| RULES OF SOCIETIES COUNCIL |
|---|
| RULE 1 (i) | The Vice President, Secretary, Treasurer and three Ordinary Committee members of the Finance and Statutes Committee of Societies Council for the ensuing year shall be elected from the members of the Guild at the last meeting of Societies Council for the year by the members thereof. |
| RULE 1 (ii) | Repealed GC 91/. |
| COMMITTEES |
|---|
| RULE 2 (i) | There shall be a Finance Committee of Societies Council consisting of the executive of Societies Council and three ordinary members. |
| RULE 2 (ii) | The Treasurer of Societies Council shall be the Executive Officer of the Finance Committee. |
| RULE 2 (iii) | The terms of reference of the Finance Committee shall be to make recommendations to Societies Council on the following: |
| (a) the financial affairs of the Council; |
| (b) the granting of funds to affiliated clubs and societies in accordance with Rules 15 and 19; |
| (c) the transfer of funds to other Guild bodies. |
| RULE 2 (iv) | No grant shall be made by Societies Council without prior consideration of the grant application by the Finance committee. |
| RULE 3 (i) | There shall be a Statutes Committee of Societies Council consisting of the members of the Finance Committee. |
| RULE 3 (ii) | The Vice President of reference of the Statutes Committee shall be to make recommendations to Societies Council on the following: |
| (a) the application for affiliation and the proceedings for disaffiliation of clubs and societies within the terms of Rules 5 and 20. |
| (b) the constitution of all clubs and societies affiliated to or applying for affiliation to Societies Council. |
| (c) questions relating to the accreditation of delegates within the terms of Rules 7 and 8. |
| (d) amendments and additions to the Rules and Regulations of Societies Council. |
| (e) penalties for breaches of Societies Council Rules. |
| RULE 3 (iv) | No action shall be taken by Societies Council on any matter within the terms of reference of the Statutes Committee without the prior consideration of the matter by the Statutes Committee. |
| RULE 4 | Societies Council may appoint Select Committees, of which the President of Societies Council shall be an ex-officio member. |
| AFFILIATION OF CLUBS AND SOCIETIES |
|---|
| RULE 5 (i) | For a club to affiliate to Societies Council it must: |
| (a) submit a constitution to the Statutes Committee for approval by Societies Council; |
| (b) hold and Annual General Meeting. Annual General Meetings must be advertised in Guild publications; |
| (c) submit a current office bearers form not later than one month after the Club Annual Elections. |
| RULE 5 (ii) | Societies Council shall consider the aims and purposes of clubs and societies in determining affiliation. No clubs or societies affiliated to Societies Council shall have substantially the same aims and purposes. |
| RULE 5 (iii) | The Vice President of Societies shall maintain an up-to-date register of all affiliated clubs and societies. |
| RULE 5 (iv) | The President shall within one week of each meeting of Societies Council, forward the names of any newly affiliated clubs and societies to the to the Guild Secretary to be recorded in the register of affiliated clubs and societies. |
| RULE 6 (i) | Each club or society affiliated to Societies Council shall send one delegate to each General meeting of Societies Council. |
| RULE6 (ii) | Unless a written apology has been communicated to the Secretary by 5pm on the day of the relevant Societies Council General Meeting, the Statutes Committee may recommend to Societies Council to fine clubs and societies by a 15% cut in their second semester grant for failure to comply with rule 6(i). |
| Failure to send a delegate to 2 Societies Council Meetings results in a 25% cut in the value of their second semester grant for failure to comply with rule 6(i). |
| Failure to send a delegate to three or more Societies Council General Meetings results in a 40% cut in the value of their second semester grant for failure to comply with rule 6(i). |
| Failure to send a delegate to any Societies Council General Meetings results in no grant for failure to comply with rule 6(i). |
| RULE 6 (iii) | Each club or society must send one delegate to any Statutes Committee Meeting considering affiliation or constitution changes of that club or society. |
| RULE 6 (iv) | Each President of a club or society must submit an Annual President’s Report to Societies Council at the end of their term. |
| ACCREDlTATlON OF DELEGATES |
|---|
| RULE 7 (i) | Each club or society affiliated to Societies Council shall, not later than one month after its Annual General Meeting, appoint from among its members a delegate and deputy delegate who shall be members of the Guild. |
| RULE 7 (ii) | The delegate and deputy delegate shall hold office from the time of their accreditation until the day preceding the first day of first semester in the next calendar year. |
| RULE 7 (iii) | No person shall be an accredited delegate or deputy delegate for more than one club or society at any one time. |
| RULE 7 (iv) | The method of accreditation of delegates and deputy delegates shall be by the entry of their names on the current Guild Subsidiary Council Office Bearers Form which shall be lodged at the Guild Administration Office. |
| RULE 8 (i) | If for some reason the delegate or deputy delegate is unable to attend a particular meeting, a temporary delegate may be appointed who shall enjoy the privileges of an accredited delegate for that meeting only. |
| RULE 8 (ii) | Appointment of a temporary delegate shall be by a letter lodged with the Secretary of Societies Council, signed by the President, delegate or deputy delegate of the club or society stating that the delegate or the deputy delegate cannot attend the naming the person attending as temporary delegate. |
| RULE 8 (iii) | If for some reason a person accredited under Rule 7(i) does not continue in office, the Committee of the club or society shall appoint a new delegate or deputy delegate and shall lodge with the Vice President of Societies Council a letter to that effect signed by the President or Secretary of the club or society. |
| RULE 8 (iv) | The Vice President of Societies Council shall maintain an up-to-date register of club Presidents, accredited delegates and deputy delegates which shall be prima facie evidence of accreditation. |
| MEETINGS |
|---|
| RULE 9 (i) | Societies Council shall conduct its meetings in accordance with the Standing Orders of Councils of the Guild as laid down from time to time by Guild Council. |
| RULE 9 (ii) | Only the Executive Officers and the immediate past President of Societies Council and the accredited delegate or deputy delegate of each club or society affiliated to Societies Council may vote at Societies Council General Meetings. |
| RULE 10 | Each of the Executive Officers and the immediate past President of Societies Council and each affiliated club or society shall receive at least four academic days notice of every meeting of Societies Council (General and Committee Meetings) provided that no proceedings of Societies Council shall be deemed invalid solely by reason of any person, club or society having failed to receive due notice of meeting. |
| RULE 11 | The Secretary of the Societies Council shall take minutes of all meetings of Societies Council and lodge them in the Societies Council Minute Book. |
| RULE 12 | Motions on notice are to be submitted to the Secretary one week prior to General Meetings of Societies Council. |
| RULE 13 | The President of Societies Council may invite to any meeting any person whose presence would, in the opinion of the President, facilitate the transaction of any Societies Council business. |
| RULE 14 | The subsections of this Rule apply to meetings of the Finance Committee and the Statutes Committee of Societies Council. |
| RULE 14 (i) | The quorum of a Committee meeting shall be four members including at least two members of the Societies Council Executive. |
| RULE 14 (ii) | The President of Societies Council shall be entitled to chair all Committee meetings. |
| RULE 14 (iii) | All grant applications to Societies Council shall be in the hand of the Treasurer of Societies Council before 5pm on the day of the relevant Finance Committee meeting unless that Committee in their absolute discretion allows otherwise. |
| RULE 14 (iv) | All applications to the Statutes Committee shall be in the hand of the Vice President of the Societies Council by 5pm on the day of the relevant Statutes Committee meeting unless that Committee, in their absolute discretion allows otherwise. |
| RULE 14 (v) | The Statutes Committee shall meet one half hour before each Finance Committee meeting. |
| GRANTS |
|---|
| RULE 15 (i) | Societies Council may only give grants to affiliated clubs or societies for specific projects or activities intrinsic to the carrying out of the aims and purposes of the particular club or society. |
| RULE 15 (ii) | In determining the amount of any grant, each grant application shall be considered individually on its merits, and no grant shall create a binding precedent. |
| RULE 15 (iii) | Grants may be made on the basis of a percentage of costs incurred, but must specify a limit. If no percentage is specified, 100% will be presumed. |
| RULE 15 (iv) | Grants shall not be made for the following purposes: |
| (a) ordinary administrative expenses, i.e. day to day running of the club or society e.g. postage, stationery, telephone rental. |
| (b) travel by club or society members. |
| (c) international travel costs. |
| (d) any payment which constitutes a gift. |
| (e) any purpose which constitutes a violation of the University of WA Act, Statute 20 or Guild Regulations. |
| RULE 16 | No affiliated club or society shall be eligible for a grant unless: |
| (a) Repealed GC 99/4. |
| (b) Repealed GC 99/4. |
| (c) Repealed GC 99/4. |
| (d) the club or society ordinary full year membership fee is at least $4, with a discount of at least $2 for Guild members, and ordinary half year membership fee is at least $2 with a discount of at least $1 for Guild members. |
| (e) the constitution of the club or society expressly prohibits any payment either directly or indirectly by way of gift. |
| (f) Repealed GC 99/4. |
| (g) it has forwarded to the Guild Administration Office a list of a least 10 members who are members of the Guild, including student numbers, before the end of the first academic semester. |
| CLAIMING RIGHTS |
|---|
| RULE 19 (i) | Grants shall be claimed by lodging a grant claim form with the Accounts Department of the Guild along with supporting documents pertaining to the costs of the particular activity or function. |
| RULE 19 (ii) | The amount of any grant approved by Societies Council shall be the upper limit to which the club or society may draw expenses incurred in the relevant activity or function. |
| RULE 19 (iii) | Repealed GC 99/4. |
| RULE 19 (iv) | Repealed GC 91/. |
| DISAFFILIATION |
|---|
| RULE 20 (i) | Disaffiliation proceedings shall only be commenced against any club or society which, upon the recommendation of the Statutes Committee, has been deemed inactive. |
| RULE 20 (ii) | To be deemed active a club or society must: |
| (a) hold an Annual General Meeting and at least two other function during each University year. |
| (b) submit any amendments to their constitution to the Statutes Committee for approval by Societies Council. |
| (c) submit a new office bearers form not later than one month after the commencement of first semester and not later than one month after any changes in office bearers. |
| (d) have no outstanding debts of more than $200 with the Guild at the end of the academic year unless the club or society has been granted an overdraft or loan by the Guild Executive to cover the debt. |
| (e) have attended at least one General Meeting of Societies Council during the previous 13 months. |
| RULE 20 (iii) | Disaffiliation shall be effected by a motion on notice being passed by Societies Council provided that a warning of this intention has been posted to the last know President, Vice President, Treasurer and Secretary of the club or society at least 10 academic days prior to the relevant general meeting. |
| RULE 20 (iv) | Societies Council may recommend to the appropriate body that a club be suspended or disaffiliated on the grounds of serious mismanagement. |
--end--