The Constitution

NAME

1. The Society shall be called "the Queensland University Games Society", hereafter referred to as "the Society".

2. The Society shall be an associated body of the University of Queensland Union in the category of General Society.

AIM AND OBJECTIVES

3.1 The aim of the Society is to foster gaming on campus and in the wider community with the exception of network computer gaming.

3.2 The objectives are:

to enable members to find opponents and arrange games;
to assist in the dissemination of skills and techniques;
to offer experience with games of various types;
to discuss and compare sets of rules, and produce local improvements and supplements;
to promote umpiring and game-mastering techniques, and develop rules and training skills;
to encourage, support, and publish research into relevant aspects of history and technology;
to provide information on products and suppliers, and where possible arrange for bulk purchasing and discount opportunities for Club members;
to encourage the hobby by seeking new members by means of public displays and games, and by corresponding with other clubs.

3.3 The assets and income of the Society 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 Society except as bona fide compensation for services rendered or expenses incurred on behalf of the Society.

MEMBERSHIP

4. Membership is open to:

any member of the University of Queensland Union;
any University of Queensland academic staff member;
any other members of the University or wider community interested in the Society’s activities.

The Society shall have not less than thirty (30) financial members.
70% of the Society’s membership must be University of Queensland Union members.
The Society shall not adopt aims or objectives that would bring it under the jurisdiction of the University of Queensland Sports Association (UQ Sport).
Honorary life membership may be granted to any individual as determined by special resolution at a General Meeting.

MEMBERSHIP FEES

5.1 The membership fees shall be such sum as the members shall from time to time at any General Meeting so determine, but shall not be less than two (2) dollars per member. Any change in the membership fee shall take effect in the following year of subscription.

5.2 The membership fees shall be payable upon joining the Society. The payment of the membership subscription means that the member is considered a financial member of the club for the period of one (1) year, dated from the first day of March of the year of subscription.

TERMINATION OF MEMBERSHIP

6.1 A member may resign from the Society at any time by giving notice in writing to the Secretary.

6.2 Such resignation shall take effect at the time such notice is received by the Secretary unless a later date is specified in the notice, when it shall take effect on that later date.

6.3 If a member or applicant for membership –

fails to comply with any of the provisions of the Constitution;
has membership fees in arrears;
acts in a manner considered to be injurious or prejudicial to the character or interests of the Society, the Management Committee shall consider whether that person’s membership shall be terminated or rejected.

6.4 The person concerned shall be given a full and fair opportunity to explain matters and if the Management Committee resolves to terminate or reject the person’s membership the Secretary shall advise that person in writing accordingly.

REGISTER OF MEMBERS

7.1 The Secretary shall keep a register in which shall be entered the names, student numbers, residential addresses and dates of admission of all persons admitted to membership of the Society.

7.2 Particulars shall also be entered into the register of resignations, terminations and reinstatements of membership and any further particulars as the Management Committee or the members at any general meeting may require from time to time.

7.3 The register shall be open for inspection at all reasonable times by any member who previously applies to the Secretary for such inspection and a copy provided for the Clubs and Societies Administration Officer each semester.

MEMBERSHIP OF MANAGEMENT COMMITTEE

8.1 The Management Committee of the Society shall consist of a President, Secretary and Treasurer, all of whom shall be members of the Society, and such number of other Officers as the members of the Society at any General Meeting may from time to time elect. All the aforestated Officers must be members of the Union. Membership of the Management Committee shall not be restricted other than by being a member of the University of Queensland Union.

8.2 At the Annual General Meeting of the Society, all the members of the Management Committee shall retire from office, but shall be eligible upon nomination for re-election. The Society must elect a President, Secretary and Treasurer at the Annual General Meeting.

8.3 The election of Officers and other members of the Management Committee shall take place in the following manner –

any two (2) members of the Society shall be at liberty to nominate any other member to serve as an Officer or other member of the Management Committee;
the nomination, which shall be in writing and signed by the nominee, proposer and seconder, shall be lodged with the Secretary at least fourteen (14) days before the Annual General Meeting at which the election is to take place;
a list of the candidates’ names in alphabetical order, with the proposers’ and seconders’ names, shall be posted in a conspicuous place in the Clubs and Societies office or usual place of meeting of the Society for at least seven (7) days immediately preceding the Annual General Meeting;
balloting lists shall be prepared (if necessary) containing the names of the candidates in alphabetical order, and each member present at the Annual General Meeting shall be entitled to vote for any number of such candidates not exceeding the number of vacancies;
at the commencement of such meeting, nominations may be taken from the floor;
if in any election there is only one candidate for the position, that candidate shall be elected unopposed without putting the matter to a vote;
any informality or irregularity in the elections must be brought to the attention of the Clubs and Societies Administration Officer within fourteen (14) days of the elections;
in the case of a secret ballot, the assembly will select a Returning Officer, who shall be responsible for ensuring the orderly running of the elections.

RESIGNATION OR REMOVAL FROM OFFICE OF MEMBER OF MANAGEMENT COMMITTEE

9.1 Any member of the Management Committee may resign from membership of the Management Committee at any time by giving notice in writing to the Secretary. Such resignation shall take effect at the time such notice is received by the Secretary unless a later date is specified in the notice, when it shall take effect on that later date.

9.2 If a member of the Management Committee –

fails to comply with any of the provisions of the Constitution;
has membership fees in arrears;
acts in a manner considered to be injurious or prejudicial the character or interests of the Society, the membership shall consider at General Meeting whether that person's membership of the Management Committee shall be terminated.

9.3 The person concerned shall be given a full and fair opportunity to explain matters at the General Meeting. The question of removal shall be determined by a vote of 60% majority of the members present at the General Meeting and must be endorsed by the Clubs and Societies committee.

9.4 There is no right of appeal against a member’s removal from the Management Committee under this section.

VACANCIES ON MANAGEMENT COMMITTEE

10.1 The Management Committee shall have the power at any time to appoint any member of the Society to fill any casual vacancy on the Management Committee until the next Annual General Meeting.

10.02 The continuing members of the Management Committee may act notwithstanding any casual vacancy in the Management Committee, but if their number is reduced below the number fixed as necessary for quorum of the Management Committee, the continuing member or members may act for the purpose of increasing the number of members of the Management Committee to that number required to achieve quorum or by summoning a General Meeting of the Society, but for no other purpose.

FUNCTIONS OF MANAGEMENT COMMITTEE

11.1 Except as otherwise provided by the Constitution and subject to resolutions of the members of the Society carried at any General Meeting, the Management Committee –

shall have the general control and management of the administration of the affairs and funds of the Society;
shall have authority to interpret the intention and meaning of the Constitution and resolutions on any matter relating to the Society on which the Constitution and resolutions are silent.

11.2 The Management Committee may exercise all the power of the Society –

to raise or secure the payment of money in such manner as the members of the Society may think fit and secure the payment or performance of any debt, liability or other engagement incurred or to be entered into by the Society in any way.

11.3 The Management Committee will take full responsibility for all publications produced by the Society or by any of its members.

MEETINGS OF MANAGEMENT COMMITTEE

12.1 The Management Committee shall meet at least once every two (2) calendar months to exercise its functions.

12.2 Meetings of the Management Committee shall be called by the Secretary with seven (7) days notice.

12.3 The Secretary (or nominee for the meeting) must keep an accurate record of resolutions passed at all Management Committee meetings.

12.4 A special meeting of the Management Committee shall be convened by the Secretary on the receipt in writing of a requisition signed by not less than one-third (1/3) of the members of the Management Committee which shall clearly state the reasons why said special meeting is being convened and the nature of the business to be transacted thereat.

12.5 At every meeting of the Management Committee a simple majority of 50% plus one (1) of members elected or appointed to the Management Committee as at the close of the last General Meeting of the members of the Society shall constitute a quorum.

12.6 Subject as previously provided in this section, the Management Committee may meet together and regulate its proceedings as it thinks fit.

12.7 However, questions, matters or resolutions arising at any meeting of the Management Committee shall be decided by a majority of votes and, in the case of a tied vote, the question shall be deemed to be decided in the negative.

12.8 A member of the Management Committee shall not vote in respect of any matter in which the member is financially interested, or any matter arising thereout, and if the member does so vote the member’s vote shall not be counted.

12.9 Not less than fourteen (14) days notice shall be given by the Secretary to members of the Management Committee of any special meeting of the Management Committee.

12.10 Such notice shall clearly state the reasons why said special meeting is being convened, the nature of the business to be discussed thereat and the date, time and place of the special meeting.

12.11 The President (or nominee for the meeting) shall preside as chairperson at every meeting of the Management Committee. If there is no President, or if at any meeting the President is not present within ten (10) minutes after the time appointed for holding the meeting, or if the President is unwilling to act, then the members of the Management Committee may choose one (1) of their number to be chairperson of the meeting.

12.12 If within thirty (30) minutes from the time appointed for the commencement of a Management Committee meeting a quorum is not present, the meeting, if convened upon the requisition of members of the Management Committee, shall lapse.

12.13 In any other case it shall stand adjourned to the same day in the next week at the same time and place, or to such other day and at such other time and place as the Management Committee may determine, and if at the adjourned meeting a quorum is not present within half an hour from the time appointed for the meeting, the meeting shall lapse.

DELEGATION OF POWERS OF MANAGEMENT COMMITTEE

13.1 The Management Committee may delegate any of its powers to a subcommittee consisting of such members of the Society as the Management Committee thinks fit.

13.2 Any subcommittee so formed shall in the exercise of the powers so delegated conform to any regulations that may be imposed on it by the Management Committee.

13.3 A subcommittee may elect a chairperson of its meetings.

13.4 If no such chairperson is elected, or if at any meeting the chairperson is not present within ten (10) minutes after the time appointed for holding the meeting, the members of the subcommittee may choose one (1) of their number to be chairperson of the meeting.

13.5 A subcommittee may meet and adjourn, as it thinks proper.

13.6 Questions, matters or resolutions arising at any meeting shall be determined by a majority of votes of the members present and, in the case of a tied vote, the question shall be deemed to be decided in the negative.

RESOLUTIONS OF MANAGEMENT COMMITTEE WITHOUT MEETING

14.1 A flying minute signed by all the members of the Management Committee shall be as valid and effectual as if it had been passed at a meeting of the Management Committee duly convened and held.

14.2 Any such resolution may consist of several documents in like form, each signed by one (1) or more members of the Management Committee.

FIRST ANNUAL GENERAL MEETING

15. The first Annual General Meeting must be held within twelve (12) months after the day the Society is fully affiliated.

SUBSEQUENT ANNUAL GENERAL MEETINGS

16. Each subsequent Annual General Meeting must be held –

at least once each year;
within three (3) months after the end of the Society’s previous financial year.

The Annual General Meeting will be held in the month of September each year.

BUSINESS TO BE TRANSACTED AT ANNUAL GENERAL MEETING

17. The following business must be transacted at every Annual General Meeting –

the receiving of the statement of income and expenditure, assets and liabilities for the last financial year prepared by the Treasurer;
the receiving of reports from the President and the Secretary;
the receiving of the auditor’s report on the financial affairs of the Society for the last financial year;
the presenting of the audited statement to the meeting for adoption;
the election of members of the Management Committee;
the appointment of an auditor who shall be the nominee of the Union for Clubs and Societies with an annual income of less than twenty thousand dollars ($20,000.00). Clubs and Societies with a greater annual income must appoint an independent auditor;
the minutes of the Annual General Meeting shall be submitted to the Clubs and Societies Administration Officer within seven (7) days of the annual general meeting;
where there is a tied vote, the issue will be deemed to have been resolved in the negative.

SPECIAL GENERAL MEETING

18. The Secretary shall convene a Special General Meeting by sending out notice of the meeting within fourteen (14) days of –

being directed to do so by the Management Committee;
being given a requisition in writing signed by not less than one-third (1/3) of the members presently on the Management Committee or from ordinary members not less than double the number of members presently on the Management Committee plus one (1);
being given a notice in writing of an intention to appeal against the decision of the Management Committee to reject an application for membership or to terminate the membership of any person;
A requisition mentioned in subsection 18.1.b shall clearly state the reasons why said Special General Meeting is being convened and the nature of the business to be transacted thereat.

QUORUM AT GENERAL MEETING

19. At any General Meeting the number of members required to constitute a quorum shall be 15% plus one (1) of all members of the Society.

NOTICE OF GENERAL MEETING

20.1 The Secretary shall convene at least two General Meetings per semester of the Society by giving not less than fourteen (14) days notice of any such meeting to the members of the Society.

20.2 The manner by which such notice shall be given shall be determined by the Management Committee.

20.3 Notice of a General Meeting shall clearly state the nature of the business to be discussed thereat and the date, time and place of the general meeting.

PROCEDURE AT GENERAL MEETING

21.1 Unless otherwise provided by these rules, at every General Meeting –

the President (or nominee for the meeting) shall preside as chairperson. If there is no President, or if the President is not present within fifteen (15) minutes after the time appointed for the holding of the meeting, or if the President is unwilling to act, then the members present shall elect one (1) of their number to be chairperson of the meeting;
the chairperson shall maintain order and conduct the meeting in a proper and orderly manner;
every question, matter or resolution shall be decided by a majority of votes of the members present;
where there is a tied vote, the issue will be deemed to have been resolved in the negative;
every resolution must be minuted.

ALTERATION OF RULES

22.1 These rules may be amended or added to from time to time by a special resolution carried at any General Meeting.

22.2 However, any amendment or addition is valid only if it is registered by the President and approved by the Clubs and Societies committee.

22.3 A special resolution is passed at a meeting if -

at least three quarters (3/4) of the members of the Society who vote in person or by proxy at the meeting vote in favour of the resolution; and
any additional requirements of the Constitution relating to the passage of a special resolution have been met.

22.4 A resolution is not considered a special resolution unless at least twenty-one (21) days notice has been given to all members of the Society specifying that the resolution is to be considered a special resolution.

22.5 A declaration by the chairperson of the meeting that the special resolution has been carried is conclusive proof of that fact unless a poll is demanded.

22.6 Only those members entitled by the Constitution to vote may vote on a special resolution.

FUNDS AND ACCOUNTS

23.1 The funds of the Society must be kept in the name of the Society in the University branch of the Commonwealth Bank. The Society shall operate one (1) account only. Exceptions to this can only occur with the specific approval of the Clubs and Societies committee.

23.2 Proper books and accounts shall be kept and maintained either in written or printed form in the English language showing correctly the financial affairs of the Society and the particulars usually shown in books of a like nature.

23.3 All monies shall be deposited in total as soon as practicable after receipt thereof.

23.4 All amounts shall be paid by cheque signed by any two (2) of the President, Secretary, Treasurer or other member of the Society authorised from time to time by the Management Committee or the Clubs and Societies Administration Officer.

23.5 Cheques shall be crossed "not negotiable".

23.6 The Management Committee shall determine the amount of petty cash that shall be kept.

23.7 All expenditure shall be approved or ratified at a Management Committee meeting.

23.8 As soon as practicable after the end of each financial year the Treasurer shall cause to be prepared a statement containing the particulars of –

the income and expenditure for the financial year just ended;
the assets and liabilities at the close of that year.

23.9 The accounts of the Society must be audited one month prior to the Annual General Meeting.

23.10 The auditor must examine the statement prepared by the Treasurer and present a report on it to the Secretary before the next Annual General Meeting following the financial year for which the audit was made.

23.11 The income and property of the Society must be used solely in promoting the Society’s objectives and exercising the Society’s powers.

DISSOLUTION CLAUSE

24. In the event of the Society being dissolved, the amount that remains after such dissolution and the satisfaction of all debts and liabilities shall be transferred to any association with similar purposes which is not carried on for the profit or gain of its individual members.

DOCUMENTS

25. The Management Committee shall provide for the safe custody of books, documents, property, instruments of title and securities of the Society.

FINANCIAL YEAR

26. The financial year of the Society shall close on 30 June in each year.

This constitution is enacted on this 4th day of December 1999.

This constitution is amended on this 3rd day of June 2000.

This constitution is amended on this 30th day of September 2000.

This constitution is amended on this 2nd day of December 2000.

This constitution is amended on this 17th day of September 2005.

This constitution is amended on this 3rd day of March 2007.

maintained by Gary Johnson (gwzjohnson at optusnet.com.au), QUGS Custodian

last updated 4 March 2007