty cash) a receipt or docket must be obtained; and
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To ensure that under no circumstances are any expenses to be met without documentation.
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3.10.4 Arc Delegate
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To be aware of the Arc funding system, its requirements and its possibilities for the club;
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To communicate with the Executive before and after each Arc Clubs Briefing to pass on information (about grants etc.);
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To liaise with Arc and the club’s Executive;
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To have a good working knowledge of Arc forms;
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To collect mail on behalf of the Club from the Arc Clubs Space at least every two weeks; and
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To attend Arc Clubs Briefings or nominate a fellow club member to attend on their behalf, or send apologies in advance (taking the form of an email detailing their name, club, and the date of the meeting they cannot attend).
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3.10.5 Grievance, Equity, Diversity and Inclusion Officer
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To receive complaints and grievances relating to the Club;
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To investigate grievances (where necessary) and resolve grievances or make recommendations to the Club Executive on the resolution of grievances;
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To act in a fair, ethical and confidential manner in the performance of their duties, and pass on their responsibilities for specific grievances to other Club Executives if they cannot act impartially;
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To notify those involved of the outcome of the grievance.
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To foster an inclusive culture within the Club;
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To facilitate and promote the engagement of non-majority demographics of the Club (which may include culturally diverse students, students with disabilities, female-identifying students, gender diverse students and LGBTQIA+ students and Indigenous students);
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To engage and represent student members of non-majority demographics of the Club;
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To ensure the Club takes into consideration needs and requirements of non-majority demographics of the Club in its events and activities, such that all of events are as inclusive as possible and appropriate for non-majority demographics (including but not exclusive to minimising the number of events in the year that coincide with cultural holidays);
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To ensure that all Club communications can be understood clearly by all students (e.g avoiding the use of slang and idioms);
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To be an accessible contact for members, UNSW students and UNSW staff for matters regarding equitable events, activities, conduct and diversity within the Club;
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To provide guidance to representatives of the Club (Executives, committee members, volunteers etc.) on appropriate ways to communicate and behave inclusively;
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To keep apprised of any significant issues affecting students from non-majority demographics within the Club and report any relevant issues to the Club Executive; and
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To monitor engagement and membership of students from non-majority demographics within the Club and provide regular updates to the Club Executive.
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4 Meetings
4.1 Annual General Meetings
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4.1.1 There shall be one Annual General meeting every calendar year.
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4.1.2 Notice in the form of an agenda for the Annual General Meeting shall be no less than seven (7) days, and is to be:
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Given in writing to Arc; and
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Given in writing to all club members, or upon approval by Arc displayed in a way that will guarantee an acceptable level of exposure among club members.
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4.1.3 Quorum for the Annual General Meeting shall be fifteen (15) members or one half of the club membership, whichever is the lesser. This is based on the membership list at the time that notice of the meeting is given.
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4.1.4 At an Annual General Meeting:
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Reports shall be presented by at least the Co-Presidents and the Treasurer;
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Full financial reports shall be presented and adopted;
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Elections for a new Executive shall be conducted; and
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Constitutional amendments and other motions on notice may be discussed and voted upon.
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4.1.5 Full minutes of this meeting, including a list of the new Executive, written financial reports, and constitutional amendments, shall be forwarded to Arc within fourteen (14) days of the meeting.
4.2 Extraordinary General Meetings
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4.2.1 There shall be Extraordinary General Meetings as the Executive sees fit or as petitioned under clause 4.2.3.
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4.2.2 The format, procedures, notice and quorum for an Extraordinary General Meeting shall be the same as for an Annual General Meeting, except that Executive elections will not be held unless specifically notified.
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4.2.3 To petition for an Extraordinary General Meeting, fifteen (15) members or half of the club membership, whichever is the lesser, must petition the Executive in writing.
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4.2.4 Such a petitioned meeting must be held within twenty-one (21) days, but no sooner than seven (7) days.
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4.2.5 There shall be other general meetings of the club as the Executive sees fit.
4.3 Meetings
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4.3.1 General requirements for all meetings are as follows:
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All voting at meetings shall be with a simple majority required for a resolution to be passed.
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Each member is entitled to one vote.
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In the case of equality of voting, the Co-Presidents may each cast a single extra vote. In the case that still results in equality of voting, each other member of the Executive, in the order that their first position appears in 3.1, may each in turn cast a single vote until the equality of voting is resolved.
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Elections for the Executive shall use the “instant-runoff voting” system.
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Constitutional changes must be in the form of a motion on notice to an Annual or Extraordinary General Meeting.
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Constitutional changes passed at an Annual or Extraordinary General Meeting must be approved by Arc for the Club to remain affiliated with Arc.
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Meetings can only be held on academic days.
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The Executive of the Club shall be elected from the full members. Elections shall take place at the Annual General Meeting (and Extraordinary General Meetings, where relevant), or through an online process that satisfies the election requirements set out in this constitution. The results of online elections shall be declared at a General Meeting held on the next academic day after the conclusion of voting.
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5 Finance
5.1 The club shall hold an account with a financial institution approved by Arc.
5.2 The Executive must approve all accounts and expenditures for payment.
5.3 All financial transactions shall require two signatures of members of the Executive.
5.4 The club shall nominate three members of the Executive as possible signatories for the account, one of which must be the club Treasurer.
5.5 The financial records of the club shall be open for inspection by Arc at all times.
6 Dissolution
6.1 Dissolution of the club will occur after the following conditions have been met:
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6.1.1 An Extraordinary General Meeting is petitioned in writing as set out in 4.2.3;
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6.1.2 Procedures for notification as set out in 4.1.2 are followed, and the reasons for the proposed dissolution are included with the notification to Arc;
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6.1.3 Quorum for the meeting to dissolve the club shall be twenty (20) members or three-quarters of the club membership, whichever is the lesser;
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6.1.4 No other business may be conducted at the meeting to dissolve the club;
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6.1.5 After the petitioning body has stated its case any opposition must be given the opportunity to reply, with at least ten minutes set aside for this purpose;
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6.1.6 A vote is taken and the motion to dissolve lapses if opposed by fifteen (15) or more members of the club; and
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6.1.7 If the motion to dissolve is carried, Arc must be notified within fourteen (14) days.