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PCSoc: Computers and Tech CONSTITUTION

Arc @ UNSW Limited

Table of Contents

1. Introduction

  1. The official name of the club shall be “PCSoc: Computers and Tech”.
    1. The acronym of the club shall be “PCSoc: cat.”.
  2. The club shall be affiliated to Arc.
  3. The aim and objectives of the club is:
    1. To provide a supportive community for students interested in computer hardware, computer technology and/or the IT industry;
    2. To actively encourage and support members who wish to learn about computer hardware, technology and/or the IT industry;
    3. To render concepts in computer hardware, technology and/or the IT industry accessible to students of all backgrounds at UNSW;
    4. To provide a medium for discussion and engagement with activities and interests commonly associated with computers and technology.
  4. In all matters not specifically dealt with herein, the procedures set out in the latest edition of Guide for Meetings and Organisations by N.E. Renton shall apply.

Definitions

  1. For the purposes of this Constitution:
    1. The University shall mean the University of New South Wales;
    2. Arc shall mean Arc @ UNSW Limited;
    3. Re-affiliation shall mean re-affiliation with Arc;
    4. Members shall mean full members of the club;
    5. Associate members shall mean associate members of the club;
    6. The Executive shall mean the Executive of the club;
    7. The Committee shall mean the Executive of the club as well as any member appointed by the Executive to fill a specific role;
    8. The Annual General Meeting shall mean the Annual General Meeting of the club;
    9. An academic day shall mean a day during the first, second, or third session of the University’s academic year which is not a Saturday, Sunday, Public Holiday or University Holiday; and
    10. Subjects shall mean units of study offered by the University in progression to the award of a degree.
  2. Unless a contrary statement appears in Section 7 of this Constitution, the club shall be bound by all the clauses in Section 2 to Section 6 of this Constitution.

2. Membership

  1. Contact details for members of your club are to remain with the Executive and Arc to have sole access. Contact details are not to be given or sold to any other person.
  2. The club shall be recognized as a Financial club.
  3. Full membership of the club shall be open to all UNSW students subject to affiliation requirements of Arc, and they shall be required to pay an annual club membership fee of at least $0, and complete a membership form.
  4. Associate membership shall be open to all persons who are not UNSW students subject to affiliation requirements of Arc, provided that they pay a membership fee that is set by the club Executive, and they complete a membership form prepared by the club Executive.
  5. The duration of a person’s membership shall be until the club’s next Annual General Meeting after they have become a member, or until the end of Week One in Session One of the University year after they have become a member, whichever is the later.
  6. The club shall comply with Anti-Discrimination legislation in all of its activities and procedures, including the granting of club membership.
  7. Notwithstanding clause 2.8, a member of a club Executive may have their position declared vacant according to the procedures set out in Section 3.6.
  8. Notwithstanding clause 2.8, a member or associate member of a club may have their membership terminated after the following procedure is followed:
    1. A motion is carried by the Executive, or the Executive is petitioned by fifteen (15) members to instigate impeachment proceedings;
    2. The members of the club are notified of the proceedings formally as a motion on notice to an Extraordinary General Meeting under Section 4.2;
    3. The member concerned is notified in writing of the procedures and reasons for proceedings at least seven (7) days prior to the meeting.
    4. The member concerned is given five (5) minutes to speak against the motion at the Extraordinary General Meeting.
    5. The motion is carried by the Extraordinary General Meeting.
  9. Any member of a club or club Executive who believes they have been wrongly expelled may appeal to Arc, who will arrive at the final resolution of the matter.

3. Executive

  1. The Executive of the club shall be elected from the full members at the Annual General Meeting and shall consist of at least:

    1. One (1) President;
    2. One (1) Secretary;
    3. One (1) Treasurer;
    4. One (1) Arc Delegate;
    5. One (1) Events Director of Socials;
    6. One (1) Events Director of Hardware and Tech;
    7. One (1) Events Director of Gaming;
    8. One (1) Marketing Director;
    9. One (1) Equity, Diversity and Inclusion (EDI) Officer

  2. One member is permitted to hold two Executive positions, provided that a minimum of three different members shall remain on the Executive at all times, with the exception that the positions of President and Treasurer may not be held by the same person.

  3. Job sharing of any Executive position is not permitted.

  4. The Executive shall be responsible for the following duties:

    1. The activities of the club;
    2. The finances of the club;
    3. Appointing members to the subcommittee;
      1. Appointments will be made by majority vote of the executive.
    4. Conducting a biannual performance review of each executive and subcommittee member. The biannual performance review:
      1. Shall be held a first time no later than 1 month after the Annual General Meeting, for the subcommittee only
      2. Shall be held a second time no earlier than 5 months after the previous Annual General Meeting and no later than 7 months after the previous Annual General Meeting, for both the executive and subcommittee
      3. The track record of executive and subcommittee members are to be critically evaluated
      4. The position of one or more incumbent executive or subcommittee members may be declared vacant at the next Extraordinary General Meeting if they are deemed unable to continue fulfilling the responsibilities of their role
      5. Anonymous, constructive feedback from the annual performance review is to be provided to all executive and subcommittee members, regardless of review outcome

  5. The Executive is at all times bound by the decisions of a club Annual or Extraordinary General Meeting.

  6. Any member of the Executive shall have their position declared vacant if they:

    1. Die;
    2. Cease to be a member of the club;
    3. Cease to be a UNSW student;
    4. Are absent from any three (3) consecutive meetings of the club without prior notice of absence;
    5. Are absent from any FOUR (4) consecutive meetings of the club regardless of prior notice of absence or;
    6. Have their position declared vacant at an Extraordinary General Meeting.

  7. Any member of the subcommittee shall have their position declared vacant if they:

    1. Meet the criteria outlined in section 3.6;
    2. Are removed from their role by majority vote of the executive; or
    3. Are deemed unable to fulfil the responsibilities of their role during the annual performance review by majority vote of the executive.

  8. Any vacancy on the club Executive must be filled at an Extraordinary General Meeting, via the procedures outlined in Section 4.

  9. The temporary appointment of an acting executive may be made in the event that:

    1. An incumbent executive member meets the criteria outlined in section 3.6;
    2. An incumbent executive member is deemed unable to continue fulfilling the responsibilities of their role at a biannual review;
    3. It is otherwise agreed upon in writing by both the majority of the executive and the incumbent executive member.

  10. Shall a temporary appointment of an acting executive be made:

  11. President

    1. To chair all club, subcommittee, General and Annual General Meetings (held during their term) of the club or society;
    2. To oversee and coordinate the activities and administration of the club;
    3. To ensure that the elected officers of the club or society perform duties as laid down by the clubs’ Constitution, through regular email updates, regularly advertised meetings, reports and notices and/or regular newsletters;
    4. To ensure that all other tasks necessary for the running of the activities of the society are performed, properly either by doing them or delegating the duties;
    5. To have a thorough knowledge of the club’s or society’s Constitution;
    6. To plan the coming year’s activities;
    7. To act as an official spokesperson for the club;
    8. To arrive at a membership fee with the Executive;
    9. To liaise with fellow office bearers;
    10. To acquaint each subcommittee member with their function, responsibility, duties and maintain personal contact with them;
    11. To liaise with Arc and departments of the University where necessary;
    12. “To ensure that all required reaffiliation documentation is submitted to Arc within the time period prescribed by Arc”;
    13. To ensure that the Treasurer submits a Financial Report to the club at the AGM and to Arc and that they have the club’s finances in good order in preparation for Spot Audits by Arc;
    14. To ensure that Arc is informed of changes to the Executive;
    15. To pass on their knowledge to their successor;
    16. To receive complaints and grievances relating to the Club;
    17. To investigate grievances (where necessary) and resolve grievances or make recommendations to the Club Executive on the resolution of grievances;
    18. To act in a fair, ethical and confidential manner in the performance of their duties, and pass on their responsibilities for specific grievances to other Club Executives if they cannot act impartially;
    19. To notify those involved of the outcome of the grievance;
    20. Other duties as in accordance with the Constitution of the club;
    21. To form relationships between the Club and external partners/sponsors;
    22. To ensure the club endeavours to meet and uphold partnership/sponsorship Agreements;
    23. Facilitates & promotes the engagement of non-majority demographics of the Club (especially culturally diverse students, students with disabilities, female-identifying students, LGBTQIA+ students, neurodiverse students and indigenous students);
    24. Engaging & representing student members of non-majority demographics of the Club;
    25. Ensures that all club activities comply with the UNSW Equity, Diversity and Inclusion Policy (https://www.gs.unsw.edu.au/policy/documents/equitystatement.pdf);
    26. Is the primary point of contact for all comments and queries raised by members of the club in relation to diversity and inclusion;

  12. Secretary

    1. To organise meetings, agendas (in consultation with the President), and minutes;
    2. In the absence of the President, to chair all Club, Committee, General and Annual General Meetings (held during their term) of the Club;
    3. To be responsible for receiving and replying to all correspondence on behalf of the club;
    4. To compose and publish the society newsletter;
    5. To keep relevant club papers in order;
    6. To coordinate elections; and
    7. To maintain the membership list, updating when changes are made;
    8. To manage the club's various websites;
    9. To photograph or coordinate the photography for all in-person events;
    10. To collate all photos from events and conduct post-processing;
    11. To coordinate a marketing schedule for event posts on social media, in collaboration with the Marketing Director and the Events Director.

  13. Treasurer

    1. To keep and maintain all club financial records;
    2. To regularly maintain record of inventory and assets;
    3. To hold cheque books, petty cash tins etc.;
    4. To keep the club informed of its financial position at meetings, through regular e-mail reports, or regular newsletter;
    5. To carry out financial transactions as directed by the club management;
    6. To not lend money, under any circumstances to yourself, club members or other clubs;
    7. To always ensure that the records are up to date and in good order so that if they are otherwise unable to continue in that capacity someone else can easily take over;
    8. To not put the club in debt that cannot be repaid, but should endeavour to match costs and income as closely as possible;
    9. To always insist on a receipt or docket to validate any expenditure by the club;
    10. To always provide a description and reference on any internet banking or app banking payments made;
    11. To always provide a receipt to a person who gives money to the club for any reason and bank all money received IMMEDIATELY;
    12. To ensure you have at least two and not more than three signatories who are Executive members to the cheque account;
    13. To ensure that club funds are not misused at any time;
    14. To ensure that when smaller amounts of money are spent (petty cash) a receipt or docket must be obtained;
    15. Under no circumstances are any expenses to be met without documentation.

  14. Arc Delegate

    1. To be aware of the Arc funding system, it’s requirements and its possibilities for the club;
    2. To communicate with the Executive before and after each Arc Clubs General Meeting to pass on information (about grants etc);
    3. To liaise with Arc and the club’s Executive;
    4. To have a good working knowledge of Arc forms;
    5. To clear out the club’s pigeonhole in the Arc Resource Centre at least every two weeks;
    6. To attend Arc Clubs General Meetings or nominate a fellow club member to attend on your behalf, or send advance apologies (taking the form of a written note detailing your name, club, and the date of the meeting you can not attend);
    7. Ensure grants for all activities, merchandise and equipment are submitted on time.

  15. Events Director of Socials

    1. To assist the President in coordinating and organising the social activities of the Club;
    2. To ensure safety measures are in place for all events, including but not limited to risk assessments;
    3. To brainstorm new ideas for events;
    4. To create plans for events, including but not limited to scheduling, necessary equipment, rosters and shifts, as well as delegating work to the subcommittee;
    5. To work with the EDI officer to ensure a high standard of accessibility and inclusion at all events;
    6. To ensure that the relevant working space for events is booked via the Arc Delegate, President or other means;
    7. To ensure that attendance is taken at all events;
    8. Organise meetings with the relevant subcommittee members.

  16. Events Director of Hardware and Tech

    1. To assist the President in coordinating and organising the hardware and technology-related activities of the Club;
    2. To coordinate and supervise all hardware workshops;
    3. To ensure availability of equipment, hardware and learning material for events;
    4. To ensure that all hardware events and learning material remain up-to-date with the latest technology;
    5. To ensure safety measures are in place for all events, including but not limited to risk assessments;
    6. To brainstorm new ideas for events;
    7. To create plans for events, including but not limited to scheduling, necessary equipment, rosters and shifts, as well as delegating work to the subcommittee;
    8. To work with the EDI officer to ensure a high standard of accessibility and inclusion at all events;
    9. To ensure that the relevant working space for events is booked via the Arc Delegate, President or other means;
    10. To ensure that attendance is taken at all events;
    11. Organise meetings with the relevant subcommittee members.

  17. Events Director of Gaming

    1. To assist the President in coordinating and organising the gaming-related activities of the Club;
    2. To ensure that fanbases of games are supported by Club events;
    3. To oversee all online gaming events, including but not limited to scheduling and rostering;
    4. To ensure availability of equipment and hardware for in-person gaming events;
    5. To ensure that all gaming events remain relevant to the latest trends in popular gaming culture and the interests of the community;
    6. To ensure safety measures are in place for all events, including but not limited to risk assessments;
    7. To brainstorm new ideas for events;
    8. To work with the EDI officer to ensure a high standard of accessibility and inclusion at all events;
    9. To ensure that the relevant working space for events is booked via the Arc Delegate, President or other means;
    10. To ensure that attendance is taken at all events;
    11. Hold meetings with relevant subcommittee members.

  18. Marketing Director

    1. To coordinate the design of all promotional and marketing material for the club;
    2. To coordinate the design, purchase, and sale of all club merchandise;
    3. To oversee and ensure the success of the club's various social media accounts;
    4. To ensure photographs are posted to social media as applicable;
    5. To coordinate the written description of all events and promotions; and
    6. To coordinate an advertising schedule for events on social media, online and in person, in collaboration with the Secretary and the Events Directors.

  19. Equity, Diversity and Inclusion (EDI) Officer

    1. Facilitates & promotes the engagement of non-majority demographics of the Club (especially culturally diverse students, students with disabilities, female-identifying students, LGBTQIA+ students, neurodiverse students and indigenous students)
    2. Engaging & representing student members of non-majority demographics of the Club;
    3. Ensures that all club activities comply with the UNSW Equity, Diversity and Inclusion Policy (https://www.gs.unsw.edu.au/policy/documents/equitystatement.pdf);
    4. Is the primary point of contact for all comments and queries raised by members of the club in relation to diversity and inclusion;
    5. To receive complaints and grievances relating to the Club;
    6. To investigate grievances (where necessary) and resolve grievances or make recommendations to the Club Executive on the resolution of grievances;
    7. To act in a fair, ethical and confidential manner in the performance of their duties, and pass on their responsibilities for specific grievances to other Club Executives if they cannot act impartially;
    8. To notify those involved of the outcome of the grievance; and
    9. Ensures that the club community continues to be friendly, open and diverse in accordance with Arc recommendations for Equality, Diversity, Inclusion, Cultural Sensitivity (https://www.arc.unsw.edu.au/uploads/Section%2022.1%20-%20Equality,%20Diversity,%20Inclusion,%20Cultural%20Sensitivity.pdf);
    10. Ensures that club events strive to cater to all individuals in accordance with Arc’s Inclusive Events Checklist (https://www.arc.unsw.edu.au/uploads/CL231110%20Inclusive%20Club%20Events%20Checklist.pdf);
    11. Acts as an advisory for the Executive, subcommittee and volunteers on matters pertaining to equity, diversity and inclusion;
    12. Ensures that marketing materials are accessible and inclusive;
    13. Successful completion of the UNSW Core Inclusion Course within THREE WEEKS after successful election (https://www.edi.unsw.edu.au/be-better-human/training/sbs-inclusion-program/core-inclusion-course);
    14. Maintains up-to-date knowledge of diversity awareness events and important dates, such as Pride Month and International Women's Day;
    15. Coordinates and oversees special diversity-focused events in collaboration with the Events Director;
    16. Consults and liaises with diversity and inclusion at Arc and UNSW bodies such as UNSW EDI, Ally@UNSW.

4. Meetings

Annual General Meetings

  1. There shall be one Annual General meeting every calendar year.
  2. Notice in the form of an agenda for the Annual General Meeting shall be no less than seven (7) days, and is to be:
    1. Given in writing to Arc;
    2. Given in writing to all club members, or upon approval by Arc displayed in a way that will guarantee an acceptable level of exposure among club members.
  3. Quorum for the Annual General Meeting shall be fifteen members or one half of the club membership, whichever is the lesser.
  4. At an Annual General Meeting:
    1. Reports shall be presented by at least the President and the Treasurer;
    2. Full financial reports shall be presented and adopted;
    3. Elections for a new Executive shall be conducted; and
    4. Constitutional amendments and other motions on notice may be discussed and voted upon.
  5. Full minutes of this meeting, including a list of the new Executive, written financial reports, and constitutional amendments, shall be forwarded to Arc within fourteen (14) days of the meeting.

Extraordinary General Meetings

  1. There shall be Extraordinary General Meetings as the Executive sees fit or as petitioned under clause 4.8.
  2. The format, procedures, notice and quorum for an Extraordinary General Meeting shall be the same as for an Annual General Meeting, except that Executive elections will not be held unless specifically notified.
  3. To petition Extraordinary General Meeting fifteen (15) members or half of the club membership, whichever is the lesser, must petition the Executive in writing.
  4. Such a petitioned meeting must be held within twenty-one (21) days, but no sooner than seven (7) days.
  5. There shall be other general meetings of the club as the Executive sees fit.

Meetings

  1. General requirements for all meetings are as follows:
    1. All voting at meetings shall be with a simple majority required for a resolution to be passed;
    2. Each member is entitled to one vote;
    3. Proxies shall be allowed in meetings and the procedure shall comply with the requirements of Arc;
    4. In the case of equality of voting the President shall have a casting vote;
    5. Elections for Executive shall use the “first past the post” system;
    6. Constitutional changes must be in the form of a motion on notice to an Annual or Extraordinary General Meeting;
    7. Constitutional changes passed at an Annual or Extraordinary General Meeting must be approved by Arc for the Club to remain affiliated with Arc.

5. Finance

  1. The club shall hold an account with a financial institution approved by Arc.
  2. The Executive must approve all accounts and expenditures for payment.
  3. All financial transactions shall require two signatures of members of the Executive.
  4. The President, the Events Director, and the Treasurer shall be the signatories to the society’s account(s).
  5. The financial records of the club shall be open for inspection by Arc at all times.

6. Dissolution

  1. Dissolution of the club will occur after the following conditions have been met:
    1. An Extraordinary General Meeting is petitioned in writing as set out in 4.8;
    2. Procedures for notification as set out in 4.2 are followed, and the reasons for the proposed dissolution are included with the notification to Arc;
    3. Quorum for the meeting to dissolve the club shall be twenty (20) members or three-quarters of the club membership, whichever is the lesser;
    4. No other business may be conducted at the meeting to dissolve the club;
    5. After the petitioning body has stated its case any opposition must be given the opportunity to reply, with at least ten minutes set aside for this purpose;
    6. A vote is taken and the motion to dissolve lapses if opposed by fifteen (15) or more members of the club;
    7. If the motion to dissolve is carried, Arc must be notified within fourteen (14) days.
  2. Dissolution of the club will also occur if the club has been financially and administratively inactive for a period of eighteen (18) months.
  3. On dissolution of the club, the club is not to distribute assets to members. All assets are to distributed to an organisation with similar goals or objectives that also prohibits the distribution of assets to members. This organisation may be nominated at the dissolution meeting of the club. If no other legitimate club or organisation is nominated, Arc will begin procedures to recover any property, monies or records belonging to the club which it perceives would be useful to other Arc-affiliated clubs. The club will be given twenty one (21) days to forward all relevant items to Arc before any action is instigated.