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The Australian National University SCUBA Diving Club Constitution

Adopted at a General Meeting on March 4, 1998
Amended at the Annual General Meeting on November 30, 2000.
Amended at the Annual General Meeting on November 22, 2001.
Amended at the Annual General Meeting on November 28, 2002.
Amended at the General Meeting on May 26, 2004.

(1) Name
The name of the Club is the `Australian National University SCUBA Diving Club', subsequently referred to as the `Club'.

(2) Affiliation
The Club is an Affiliated Club of the Australian National University Sports and Recreation Association under Part A Regulation (1) of the Australian National University Sports and Recreation Association `Affiliated Clubs Regulations'.

(3) Objects
The object of the Club is to:
(a) foster, promote and develop the sport of SCUBA Diving within the Australian National University community;
(b) participate in Inter-Club and other activities that are deemed to be in the interests of the Club;
(c) co-operate with other persons or organisations of similar interest;
(d) act as an Affiliated Club of the Sports and Recreation Association, in accordance with its Constitution and by-laws, and to co-operate in its activities.

(4) Constitution
(a) The Club will be conducted in accordance with this Constitution.
(b) Amendments to this Constitution will require a two-thirds (2/3) majority of those present at a General Meeting properly convened under Clause 13 of this Constitution; except as provided under Clause 15 of this Constitution.

(5) Membership
(a) Membership is open to any person, suitably skilled in SCUBA diving, who
(i) provides evidence of and maintains current membership of the Australian National University Sports and Recreation Association, and
(ii) pays Club membership fees.
(b) A General Meeting can elect any person Patron of the Club for a period not exceeding five years. This is an honorary position and does not confer any normal membership rights.
(c) A General Meeting can elect persons to Life Membership of the Club. This is an honorary position and does not confer any normal membership rights.

(6) The Executive and the Committee
(a) The Executive consists of a President, Treasurer, Secretary and Vice-President.
(b) (i) The Members of the Executive will be elected at the Annual General Meeting, or as provided under sub-section (e) of this clause, and will hold office until the next Annual General Meeting except as provided under sub-section (d). A person may be nominated for the Club Executive or Committee in absentia providing they have consented in writing. (ii) When election to a position on the Club Executive is contested, the election for that position is to be by a secret ballot.
(c) The Committee consists of the Executive together with any other number of Club members who are elected by a majority of the Executive.
(d) A member of the Committee must vacate their office if they:
(i) cease to be a member of the Club,
(ii) are absent without leave from any two consecutive Committee meetings,
(iii) tender their resignation,
(iv) lose the support of a majority of the Executive, or a two thirds (2/3) majority of a General Meeting.
(e) If any position of the Committee becomes vacant for any reason the Executive may elect any member of the Club to fill this temporary vacancy.
(f) The quorum for a meeting of the Committee is three members.

(7) Duties of the President
The President will:
(a) promote and effect the objects of the Club;
(b) convene or instruct the Secretary of the Club to convene all General Meetings of the Club or Club Committee;
(c) chair General and Committee Meetings of the Club, or deputise another member of the Executive to do so;
(d) sign all documents which require their signature as official head of the Club and sign all minutes of meetings of the Club after they are confirmed.

(8) Duties of the Treasurer
The Treasurer will:
(a) keep a correct account of all money received and paid out by the Club;
(b) not pay, lend or otherwise appropriate any of the funds of the Club to any persons, purposes or cause whatsoever except when authorised by a General Meeting of the Club or by the Committee;
(c) after authorisation of payments by a General Meeting or the Committee, draw cheques on the Club's bank accounts to meet these payments and arrange for these cheques to be signed by two of the signatories authorised by the Committee;
(d) ensure that all monies received on behalf of the Club are correctly accounted for and, as soon as possible after receipt, deposited into the Club's bank account, and have charge of the Statements of Account of the Club;
(e) present to the Committee in each semester, a statement of the Club's finance and of the income and expenditure of the preceding semester;
(f) prepare and have presented at the Annual General Meeting a Statement of Income and Expenditure, a Balance Sheet, and a Financial Report for the proceeding year, to a standard which may be specified by the Sports and Recreation Association, and ensure that all accounts are an accurate record kept to a standard acceptable to the Sports and Recreation Association.

(9) Duties of the Secretary (Publicity Officer)
The Secretary will undertake or delegate to other members of the Committee the following responsibilities:
(a) advertise all Club activities in a conspicuous manner;
(b) maintain a full list of all Club Members, in a form approved by the Sports and Recreation Association, and submit it to the Sports and Recreation Association Executive Officer whenever it is requested;
(c) record and promptly deal with all correspondence and submit this to the Committee;
(d) keep minutes of meetings of the Club and of the Committee;
(e) give all necessary notice of meetings;
(f) within fourteen days of the Annual General Meeting forward to the Executive Officer of the Sports and Recreation Association
(i) the minutes of that Annual General Meeting,
(ii) the names of the office bearers elected at that meeting,
(iii) the Annual Reports adopted by that meeting, and
(iv) the Statements of Accounts adopted at that meeting;
(g) forward to the Executive Officer of the Sports and Recreation Association an application for the Annual Grant, any additional grant, or for any special grant, as directed by the Committee or a General meeting;
(h) prepare an Annual Report for submission to the Annual General Meeting of the Club;
(i) carry out any other duties the Committee or a General Meeting directs.

(10) Duties of the Vice-President (Equipment Officer)
The Equipment Officer will, for the purposes of the Affiliated Club Regulations, be known as the Vice-President and undertake or delegate to other members of the Committee the following responsibilities:
(a) keep a register of Club gear and arrange for its maintenance;
(b) arrange for Club gear to be stored safely and to be available for all Club training and Club dives;
(c) appoint Gear Officers to be responsible for the issuing and receiving of Club SCUBA gear;
(d) in the event that a Boat Officer is appointed to the Committee, delegate to the Boat Officer responsibility for the storage and maintenance of Club boats and their associated equipment;
(e) issue, or arrange for an appointed Gear Officer to issue, SCUBA gear to Club members for use on Club diving trips and private dives, subject to the payment of a deposit and any usage fee which is determined by the Committee;
(f) ensure that a full record is maintained, in a form approved by the Treasurer, of all money paid to the Club for gear, deposits and refunds, and gear issued and returned.

(11) Duties of Members
Each member will:
(a) abide by the Constitution and by-laws of the Club;
(b) promptly pay Club fees and charges;
(c) conduct their activities in such a manner as to not expose other members of the Club to any additional danger or undue risk.

(12) Powers of the Committee
The Committee will have the power, subject to any direction by a General Meeting of the Club, to:
(a) generally manage the affairs of the Club so as to carry out its Objects;
(b) pay the charges and expenses incidental to the conduct and management of the Club;
(c) set up sub-committees to deal with or report on such matters as may be refereed to them by the Committee;
(d) interpret any question arising out of the Constitution;
(e) apply for an Annual Grant, or additional grant, or any special grant, in accordance with the Sports and Recreation Association Affiliated Clubs Regulations, or any other requirement of the Sports and Recreation Association;
(f) charge for use of Club equipment, admission to any function, or for any Club activity;
(g) make, amend or repeal by-laws as it deems necessary for the proper conduct of the Club and use any means it believes necessary to advise members of the making, amending or repealing of such by-laws;
(h) arrange the agenda for any General Meeting of the Club;
(i) transact, or report on any business referred to it by any General Meeting of the Club.
(j) suspend from membership of the Club any member failing to comply with the requirements of Clause 11 of this Constitution, and recommend to Sports and Recreation Council that the suspended member be expelled from the Club.

(13) General Meetings
(a) The General Meeting of the Club is the controlling body of the Club, and its decisions may only be overturned at a subsequent General Meeting.
(b) General Meetings are to be convened by the Secretary at the direction of the President and/or as considered necessary by the Committee;
OR
within ten (10) days of the receipt of a petition in writing stating the purpose of the meeting and signed by no less than five members.
(c) The time and place of every General Meeting of the Club will be given at least fourteen (14) days prior to the day appointed for the meeting. The Secretary will inform members of the agenda for the meeting at least four (4) days prior to the day appointed for the meeting. A notice posted on the official Club notice board of the Sports and Recreation Association, and distributed electronically to all members who have provided to the Club Secretary their current electronic mail address, will be sufficient notice to the members.
(d) Notice of motion for any General Meeting including any notice of motion for the amendment of this Constitution will be in writing and given to the Secretary at least eight (8) days prior to the day appointed for the meeting.
(e) Membership fees can only be altered by a motion at a General Meeting.
(f) At all General Meetings of the Club the Chair will have the casting vote.
(g) The Annual General Meeting (AGM) of the Club shall be held shortly after ANU Orientation week in the first semester, allowing new members to attend the AGM, vote and run for committee positions. A core proposal for the Annual Club Grant to be submitted to the SRA shall be prepared by the outgoing Executive and presented to the AGM. The Grant shall be finalized after the AGM jointly by the outgoing and new Executive to promote an optimal hand-over.
(h) A quorum for a vote at a General Meeting of the Club will be fifteen (15) members, and a quorum for a vote at an Annual General Meeting will be the lesser of twenty percent (20%) or twenty (20) of the current members.

(14) Standing Orders
All meetings of the Club will be conducted in accordance with the Standing Orders Regulations of the Australian National University Sports and Recreation Association.

(15) Dissolution
The Club may only be dissolved by the resolution of a majority of at least two thirds (2/3) of the total membership of the Club at a General Meeting. Notice of such a meeting must be given to all members at least two weeks before the meeting, and will include a notice of the motion to dissolve the Club.

(16) Copies of the Constitution
Copies of this Constitution and the relevant standing orders will be available on demand from the Secretary.

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