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C&S Council 2018 AGM and Elections

Posted by Fergus Calwell (C&S Secretary) on 21 August 2018

NOTICE OF C&S COUNCIL AGM AND ELECTIONS

The Annual General Meeting (AGM) of the Clubs & Societies Council is to be held on Tuesday 4 September from 2pm in Engineering Hall EH2.

The main items of business is to receive the 2018 office bearer reports, the election of the 2019 C&S Executive and consideration of proposed changes to the C&S Constitution. 

C&S Constitution including proposed changes.pdf

The agenda will be sent out shortly. Any clubs wishing to add items to the agenda should forward them to the C&S Secretary at secretary@monashclubs.org no later than 2:00pm on Saturday 1 September 2018.

If the Club President or current proxies cannot attend, the Club President can nominate any Ordinary Member (Clayton Student) of the club to be a proxy. If no one from the club 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

Fergus Calwell
C&S Secretary

ELECTION Information

This AGM will feature the election of the 2019 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 1/10/2018 till 30/9/2019. All nominations must be submitted in accordance with §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 72 hours prior the scheduled start of the General Meeting at which the election is to be held.

Nominations for these positions must be received no later than 2:00pm on Saturday 1 September 2018. Hard copies may be submitted via the red nominations box in the C&S Office before 3pm Friday 31 August. Otherwise a scanned copy must be received by the Returning Officer via email (secretary@monashclubs.org) by no later than 2pm on Saturday 1 September. Hard copies of the forms are available in the C&S Office and a soft copy can be found at the bottom of this notice. If there are no nominations for a position it shall be filled in accordance with §5.6 of the C&S Constitution.

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 (secretary@monashclubs.org) by the close of nominations. Statements will ONLY be accepted via email from the email account of the body that the nominee is from (e.g. Monash Astrology Club – astrology@monashclubs.org). Position descriptions can be found below.

If you have any questions regarding this process or your eligibility feel free to contact me via email (secretary@monashclubs.org).

C&S Executive Nomination Form.pdf

Fergus Calwell
Returning Officer

C&S EXECUTIVE POSITION DESCRIPTIONS

Position descriptions as per §2.4.4 - §2.4.8 of the C&S Constitution

2.4.4.   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.

2.4.5.   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.

2.4.6.   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. submit an annual report to the AGM;
  8. staff the C&S space for at least 2 hours per week; and
  9. perform other duties, as the Executive may resolve.

2.4.7.   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.

2.4.8.   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.