Governance

Subsidiary councils

  1. 9.1   Councils
  2. 9.2   Membership
  3. 9.3   General Regulations
  4. 9.4   Subsidiary Council's Executive Officers
  5. 9.5   Subsidiary Council's powers
  6. 9.6   Subsidiary Council's meetings
  7. 9.7   Subsidiary Council's financial procedures
  8. 9.8   Societies Council
  9. 9.9   Education Council
  10. 9.10  Public Affairs Council

9.1 Councils

9.1.1 The subsidiary councils of the Guild are:

(a) the Societies Council;

(b) the Education Council; and

(c) the Public Affairs Council.

9.1.2 Unless stated otherwise, the terms of Regulation 11 apply to each of the subsidiary councils.

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9.2 Membership

9.2.1 The executive of each subsidiary council is made up of the executive officers.

9.2.2 The President of each subsidiary council is elected at the Guild elections.

9.2.3 No person is elected to the position of President of a particular subsidiary council on more than one occasion.

9.2.4 Executive officers and ordinary members of the subsidiary councils—

(a) must be members of the Guild;

(b) (other than the president) are elected by the relevant subsidiary council at the final meeting in each year; and

(c) will take office on 1 December of that year and retire on 30th November of the following year.

9.2.5 A subsidiary council may by motion declare vacant the office of any executive officer (other than the President) who has been absent from two consecutive meetings of the subsidiary council without apology granted by that subsidiary council.

9.2.6 Any executive officer of a subsidiary council whose office has been declared vacant is disqualified from again becoming an executive officer of that subsidiary council until the following 30th November.

9.2.7 The President of a subsidiary council may resign their office in the manner set out in Regulation 3.1.10.

9.2.8 Any executive officer or ordinary member of a subsidiary council (other than the President) may resign their office by written notice addressed to the Subsidiary Council Secretary. The resignation will take effect upon its receipt by the relevant subsidiary council.

9.2.9 A subsidiary council will, within 15 University working days, fill any casual vacancy amongst its Executive officers, other than the President, by an election of which at least 10 University working days notice is given by the display on Guild notice boards of a notice inviting nominations for the vacant position.

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9.3 General Regulations

9.3.1 The Guild President is a voting member of all subsidiary councils but need not attend subsidiary council meetings.

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9.4 Subsidiary Council's Executive Officers

9.4.1 President

9.4.1.1 The President of a subsidiary council—

(a) will preside at all meetings of the subsidiary council;

(b) is an ex-officio member of all committees of that subsidiary council;

(c) will regularly report to Guild Council on the activities, role and responsibilities undertaken by the subsidiary council;

(d) will present an annual report to the November Guild Council meeting on the activities, role and responsibilities undertaken by the subsidiary council during the year; and

(e) must not sit on the executive of a body affiliated to the associated affiliated council.

9.4.2 Vice-President

9.4.2.1 The Vice-President of a subsidiary council—

(a) will assist the President;

(b) has, in the absence of the President, all the powers and roles attached to the office of President of a subsidiary council that relates to the affairs of that subsidiary council; and

(c) will, in the absence of the President, become an ex-officio member of all committees of which the President was an ex-officio member (except Guild Council).

9.4.3 Secretary

9.4.3.1 The Secretary of a subsidiary council will—

(a) keep a record of all proceedings of the subsidiary council;

(b) call all meetings of the subsidiary council;

(c) call all meetings of committees of the subsidiary council and act as Secretary of those committees;

(d) keep a correct roll of membership of the subsidiary council together with such other records as the subsidiary council directs;

(e) conduct the correspondence of the subsidiary council and any committees; and

(f) generally carry out the instructions of the subsidiary council with regard to the matters listed above.

9.4.4 Treasurer

9.4.4.1 The Treasurer of a subsidiary council will—

(a) attend all meetings of the subsidiary council;

(b) make recommendations to the subsidiary council, and to the Guild Council, on matters related to the finances of the subsidiary council;

(c) in conjunction with the Guild Treasurer and Management Accountant, supervise all correspondence related to the finances of the subsidiary council; and

(d) carry out the will of the subsidiary council on any of the above matters.

9.4.5 Subsidiary Council's affiliated societies

9.4.5.1 Each affiliated society to a subsidiary council must appoint one of its committee members as a delegate and another as a deputy delegate to that subsidiary council for the duration of the academic year of the University, at least three University working days before:

(a) the first or second meeting of that subsidiary council in each year; or

(b) the first meeting after the affiliated society is affiliated by notice in writing to the Secretary of that subsidiary council.

9.4.5.2 Delegates and deputy delegates to the subsidiary councils must be members of the Guild.

9.4.5.3 Each delegate or, in their absence, the deputy delegate of an affiliated society is entitled to vote at meetings of that subsidiary council.

9.4.5.4 No person can represent more than one affiliated society at one time.

9.4.5.5 If a delegate or deputy delegate of an affiliated society becomes, for any reason, unable to attend meetings of that subsidiary council, the affiliated society concerned may, by notice in writing to the Secretary of that subsidiary council, appoint a substitute delegate or deputy delegate.

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9.5 Subsidiary Council's powers

9.5.1 Each subsidiary council has the power to make rules for the proper conduct of its affairs.

9.5.2 All rules and amendments to rules must be approved by Guild Council at a Guild Council meeting.

9.5.3 All rules and alterations made to rules of subsidiary councils are included in the Guild Statute Book upon receiving the approval of Guild Council.

9.5.4 The rules of a subsidiary council must comply with Statute No. 20, these Regulations and By-Laws of the Guild.

9.5.5 Any subsidiary council may impose fines for each offence of a breach of that subsidiary council's rules in accordance with its powers under Regulation 15.3.5.

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9.6 Subsidiary Council's meetings

9.6.1 Quorum

9.6.1.1 The quorum for a meeting of a subsidiary council is one third of its members, of which at least two must be Executive officers.

9.6.2 Frequency of Meetings

9.6.2.1 Each subsidiary council must hold at least two ordinary meetings in each academic semester at the University.

9.6.2.2 A subsidiary council may hold special meetings from time to time as nominated by the subsidiary council or its executive.

9.6.2.3 Three or more affiliated societies may requisition the subsidiary council to which they are affiliated to hold a special meeting.

9.6.2.4 The relevant subsidiary council must hold a special meeting in relation to the requisition within 14 days of receipt of the requisition.

9.6.2.5 Subject to any rules made by a subsidiary council in accordance with these Regulations, all meetings of a subsidiary council are conducted in accordance with the procedures set out in the standing orders of the councils of the Guild.

9.6.3 General Regulations

9.6.3.1 The Guild Council may, upon its own motion, review, alter or rescind any decision of any subsidiary council.

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9.7 Subsidiary Council's financial procedures

9.7.1 All subsidiary councils will provide a budget at the commencement of each academic year which includes an estimate of all receipts and disbursements for the current financial year to the Strategic Resources Committee for review.

9.7.2 The budgets of the subsidiary councils must be approved by the Guild Council after review by the Strategic Resources Committee.

9.7.3 Unless the Treasurer of the relevant affiliated society is given, with seven days notice to provide to the relevant subsidiary council, a written explanation and evidence that the grant has been applied appropriately, the Societies Council, the Public Affairs Council and the Strategic Resources Committee may revoke any grant it has made if the affiliated society—

(a) fails to apply the grant to the purpose for which it was made within one month of receipt of the grant monies; or

(b) fails to comply with the conditions of the grant as advised by the relevant subsidiary council.

9.7.4 The Societies Council, the Public Affairs Council and the Strategic Resources Committee has the discretion to nominate to not revoke a grant upon consideration of the written explanation and evidence provided by the Treasurer of an affiliated society in accordance with Regulation 9.7.3.

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9.8 Societies Council

9.8.1 Role

9.8.1.1 The role of the Societies Council is to control all social and cultural activities within the Guild.

9.8.2 Membership

9.8.2.1 The Societies Council comprises:

(a) the Executive officers of the Societies Council;

(b) the delegates of the Societies Council's affiliated societies;

(c) the immediate past President of the Societies Council; and

(d) three ordinary committee members.

9.8.3 General Regulations

9.8.3.1 The Societies Council has a Finance Sub-Committee to advise the Societies Council on its expenditure.

9.8.3.2 The composition, powers and role of the Societies Council Finance Sub-Committee are set out in the rules of the Societies Council made in accordance with these Regulations.

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9.9 Education Council

9.9.1 Role

9.9.1.1 The role of the Education Council is to—

(a) encourage academic cooperation at all levels;

(b) examine matters of mutual interest between faculty societies and the Guild;

(c) encourage discussion and action on education matters;

(d) foster interaction between staff and students of the University;

(e) encourage cooperation between faculty societies;

(f) examine the student learning experience at all levels;

(g) make comments and take action as the Education Council decides, subject to the proviso that, pending confirmation by Guild Council, motions may be put into effect two week days after the production of the minutes, provided that, if in the course of two week days, any Guild Council member objects in writing to any item, the item will be laid aside for discussion at Guild Council; and

(h) cooperate with other organisations to further the aims set out above.

9.9.2 Powers

9.9.2.1 The Education Council has power to raise money for its administration and to carry out of its purposes as set out in these Regulations.

9.9.3 Membership

9.9.3.1 The Education Council comprises:

(a) the Executive officers of the Education Council;

(b) the Guild President;

(c) the delegates of the Education Council's affiliated societies;

(d) two ordinary committee members; and

(e) a representative of each of the faculty societies to be elected from and by their respective annual general meetings.

9.9.3.2 The following are standing invitees of the committee:

(a) the Immediate Past President of Education Council;

(b) the Student Assist Officers;

(c) the Senate Student Representatives;

(d) the Women's Affairs Officer;

(e) the Postgraduate Students' Association President, or nominee;

(f)  the Environment Department Officer;

(g) the International Students' Service Department Officer;

(h) the Aboriginal and Torres Strait Islander Students' Department Officer;

(i) the Queer Officers; and

(j) the Welfare Officer.

9.9.4 Quorum

9.9.4.1 The quorum for a meeting of the Education Council is two Executive officers, and members from at least two-thirds of the faculty societies.

9.9.5 Education Action Network

9.9.5.1 There is an Education Council Campaigns Committee which works under the name of Education Action Network.

9.9.5.2 The Education Action Network consists of the Chair and interested members.

9.9.5.3 The Chair of the Education Action Network is the Vice-President of the Education Council or, if they elect, another member of the Education Council Committee.

9.9.5.4 The Education Action Network makes recommendations to, and implements the policy of, the Education Council.

9.9.5.5 The Education Action network has a budget allocation representing not less than 30 per cent of the total Education Council budget.

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9.10 Public Affairs Council

9.10.1 Role

9.10.1.1 The role of the Public Affairs Council is to promote student interest and participation in political and social issues and cultural activities and is a recognised means of such participation.

9.10.2 Membership

9.10.2.1 The Public Affairs Council comprises:

(a) the Executive officers of the Public Affairs Council;

(b) directors of the Public Affairs Council (elected under Regulation 9.10.2.2);

(c) delegates of the Public Affairs Council's affiliated societies executive officers;

(d) three ordinary committee members;

(e) the Immediate Past President of the Public Affairs Council;

(f) the Aboriginal and Torres Strait Islander Students Department Officer;

(g) the Environment Department Officer;

(h) the International Students Service Department Officer;

(i) the Postgraduate Students Department Officer;

(j) the Queer Officers; and

(k) the Women's Affairs Officer.

9.10.2.2 The Public Affairs Council may elect up to five persons, to be known as directors, to direct activities determined by the Public Affairs Council.

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