• Constitution

CULTURAL CLUBS CONSTITUTION FORM

CONSTITUTION OF Interface

(A Club Affiliated to the Victoria University of Wellington Students' Association and Te Ropu Tauira o te Kura Wananga o te Upoko o te Ika a Maui Incorporated.)

Adopted on the 7th day April 2000

Signed: Name:

(Club President)

1. NAME

The name of the Club shall be Interface

(hereinafter called "the Club")

2. OBJECTS

The objects of the Club shall be:

1. To promote the sharing of computer-related knowledge, interest and expe
2. To facilitate social interaction among members.
3. To act as an advocate on computer issues in a manner consistent with the views representative of the membership.

To promote good fellowship amongst its members, members of other University Clubs and members of the wider community.

These objects shall not be inconsistent with the Goals, Constitution and Rules of Victoria University of Wellington Students' Association and Te Ropu Tauira o te Kura Wananga o te Upoko o te Ika a Maui Incorporated (hereinafter called "the Association")

3. POWERS

The Club shall have the following powers, subject to the Constitution and Rules of the Association.

(a) To purchase, lease, hire or by any other means, acquire any personal property necessary or convenient for the purpose of the Club.

(b) To sell, hire, exchange, improve, manage, develop or otherwise deal with all, or any part of the personal property of the Club.

(c) To promote, hold, manage, and conduct inter-club gatherings or conferences that it may deem desirable either by itself or in collaboration with any other Club, Society or Organisation.

(d) To engage such persons whose services may be deemed necessary for the purposes of the Club, and to pay them accordingly. Any income, benefit or advantage shall be applied to the objectives of the organisation. No member of the organisation or any person associated with a member shall participate in or materially influence any decision made by the organisation in respect for the payment to or on behalf of that member or associated person of any income, benefit, or advantage whatsoever. Any such income shall be reasonable and relative to that which would be paid in an arms length transaction (being open market value).

(e) To hold moneys of the Club not immediately required for any of its objects in any trading bank in New Zealand. This shall be subject to informing the Association of the location and number of this account.

These Powers shall be subject in all respects to the Constitution and Rules of the Association.

4. AFFILIATION

The Club shall be affiliated to the Victoria University of Wellington Students' Association and Te Ropu Tauira o te Kura Wananga o te Upoko o te Ika a Maui Incorporated, in accordance with, and subject to Part VI, Section 1(1) of the Constitution of Association.

The Club shall re-affiliate every year by the date set by the Association Executive, in accordance with Part VI, Section 1(2) of the Constitution of the Association.

In the event of the Club not re-affiliating to the Association within 6 months of the date set, the Club shall cease to function, and all assets and property shall be held in trust by the Association for a further 6 months, and shall thereafter become the property of the Association, unless before that time the Club is re-affiliated.

5. MEMBERSHIP

(a) Ordinary Membership

• Any person shall be eligible for ordinary membership of the Club who: (i) is a financial member of the Association, and who pays any student membership fee. (ii) not being a financial member of the Association is approved by the Club Committee for the time being, and who shall pay the non-student membership fee set out below.

(b) Honorary Life Membership

• The Club shall also have the power at any Annual General Meeting to elect Honorary Life Members. Such Life Members cannot, however, be current members of the Association. Life Membership shall carry with it all the privileges, benefits and responsibilities of ordinary membership.

(c) Monarch

• The Monarch shall have all the privileges, benefits and responsibilities of Honorary Life Membership. The title shall be hereditary, being passed after death to the eldest surviving legitimate child. Should the Monarch's line become extinct, a new Monarch will be appointed by simple majority vote at the next AGM. The first King of Interface shall be Donald James Gordon.

6. MANAGEMENT

(a) The affairs of the Club shall be managed by a Club Committee composed of the following:

1. President
2. Vice-President
3. Secretary
4. Treasurer
5. Cultural Council Representative(s)
6. Any other Committee members, as shall be determined by the Club.

The Committee shall be elected at each Annual General Meeting, and shall hold office until the next AGM. The Cultural Council Representative(s), may also hold other positions. The quorum shall be four members. If any member of the Committee should die, resign, or absent themselves from three consecutive meetings without leave, the Committee may appoint a successor.

(b) The Committee shall have the power to generally carry out the aims, objectives and rules of the Club and to manage all Club affairs.

(c) Any member of the Committee shall resign if called upon to do so by simple majority of a General meeting of the Club.

7. DUTIES OF OFFICERS

(a) President

• Responsibility for ensuring Club meets its stated Objectives.
• Support, guidance and oversight of all Club activities.
• Ultimately responsible to members and the Association for the conduct of the Club's affairs.

(b) Vice-President

• To assist, and where necessary stand in for, the President.

(c) Secretary

• Re-Affiliation
• Keeping of general records, including Minutes of Committee meetings
• to keep a record of all current members, with contact numbers and addresses
• Communication with members

(d) Treasurer

• Keeping of all financial records
• Preparation of all financial information required by the Association
• Preparation of Club Annual Accounts
• to sign all cheques in conjunction with one of the other officers.

(e) Cultural Council Representatives

• To represent the Club at all meetings of the Association Sports Council
• To keep the Council and the Club informed of the activities of both.

8. FINANCE

(a) The Club's Financial Year shall commence on the 1st of January and end on the 31st of December of the same year.

(b) The trustees of the Club's bank account shall be the President, Treasurer and any one other officer to be selected by the Committee. Any two of these three persons may sign on the Club's account.

(c) All the funds of the Club shall be paid into a bank determined by the Committee, to the credit of the Club. All accounts shall be approved for payment by the Committee.

(d) The Club shall inform the Association of the number of its bank account, its location and the current balance on request by the Association.

(e) All accounts shall be paid by cheque whenever possible.

(f) Any Membership fees (as in Section 5) shall be set by the Committee, subject to any motion at a General Meeting of the Club, and provided that such a fee shall not be less than five (5) dollars.

(g) The club shall not incur any substantial liability without the express consent of the Executive of the Association.

9. GENERAL MEETINGS

(a) The Annual General Meeting (AGM) of the Club shall be held in the 2nd trimester of the year. Seven clear days notice shall be given of the meeting, including to the Association. The regular business of the AGM shall be:

1. To receive the Annual Report and Financial Statements.
2. To elect the Club Committee.

(b) A Special General Meeting of members may be called at any time by the Committee, or by request of not less than 10 members of the Club.

(c) the quorum of all general meetings shall be 15 members of the Club.

10. ALTERATIONS TO THIS CONSTITUTION

Any of the clauses of this constitution (except Clause 11) may be altered, or new ones included, at a general meeting of Club members, provided that such alterations shall not be valid until ratified by the Association Executive. Notice of any proposed alterations shall be given at least seven clear days in advance of the meeting called to consider them.

No addition to or alteration of the non-profit aims, personal benefit clause or the winding up clause shall be approved without the approval of the Inland Revenue Department. And the provisions and effect of this clause shall not be removed from this document and shall be included and implied into any document replacing this document.

11. INTERPRETATION OF THIS CONSTITUTION

In all respects this constitution shall be subject to the Constitution of the Association, and where it conflicts with it, it shall be null and void in that respect.

Should any dispute as to the interpretation of any part of this constitution arise, the dispute shall be referred to the Executive of the Association, whose decision shall be final.

12. WINDING UP

The Club shall be wound up either:

(a) A 2/3 majority motion at a general meeting.

or

(b) 12 months after failing to re-affiliate as set out in Clause 4 of this Constitution (unless the club is re-affiliated before that time).

In the event of winding up, all funds and assets of the Club shall revert to the Victoria University of Wellington Students' Association, to dispose of at its absolute discretion.

Constitution certified and approved by the

Victoria University of Wellington Students' Association and Te Ropu Tauira o te Kura Wananga o te Upoko o te Ika a Maui Incorporated

VUWSA President:

Clubs Development Officer:

Date:

Hmm... part 9.a) says that AGMs shall be held in trimester 2.

Note that in 2005 as part of our reaffiliation we were required to file a new constitution with VUWSA; however the only changes made were the adoption date and signature at the top of the first page.

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{http://www.mcs.vuw.ac.nz/~donald/interface/old-const-2.jpg}

{http://www.mcs.vuw.ac.nz/~donald/interface/old-const-3.jpg}

{http://www.mcs.vuw.ac.nz/~donald/interface/old-const-4.jpg}

At the SGM following AGM2006, the following amendment was made:

• To be added to section 5 of the Interface constitution: c) Monarch The Monarch shall have all the privileges, benefits and responsibilities of Honorary Life Membership. The title shall be hereditary, being passed after death to the eldest surviving legitimate child. Should the Monarch's line become extinct, a new Monarch will be appointed by simple majority vote at the next AGM. The first King of Interface shall be Donald James Gordon.

This was ratified by VUWSA on 12-12-2006.