Curtin Imagination Association:

2006 CIA Constitution


1.0 NAME AND TERMINOLOGY
.1 The Club's name shall be the Curtin Imagination Association, also known as CIA and hereafter referred to as the CIA.
.2 The acronyms as follows are explained:
AGM Annual General Meeting
CIA Curtin Imagination Association
CM Committee Meeting
OCM Ordinary Committee Member
SGM Special General Meeting
.3 The club year will start with the election of an executive committee at an AGM and end upon election of the executive committee during the following AGM.

2.0 REGISTRATION
.1 The CIA should always aim to be a Registered club of the Curtin University Student Guild.
.2 If the CIA's membership demographic satisfies the Curtin Student Guild requirements for registration, an attempt to register must be made as soon as practically possible.
.3 Whenever the CIA is a registered club of the Curtin University Student Guild, the club will be subject to Curtin Student Guild regulations and rules and Curtin University statutes.
.3.1 Should the CIA not be a registered club, the CIA will still aim to abide by Curtin University Student Guild regulations and rules and Curtin University statutes.

3.0 OBJECTIVES
.1 To encourage and facilitate science fiction and fantasy in all its forms at Curtin University and among Curtin University Students.
.2 To operate in an ethical manner.
.3 To promote social interaction between CIA members.

4.0 MEMBERSHIP
.1 Any current student or staff member of Curtin may become a member of the CIA.
.2 Any member of the public may become a member.
.3 Any type of membership shall be valid from payment of the membership fee and shall expire on the 31st of March of the following year.
.4 Membership fees for the year will be set at the last committee meeting in February.
.5 Membership fees may be changed during a Special General Meeting (SGM).
.6 Any two executive members may refuse to grant membership to any person, with this decision to be made known at the next committee meeting (CM).

5.0 COMMITTEE
.1 The Executive Committee of the CIA shall consist of a President; Vice President; Secretary and Treasurer.
.2 Executive members must be Curtin Student Guild members.
.2.1 Should Curtin Student Guild require executive office bearers to be students, the CIA executive office bearers must be students.
.3 The Executive Committee shall be elected by members at an AGM.
.4 The Committee shall consist of four (4) executive members and from four (4) to five (5) Ordinary Committee Members (OCM).
.5 All members of the Committee must be members of the CIA.
.5.1 Any CIA member is eligible to become an OCM.
.6 There must be a minimum of four OCMs at any time.
.7 At any time there is less than four OCMs, a CM must be held within three (3) weeks for the appointment of additional OCMs to fulfil this requirements.
.8 The initial OCMs shall be elected by members at an AGM.
.9 The Committee at its discretion may appoint a fifth (5th) OCM to fill any vacancy.
.10 In the case of an executive vacancy, a SGM will be called to have a by election, to be held no later than two (2) months after the initial vacancy.
.11 If any executive member is medically incapacitated or legally unable to fulfil their duties, the president shall either take on or delegate to another committee member all their powers and responsibilities.
.12 In the case of the President being medically incapacitated or legally unable to fulfil their duty, the vice-president shall take on all powers and responsibilities of the President.
.13 Should a committee member wish to resign they may do so by submitting a written 'Letter of Resignation', signed by them, stating the date that the resignation will be effective from.
.13.1 The resignation date must not be before the date that the Secretary receives the 'Letter of Resignation'.
.13.2 Should the Secretary wish to resign, their 'Letter of Resignation' must be handed to the President.

6.0 COMMITTEE RESPONSIBLITIES AND POWERS
.1 The Committee shall meet at least once a month with such meetings being called a committee meeting.
.2 Quorum for such a meeting shall be three executives and two other members of the Committee.
.3 The secretary shall notify all members of such meeting by the method of communication detailed in point 13.3, at least three (3) days before the meeting.
.4 The Committee shall have the power to formulate general activities and policy for the CIA in accordance with the CIA constitution.
.5 An OCM position shall be considered vacant if they fail to attend three consecutive committee meetings without prior notice.
.6 The Committee has the power to refuse or cancel a person's membership for any valid reason.
.6.1 The President must inform the person whose membership was refused or cancelled as soon as practically possible.
.6.2 Such a person whose membership is refused or cancelled will have 14 days to appeal.
.6.3 If upon appeal, the committee stands on their decision, then a SGM may be requested to discuss and vote on the matter.
.7 The Committee shall treat all personal details with confidentiality whenever possible.

7.0 RESPONSIBILITIES OF THE PRESIDENT
.1 To represent the club in any matters relating to the CIA.
.2 To act as chair person for all meetings of the CIA.
.3 To co-ordinate and supervise activities of Committee members.
.4 To familiarise members of the club with objectives, activities, rules and regulations of the CIA.
.5 Attend a sufficient number of CM and give a report on activities.

8.0 RESPONSIBILITIES OF THE VICE PRESIDENT
.1 To assist the President in carrying out the President's responsibilities, as required by the President
.2 To represent the club in matters relating to the CIA in accordance of their duties.
.3 Attend a sufficient number of CMs and give a report on activities.

9.0 RESPONSIBILITIES OF THE SECRETARY
.1 To record the minutes for all meetings and ensure that minutes are signed by the Chairperson of the meeting.
.2 To keep a file of all minutes.
.3 To manage correspondence of the CIA.
.4 To manage a list of CIA members
.5 To ensure that the CIA membership remains current and up to date, ensuring that the personal details of members remain private and confidential.
.6 Attend a sufficient number of CM and give a report on activities.

10.0 RESPONSIBILITIES OF THE TREASURER
.1 To keep a proper book of accounts dealing with the property and finances of the CIA.
.2 Ensure the collection of membership fee's from members.
.3 To prepare and present a report of the income and expenditure for the previous year to the AGM.
.4 To familiarise the Committee with the club accounts and financial status of the CIA.
.5 To ensure that the CIA Bank Account Signatories are the current Executives of the CIA.
.6 To ensure the availability of the club Petty Cash Box and other CIA funds.
.7 Attend a sufficient number of CM and give a report on activities.

11.0 RESPONSIBILITIES OF THE ORDINARY COMMITTEE MEMBERS
.1 To perform tasks as delegated by the Committee and to assist other Committee members.
.2 Attend a sufficient number of CM and give a report on activities.

12.0 PURCHASES
.1 All planned purchases to be raised and approved at a CM prior to the purchase.
.2 An unplanned purchases to the maximum of $50 shall be honoured by the CIA if approved at the time of purchase by two (2) executives.
.2.1 A Valid tax invoice must be signed by the executives making the decision.
.2.2 Clause 12.2 may be used twice each week.
.2.3 The Treasurer must be notified of this purchase within forty eight (48) hours.

13.0 ANNUAL GENERAL MEETING
.1 The date and time of the AGM is to be set by the executive committee before the end of March.
.1.1 The AGM is to be held by the second Sunday in April.
.2 The following events shall occur in order at the AGM:
a) A report from each Executive Office Bearer giving a summary of their activities whilst carrying out their responsibilities over the past year.
b) Election of the executive committee and initial OCMs for the following year.
c) The passing of a report of the income and expenditure for the preceding year.
d) The ratification of the constitution.
13.2.1 A copy of the constitution and new office bearer details shall be forwarded to the guild within 21 days.
.3 The general means of communication for the CIA shall be email and the club announce mailing list.
.4 Quorum for an AGM shall be 25% of the CIA membership, or 20 members, whichever is less.

14.0 SPECIAL GENERAL MEETINGS
.1 A SGM of the CIA must be convened by the secretary when sufficient reason arises, who must give at least 21 days notice by the method detailed in point 13.3.
.2 Sufficient reason for the calling of a SGM shall include:
a) The vacancy of any executive position.
b) The advent of Curtin Student Guild policy that directly conflicts with the CIA constitution.
.3 Each SGM of the CIA must include a report by each member of the Committee on their activities whilst carrying out their responsibilities.
.4 Any decision of a SGM on matters of policy, objectives or activity shall be binding on the Committee of the CIA as long as those decisions are not in contradiction with the rules and regulations of the Curtin Student Guild.
.5 Quorum for a SGM shall be 25% of the CIA membership, or 20 members, whichever is less.

15.0 ELECTIONS
.1 Elections for the Committee shall be held at the AGM of the CIA, except in the case of a casual vacancy of an executive member, in which case the election shall be held at the following SGM.
.2 Current members of the CIA Committee may run for re-election, provided they meet the requirements.
.3 The new committee shall take over their respective duties and responsibilities when elected.
.4 Proxy votes for the election of committee members will be accepted if signed. Two executives must verify the proxy vote if any member demands so. Proxy votes may be assigned to any current member.

16.0 POWERS OF MEMBERS
.1 Any five members, upon hard copy written request may demand the secretary to hold a CM to discuss an issue of business noted upon their written request.
.2 Any eight (8) members, upon hard copy written request to the Secretary, may demand the resignation of a Committee Member.
.2.1 A CM should be held within in seven (7) days to discuss the issue.
.2.2 The Committee may decide to hold a closed meeting if decided.
.2.3 If eight (8) members have not withdrawn their demand for resignation and the committee member in question has not resigned, then the Secretary shall call an SGM on the matter, to be held within four (4) weeks.
.3 If two thirds of those present at the SGM, approve of the resignation demanded, the position shall be declared vacant.

17.0 THE CONSTITUTION
.1 Alterations to this constitution may only be made during an AGM or SGM of the CIA.
.1.1 Suggested alterations must be circulated with other items of business if any. A copy of the altered constitution must be sent to the Curtin Student Guild within twenty-one (21) days.
.1.2 A copy of the altered constitution must be provided by the secretary to any current member upon request.