Constitution of the AUFS
1. NAME
The name of the Club shall be the Adelaide University Film Society.
2. DEFINITIONS
Hereinafter:
2.1 “Club” shall mean the Adelaide University Film Society.
2.2 “Clubs Association” means the Clubs and Societies Association Incorporated.
2.3 “Union” shall mean the Adelaide University Union.
2.4 “Committee” shall mean the committee or governing body of the Club.
2.5 “GM” shall mean a General Meeting or any properly convened meeting of the Club.
2.6 “AGM” shall mean the Annual General meeting.
2.7 Academic Day shall mean any day in the Academic week during lecture term time except for Saturday, Sunday and Public Holidays.
2.8 The President, Secretary, and Treasurer of the Club shall have the honorary title of “The Executive”.
3. OBJECTS
3.1 To increase the enjoyment, knowledge and viewing of films.
3.2 To encourage better formal and informal relationships between members.
3.3 To initiate such activities as shall from time to time be deemed desirable, provided that such activities shall not be contrary to any other clause of this Constitution and the Constitution and Regulations of the Clubs Association.
4. AFFILIATION
The Club shall be affiliated with:
4.1 The Clubs Association.
4.2 Such organisations as shall be determined by a General Meeting.
5. MEMBERSHIP
5.1 Membership of the Club shall be open to all persons, provided the majority of members shall also be Union members.
5.2 Esther Speight shall be granted free membership to the club for the term of her natural life for outstanding service to the club.
6. COMMITTEE
The Committee shall consist of:
6.1 The following voting members who shall be elected to the offices of the Committee at the AGM:
6.1.1 President
6.1.2 Vice President
6.1.3 Honorary Secretary
6.1.4 Honorary Treasurer
6.1.5 Publicity Officer
6.1.6 Delegate to the Clubs Association
6.1.7 Other members of the Committee without office as decided by the AGM.
6.2 The minimum number of committee members shall be 6.
6.3 The holder of the office of Delegate to the Clubs Association may also be a holder of any other office simultaneously.
6.4 The above members must be voting members of the Club at the time of their election or co-option to the Committee.
6.5 Upon an office becoming vacant after the AGM, the office shall be filled by an election or co-option at a General Meeting, or by appointment by the Committee of an already existing Committee member which shall then subsequently be ratified at the next General Meeting.
6.6 Any member of the Clubs Association Executive shall be an invited ex-officio member of the Committee, but shall be non-voting unless a member by virtue of clause 6.1.
7. POWERS AND DUTIES OF THE COMMITTEE
7.1 The Committee shall have full powers to conduct the business of the Club subject to guidelines or decisions of General Meetings.
7.2 The President shall chair all meetings of the Committee and General Meetings of the Club, or in the absence of the President, the Vice President, or if the Vice President is also absent, a Committee member chosen by the Committee.
7.3 The President or nominee shall be the public spokesperson for the Club subject to guidelines or decisions of the Committee or of General Meetings.
7.4 The Treasurer shall receive all moneys and disburse same for, and on account of, the Club, and shall maintain financial records in a current and accurate form.
7.5 The Clubs Association delegate shall represent the Club in all matters pertaining to Clubs Association business and shall attend all general meetings of the Clubs Association and Clubs Association Executive meetings where required.
7.6 The Publicity Officer shall be responsible for publicity and advertising of club events, subject to guidelines or decisions of the Committee or of General Meetings.
7.7 The signatories of the Club’s bank account shall be the President, the Secretary , the Vice President, and the Treasurer, of which two of the four shall be the authority to draw on the account.
7.8 The quorum for a Committee meeting shall be at least half of the voting members of the committee.
8. TERMS OF OFFICE
8.1 The term of office of the Committee shall begin immediately after the AGM.
8.2 The Committee shall meet at least once a month during the academic year.
9. GENERAL MEETINGS
9.1 Only members of the Club shall be eligible to vote in any election or meeting of the Club. Proxy votes will not be admitted.
9.2 The Standing orders of the Committee and General Meeting shall be as decided by the respective meetings.
9.3 The quorum for a General Meeting shall be 7 members.
10. ANNUAL GENERAL MEETING
10.1 The AGM shall be held before April 30 each year for the purpose of:
10.1.1 Receiving reports on the year’s activities from the committee.
10.1.2 Receiving the audited financial statement. (The financial year shall be from January 1 to December 31).
10.1.3 Electing the Committee as specified in 6.1 above.
10.2 In the event of insufficient nominations being received at the AGM the Committee shall have the power to fill any vacancies by co-option, subject to ratification by a General Meeting of the Club.
10.3 Voting for elections at the AGM shall be by secret ballot at the request of a nominee.
10.4 The Committee shall elect from amongst themselves a member to act as Returning Officer for the purpose of conducting the elections at the AGM.
10.5 Notice of the AGM shall be posted in the Union Buildings of the University of Adelaide, and, in writing, to the Clubs Association Executive, at least 10 academic days before the date of holding of same.
11. SPECIAL GENERAL MEETINGS
Special General Meetings of the Club shall be convened —
11.1 When called by the President.
11.2 When called by the Committee.
11.3 Within 10 academic days of receipt by the Secretary of a written request from 10 voting members of the Club. The request shall state the exact form of any questions to be put.
12. TERMINATION OF MEMBERSHIP OF THE CLUB
12.1 Any member of the Club may be expelled, suspended or otherwise penalised by a resolution passed by a two-thirds majority of the voting members of the Committee, subject to ratification at a Special General Meeting, if in the opinion of the Committee she/he has been guilty of conduct in any manner detrimental to the interests of the Club.
12.2 Membership shall terminate at the commencement of O-Week in the following year, with the exception of the Committee whose membership shall expire at the conclusion of the AGM in the following year.
13. TERMINATION OF MEMBERSHIP OF THE COMMITTEE
A member of the Committee shall cease to be a member upon occurrence of any of the following:
13.1 Upon the acceptance by the Committee of a written note of resignation signed by such a member.
13.2 Upon ceasing to be a member of the Club.
13.3 Upon absence from three consecutive Committee meetings without leave granted by the Committee.
13.4 Upon a motion of no-confidence, supported by at least two thirds of members present at a Special General Meeting called for that purpose. In the case where the disposed Committee member is also an office bearer, the office shall be filled under clause 6.5 above. Otherwise, an election may be called at the discretion of the Committee to fill the vacancy.
14. MEMBERSHIP FEE
14.1 The Club annual membership fee shall be set by the Committee.
14.2 The annual membership fee shall not apply to life time members as set out in 5.2.
15. ALTERATION OF THE CONSTITUTION
The Constitution shall only be altered by a two-thirds majority of Voting Members attending the AGM or a Special General Meeting called for that purpose. Notice of any proposed alteration shall be posted with notice of the AGM under clause 10.5 above, or in that same manner if a SGM has been called.
16. TRUSTEES
The Trustees of the trust fund set up in the event of the demise of the Club shall be the Clubs Association Executive.
17. ENACTMENT
This Constitution shall take effect and be deemed enacted as from the time of adoption by the AGM or SGM of the Club.
