The official constitution of the UNSW Security Society.
1.1 The official name of the club shall be "The Security Society of UNSW".
1.2 The club shall be affiliated with Arc.
1.3 The aims and objectives of the club are to:
1.3.1 Spread awareness of security in its many forms, including computer and real life;
1.3.2 Host events to facilitate the development of skills and knowledge of security; and
1.3.3 Provide networking opportunities between students and companies in the security
industry.
1.4 The society will be a Constituent society since it has an agreed association with the
School of CSE, which is ratified by Arc.
1.5 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.
2.1 For the purposes of this Constitution:
2.1.1 The University shall mean the University of New South Wales;
2.1.2 The School of CSE shall mean the UNSW School of Computer Science and Engineering;
2.1.3 Arc shall mean Arc @ UNSW Limited;
2.1.4 Re-affiliation shall mean re-affiliation with Arc;
2.1.5 Members shall mean full members of the club;
2.1.6 Associate members shall mean associate members of the club;
2.1.7 The Executive shall mean the Executive of the club;
2.1.8 The Committee shall mean the Executive of the club as well as any member appointed
by the Executive to fill a specific role;
2.1.9 The Annual General Meeting shall mean the Annual General Meeting of the club;
2.1.10 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
2.1.11 Subjects shall mean units of study offered by the University in progression to
the award of a degree.
2.2 Unless a contrary statement appears in Section 9 of this Constitution, the club shall be
bound by all the clauses in Section 3 to Section 8 of this Constitution.
3.1 The assets and income of the organisation shall be applied solely in furtherance of its
above-mentioned objects and no portion shall be distributed directly or indirectly to the
members of the organisation except as bona fide compensation for services rendered or
expenses incurred on behalf of the organization.
4.1 Notwithstanding clause 4.1.1, contact details for members of your 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.
4.1.1 The Returning Officer specified in 6.17 shall have access to the contact details
of those who choose to vote in an election. It must be made clear to the member
that by choosing to vote, they are consenting to their contact details being given
to the Returning Officer.
4.2 Full membership of the Club shall be open to all UNSW students, and they shall be required
to pay an annual Club membership fee set by the Club Executive, and complete a membership
form.
4.2.1 Full membership shall be automatically conferred to students enrolled in a
UNSW-administered security degree.
4.3 Associate membership shall be open to all persons who are not UNSW students, provided that
they pay a membership fee that is set by the Club Executive, and they complete a
membership form prepared by the Club Executive.
4.4 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 latter.
4.5 The Club shall comply with Anti-Discrimination legislation in all its activities and
procedures, including the granting of Club membership.
4.6 Notwithstanding clause 4.9, a member of a Club Executive may have their position declared
vacant according to the procedures set out in Section 5.8.
4.7 Notwithstanding clauses 4.8 and 4.9, an Executive, a member or associate member of a Club
may have their membership terminated after the following procedure is followed:
4.7.1 A motion is carried by the Executive, or the Executive is petitioned by twenty
(20) members to instigate impeachment proceedings;
4.7.2 The members of the Club are notified of the proceedings formally as a motion on
notice to an Extraordinary General Meeting under Section 6.2;
4.7.3 The member concerned is notified in writing of the procedures and reasons for
proceedings at least seven (7) days prior to the meeting.
4.7.4 The member concerned is given five (5) minutes to speak against the motion at the
Extraordinary General Meeting.
4.7.5 The motion is carried by the Extraordinary General Meeting.
4.8 Notwithstanding clause 4.9, an Executive, a member or associate member of a Club may have
their membership terminated if the following occurs:
4.8.1 The person in question has acted in a way that has sabotaged the functions of the
Club or disregarded the Constitution to the detriment of the Club's membership;
and/or,
4.8.2 The person in question has instigated instances of bullying, harassment, assault
and/or gendered violence to one or multiple individuals.
4.8.3 The Club has liaised with Arc about the person in question and Arc has determined
the issue is of a serious nature.
4.8.4 That the Club has, in consultation with Arc, determined that a public EGM to
remove the individual would cause undue harm to those that have been victimised or
harmed.
4.8.5 Notice of a General Meeting must then be presented via the email they provided
when signing up to the Club, to the person(s) in question, and the Executive, at
least seven (7) days prior to the meeting.
4.8.6 This meeting must be held in-camera (privately) and the only people permitted to
attend the meeting are:
4.8.6.1 Executive as listed within their Constitution,
4.8.6.2 the person(s) in question,
4.8.6.3 a support person for each of the person(s) in question, as required
4.8.6.4 Any member of Arc Clubs Management, as required
4.8.7 The person(s) in question must be afforded procedural fairness, including five (5)
minutes to speak against the motion. (Refer to Arc Clubs Policy Section E, 33.5 -
33.11)
4.8.8 The motion is carried by the General Meeting.
4.9 Any member of a Club or Club Executive who believes they have been wrongly expelled may
appeal to the Clubs Tribunal, who will arrive at the final resolution of the matter.
4.10 Appeals must be submitted in writing within seven (7) days of receiving the penalty and
must include a justification for seeking an appeal.
5.1 The Executive of the club shall be elected from the full members at the Annual General
Meeting and shall consist of at least:
5.1.1 A President;
5.1.2 A Vice President of Externals;
5.1.3 A Vice President of Internals;
5.1.4 A Vice President of Technicals;
5.1.5 A Treasurer; and
5.1.6 A Grievance, Equity, Diversity, and Inclusion (GEDI) Officer.
5.2 The term of office for each Executive elected at an AGM shall start at the conclusion of
Term 3 in the current year (unless voted otherwise by the incoming executives under clause
6.22) and continue until the conclusion of Term 3 in the subsequent calendar year (or they
lose authority under clause 6.22).
5.3 Any Executive elected at an EGM will serve from the date of their election until the end
of the next Term 3 in any given calendar year.
5.4 One (1) member is permitted to hold two (2) Executive positions, provided that a minimum
of three (3) different members shall remain on the Executive at all times, with the
following exceptions:
5.4.1 President and Treasurer may not be held by the same person;
5.4.2 President and GEDI Officer may not be held by the same person.
5.5 Job sharing of any Executive position is not permitted.
5.6 The Executive shall be responsible for the following duties:
5.6.1 The activities of the club;
5.6.2 The finances of the club;
5.6.3 Appointing members to the Committee;
5.6.4 The maintenance and review of policies & procedures of the Club, including its
Grievance Resolution Policy & Procedure.
5.7 The Executive is at all times bound by the decisions of a club Annual or Extraordinary
General Meeting.
5.8 Any member of the Executive shall have their position declared vacant if they:
5.8.1 Die;
5.8.2 Cease to be a member of the club;
5.8.3 Cease to be a UNSW student;
5.8.4 Are absent from any three (3) consecutive meetings of the club without apology or
leave; or
5.8.4.1 Unless exempted unanimously by the Executive.
5.8.5 The person fails to fulfil reasonable obligations delegated by:
5.8.5.1 The Constitution, or
5.8.5.2 The Executive, or
5.8.5.3 Any other supplementary regulations.
5.8.5.4 Unless exempted unanimously by the Executive.
5.8.6 Have their position declared vacant at an Extraordinary General Meeting.
5.9 Any vacancy on the club Executive must be filled at an Extraordinary General Meeting, via
the procedures outlined in Section 4.
5.10 Duties of the following Executive positions shall include but not be limited to:
5.10.1 President
a) To chair all club, Committee, General and Annual General Meetings (held during their
term) of the club or society;
b) To oversee and coordinate the activities and administration of the club;
c) To ensure that the elected officers of the club or society perform duties as laid down
by the clubs' Constitution, through regular email updates, regularly advertised
meetings, reports and notices and/or regular newsletters;
d) To ensure that all other tasks necessary for the running of the activities of the
society are performed, properly either by doing them or delegating the duties;
e) To have a thorough knowledge of the club's or society's Constitution;
f) To plan the coming year's activities;
g) To act as official spokesperson for the club;
h) To arrive at a membership fee with the Executive;
i) To liaise with fellow office bearers;
j) To acquaint each committee member with their function, responsibility, duties and
maintain personal contact with them;
k) To liaise with Arc and departments of the University where necessary;
l) 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;
m) 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;
n) To ensure that Arc is informed of changes to the Executive;
o) To pass on their knowledge to their successor; and
p) To be responsible for matters relating to sponsorship and funding from outside
organisations other than Arc, including but not limited to:
i. Liaising with such outside organisations;
ii. Establishing the sponsorship proposal for the year; and
iii. Organising events run in conjunction with sponsors.
q) To arrive at a budget with the Executive;
r) To ensure that motions made at any Meeting of the Club are reflective of the
constitution;
s) Other duties as in accordance with the Constitution of the club.
5.10.2 Vice President of Externals
a) To organise external meetings, agendas (in consultation with the President), and
meeting minutes;
b) To act as the delegate of the club to external bodies, and be responsible for managing
relations with external entities and organisations;
c) To be responsible for receiving and replying to all correspondence on behalf of the
club;
d) Manage and oversee the Club’s presence on social and professional media platforms.
5.10.3 Vice President of Internals
a) To organise internal meetings, agendas (in consultation with the President), and
meeting minutes;
b) To keep relevant club papers in order;
c) Administer and coordinate all elections of the Club in accordance with this
Constitution;
d) Administer and coordinate voting procedures and documentation of dispute resolution by
vote in accordance with the constitution.
5.10.4 Vice President of Technicals
a) To maintain, oversee, and improve upon the Club’s digital infrastructure;
b) To ensure that the Club's infrastructure is secure, reliable, and compliant with
University and Arc requirements, including data protection and privacy obligations;
c) To manage and coordinate technical projects on behalf of the society, ensuring that
objectives are clearly defined, progress is tracked, and deliverables are met on time.
d) To fully document and hand over technical systems, accounts, and infrastructure to
their successor at the end of their term, ensuring continuity of operations.
5.10.5 Treasurer
a) To keep and maintain all club financial records;
b) To hold cheque books, petty cash tins etc;
c) To keep the club informed of its financial position (at meetings, through regular email
reports, or regular newsletter;
d) To carry out financial transactions as directed by the club management;
e) To not lend money, under any circumstances to yourself, club members or other clubs;
f) 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;
g) To not put the club in debt that cannot be repaid, but should endeavour to match costs
and income as closely as possible;
h) To always insist on a receipt or docket to validate any expenditure by the club;
i) To always enter the payees name, the cheque amount and a brief explanation of the
payment on the cheque butt;
j) To always provide a receipt to a person who gives money to the club for any reason and
bank all money received IMMEDIATELY;
k) To ensure you have at least two (2) and not more than three (3) signatories who are
Executive members to the cheque account;
l) To ensure that club funds are not misused at any time;
m) To ensure that when smaller amounts of money are spent (petty cash) a receipt or docket
must be obtained; and
n) To ensure that under no circumstances are any expenses to be met without documentation.
o) To be aware of the Arc funding system, its requirements and its possibilities for the
club;
p) To communicate with the Executive before and after each Arc Clubs General Meeting to
pass on information (about grants etc);
q) To liaise with Arc and the club's Executive;
r) To have a good working knowledge of Arc forms;
s) To clear out the club's pigeonhole in the Arc Resource Centre at least every two (2)
weeks;
t) To attend Arc Clubs General Meetings or nominate a fellow club member to attend on your
behalf, or send advance apologies (taking the form of a written note detailing your
name, club, and the date of the meeting you can not attend);
u) To ensure that Arc is informed of any changes to the Executive; and
v) To ensure that changes made to the constitution at an EGM or AGM are in line with Arc
requirements.
5.10.6 Grievance, Equity, Diversity, and Inclusion (GEDI) Officer
a) To be responsible for matters relating to grievances, including but not limited to:
i. To receive complaints and grievances relating to the Club;
ii. To investigate grievances (where necessary) and resolve grievances or make
recommendations to the Club Executive on the resolution of grievances;
iii. 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; and
iv. To notify those involved of the outcome of the grievance.
v. To not act as counsellor during any grievances, but to ensure that anyone
experiencing distress is provided with adequate resources on who to speak to or
where to go to seek professional advice or help.
b) To foster an inclusive and safe environment for all members of the Club, including:
i. Facilitating & promoting the engagement of non-majority demographics of the Club
(which may include culturally diverse students, students with disabilities,
students who are women, gender diverse students, LGBTQIA+ students and indigenous
students);
ii. Engaging & representing student members of non-majority demographics of the Club;
iii. Ensuring 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);
iv. Ensuring that all Club communications can be understood clearly by all students
(e.g avoiding the use of slang and idioms);
v. Being an accessible contact for members, UNSW students and UNSW staff for matters
regarding equitable events, activities, conduct and diversity within the Club;
vi. Providing guidance to representatives of the Club (Executives, directors,
committee members, volunteers etc) on appropriate ways to communicate and behave
inclusively;
vii. Keeping apprised of any significant issues affecting students from non-majority
demographics within the Club and report any relevant issues to the Club Executive;
and
viii. Monitoring engagement and membership of students from non-majority demographics
within the Club and provide regular updates to the Club Executive
ix. To lead efforts ensuring that your internal Club culture is positive and to
prioritise and foster wellbeing and balance within the Club;
x. Ensure that club events will not result in poor wellbeing outcomes and will not
lead to grievances from Club members and/or executives;
c) Undertake training as required to build understanding of how to look out for your peers
and how to improve the internal culture of your Club;
d) Run training and information sessions to upskill the executive team in understanding
the Club's grievance policy; and
e) Other relevant duties as required by the Club.
5.11 Committee Members
5.11.1 Committee positions are to be determined by the executive.
5.11.2 Committee positions are to be published and outlined to the society members in
the Committee Regulations prior to appointing the committee members.
5.11.2.1 The Committee Regulations must outline a description of the position
and any responsibilities, duties and obligations that position holds.
5.11.3 Committee members are to be appointed by a majority vote of the executive
5.11.4 Any member of the Committee shall have their position declared vacant if they:
5.11.4.1 Meet the criteria outlined in section 5.8; or
5.11.4.2 Are removed from their role by majority vote of the executive.
6.1 There shall be one (1) Annual General meeting every calendar year.
6.2 Notice in the form of an agenda for the Annual General Meeting shall be no less than
fourteen (14) days, and is to be:
6.2.1 Given in writing to Arc; and
6.2.2 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.
6.3 Quorum for the Annual General Meeting shall be:
6.3.1 Ten (10) or one half of the Club membership, whichever is the lesser, for all
Clubs with less than 75 members, and for any other Club that has been active for
less than 18 months from the time they first affiliated to Arc; or,
6.3.2 Fifteen (15) ordinary members for all Clubs with more than 75 members that have
been active for more than 18 months from the time they first affiliated to Arc. An
ordinary member is defined as a member of the Club that did not serve as Executive
in the current year.
6.4 At an Annual General Meeting:
6.4.1 Reports shall be presented by the President and the Treasurer;
6.4.2 Full financial reports shall be presented and adopted;
6.4.3 Constitutional amendments and other motions on notice may be discussed and voted
upon.
6.4.4 The Chair will hand over the meeting to the Returning Officer who will:
6.4.4.1 Hold elections for a new Executive; and/or if this has already happened
online,
6.4.4.2 Announce the winners and any other relevant information to attendees as
required, before handing the meeting to the new, Incoming President, or
in their absence, a duly elected Chair.
6.5 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.
6.6 There shall be Extraordinary General Meetings as the Executive sees fit or as petitioned
under clause 6.8.
6.7 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.
6.8 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.
6.9 Such a petitioned meeting must be held within twenty-one (21) days, but no sooner than
seven (7) days.
6.10 There shall be other general meetings of the club as the Executive sees fit.
6.11 Proxies are not allowed at General, Annual General or Extraordinary General Meetings.
6.12 General requirements for all meetings are as follows:
6.12.1 All Executive Resolutions (Voting) at meetings shall be subject to requirements
outlined in Section 6.13; and
6.12.2 Approved minutes of Executive meetings shall be available to members;
6.12.2.1 Approved minutes may exclude, however is not limited to excluding:
sponsorship discussions, committee nomination discussions and other
internal private matters;
6.13 Meetings shall be conducted:
6.13.1 At least once per month;
6.13.1.1 Unless otherwise agreed upon by a majority of the executive
6.13.2 When called upon by the President;
6.13.3 When requested by three (3) members of the Committee; and
6.13.4 In open session unless the Executive resolves to discuss a matter in closed
session.
6.13.4.1 Open session meetings are to be publicised a week in advance to the
meeting date.
6.14 Valid Executive Resolutions shall require:
6.14.1 That the matter to be dealt with by resolution be identified as an agenda item
when notice of the relevant meeting is sent to executive members, unless by
unanimous resolution of present voting executive members, it is declared the
matter shall be dealt with;
6.14.2 That at least 50% of voting members of the executive be present when the
resolution is passed;
6.14.3 A simple majority of present voting executive members to vote in favour of the
resolution. In the event of a tie, the President shall have the casting vote.
Executive members not present at the relevant meeting may nominate in advance
another voting Executive member to act as their proxy. Each voting Executive may
only carry one (1) proxy;
6.14.4 Constitutional changes must be in the form of a motion on notice to an Annual or
Extraordinary General Meeting;
6.14.5 Constitutional changes passed at an Annual or Extraordinary General Meeting must
be approved by Arc for the Club to remain affiliated with Arc.
6.15 Elections of executive will be conducted at the Annual General Meeting (or Extraordinary
General Meetings where relevant) following the requirements set out in this constitution.
6.16 At least one (1) Returning Officer must be appointed by the Executive prior to a General
Meeting at which an election will take place.
6.17 The Returning Officers duties are as follows:
6.17.1 Ensure that they are at all times impartial and objective and cannot be
determined to have a real or perceived conflict of interest by Club members,
Executive or by Arc Clubs Management.
6.17.2 Ensure that all elections are run fairly and in line with the rules set out by
this Club’s Constitution and according to Arc Clubs Policy and Procedure.
6.17.3 Prepare and circulate all notices of election, nominations, voting and proxies to
be held as part of any General Meeting in which an election is to take place.
6.17.4 Provide all members with access to an email address that is designated for use by
the Returning Officer over the course of their duties.
6.17.5 Accept all nominations submitted that satisfy the rules of this Club’s
Constitution and Arc Clubs Policy and treat any defective or late nominations in
the manner prescribed by this Club’s Constitution and/or Arc policy.
6.17.6 If voting is to take place online, ensure that the appointed Returning Officer(s)
are the only person(s), alongside Arc Clubs Management, with access to the voting
forms and spreadsheets.
6.17.7 If voting is to take place in person, ensure that they have provided all members
with instructions surrounding proxies, have received any proxies via accepted
channels and determined the validity of proxies submitted prior to the General
Meeting taking place.
6.17.8 Runs the portion of the General Meeting pertaining to the election of candidates
6.17.9 Allows for at least 1 scrutineer per candidate, (who cannot be the candidate
themselves) to be present for the counting of votes, if this is held in person, or
for that person to be provided access to the voting sheets if the election was
held online.
6.17.10 To present a report announcing all successful candidates following the
conclusion of the voting process.
6.17.11 Where there is a clash between this Club’s Constitution and Arc Clubs Policy,
Arc Clubs Policy takes precedence.
6.18 Elections requirements are stated as follows:
6.18.1 Optional preferential voting shall be used;
6.18.2 Voting for all positions shall be conducted simultaneously (where applicable);
6.18.3 Members who nominate themselves for candidacy for more than one (1) position must
provide an order of preference;
6.18.4 If a candidate wins more than one (1) position, the candidate shall be elected to
their most preferred position, and votes for the vacated position(s) shall be
counted again (unless there are no other candidates in the vacated position).
6.18.5 If nominations are taken in advance:
6.18.5.1 All eligible members must receive notice of the nominations period
before its commencement, as well as details of the nomination process.
6.18.5.2 Nominations must be open for at least seven (7) days.
6.18.5.3 Members who wish to submit themselves as nomination candidate:
6.18.5.3.1 Must do so directly to the Returning Officer; and
6.18.5.3.2 Must confirm their nomination by emailing the returning
officer using their UNSW email, before voting begins.
6.18.5.4 Only the returning officer may view the list of nominations until
nominations have closed.
6.18.5.5 At the start of the voting period:
6.18.5.5.1 An official ballot shall be sent to members;
6.18.5.5.2 The ballot will disclose the preferred position of each
confirmed candidate; and
6.18.5.5.3 The order of candidates for each position on the ballot will
be random.
6.18.5.6 For any position for which there are no confirmed candidates at the
close of nominations, nominations for those positions will be valid if
received at the General Meeting.
6.19 All election candidates:
6.19.1 Must not run in coalitions; and
6.19.2 May campaign for their positions subject to the following procedures:
6.19.2.1 The current or outgoing executives, and committee may not support or
criticise any candidate for election other than themselves; and
6.19.2.2 The current or outgoing executives, and committee who are campaigning
for themselves may not use any privileges or permissions from their
position;
6.19.3 At the General Meeting at which the election was held (unless they are the only
candidate for a position), will have their elected position given to the next
candidate in line if:
6.19.3.1 They do not attend (unless the candidate has given an excuse), or
6.19.3.2 They wish to no longer accept their position.
6.20 Elections may take place as one of the following forms, provided they satisfy all
existing election requirements as set out in this constitution and their requirements as
set out below:
6.20.1 Ballot Elections
6.20.1.1 Nominations will be open at least one (1) week before the election, and
close the day before the election;
6.20.1.2 Additional nominations received at the General Meeting are valid;
6.20.1.3 All present members shall be provided a paper ballot;
6.20.1.4 Candidates may campaign at the meeting before voting begins. If unable
to do so, the Returning Officer shall read out their blurb, if any was
provided.
6.20.2 Online Elections
6.20.2.1 At least two (2) weeks before the election:
6.20.2.1.1 Nominations will open; and
6.20.2.1.2 Members will be notified that they need to sign up to the
society on Rubric before voting begins to be eligible to
vote.
6.20.2.2 At least five (5) days before the election:
6.20.2.2.1 Nominations will close;
6.20.2.2.2 Candidates may start campaigning; and
6.20.2.2.3 Voting will begin, where official ballots shall only be
sent to all members who have signed up to the society on
Rubric.
6.20.2.3 The results are to be declared at a General Meeting held within
fourteen (14) days of the conclusion of voting.
6.21 AGM Elections
6.21.1 At least three (3) weeks prior to the AGM date, notice of the AGM and nomination
procedure shall be given to members.
6.22 After a new executive team is elected:
6.22.1 The previous executive team will retain delegated authority over activities run
by their directors and subcommittee;
6.22.2 The incoming executive team may revoke this delegation by a majority vote among
themselves; and
6.22.3 This authority will end at the conclusion of the final teaching period of the
year, as defined by the University's main academic calendar.
7.1 The club shall hold an account with a financial institution approved by Arc;
7.2 The Executive must approve all accounts and expenditures for payment;
7.3 All financial transactions shall require two (2) signatures of members of the Executive;
7.4 The club shall nominate three (3) members of the Executive as possible signatories for the
account, one (1) of which must be the club Treasurer;
7.5 The financial records of the club shall be open for inspection by Arc at all times.
8.1 Dissolution of the club will occur after the following conditions have been met:
8.1.1 An Extraordinary General Meeting is petitioned in writing as set out in 6.8;
8.1.2 Procedures for notification as set out in 6.2 are followed, and the reasons for
the proposed dissolution are included with the notification to Arc;
8.1.3 Quorum for the meeting to dissolve the club shall be twenty (20) members or
three-quarters of the club membership, whichever is the lesser;
8.1.4 No other business may be conducted at the meeting to dissolve the club;
8.1.5 After the petitioning body has stated its case any opposition must be given the
opportunity to reply, with at least ten (10) minutes set aside for this purpose;
8.1.6 A vote is taken and the motion to dissolve lapses if opposed by fifteen (15) or
more members of the club;
8.1.7 If the motion to dissolve is carried, Arc must be notified within fourteen (14)
days;
8.2 Dissolution of the club will also occur if the club has been financially and
administratively inactive for a period of eighteen (18) months;
8.3 On dissolution of the club, the club is not to distribute assets to members. All assets
are to be distributed to an organisation with similar goals or objectives that also
prohibits the distribution of assets to members. This organisation may be nominated at the
dissolution meeting of the club. If no other legitimate club or organisation is nominated,
Arc will begin procedures to recover any property, monies or records belonging to the club
which it perceives would be useful to other Arc-affiliated clubs. The club will be given
twenty one (21) days to forward all relevant items to Arc before any action is instigated.
9.1 Any digital form sent from the society which requires a response must provide a submission
receipt unless anonymously completed.
Please number any further additions or alterations to this Constitution starting with 9.2, and
ensure that a copy is submitted to Arc with your affiliation. Additions or alterations to this
Constitution do not become valid unless ratified by Arc.