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C&S Council 2013 AGM and Elections

Posted by Clubs & Societies on 05 September 2013

UPDATED: Tuesday 17/09/13 @ 5:21pm

Notice of C&S Council Annual General Meeting

The Annual General Meeting (AGM) of the Clubs & Societies Council is to be held on Thursday the 19th of September, 1:00PM in EH3 - Engineering Halls Building 60.

The primary items of business for this meeting include the election of the 2014 C&S Executive and 2013 C&S Executive reports.

The agenda will be sent out shortly. Any clubs wishing to add items to the agenda should forward them to myself at secretary@monashclubs.org no later than 48 hours before the meeting. If you or your current proxies cannot attend you can nominate any Ordinary Member (Clayton Student) of your club to be your proxy. If you cannot find anyone in your club who is able to attend the meeting, please submit a Council Apology in a timely manner before the meeting.

President Proxy Form.pdf

Council Apology Form.pdf

Notice of Annual Elections for the C&S Executive

This AGM will feature the election of the 2014 C&S Executive. The positions to be elected are:

  • President
  • Vice-President
  • Treasurer
  • Secretary
  • General Representatives (5)

 
The term of office for these positions will be from 1/10/2013 till 30/9/2014.

The duties of the President shall be to

  1. preside as chair over Executive Meetings and General Meetings;
  2. attend MSC meetings, vote in the interests of C&S, and report outcomes to the Executive and/or C&S, as appropriate, or to ensure her/his nominee, who must be an Executive Member, does the same;
  3. submit reports to MSC on the activities of the Executive and C&S, as required;
  4. represent C&S, and act as its spokesperson, to MSA, the University and other bodies, as appropriate;
  5. submit reports to Executive Meetings, as appropriate;
  6. submit annual reports to the AGM and to MSC;
  7. monitor and review grants regulations, in conjunction with the Treasurer;
  8. evaluate and process grant applications and reports, as prescribed in the C&S Grants Regulations;
  9. staff the C&S space for at least 2 hours per week; and
  10. perform other duties, as the Executive may resolve.

The duties of the Vice President shall be to

  1. attend Executive Meetings and General Meetings;
  2. preside as chair over Executive Meetings and General Meetings, in the absence of the President;
  3. assist the President in her/his duties;
  4. perform the duties of the President if that office is vacant;
  5. assist and liaise with Students applying to start new Clubs, in conjunction with C&S Staff Members;
  6. preside as chair and Returning Officer at Inaugural General Meetings of Clubs or their nominee (who must be a member of the Executive);
  7. submit an annual report to the AGM;
  8. evaluate and process grant applications and reports, as prescribed in the C&S Grants Regulations;
  9. staff the C&S space for at least 2 hours per week; and
  10. perform other duties, as the Executive may resolve.

The duties of the Treasurer shall be to

  1. attend Executive Meetings and General Meetings;
  2. monitor and review grants regulations, in conjunction with the President;
  3. prepare budget submissions to MSA, in conjunction with C&S Staff Members, as required;
  4. represent C&S in MSA budget meetings, as appropriate;
  5. evaluate and process grant applications and reports, as prescribed in the C&S Grants Regulations;
  6. monitor spending from the C&S grants budget;
  7. staff the C&S space for at least 2 hours per week; and
  8. perform other duties, as the Executive may resolve.

The duties of the Secretary shall be to

  1. attend Executive Meetings and General Meetings;
  2. prepare agendas and minutes, and serve notice as Prescribed, for General Meetings and Executive Meetings;
  3. act as Returning Officer for C&S Office Bearer elections, as appropriate;
  4. ensure that an up-to-date register of Clubs and Club Office Bearers is maintained;
  5. ensure that inwards and outwards correspondence for C&S and the Executive is handled correctly and in a timely manner;
  6. ensure that Clubs are informed of relevant issues discussed, and resolutions made, by the Executive, in a timely manner;
  7. submit an annual report to the AGM;
  8. evaluate and process grant applications and reports, as prescribed in the C&S Grants Regulations;
  9. staff the C&S space for at least 2 hours per week; and
  10. perform other duties, as the Executive may resolve.

The duties of each General Representative shall be to

  1. attend Executive Meetings and General Meetings;
  2. evaluate and process grant applications and reports, as prescribed in the C&S Grants Regulations;
  3. evaluate and process annual club registration packs, as prescribed in the C&S Affiliation Regulations
  4. staff the C&S space for at least 1 hour per week; and
  5. perform other duties, as the Executive may resolve.

 

All nominations must be submitted in accordance with section 5.4.2 of the C&S Constitution. This section reads:

§5.4.2.
 A
 nomination
 of
 a
 candidate
 for
 election
 as
 a
 C&S
 Office
 Bearer shall
  

  1. be
 made
 in
 writing
 on
 a
 nomination
 form
 supplied
 by
 the
 Returning
 Officer;
  
  2. state
 the
 nominee’s
 full
 name
 and
 Student
 number,
 the
 body
 (a
 Club
 or
 the
 Executive)
 from
 which
 s/he
 is
 being
 nominated,
 and
 the
 position
 held
 within
 that
 body;
  
  3. state
 all
 Clubs
 of
 which
 the
 nominee
 is
 a
 committee
 member,
 and
 the
 position held
 in
 each
 Club;
  
  4. include
 the
 signed
 consent
 of
 the
 nominee;
  
  5. be
 endorsed
 by
 a
 Club
 Office
 Bearer
 of
 each
 of
 2
 Clubs,
 at
 least
 1
 of
 which the nominee
 is
 not
 a
 member,
 and
 include
 the
 signature,
 full
 name,
 Student
 number, Club
 and
 position
 held
 within
 the
 Club,
 of
 each
 endorser;
 and
  
  6. be
 delivered
 to
 the
 Returning
 Officer
 at
 least
 48
 hours
 prior
 the
 scheduled
 start of
 the
 General
 Meeting
 at
 which
 the
 election
 is
 to
 be
 held,
 except
 as
 prescribed
 in §5.4.4.
 

 

Candidates may also submit a written statement to support their nomination for inclusion in the agenda. This statement may be up to 500 words in length and must be submitted via email to the Returning Officer (luke.nickholds@monashclubs.org) by the close of nominations. Statements will ONLY be accepted via email from the account of the nominating body (e.g. Monash Astrology Club – astrology@monashclubs.org)  
 
Nominations for these positions must be received no later than 1pm Tuesday the 17th of September via the red nominations box in the C&S Office. Hard copies of the forms are available in the C&S Office and a soft copy can be found at the bottom of this article. If there are no nominations for a position they shall be filled in accordance with §5.6 of the C&S Consitution.

If you have any questions regarding this process or your eligibility feel free to contact me via email (luke.nickholds@monashclubs.org), phone (0437 506 143) or during my office hours.

 
  
Regards,
  

 
  
Luke
 Nickholds
  
Returning
 Officer


C&S Executive Nomination Form for 2013 AGM