OUR CONSTITUTION

The Amended Constitution of the Clinical Science Society was adopted on the 3rd of February 2022.

The name of the Society is “the Clinical Science Society” and in this document it is called “the Society”.

3. The purpose of the Society is to:

3.1. Facilitate academic gatherings of students from the Bachelor of Clinical Science program and other interested parties, as per the core value of academic excellence

3.2. Facilitate social gatherings of students from the Bachelor of Clinical Science program and other interested parties, as per the core value of professional networking

3.3. Facilitate a common social justice cause by the students from the Bachelor of Clinical Science program and other interested parties, as per the core value of charitable community outreach

3.4. Promote medicine, medical research, and the service of the community through healthcare

The Society has the power to do anything necessary or incidental to the carrying out of the Society’s purposes

5.1. Membership of the Society is open to any individual over 16 interested in promoting the Society’s core values and who is enrolled as a student at the University or who is otherwise approved by U@MQ as a Society member and who is approved by the executive committee. Approval from the executive committee must not be unreasonably withheld or delayed.

The executive committee may withhold or withdraw approval of any person whose Society membership would in the reasonable view of the executive committee be harmful to the Society or if it reasonably believes that the application for membership is not made in good faith.

The executive committee may only do so after notifying the person concerned in writing and considering the matter in the light of any written representations which that person makes within 14 days after receiving notice.

5.2. The executive committee must keep a register of names and email addresses of the Society members which must be made available to any Society member upon who requests it for purposes related to the Society.

5.3. Membership of the Society is not transferable and only begins once fees have been received.

5.4. Membership is terminated if the Society member dies or resigns or is expelled from the Society.

5.5. Society member whose membership fee is six weeks in arrears ceases to be a Society member but may be readmitted on payment of the amount owing.

5.6. A Society member may resign by written notice to the Society. If after a resignation, there would be less than twenty Society the members the Society will cease to exist.

5.7. The executive committee may terminate the membership of any Society member whose continued membership would in the reasonable view of the executive committee be harmful to the Society (but only after notifying the Society member concerned in writing and considering the matter in the light of any written representations which the Society member puts forward within 14 days after receiving notice).

Any decision by the executive committee to exclude or expel a person from the Society may be appealed by the affected person to U@MQ. The appeal process is set out in the schedule to this constitution.

7.1. All Society members are entitled to attend general meetings of the Society in person.

7.2. General meetings are called by 7 days written notice to the Society members specifying the business to be transacted.

The executive committee or at least 5% of the Society members may call a meeting by giving at least 7 days written notice to the Society members stating the purpose of the meeting.

7.3. There is a quorum at a general meeting if the number of Society members personally present is at least 3 members of the executive committee and 2 general members.

A meeting of the Society’s members that does not have a quorum present within 30 minutes after the time for the meeting set out in the notice of meeting is adjourned to the date, time and place the executive committee members specify. If the executive committee members do not specify one or more of those things, the meeting is adjourned to:

(a) if the date is not specified—the same day in the next week; and

(b) if the time is not specified—the same time; and

(c) if the place is not specified—the same place.

If no quorum is present at the resumed meeting within 30 minutes after the time for the meeting, the meeting is dissolved.

7.4. Election

7.4.1. The executive committee members may elect an individual to facilitate meetings of the Society’s members.

7.4.2. The executive committee members at a meeting of the Society’s members must elect an individual present to facilitate the meeting (or part of it) if an individual has not already been elected by the executive committee members to facilitate it or, having been elected, is not available to facilitate it, or declines to act, for the meeting (or part of the meeting).

7.4.3. The members at a meeting of the Society’s members must elect an executive member who is present to facilitate the meeting (or part of it) if:

7.4.3.1. a facilitator has not previously been elected by the committee members to facilitate the meeting; or

7.4.3.2. a previously elected facilitator is not available, or declines to act, for the meeting (or part of the meeting).

7.4.4. The facilitator must adjourn a meeting of the Society’s members if the executive members present with a majority of votes at the meeting agree or direct that the facilitator must do so.

7.5. Except where otherwise provided in this constitution, every issue at a general meeting is determined by a simple majority of the votes cast by the Society members present.

7.6. A resolution put to the vote at a meeting of a Society’s members must be decided on a show of hands unless a poll is demanded.

On a show of hands, a declaration by the facilitator is conclusive evidence of the result, if that the declaration reflects the show of hands. Neither the chair nor the minutes need to state the number or proportion of the votes recorded in favour or against.

7.7. A poll demanded on a matter other than the election of a facilitator, or the question of an adjournment must be taken when and in the manner the facilitator directs.

A poll on the election of a chair or on the question of an adjournment must be taken immediately.

7.8. Every member present in person is entitled to one vote on every issue. The facilitator of the meeting does not have a second or casting vote.

7.9. At least 12 Monthly General Meeting (“MGM”) must be held by December 31st of each year, or as soon thereafter as is practicable.

7.10. Volunteers must attend 50% of MGM meetings, meaning six of the twelve meeting by December 31st to uphold their position as a volunteer.

7.11. At an MGM the members:

7.11.1. receive the accounts of the Society for the previous financial year

7.11.2. receive reports of the executive and management committees on the Society’s activities since the previous MGM

7.11.3. elect executive committee members to replace those retiring from office

7.11.4. discuss and deal with any other matter put before them

7.12. An extraordinary general meeting (“EGM”) may be called at any time by the Society at the written request of at least eight members or at the request of the executive committee.

7.13. When a meeting is adjourned, new notice of the resumed meeting must be given if the meeting is adjourned for 1 month or more.

A resolution passed at a meeting resumed after an adjournment is passed on the day it was passed. Only unfinished business is to be transacted at a meeting resumed after an adjournment

8.1. The Society must be managed and administered by a committee elected in accordance with this constitution. The members of the committee, including the President of the Society, will be the executive committee of the Society and in this constitution are together called the “executive committee”.

8.2. Except as stated in clause 7.3, the executive committee when complete must consist of at least three and not more than eight individuals, all of whom must be members of the Society and one of whom is elected as President of the Society in accordance with clause 7.11

8.3. The signatories to this constitution will be the first executive committee and will hold such office until the first meeting of members of the Society.

8.4. Each of the executive committee, including the President, will cease to hold office on 31 December next after their appointment but will be eligible for re-election.

8.5. Every executive committee member must sign a declaration of willingness to act as an executive committee member before they are eligible to take on responsibilities. Then they must sign a declaration of willingness pertinent to the roles and responsibilities outlined in the official Volunteer Information Pack.

8.6. An executive committee member automatically ceases to be an executive committee member if he or she:

8.6.1. is incapable, whether mentally or physically, of managing their own affairs

8.6.2. is absent from three consecutive meetings of the executive committee without the prior permission of the executive committee

8.6.3. ceases to be a member of the Society

8.6.4. resigns by written notice to the Society (but only if at least two executive committee members will remain in office)

8.6.5. has since appointment been disqualified from being involved in executive of a student organisation pursuant to the Student Organisation Rules of the University

8.6.6. is removed by a resolution passed by all the other executive committee after inviting the views of the executive committee member concerned and considering the matter in light of any such representation

8.7. If a person ceases to be an executive committee member the members may fill the vacancy arising by appointing a Society Director as an executive committee member.

8.8. A technical defect in the appointment of an executive committee member of which the executive committee are unaware at the time does not invalidate decisions taken at meetings.

9.1. The executive committee must hold at least two meetings each semester.

Any 2 executive committee members may call a meeting of the executive committee by giving at least 7 days written notice to the other executive committee members stating the purpose of the meeting.

9.2. Unless the committee members determine otherwise, the quorum for a committee members’ meeting is 2 committee members and the quorum must be present at all times during the meeting.

9.3. The President or another pre-determined executive committee member (if the President is absent/unwilling to do so) presides at each Committee Member meeting

9.4. The Secretory or another pre-determined executive committee member (if the secretory is absent/ unwilling to do do) will facilitate the meeting by taking minutes

9.5. Every issue will be determined by a simple majority of the votes cast at an executive committee meeting but a resolution which is in writing and signed by all executive committee is as valid as a resolution passed at a meeting and for this purpose the resolution may be contained in more than one document and will be treated as passed on the date of the last signature

9.6. Every Committee Member has one vote on each issue

10.1. to appoint, from within the executive committee, a treasurer, a secretary and other officeholders.

10.2. to delegate any of their functions to sub-committees consisting of two or more Society members appointed by them (but at least one member of every sub-committee must be an executive committee member and all proceedings of sub-committees must be reported promptly to the executive committee)

10.3. to make means consistent with this constitution to govern proceedings at general meetings.

10.4. to make rules consistent with this constitution about the meetings and procedures of the executive committee and sub-committees.

10.5. to make means consistent with this constitution about the running of the Society.

10.6. to resolve or establish procedures to assist the resolution of disputes within the Society.

11.1. The property and funds of the Society must be used only for promoting the Society’s purposes and do not belong to the members of the Society or the executive committee. They must be held and controlled by U@MQ.

11.2. No executive committee member may receive any payment of money or other material benefit (whether direct or indirect) from the Society except:

11.2.1. reimbursement of reasonable out-of-pocket expenses actually incurred in the administration of the Society, and which are approved by U@MQ

11.2.2. in exceptional cases, other payments or material benefits (but only with prior written approval of U@MQ).

11.3. Whenever an executive committee member has a personal interest in a matter to be discussed at a Committee Member meeting, the executive committee member must:

11.3.1. declare an interest before discussion begins on the matter

11.3.2. withdraw from that part of the meeting unless expressly invited to remain in order to provide information

11.3.3. not be counted in the quorum for that part of the meeting

11.3.4. withdraw during the vote and have no vote on the matter.

11.4. Funds which are not required for immediate use, or which will be required for use at a future date must be held by U@MQ until needed.

12.1. The executive committee must keep records of its dealings appropriate for the Society including:

12.1.1. all proceedings at general meetings

12.1.2. all proceedings at Executive Committee Member meetings

12.1.3. all reports of sub-committees

12.2. The Society’s records must be made available for inspection by any member of the Society when reasonably requested.

13. Meetings – Technology

13.1. An executive committee meeting may be called or held using any technology consented to by a majority of the executive committee members.

13.2. A members’ meeting may be held using any technology consented by a majority of the committee members.

13.3. Any consent contemplated by this clause must not be unreasonably withheld, delayed or withdrawn.

13.4. A consent may be a standing one.

13.5. A consent may only be withdrawn within a reasonable period before the meeting.

13.1. An executive committee meeting may be called or held using any technology consented to by a majority of the executive committee members.

13.2. A members’ meeting may be held using any technology consented by a majority of the committee members.

13.3. Any consent contemplated by this clause must not be unreasonably withheld, delayed or withdrawn.

13.4. A consent may be a standing one.

13.5. A consent may only be withdrawn within a reasonable period before the meeting.

14.1. Any provision of this constitution may be amended provided that:

14.1.1. the members must be given 7 days’ notice of the meeting at which the proposed amendments are to be moved, together with the text of the proposed amendments

14.1.2. no amendment may be made to the Society’s purposes, or this clause, without the prior written approval of U@MQ.

14.1.3. any resolution to amend this constitution is passed by a two thirds majority of the votes cast at a general meeting

14.2. A copy of any resolution amending this constitution must be sent to U@MQ within twenty-eight days of it being passed detailing all of the changes.

15.1. If at any time the members at a general meeting decide to dissolve the Society, the executive committee will remain in office and be responsible for the orderly winding up of the Society's affairs

15.2. After making provision for all outstanding liabilities of the Society, the executive committee must transfer the remaining property and funds to the University.

15.3. A final report and statement of account relating to the Society must be sent to U@MQ

16.1. The Society and its members (including members who are not enrolled as students at the University) must comply with the present and future by-laws, rules, policies, procedures and directions of the University.

17.1. Written notice of a meeting of the Society’s members must be given individually to each member

17.2. The notice of meeting to a member may be given

17.2.1. Personally; or

17.2.2. By sending it by post to the address for the member in the register of members or the alternative address (if nominated) by the members; or

17.2.3. By sending it to the email address (if any) nominated by the member; or

17.3. A notice of meeting sent by post is taken to be given 3 business days after it is posted. A notice of meeting sent by email is taken to be given at 9:00am (Sydney time) on the business day after it is sent.

SCHEDULE

Appeals

1. A decision of the executive committee or the Society members to exclude or expel a person from the Society may be appealed by the person affected to U@MQ.

2. The person affected must be promptly notified of the decision and the reason for it.

3. The person affected must notify in writing U@MQ within 14 days of the date on which the person affected is notified of the decision. The notice to U@MQ must set out the basis for the appeal.

4. A decision to expel a member has no effect until:

(a) if no appeal is made, the expiration of that 14-day period; or

(b) if an appeal is made, a final decision on the appeal is made.

5. The person affected must be given the opportunity:

(a) to provide any relevant written material to U@MQ; and

(b) to address U@MQ; and

(c) present a written submission to U@MQ.

6. An appeal may be made on one or more of the following grounds:

(a) the decision against a decision to exclude or expel a person was not the correct or preferable decision in the circumstances;

(b) the person affected was not given a reasonable opportunity before the decision was made to present his or her case as to what the decision should be;

(c) that the persons making the decision were biased against the person affected;

(d) the decision was dishonest or for an improper purpose;

(e) there was no evidence to justify the making of the decision.

7. U@MQ may after hearing the appeal make any decision it thinks appropriate in the circumstances including any decision:

(a) confirming the appealed decision; or

(b) varying that decision; or

(c) setting aside that decision; or

(d) setting aside that decision and making a fresh decision to replace it; or

(e) setting aside that decision and referring the matter to the executive committee of the Society for reconsideration of the decision.

8. The Society and the person affected are bound by the decision of U@MQ.