change of office bearers & signatories

To update your club’s list of office bearers please read the instructions below thoroughly and complete the requested tasks in a timely manner.  It is important to remember that C&S must be informed of your clubs 'Top Four' at all times.  If your club holds a by-election for any of the 'Top Four' before AGM's, your club must re-submit the Club Office Bearer List and Change of Bank Signatories Form. 

The below requested information should be submitted within 2 weeks of the election of your incoming office bearers.   

DOCUMENTS

Change of Club Office Bearers/Election Pack.pdf
(including Club Office Bearer List and Change of Bank Signatories Form)

Co-Opted Committee
If your club co-opts a committee member outside of an AGM / OGM please complete the Co-Opted Top 4 form which will then be submitted to C&S. 

steps required

Step 1:  Review the Change of Club Office Bearers/Elections Pack, making note of the handy checklist that has been included within this particular document. 

Step 2: Gather together the following supporting documentation: 

  • Minutes from your quorate Annual General Meeting (or General Meeting where by-elections have occurred for your Pres/VP/Sec/Treas). Ensure that all elections are held in accordance with your clubs constitution and requirements outlined by C&S.
  • A motion in the minutes of the AGM / OGM / EGM authorising the new signatories (Pres/Sec/Treas or Pres/VP/Treas) of the club bank account (see example directly below).

    Motion
    'That Lilly Smith (President), James Xu (Secretary) and Nat Miller (Treasurer) be the new authorised signatories of the club bank account.'
    Moved:  Kristin Brown 
    Seconded:  Susie Tassie 
    Motion CARRIED Unanimously
     
  • Attendance list printout indicating attendance.  It is recommended that this form be an Excel attendance list (not a PDF copy) which has been compiled by the Returning Officer. 
  • A motion in the minutes of the AGM / OGM / EGM naming the new Authorised Contact Person for the club to the Australian Tax Office (see example directly below). The C&S Coordinator is usually a second contact person for every club. If your committee has a problem with this, please speak to a member of the C&S Staff.

    Motion
    'That Nat Miller be the new Authorised Contact Person for the Australian Tax Office' 
    Moved:  Kristin Brown 
    Seconded:  Suse Tassie
    Motion CARRIED Unanimously

This information will accompany the Club Office Bearer List and Change of Bank Signatories Form, which is explained further below. 

Step 3:  Complete the Club Office Bearer List and Change of Bank Signatories Form. This form is used to update the C&S records related to the Club Executives.  

Step 4:  Submit the above requested information to C&S via email enquiries@monashclubs.org.  A member of the staff will acknowledge the receipt of your documentation and will provide further information to all club Executives, including advice regarding the changing of bank signatories, following the processing of all details. 

what happens next 

Following advice from a C&S staff member that a club bank letter is ready to be collected, an appointment should be made with your club's applicable bank, Monash Clayton (suburb) branch, to change the signatores to your club bank account.  Further information regarding this process can be found in the Change of Office Bearers/Election Pack document. 

important Things to consider

Quorum

This is the minimum amount of Ordinary Members (Clayton Students) that must attend a General Meeting so it can make decisions, such as electing a new club committee.  For any General Meeting, quorum will be 15 Ordinary Members or 10% of Ordinary Members (capped at 50), which ever is greater.  The Secretary will be able to calculate quorum by viewing the Membership List via the C&S Membership Platform or contacting a C&S staff member for assistance.  Please see your clubs constitution regarding running a General Meeting.
YOU MUST ADJOURN THE AGM / OGM / EGM UNDER RULE 38(3)(b) IF YOU FAIL TO ACHIEVE QUORUM AND CONTACT C&S ASAP.