1

THIS DOCUMENT
IS SUBJECT TO
CHANGE BY
RESOLUTION OF
THE ARC
STUDENT
DEVELOPMENT
COMMITTEE.
PLEASE ENSURE
YOU HAVE THE
LATEST VERSION.
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Student Development Committee

Clubs Procedures

Responsible Student Development Coordinator

Officer
Approved by Student Development Committee (SDC)
Approval date 31/7/12
Related Clubs Policy, Grants Policy
documents
To be reviewed September 2013
Modifications / V16
Amendment
history

Contents

A. POLICY STATEMENT ................................................................................................................. 3

B. SCOPE .......................................................................................................................................... 3
C. DEFINITIONS ............................................................................................................................... 3
D. TYPES OF CLUBS....................................................................................................................... 4
E. AFFILIATION POLICY................................................................................................................. 5
F. FUNDING POLICY ..................................................................................................................... 10
G. SUBSIDY MANAGEMENT AND DELEGATIONS .................................................................. 20
H. ALCOHOL POLICY ................................................................................................................... 21
I. ADMINISTRATIVE SUPPORT .................................................................................................. 24
J. GRIEVANCE/DISPUTE RESOLUTION.................................................................................... 25
K. COMMUNICATION .................................................................................................................... 26
APPENDIX A - CONSTITUTION REQUIREMENTS ...................................................................... 27
APPENDIX B MODEL REGULAR CLUB CONSTITUTION........................................................ 29
APPENDIX C MODEL SMALL CLUB CONSTITUTION . ERROR! BOOKMARK NOT DEFINED.
APPENDIX D PROXY FORM ......................................................................................................... 36
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A. Policy Statement

1 Arc is committed to providing high quality student development opportunities to

its members. Arc aims to achieve this by supporting and funding Arc Clubs. Arc
supports a diverse range of Clubs in order to foster the development of
successful communities of Arc members. A further goal is to maximise
participation of Arc members in both Arc and Club activities. The process by
which Clubs affiliate with Arc must be easy to comply with and follow. The
resources and services provided to affiliated Clubs must be beneficial and readily
accessible.

B. Scope

1 These Procedures apply to the Student Development Department and all

affiliated Clubs.

C. Definitions

Activity/ies An activity, program or event planned or undertaken by a Club,

provided that the activity is legal and does not contravene Arc
policies;
AGM Annual General Meeting;
Club Any Club or Society affiliated with Arc;
Executive The committee responsible for overseeing the management and
activities of a Club; It may also be known as the Club Committee
or Club Board of Directors;
Grant Support granted to a Club by the Arc Student Development
Committee, including the Clubs Loans Scheme;
Pending Club A Club in the process of affiliation.
Member(s) A full club member (or members); not associate members.
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D. Types of Clubs
1 There are two (2) types of Clubs:

1.1 Regular Club;

(i) Club members are UNSW students who have completed a membership
form and paid a membership fee set by the Club;
(ii) Club Associate Members are persons who are not UNSW students,
who have completed a membership form and paid a membership fee set
by the club;
(iii) The minimum membership fee is $0;
(iv) Regular Clubs must have at least 5 members;
(v) Regular Clubs must have all of the executive members be current Arc
members;
(vi) Decisions regarding the activities and finances of the Club are made by
the executive (in committee).

1.2 Constituent Club

(i) Constituent Clubs must have at least 15 members. There is automatic

eligibility for membership for all UNSW students enrolled in the nominated
degree program(s), School, Faculty or College of UNSW;
(ii) Constituent Clubs must have all of the executive members be current
Arc members;
(iii) There are four categories of constituent Clubs;
(a) A Program Club is linked to a major or degree program within a
School or a Faculty. Arc recognises a maximum of one Program Club
per major or degree program.;
(b) A School Club is linked to a School in a Faculty of UNSW. Arc
recognises a maximum of one undergraduate and one postgraduate
School Club per School;
(c) A Faculty Club is linked to a Faculty of UNSW. Arc recognises a
maximum of one undergraduate and one postgraduate Faculty Club
per Faculty;
(d) A College Club is linked to a College of UNSW. Arc recognises a
maximum of one College Club per College.
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E. Affiliation Policy

1 Affiliated Clubs are entitled to the services, funding and support provided by Arc.

2 The following procedures are for Clubs affiliating with Arc:

3 The Club must give at least seven (7) days notice of the Clubs Annual General
Meeting (AGM) or Extraordinary General Meeting (EGM). This is achieved by::

3.1 Sending an email to the Club mailing list and to Arc Student Development at
least 7 days before the Club AGM or EGM. The e-mail must at a minimum
include the time, date and location of the meeting;

3.2 On receipt of a valid AGM or EGM notice, Arc will publish the notice on the
Arc website and a designated notice board on Kensington and/or COFA
campus.

4 Clubs must hold an AGM once every twelve (12) months;

5 Quorum for an AGM or EGM is fifteen (15) Club members or one half of the club
membership, whichever is the lesser. Proof of attendance is required in the form
of a signed attendance list which includes names, student numbers and
signatures;

6 The Club needs a constitution which complies with the minimum requirements of
Arc as outlined in the Appendices.

6.1 New Clubs adopt a constitution by a vote at their first AGM or EGM and may
use the relevant model constitution.

6.2 Existing Clubs may amend their constitution at the AGM or EGM by a vote
according to their constitution.

7 Elections for executive positions need to occur at least once every twelve (12)
months.

7.1 Executive elections must be democratic and in compliance with the

requirements of the clubs constitution. Any club member is eligible to be
nominated to any executive position. All club members are entitled to one (1)
vote. The results of the election are final. The incumbent executive may not
bias the results of the election in anyway, for example they may not refuse
nominations of eligible candidates or have their votes weighted more
strongly.

7.2 Regular Clubs must elect at an AGM at least a President, Secretary,

Treasurer and Arc Delegate. A minimum of three individuals must fill these
four positions. Therefore, one member of the executive may hold two
positions, with the exception that the positions of President and Treasurer
may not be held by the same person.
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7.3 Constituent Clubs may have an election at the AGM or at another time on
UNSW campus as stipulated by their constitution. Constituent Clubs must
elect at least a President, Secretary, Treasurer and Arc Delegate. A minimum
of three individuals must fill these four positions. Therefore, one member of
the executive may hold two positions, with the exception that the positions of
President and Treasurer may not be held by the same person.

7.4 Executive positions may be referred to by other names but must be indicated
as such in the clubs or societys consititution.

8 Annual reports from relevant executives are to be heard and tabled at the AGM.

8.1 Regular and Constituent Clubs must present both a President and
Treasurers Report;

8.2 New Clubs do not need to present annual reports at their first AGM.

9 Where proxies are allowed in the clubs constitution, a club must allow club
members who are entitled to cast a vote at a meeting to vote by proxy.

9.1 Appendix E is an example of a proxy form that it is recommended clubs use.

9.2 Club members who will be absent from the relevant meeting may choose to
give their vote to any club member who is entitled to cast a vote at the
meeting who will be in attendance.

9.3 Clubs members who want to vote by proxy fill in a form similar to the one in
Appendix E. Clubs members at a minimum must write their full name, student
number, sign and date the form and write the full name and student number
of their proxy. Club members may choose to specifically state how they
intend to vote on a particular motion on the form or they may leave it up to
the discretion of their proxy.

9.4 The proxy must bring all proxy forms to the relevant meeting and show them
to the returning office before they may exercise their proxy vote(s).

9.5 A club member may hold an unlimited number of proxy votes, however,
quorum for the meeting is calculated on the number of club members entitled
to vote actually present at the meeting. Proxy votes are included when
calculating majority or the number of votes needed for a motion to pass.

9.6 Any club member who feels they have been misrepresented may appeal to
Arc, who will arrive at the final resolution of the matter.

10 Clubs must submit an Affiliation Form to Arc within two weeks of the AGM with
the following documents attached (electronically where possible):

10.1 Full membership list (Names, Student number, Email address);

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10.2 Financial report (income and expenditure statement). The report is a

summary of all financial transactions made by the club throughout the year
(New Clubs do not need to attach this);

10.3 Recent bank statement (within last 3 months). The bank statement must
match generally with the financial report (New Clubs do not need to attach
this);

10.4 AGM attendance list (Names, Student number, signatures);

10.5 AGM minutes (showing all resolutions at the meeting; these may include
election results, constitutional amendments, acceptance of executive reports,
etc.);

10.6 The Clubs constitution (if it is amended at the meeting, the amended
version is submitted). The constitution must meet the minimum requirements
of Arc.

11 When considering the affiliation of new Clubs or the re-affiliation of existing Clubs
that have amended their constitution, the Committee:

11.1 Examines all documents to ensure that they are complete and legitimate;
any misleading information given by the Club will prevent affiliation;

11.2 Ensures that the aims, objectives and name of a proposed new Club are not
substantially similar to an existing Club or Collective within Arc;

11.3 Ensures that the aims, objectives and name of a proposed new Club are not
likely to bring Arc into disrepute.

11.4 Clubs that do not fulfill these criteria are given a chance to resubmit
affiliation forms and will be notified of problems by email from the SDC
Convenor or Student Development Administrator.

11.5 Clubs that have submitted their completed affiliation forms and documents
will be granted provisional affiliation until the next SDC meeting at which
affiliation is considered. Provisional affiliation permits the Club access to Club
resources in the Clubs Resource Centre (not including secretarial allowance)
and authorisation of room bookings. Provisional affiliation will be authorised
by the Student Development Manager or delegate.

11.6 The Committee delegates the affiliation of existing clubs that have changed
their constitution to the Arc model, or updated their constitution to the current
Arc model, to the SDC Convenor and SD Manager as per 12 below. This
includes clubs changing from a small model constitution to regular model
constitution, or vice versa.

12 When considering re-affiliation of an existing club that has not amended their
Clubs constitution since the Club was last affiliated or re-affiliated, the
Committee delegates the following responsibilities to the Student Development
Manager and SDC Convenor;
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12.1 Examine all documents to ensure that they are complete and legitimate; any
misleading information given by the Club will prevent affiliation;

12.2 Ensure that the aims, objectives and name of the proposed Club are not
likely to bring Arc into disrepute.

12.3 Clubs that do not fulfill these criteria are given a chance to resubmit
affiliation forms.

12.4 The Student Development Manager and SDC Convenor, acting together,
may sign off to approve re-affiliation of a Club.

12.5 Monthly reports of all approved re-affiliated clubs are to be submitted to

each SDC meeting.

13 Responsibilities of the Club to remain affiliated:

13.1 Club executives bear the responsibility for the Club to remain affiliated.

13.2 Through the Arc Delegate, the executive ensures that the Club:
(i) Submits an up to date club membership list and bank statement toArc 2
times per year in March and August.
(ii) Complies with the membership requirements of Arc;
(iii) Attends all Clubs General Meetings or submits apologies at least 24
hours before the relevant meeting;
(iv) Displays the Arc logo on all Club publicity material and publications
including the Club website (if the Club has a website);
(v) Updates Arc on any changes to the Club executive;
(vi) Doesnt cover or remove official in-date Arc promotional or informative
material.

13.3 The Club executive also ensures that the Club:

(i) Allows Arc access as an observer to all AGMs and EGMs of the Club;
(ii) Financial accounts are up-to-date and open for inspection by Arc for
spot audits (2 weeks notice will be given);
(iii) Abides by any requests by Arc related to a complaint regarding the
Club;
(iv) Allows Arc the right to monitor any Club activity for insurance purposes.

13.4 The responsibilities for affiliated clubs are outlined on the affiliation form. By
signing the affiliation form the Club executive agrees to abide by these
responsibilities.

14 Where a Club membership fee is charged, all Clubs must differentiate between
the fees charged to Arc members and non-Arc members.
(i) Arc members must be charged the base membership fee
(ii) Non-Arc members must be charged at least double the base membership
fee.
(iii) A Clubs associate members may be charged the non-Arc membership
fee or a higher amount.
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For example if the base, Arc-member fee is $1, non-Arc members must be
charged at least $2.
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F. Funding Policy

1 General

1.1 Clubs will fall into one of three funding categories:

(i) Bronze clubs have 3-49 Arc members in their club. The funding limit for
Bronze clubs is $1000 of cash grants per Club per calendar year (subject
to budgetary restrictions).
(ii) Silver clubs have 50-199 Arc members in their club. The funding limit for
Silver clubs is $3000 of cash grants per Club per calendar year (subject to
budgetary restrictions).
(iii) Gold clubs have 200 or more Arc members in their Club. The funding
limit for Gold clubs is $5000 of cash grants per Club per calendar year
(subject to budgetary restrictions).

1.2 Constituent Clubs will fall into the following funding categories:
(i) Faculty Clubs will receive the Gold level of funding;
(ii) School and College Clubs will the receive the Silver level of funding;
(iii) Program Clubs will receive the Bronze level of funding.
(iv) Constituent Clubs may be eligible for a higher level of funding if they
can provide proof that there are an appropriate number of Arc members in
their Club, as per 1.1.

1.3 The following is a list of grants available to clubs:

(i) These grants are considered cash grants and are included when
calculating if a Club has reached its funding limit:
(a) Activity Grant (AG);
(b) Constituent Grant (CG);
(c) Equipment, Merchandise and Publications Grant (EMP);
(ii) The following grants do not count towards a Clubs funding limit:
(a) Secretarial Allowance;
(b) Clubs Loans Scheme;
(c) Innovation Grant refer to the Innovation Grant Guidelines;
(d) Student Community and Development Grant (SCDG) refer to the
Student Community and Development Grant Guidelines.

1.4 Lodging of an application form does not guarantee that funds will be granted.

1.5 The approval of all grants is subject to budgetary restrictions. Subject to

budgetary restrictions Arc may pay out less than the normally calculated
amount.

1.6 Where alcohol is available at a Club activity the Club must comply with the
Arc Clubs Alcohol Policy (Section H). Arc will not fund activities that have not
complied with the Arc Clubs Alcohol Policy.

1.7 Clubs are encouraged to contact Arc Clubs staff to discuss their funding
needs and ensure they are operating under the scope of this policy in
advance of applying for funding. Especially in situations where clubs are
relying on Arc funding, Arc Clubs staff should be consulted well in advance of
the relevant activity/purchase etc.
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2 Scope of Arc Funding

2.1 Arc funds a diverse range of Club endeavours with the purpose of
encouraging UNSW student life and helping clubs be financially sustainable.

2.2 Clubs may only receive one Arc grant (including SCDG) per activity. An
activity which takes place over multiple days is considered as one activity.
This is with the exception of the Clubs Loans Scheme. Once the Club has
paid back the loan (or if arrangements have been made to pay back the loan
from the subsequent Grant application) then a Club may receive funding
under the Clubs Loans Scheme and one other Arc Grant.

2.3 Grants may not be used towards the payment of Kudos Gallery exhibition
fees.

2.4 Neither cash prizes nor charity donations will be considered expenses when
calculating a Grant.

2.5 Clubs may apply for a grant when participating in events run by Arc unless
Arc has provided some other benefit for participating e.g. free venue hire,
payment and/or other benefits (at the discretion of Arc).

2.6 The following are some examples of club ventures that Arc will support
(assuming all relevant grant criteria have been met). Clubs should check with
Arc in advance if they are unsure if their activity/purchase etc. is covered
under this Funding Policy.
(i) Events such as a ball, harbour cruise, night market, BBQ, movie night,
camp or special interest week;
(ii) Programs such as a mentoring program or a regular learning or
training event;
(iii) Conferences including competitions, whether hosting or participating;
(iv) Performances whether theatrical, musical, a speaker event or
another type of performance;
(v) Equipment, merchandise and publications that contribute to achieving
the clubs aims.;
(vi) In general, for an event/activity to be eligible for funding the Club must
have had the ultimate organizational responsibility for the event/activity.

2.7 The following are some examples of club ventures that Arc will generally not
support:
(i) Arc will not fund attendance at events or performances that do not
contribute to the aims and objectives of the Club, for example a group of
club members attending a birthday party or a music festival;
(ii) Arc will not fund attendance at an event that another club has organized
(and is therefore eligible to receive a grant for);
(iii) At the total discretion of Arc, Arc will not fund activities that it feels may
damage the reputation of the organization.

3 Conflicts of Interest
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3.1 SDC shall ensure that it removes any real or perceived conflicts of interest
when making a decision under this Policy.

3.2 Club Officers, Executive or members who sit on SDC must declare their
involvement in the Club and have this noted in the Arc Register of Interests.

3.3 Club Officers, Executive and members who sit on SDC may not participate in
any SDC decision regarding the Club, at the discretion of the SDC Convenor.

3.4 The SDC Convenor may not participate in any decision regarding the Club of
which the SDC Convenor is a Club Officer, Executive or member subject to a
resolution of SDC.

4 Activity Grant

4.1 The Activity Grant is available for all Club (including Constituent Club)
activities where another grant is not approved by Arc.

4.2 In order to obtain the Activity Grant the Club submits a completed Activity
Grant Form within four weeks after the activity.

4.3 A completed Activity Grant Form must include the following details of the
activity:
(i) Club name(s);
(ii) Activity name note the scope of funding is outlined in this Funding
Policy;
(iii) Brief description of the activity;
(iv) Activity date(s), time(s) and location(s);
(v) Actual budget detailing actual expenditure and income (including
sponsorship for the activity);
(vi) Receipts proving the expenses of the activity;
(vii) An Arc attendance list. This includes names, student numbers,
signatures and some way of indicating who is an Arc member.
(viii) Proof of recognition of Arc on marketing material. The marketing
material must include the Arc logo, or the statement This student Club
activity is proudly supported by Arc @ UNSW. For more information on Arc
Clubs visit www.arc.unsw.edu.au..
(ix) Proof of recognition of Arc at the event i.e. that an Arc banner was
displayed;
(x) Where alcohol is served, proof that the Club has complied with the Arc
Clubs Alcohol Policy (Section H of this document), including a completed
Supplementary Alcohol Form;
(xi) Ticket Price details including details of the prices for Arc members and
non-Arc members;
(xii) A signed agreement from a Club executive member outlining that the
responsibilities of the Club have been completed to the best of the
knowledge of the applicant.
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4.4 Arc recognizes that many clubs hold regular events, for example weekly
meetings or a monthly activity. A separate Activity Grant application may be
submitted for each re-occurrence.
(i) Where a club holds more than one activity per week Arc clubs staff must
be consulted prior to applying for funding;
(ii) Where the same/a similar activity is held more than once per week by a
Club Arc may, at its discretion, ask Clubs to consolidate their Activity Grant
application into one, or fewer, applications. Arc will fund at least one
Activity Grant per club per week (assuming all relevant criteria have been
met), however, it is at the discretion of Arc whether more than one per
week will be funded;
(iii) SDC delegates authority to make the decision about whether to fund
more than one Activity Grant per week per Club to the Student
Development Manager;
(iv) A report must be submitted to SDC summarizing the clubs who, during
the preceding month, have been received more than one Activity Grant per
week.

4.5 Activity Grant Calculation. The grant is based on the addition of the following
segments of funding:
(i) 35% of the total activity expenses, up to breakeven;
(ii) $2 per Arc member that attends the activity, up to $100, as proven by
the attendance list.

4.6 The Activity Grant is limited to $1500 per activity for Gold clubs, $1000 per
activity for Silver clubs and $500 per activity for Bronze clubs.

4.7 Arc pays the Activity Grant if the:

(i) Information submitted is correct;
(ii) The Club has not reached its funding limit;
(iii) The Club has acknowledged Arc on all publicity material, including in
emails regarding the event, and an Arc banner has been displayed at the
event.

4.8 In cases where Clubs charge a ticket price for entry to an Activity or charge
participants a fee to take part in an Activity
(i) Arc members must be charged the base price
(ii) Other attendees must be charged at least 110% of the base price.
Arc will not pay the Activity Grant unless it is shown that this price differential
was applied.

4.9 Where a performance or conference is hosted or organised by the Club, the

attendance of Arc members may be based on the attendance list of
organisers, performers and crew; performance observers and conference
entrants are not required to complete the attendance list.

5 Constituent Club Grant

5.1 This Grant is designed to enable Arc to financially support Constituent Clubs
by providing sponsorship for the Clubs activities.
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5.2 The amount is approved on affiliation of the Constituent Club. To be eligible,

the Club must adhere to affiliation requirements.

5.3 The amount to be granted depends on this table of guidelines and the budget
set by the Board. The Committee ensures that the amounts are reviewed
annually as part of Arcs budget process.

Type of Club Amount

Constituent $100
Club Program
within a School
Constituent $300
Club School
College Club $300
Constituent $400
Club - Faculty

5.4 Arc may suspend consideration of Constituent Club Grants due to budgetary
restrictions; this will be reported to the Student Development Committee at its
next meeting.

5.5 This Grant is paid in two installments, half in April and half in August.

6 Secretarial Allowance

6.1 The Secretarial Allowance is designed to assist all Clubs in meeting the costs
of their administration at Kensington and COFA. The Secretarial Allowance is
only available to affiliated clubs who have met all necessary Arc
requirements.

6.2 The Secretarial Allowance will be calculated twice a year when clubs submit
their valid updated membership list to Arc in March and August.

6.3 Clubs are entitled to $0.50 Secretarial Allowance per Arc member every six
months up to a six monthly limit of $200.

6.4 The Secretarial Allowance is used to pay for Club use of the following
resources in the Clubs Resource Centre (L1 Roundhouse, UNSW):
(i) photocopying and printing;
(ii) postage;
(iii) phone calls;
(iv) badge making;
(v) screen printing;

6.5 A Club receives the Secretarial Allowance upon affiliation; the Secretarial
Allowance is updated each semester on the submission of a valid updated
membership list to Arc.
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6.6 The appropriate login information and/or authorisation cards for computers
and photocopy use will be provided by Arc.

6.7 The Club Executive is responsible for all resources that are used under the
Club login. Any misconduct, including, but not limited to, using the facilities
for non-club related matters may result in the Club being banned by the
Student Development Manager from using the Clubs Resource Room until a
new Executive is elected or for a period of 3 months, whichever is the longer.

6.8 In extraordinary circumstances, the Student Development Committee may on

application by a Club, at its discretion, increase a Clubs Secretarial
Allowance.

6.9 The allowance is only available for use at the Clubs Resource Centre; no
funding will be provided in the form of other Grants for activities that may be
funded under the secretarial allowance. Once a Club has spent its Secretarial
Allowance a Club may choose to pay Arc for the use of its resources. If a
Club does not use a part of its Secretarial Allowance in one calendar year,
then it is not 'rolled over' to following calendar year or made available for
other purposes. The Secretarial Allowance is not transferable.

7 Equipment, Merchandise and Publications Grant;

7.1 This grant allows Arc to assist Clubs to purchase equipment, print
merchandise and print publications.

7.2 As stated in point 2.2 of this policy, Clubs may only receive one grant per
activity. Therefore, if Clubs choose to receive an Equipment, Merchandise or
Publications Grant for an item connected to a specific activity, they are no
longer eligible to receive another grant for the activity i.e. the Activity Grant,
SCDG or Innovation Grant.

7.3 Definition of Equipment, Merchandise, and Publications

(i) Equipment purchases made by the Club that are integral to the Clubs
aims or activities, are durable, for the long term use of the Club, and are
wise investments in the view of Arc. Examples may include cashboxes,
music stands, eskies, or sound equipment.
(ii) Merchandise items produced by the Club to promote the Clubs aims,
such as T-Shirts, CDs, or membership cards;
(iii) Publications such as a newsletter or website;

7.4 The criteria are:

(i) The print run or purchase must contribute to the long term aims of the
Club.
(ii) Equipment purchases must have a continued future use that is aligned
with the aims of the Club, and that will allow the Club to grow substantially.
Equipment will remain the property of the Club. Where possible, equipment
must feature the Arc logo, either as part of the design for customised
equipment, or as a sticker for standard equipment purchases.
(iii) A club cannot claim for an item that is already available for use as an
Arc Clubs resource without prior discussion with Clubs staff.
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(iv) In the case of merchandise, the design must be included in the

application and must prominently include the Arc logo.
(v) Publications must include recognition of Arc including the Arc logo and
the text This student Club publication is proudly supported by Arc. For
more information about Arc Clubs visit www.arc.unsw.edu.au
(vi) Separate print runs/purchases of the same item within the same year
will be considered as one, and funding for such items shall not exceed the
grant limit of $500.

7.5 The application form must be completed with:

(i) A description of use of the equipment, merchandise or publication and
how it contributes to the long term aims of the Club.
(ii) Invoices attached to prove the expenditure
(iii) Designs or draft designs or templates showing the position of the Arc
logo.
(iv) Actual budget detailing actual expenditure and income (including
sponsorship, sales etc).

7.6 The maximum amount paid is:

(i) 50% of the cost of purchasing Equipment (as defined under 8.3 (i));
(ii) 30% of the cost of purchasing Merchandise (as defined under 8.3(ii));
(iii) 50% of the cost of the cost of Publications (as defined under 8.3(iii));
(iv) For all Equipment, Merchandise and Publications the maximum amount
paid will be up to $500 per purchase, up to $1500 per year for Gold clubs,
$1000 per year for Silver clubs and $500 per year for Bronze clubs. The
grant will only be paid up to the total reimbursement of the loss (ie $0
profit).

7.7 Arc pays the grant if the:

(i) Information submitted is correct;
(ii) The Club has not reached its funding limit.

7.8 Approval and payment may be processed before or after the print or
purchase is undertaken. If before, the club must submit quotes with the grant
application and actual receipts after the purchase has been made. If after, the
application must be submitted within four weeks of the print or purchase.

8 Clubs Loans Scheme

8.1 General/ Policy Statement/ Grant Scheme Statement

SDC acknowledges that Clubs may have difficulty finding the funds to pay for
up-front costs of activities. This may be especially true of new clubs, clubs
who have been inactive for some time or clubs who are trying to run more
ambitious activities. The Clubs Loans Scheme is designed to give clubs a
short-term loan to enable them to pay for up-front costs of activities that they
would not otherwise have been able to run.

8.2 Scope
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(i) SDC will only grant a loan to affiliated clubs to cover up-front costs of
running an activity. Up-front costs may include venue deposits, catering
expenses or other expenses incurred before the event.
(ii) Loans will only cover expenses fundamentally necessary to the running
of the activity.
(iii) SDC will only grant a loan for activities where the Club expects to at
least make back the cost of expenses, for example through ticket sales or
sales of food.

8.3 Application Process

A completed Clubs Loans Scheme form must be submitted at least 5 weeks

before the activity. The application includes:
(i) An outline of the activity;
(ii) Summary of the Clubs financial situation, including all available cash
(including balance of all club bank accounts and cash boxes);
(iii) Recent Club bank statement(s) from within the last month;
(iv) How the application addresses the criteria;
(v) How Arc will be recognised;
(vi) Amount requested;
(vii) Repayment plan.

8.4 Criteria

The following criteria are used by the Committee to make their decision:
(i) Activity contributes to UNSW student life;
(ii) The activity will not be able to take place if a loan is not granted;
(iii) Club will be able to repay the loan by the due date;
(iv) There is evidence of considerable planning and preparation including
(a) Publicity Plan
(b) Realistic budget (including existing and expected sponsorship).

8.5 Funding (limits calculations)

(i) The Committee can give a loan of up to $1000;
(ii) The Committee may grant an amount smaller than the requested
amount;
(iii) The Committee will only grant an amount they feel confident the club
will be able to pay back by the due date.

8.6 Approval process and any delegations for applications

As detailed in G Subsidy Management and Delegations, Loans must be

approved by the SDC

8.7 Requirements of successful applications

The following conditions apply:

(i) Any advertising of the event is to include the Arc logo;
(ii) The Arc banner should be appropriately displayed at the event;
(iii) The Club must sign a loan agreement;
(iv) Any other conditions deemed appropriate by the Committee;
 18

(v) The club must submit a short activity report detailing the impact of the
grant or the success of the activity (including actual income and
expenditure) and repay the loan within one (1) month of the activity.

8.8 Payment process, write off debt and penalties for failing to repay the loan.
(i) The Club may repay the debt in cash at Arc Reception, via direct deposit
into the Arc bank account or by having the owed amount deducted from an
Arc grant to be paid to the Club. The Club must inform Student
Development staff how and when they intend to make the repayment.
(ii) If after the activity the Club believes they will not be able to make the
repayment by the due date they must submit this in writing to the Student
Development Committee who may grant them an extension.
(iii) After the due date has passed, if the Club has not made the repayment,
the Clubs access to Arc resources will be suspended. This suspension will
be lifted only when the club repays the grant in full. The Club will be
informed of this in writing and requested to repay the full loan amount
immediately.
(a) The Club may continue to apply for Club Grants (excluding SCDGs),
however, the amount the Club owes to Arc from the Clubs Loans
Scheme will be deducted from the amount the Club otherwise would
have received. Arc will continue to deduct from Club grants until the
full amount owed is repaid.
(iv) There are no charges or interest incurred. Arc is not providing credit to
the Club, merely an interest free loan or advance.
(v) Arc reserves the right to take debt recovery action against a Club who
does not repay a loan amount.
(vi) A Club may only apply for one loan per university semester.
(vii) A Club must repay the full amount of a loan before being eligible to
apply for any future loans.
(viii) Arc affiliated clubs will not have their debt waived under any
circumstances. If a Club is having difficulty repaying a loan they must work
with Clubs staff to develop a repayment plan.
(ix) Where a Club is dissolved before the repayment of a loan the
Committee may be forced to write-off the debt. However, in these
circumstances the Executive of the Club in question will not be able to
affiliate a new club with Arc.
(a) In exceptional circumstances where the Committee believes the
Executive of the Club in question engaged in misconduct with regards
to the loan, Arc may audit the Clubs financial records. If evidence is
found to support misconduct the matter may be referred to the police.
 19

9 Joint Club Activities

9.1 Arc recognises that a Club may wish to hold activities with another Club(/s),
program, Collectives or other third party. Arc encourages such events as an
important aspect of promoting diversity in student life.

9.2 Applications for an Activity Grant, Innovation Grant, or the Equipment,

Merchandise and Publications Grant should be submitted as a single
application for a grant.

9.3 The application must include a breakdown of the proportion of costs incurred
and income received by each Club or other party involved in hosting the
activity so that Arc may determine the proportion of funding to each Club.

9.4 Where a Club jointly runs an activity with a group or other party not eligible to
receive funding from Arc under this policy, then the Club will still only receive
a proportion of the Grant. This proportion will be based on the proportion of
costs incurred and income received by the Club.

9.5 Arc should be consulted during the planning process to ensure that the
application is submitted correctly.
 20

G. Subsidy Management and Delegations

1 Subsidy Management

1.1 The following outlines the procedures in place to ensure sufficient

management of Arcs budget for Clubs.

1.2 At the beginning of the calendar year the amount of money available for each
type of Grant shall be divided up and allocated to months (more money shall
be allocated to months where more grants are expected to be approved).

1.3 Arc will approve Activity and Equipment, Merchandise and Publications Grant
applications monthly. A date will be set each month when processing will take
place. Grants submitted after this date will have to wait until next month for
approval. If, once all applications for the period have been received, the
applications exceed the amount of money available in the monthly budget Arc
will distribute the money proportionally amongst the Club entitlements.

1.4 SDC is responsible for monitoring the Grants budget and ensuring Innovation
Grant, SCDG and Clubs Loans Scheme funding granted does not exceed the
allocated budget.

1.5 If subsidies granted do not exceed the allocated budget for a period the
remaining funds will be redistributed at the discretion of Arc.

2 Delegations for funding approval

2.1 The Committee approves the delegation for funding of the Activity Grant to
the Student Development Manager.

2.2 The funding of the Equipment, Merchandise and Publications Grant is

delegated to the Student Development Manager.

2.3 The Secretarial Allowance and Constituent Grant are approved on affiliation
or upon auditing of Club membership lists for Arc members subject to
budgetary restrictions.

2.4 Innovation Grants & Clubs Loans Scheme funding are approved by SDC.

2.5 UNSW Grants including SCDG are recommended by SDC to UNSW.

2.6 The approval of Activity Grants & Equipment, Merchandise and Publications
Grants are required to be completed on a monthly basis.

2.7 Monthly reports of all grants to Clubs are to be submitted to each SDC
meeting.
 21

H. Alcohol Policy

1. Arc encourages moderation in and a responsible attitude towards the safe

consumption of alcohol, and aims to create a climate that enables individuals to make a
free and informed choice as to the level of their alcohol consumption in an environment
free of inducement and social pressure to drink alcohol. Arc recognises that alcohol
consumption is enjoyed by many members of the University community and that Arc
clubs may want to incorporate alcohol into their activities, and while Arc will not attempt
to stop drinking at club events, our specific goals are to:
1.1 minimise alcohol-related harm to the individual;
1.2 minimise alcohol-related damage to property;
1.3 preserve the reputation of Arc in the community.

2. Arc affiliated clubs must comply with the requirements specified in this Alcohol Policy.
Clubs will only be able to claim Arc funding for an activity if they have complied with this
Policy.

3. It is the responsibility of the Club Executive to ensure that everything is done to

minimise the harmful effects of alcohol and that this Policy is adhered to.

4. Club activities must at all times comply with relevant Commonwealth and State laws,
University Policies and Procedures and Arc Policies and Procedures.

5. General requirements of Club activities:

5.1 Club members under the age of 18 must not consume alcohol;
5.2 Club members must not be subjected to any pressure to drink;
5.3 Desirable non-alcoholic drinks must be available in adequate quantities.
Where drinks are being sold, non-alcoholic drinks must be available at lower
prices than their comparable alcoholic alternative. Water must be available for
free at all times;
5.4 Drinking alcohol and becoming intoxicated must not be the primary objective
of the Club activity;
5.5 There must be food and other forms of entertainment at events where alcohol
is served;
5.6 Club members will not drink with the aim of becoming intoxicated;
5.7 Club members who are intoxicated will not continue drinking;
5.8 Club members who prefer not to drink will be supported;
5.9 Use of serving practices consistent with the "National Guidelines For
Responsible Serving Of Alcohol";
5.10 At least one activity organiser must be designated not to drink and must be
responsible for adherence to relevant policies and procedures including this
Policy;
5.11 Activity organisers must make every reasonable attempt to ensure the
safety of attendees at Club activities. This includes not allowing intoxicated Club
members to continue drinking, assisting members to get home safely, monitoring
the health and well-being of members and providing assistance where
necessary;
5.12 All activity attendees are subject to the same rights and responsibilities as
Club Members under this Alcohol Policy;
5.13 Drinking must not interfere with the interests and welfare of others, damage
property or bring the reputation of Arc or the University into disrepute.
 22

6. Club activities held in licensed venues must comply with venue policies and
procedures as well as this Policy.

7. Club activities not held in a licensed venue must comply with the following additional
requirements:
7.1 A Responsible Service of Alcohol (RSA) certified person must be in charge of
the serving of alcohol. This person must use serving practices consistent with
those learnt in an approved RSA training course. Student notes can be found at
http://www.olgr.nsw.gov.au/pdfs/rsa_course_material%20Folder/RSA%20Model
%20Course-May%2009.pdf;
7.2 Only licensed entities from licensed premises may sell alcohol as per
Australian law;
7.3 The University of New South Wales does allow consumption of alcohol on
their campuses. UNSW Facilities Management must approve all Club activities
held on UNSW outdoor spaces. As per their conditions of use a license is
required if alcohol is served and any fee is charged
(http://www.facilities.unsw.edu.au/fm-assist/outdoor-function-bookings/unsw-
outdoor-spaces-conditions-of-use/);
7.4 Conditions of Use for UNSW facilities can be found here
www.facilities.unsw.edu.au/index.php/download_file/-/view/68;
7.5 Food and drink are not allowed in UNSW Centrally Allocated Teaching
Spaces (CATS);
7.6 University Rules and Codes of Conduct for Students can be found here
https://my.unsw.edu.au/student/academiclife/assessment/AcademicMisconductSt
udentMisconduct.html. These do not relate specifically to the consumption or
provision of alcohol, however, alcohol consumption may increase the risk that
students engage in student misconduct. Activity organisers should familiarise
themselves with these rules and codes of conduct and make every reasonable
effort to ensure Club members do not engage in misconduct;
7.7 Clubs must comply with the requirements, policies and procedures of the
venue where the activity is being held. This includes complying with informal
requests from the host, for example, when a Club activity is held in a private
residence Club members must comply with the rules set down by the host.

8. Banned practices:
8.1 Promotional activities, including alcohol promotions conducted in cooperation
with alcohol suppliers, which offer inducements or otherwise encourage drinking;
8.2 Customs which exert social pressure on students to drink to excess including
competitive drinking practices;
8.3 No event is to advertise or promote the provision of an unlimited amount of
alcohol (e.g. "all you can drink").

9. The Alcohol Policy Guidelines are intended to assist Clubs in interpreting the Clubs
Alcohol Policy to meet Arc Clubs Grants requirements. It should be taken as a guide
only and does not limit the generality of the Arc @ UNSW Clubs Alcohol Policy.
9.1 The Alcohol Policy Guidelines may be amended at any time by the Student
Development Manager or delegate, in consultation with Arc Clubs staff.

10. For any event where the ticket price structure factors in the inclusion of alcohol,
Clubs must submit the Alcohol Pre-Compliance Form as early as possible (at least 2
 23

weeks) before the event. Clubs submitting the Alcohol Pre-Compliance Form will receive
confirmation of whether their event complies with the requirements of the Alcohol Policy
(at the discretion of Arc Clubs staff) with respect to alcohol consumption limits,
supervision and the provision of food and other beverage alternatives.
10.1 Events where alcohol consumption falls outside of the Alcohol Policy
Guidelines will only be eligible to receive an Activity Grant if the Alcohol Pre-
Compliance Form is submitted and approved by Arc Clubs staff.

10.2 Arc reserves the right to reject the Activity Grant application if the
information provided on the Alcohol Pre-Compliance Form is not consistent with
the actual details of the event, particularly if the quantity of alcohol provided or
number of standard drinks consumed per person is exceeded.

10.3 Arc reserves the right to reject the grant if other requirements and conditions
of the Alcohol Policy and Activity Grant are not met, even if approval of Alcohol
Pre-Compliance has been successfully obtained.

10.4 If a decision on Alcohol Pre-Compliance cannot be made by Arc Clubs staff,

the issue will be referred to the SDC Convenor.

11. Members of the University community who require further information about alcohol
and its effects or who wish to seek help in connection with their drinking are invited to
consult either the University Health Service or Counselling Service. Fact sheets and
guidelines are available from the NSW Office of Liquor, Gaming & Racing website at
http://www.dgr.nsw.gov.au/liquor_fact_sheets.asp.

12. If you are unsure about certain aspects of this Policy it is your responsibility to seek
advice from the Arc Clubs Coordinator. The Arc Clubs Coordinator is available to answer
questions about this Policy, its interpretation or implementation.

13. This policy is modified from the University of Sydney Alcohol: Policy and Guidelines
on Consumption and the Kensington Colleges Alcohol: Policies and Procedures.
Acknowledgements go to the authors of these sources.
 24

I. Administrative support

1 Arc shall provide administrative support for Clubs by providing the following:

1.1 Insurance

1.2 Training of Club executives and office bearers

1.3 Arc space hire

1.4 Support in the hiring of UNSW space.

1.5 Computers

1.6 Photocopying, printing

1.7 Laminating

1.8 Badge making

1.9 Screen printing

1.10 Club asset storage

 25

J. Grievance/Dispute Resolution

1 Any Club member, Arc member or member of the UNSW community may lodge
a complaint about a Club affiliated with Arc. Complaints must be in writing.

2 Arc resolves complaints in an impartial way.

3 Arc may offer to mediate the complaint between the complainant and the Club.

4 If a Club is not adhering to the Clubs Policy or Procedures then it may be issued
with the following warnings:

4.1 An oral informal warning.

4.2 If it continues to not adhere, then it may be issued with a written formal
warning by email or letter.

4.3 If it continues to not adhere:

(i) The SDC Convenor in consultation with the Chair and the CEO may
suspend the Club effective until the next SDC meeting, at which point a
determination may be made by the SDC as to the continuation or otherwise
of the suspension. The Club will be issued with a written notice of
suspension by email or letter.

4.4 Arc will block the Club from using funds or secretarial allowance after the
second formal warning, notwithstanding clause 4.5 below.

4.5 Arc may block the Club from using funds or secretarial allowance for the
duration of any suspension.

5 The Student Development Committee will be informed of all complaints and all
warnings issued to any Club. The Student Development Committee may
disaffiliate the Club if it:
5.1 Continues to not adhere after the second formal warning.

5.2 Following a period of suspension issued by the SDC Convenor.

 26

K. Communication

1 Clubs General Meetings (CGMs) are an important way Arc communicates with
Clubs.

2 The role of the Clubs General Meeting is to:

2.1 Provide a forum for communication between Arc and Clubs.

2.2 Provide a framework within which Arc can advertise their support to Clubs,
this may include details of recently approved grants and affiliations. .

2.3 Provide a framework for new Clubs to advertise their affiliation to other Clubs.

2.4 Provide a forum for training and development of Club executives.

2.5 Provide a forum for Clubs to ask questions and raise issues regarding
services provided to Clubs.

2.6 Club Arc Delegates must attend Clubs General Meetings.

2.7 The SDC Convenor ensures that issues raised at Clubs General Meetings
are brought to the attention of the Student Development Committee.

2.8 A Clubs General Meeting is to be held at least monthly during Semester at

Kensington campus. A Clubs General Meeting is to be held at least once per
Semester at COFA campus.

3 Clubs that miss Clubs General Meetings without submitting apologies may be
displaying a symptom of another problem in the Club. It is Arcs early warning
system for Clubs that may be experiencing problems. It is Arcs role to mentor
the Club back to success.

4 These Clubs are administered in the following way:

4.1 2nd miss in a row The Club Arc Delegate is requested to meet with Arc. Arc
endeavours to assist the Club with any problems it may be having. Arc
Delegate is reminded about future dates of CGMs.

4.2 3rd miss in a row (or if the Arc Delegate is not contactable) The Club
President is requested to meet with Arc. Arc endeavours to assist the Club
with any problems it may be having. The Arc Delegate is reminded about
future dates of CGMs. If the President is not available then all other
executives are attempted to be contacted.

4.3 4th miss in a row Start the Grievance / Dispute Resolution procedures.

5 Arc regularly emails Clubs a Clubs Newsletter. This newsletter will be sent to the
official club email, Club Presidents email and Arc Delegates email as provided
by the Club to Arc. Arc assumes that all Clubs read the newsletter within one
week of it being sent. The Newsletter contains important information from Arc.
 27

Appendix A - Constitution Requirements

1) The Clubs Constitution must be accepted by an Annual or Extraordinary General

Meeting of members of the Club, and that meeting must have been called with the
required notice.

2) The name and aims of the Club must be in the Clubs constitution.

3) References to legacy organisations need to be amended to Arc.

4) For Clubs affiliating, all clauses in the Clubs Model Constitution (Appendix B), or
clauses to the same effect, are required to be contained in the Clubs constitution
(these clauses represent a minimum standard and may be worded differently if they
do not depart from the minimum standard).

5) The appointment of a committee is not a requirement, but a practice undertaken by a

large number of clubs to assist in the day to day operations of their society. The
inclusion of the Committee in the model constitution is designed to give legitimacy to
those clubs that do appoint committee members, as well as allow latitude for the
executive to make an appointment should the need arise.

6) The following clause is the minimum requirement, so long as proxies are allowed in
AGMs and EGMs held on a non-academic day, it is up to the discretion of clubs
whether meetings held on academic days can have proxies or not. Therefore, clubs
whose constitution states that their AGMs and EGMs MUST be held on academic
days may choose to keep the clause that states proxies are not allowed in meetings.
Or, if the club chooses, they may insert a clause to the effect that proxies are allowed
in all meetings, whether they are held on an academic day or not, but the clause
must also state that the procedure shall comply with the requirements of Arc.

a) Proxies shall be allowed in meetings not held on an academic day and the
procedure shall comply with the requirements of Arc.

7) For Clubs where one or more core Executive positions (President, Vice President,
Treasurer, Secretary or Arc Delegate) are held jointly (i.e. by more than one person),
this must be stated within the Clubs Constitution. (Note: the numbering may differ
depending on your constitution. These are based on the current Model Constitution)

a) The number of people that hold the position must be specified, e.g.
3.1.1 Two (2) Co-Presidents

b) The following clauses are also required:

3.3 Unless specified in 3.1, job sharing of any Executive position is not
permitted.
3.3.1 All Executives holding a shared position are jointly responsible for all
the duties of the position that are specified in Section 3.8.
3.3.2 Each Executive position is only entitled to one vote in Executive decisions,
even if the position is held by more than one person. This vote cannot be
 28

divided to allow partial votes to be cast by those holding a joint position.

 29

Appendix B Model Regular Club Constitution

A Model Regular Club Constitution follows.

Arc @ UNSW Limited

Model Regular Club/Society

CONSTITUTION
Instructions: Insert official Club Name on the line below and fill in section 1.

__________________________________________

CONSTITUTION

1 Introduction
1.1 The official name of the club shall be __________________________________.
1.2 The club shall be affiliated to Arc.
1.3 The aims and objectives of the club are:
1.3.1 ___________________________________________________________.
1.3.2 ___________________________________________________________.
1.3.3 ___________________________________________________________.
1.4 In all matters not specifically dealt with herein, the procedures set out in the latest edition
of Guide for Meetings and Organizations by N.E.R. Renton shall apply.

Definitions
1.5 For the purposes of this Constitution:
1.5.1 The University shall mean the University of New South Wales;
1.5.2 Arc shall mean Arc @ UNSW Limited;
1.5.3 Re-affiliation shall mean re-affiliation with Arc;
1.5.4 Members shall mean full members of the club;
1.5.5 Associate members shall mean associate members of the club;
1.5.6 The Executive shall mean the Executive of the club;
1.5.7 The Committee shall mean the Executive of the club as well as any member
appointed by the Executive to fill a specific role;
1.5.8 The Annual General Meeting shall mean the Annual General Meeting of the club;
1.5.9 An academic day shall mean a day during the first or second session of the
Universitys academic year which is not a Saturday, Sunday, Public Holiday or
University Holiday; and
1.5.10 Subjects shall mean units of study offered by the University in progression to the
award of a degree.
 30

1.6 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
2.1 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.
2.2 The club shall be recognized either as a Constituent or Financial club.
2.2.1 The club will be a Constituent club if it has an agreed association with a
Program, Department, School, or Faculty of the University, which is ratified by
Arc.
2.2.2 The club will be a financial club if it is not a Constituent Club.
2.3 Where the club is recognized as Financial, 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.
2.4 Where the club is a constituent club, full membership shall be open to UNSW students
subject to affiliation requirements of Arc who are enrolled in subjects under the
jurisdiction of the agreed Program, Department, School, or Faculty of the University.
They shall not be required to pay any club membership fee, but will have to sign their
consent on an annual membership list.
2.5 Where the club is recognized as Financial, 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.
2.6 Where the club is recognized as Constituent, associate membership shall be open to all
persons who are not UNSW students, and those UNSW students who are not enrolled in
subjects under the jurisdiction of the agreed Program, Department, School or faculty of
the University subject to affiliation requirements of Arc, provided that they pay an annual
membership fee that is set by the club Executive, and they complete a membership form
prepared by the club Executive.
2.7 The duration of a persons membership shall be until the clubs 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.
2.8 The club shall comply with Anti-Discrimination legislation in all of its activities and
procedures, including the granting of club membership.
2.9 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.
2.10 Notwithstanding clause 2.8, a member or associate member of a club may have their
membership terminated after the following procedure is followed:
2.10.1 A motion is carried by the Executive, or the Executive is petitioned by fifteen (15)
members to instigate impeachment proceedings;
2.10.2 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;
2.10.3 The member concerned is notified in writing of the procedures and reasons for
proceedings at least seven (7) days prior to the meeting.
2.10.4 The member concerned is given five (5) minutes to speak against the motion at
the Extraordinary General Meeting.
2.10.5 The motion is carried by the Extraordinary General Meeting.
2.11 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.
 31

3 Executive
3.1 The Executive of the club shall be elected from the full members at the Annual General
Meeting and shall consist of at least:
3.1.1 A President;
3.1.2 A Secretary;
3.1.3 A Treasurer; and
3.1.4 An Arc Delegate.
3.2 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..
3.3 Job sharing of any Executive position is not permitted.
3.4 The Executive shall be responsible for the following duties:
3.4.1 The activities of the club;
3.4.2 The finances of the club;
3.4.3 Appointing members to the Committee;
a) Appointments will be made by majority vote of the executive.
3.5 The Executive is at all times bound by the decisions of a club Annual or Extraordinary
General Meeting.
3.6 Any member of the Executive shall have their position declared vacant if they:
3.6.1 Die;
3.6.2 Cease to be a member of the club;
3.6.3 Cease to be a UNSW student;
3.6.4 Are absent from any three (3) consecutive meetings of the club without apology
or leave; or
3.6.5 Have their position declared vacant at an Extraordinary General Meeting.
3.7 Any member of the Committee shall have their position declared vacant if they:
3.7.1 Meet the criteria outlined in section 3.6; or
3.7.2 Are removed from their role by majority vote of the executive.
3.8 Any vacancy on the club Executive must be filled at an Extraordinary General Meeting,
via the procedures outlined in Section 4.

3.9 Duties of the following Executive positions shall include but not be limited to:

3.9.1 President
a) To chair all club, Committee, General and Annual General Meetings
(held during their term) of the club or society;
b) To oversee and coordinate the activities and administration of the club;
c) To ensure that the elected officers of the club or society perform duties
as laid down by the clubs Constitution, through regular e-mail updates,
regularly advertised meetings, reports and notices and/or regular
newsletters;
d) 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;
e) To have a thorough knowledge of the clubs or societys Constitution;
f) To plan the coming years activities;
g) To act as official spokesperson for the club;
h) To arrive at a membership fee with the Executive;
i) To liaise with fellow office bearers;
j) To acquaint each committee member with their function, responsibility,
duties and maintain personal contact with them;
k) To liaise with Arc and departments of the University where necessary;
 32

l) To ensure that an Application for Affiliation form accompanied by the

minutes of the most recent Annual General Meeting and an updated
membership list is submitted to Arc;
m) To ensure that the Treasurer submits a Financial Report to the club at
the AGM and to Arc and that they have the clubs finances in good order
in preparation for Spot Audits by Arc;
n) To ensure that Arc is informed of changes to the Executive;
o) To pass on their knowledge to their successor; and
p) Other duties as in accordance with the Constitution of the club.

3.9.2 Vice President

a) In the absence of the president, to chair all club, Committee, General
and Annual General Meetings (held during their term) of the club or
society;
b) To assist the President in coordinating the activities and administration
of the club;
c) To have a thorough knowledge of the clubs or societys constitution;
d) To ensure that changes made to the constitution at an EGM or AGM
are in line with Arc requirements;
e) To ensure that motions made at any Meeting of the club or society are
reflective of the constitution;
f) To ensure that Arc is informed of any changes to the Executive;
g) To liaise with fellow office bearers; and
h) To assist the President in their duties wherever practical.

3.9.3 Secretary
a) To be responsible for receiving and replying to all correspondence on
behalf of the club;
b) To organise meetings, agendas (in consultation with the President), and
minutes;
c) To keep relevant club papers in order;
d) To coordinate elections; and
e) To maintain the membership list, updating when changes are made.

3.9.4 Treasurer
a) To keep and maintain all club financial records;
b) To hold cheque books, petty cash tins etc;
c) To keep the club informed of its financial position (at meetings, through
regular e-mail reports, or regular newsletter;
d) To carry out financial transactions as directed by the club management;
e) To not lend money, under any circumstances to yourself, club members
or other clubs;
f) 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;
g) To not put the club in debt that cannot be repaid, but should endeavour
to match costs and income as closely as possible;
h) To always insist on a receipt or docket to validate any expenditure by
the club;
i) To pay all accounts by cheque;
j) To always enter the payees name, the cheque amount and a brief
explanation of the payment on the cheque butt;
k) To always provide a receipt to a person who gives money to the club for
any reason and bank all money received IMMEDIATELY;
l) To ensure you have at least two and not more than three signatories
who are Executive members to the cheque account;
 33

m) To ensure that club funds are not misused at any time; and
n) To ensure that when smaller amounts of money are spent (petty cash) a
receipt or docket must be obtained.
o) Under no circumstances are any expenses to be met without
documentation,

3.9.5 Arc Delegate

a) To be aware of the Arc funding system, its requirements and its
possibilities for the club;
b) To communicate with the Executive before and after each Arc Clubs
General Meeting to pass on information (about grants etc);
c) To liaise with Arc and the clubs Executive;
d) To have a good working knowledge of Arc forms;
e) To clear out the clubs pigeonhole in the Arc Resource Centre at least
every two weeks; and
f) 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).

4 Meetings

Annual General Meetings

4.1 There shall be one Annual General meeting every calendar year.
4.2 Notice in the form of an agenda for the Annual General Meeting shall be no less than
seven (7) days, and is to be:
4.2.1 Given in writing to Arc;
4.2.2 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.
4.3 Quorum for the Annual General Meeting shall be fifteen members or one half of the club
membership, whichever is the lesser.
4.4 At an Annual General Meeting:
4.4.1 Reports shall be presented by at least the President and the Treasurer;
4.4.2 Full financial reports shall be presented and adopted;
4.4.3 Elections for a new Executive shall be conducted; and
4.4.4 Constitutional amendments and other motions on notice may be discussed and
voted upon.
4.5 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

4.6 There shall be Extraordinary General Meetings as the Executive sees fit or as petitioned
under clause 4.8.
4.7 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.
4.8 To petition Extraordinary General Meeting fifteen (15) members or half of the club
membership, whichever is the lesser, must petition the Executive in writing.
4.9 Such a petitioned meeting must be held within twenty-one (21) days, but no sooner than
seven (7) days.
4.10 There shall be other general meetings of the club as the Executive sees fit.
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Meetings
4.11 General requirements for all meetings are as follows:
4.11.1 All voting at meetings shall be with a simple majority required for a resolution to
be passed;
4.11.2 Each member is entitled to one vote;
4.11.3 Proxies shall be allowed in meetings and the procedure shall comply with the
requirements of Arc;
4.11.4 In the case of equality of voting the President shall have a casting vote;
4.11.5 Elections for Executive shall use the first past the post system;
4.11.6 Constitutional changes must be in the form of a motion on notice to an Annual or
Extraordinary General Meeting;
4.11.7 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
5.1 The club shall hold an account with a financial institution approved by Arc.
5.2 The Executive must approve all accounts and expenditures for payment.
5.3 All financial transactions shall require two signatures of members of the Executive.
5.4 The club shall nominate three members of the Executive as possible signatories for the
account, one of which must be the club Treasurer
5.5 The financial records of the club shall be open for inspection by Arc at all times.

6 Dissolution
6.1 Dissolution of the club will occur after the following conditions have been met:
6.1.1 An Extraordinary General Meeting is petitioned in writing as set out in 4.8;
6.1.2 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;
6.1.3 Quorum for the meeting to dissolve the club shall be twenty (20) members or
three-quarters of the club membership, whichever is the lesser;
6.1.4 No other business may be conducted at the meeting to dissolve the club;
6.1.5 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;
6.1.6 A vote is taken and the motion to dissolve lapses if opposed by fifteen (15) or
more members of the club;
6.1.7 If the motion to dissolve is carried, Arc must be notified within fourteen (14) days.
6.2 Dissolution of the club will also occur if the club has been financially and administratively
inactive for a period of eighteen (18) months.
6.2.1 Arc must give twenty (20) academic days notice in an official Arc publication and
in writing to the last known President before dissolving the club in this way.
6.3 On dissolution of the club, the club is not to distribute assets to members. All assets are
to be 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.

7 Additions
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Please number any additions or alterations to this Constitution starting with 7.1, and ensure that a
copy is submitted to Arc with your affiliation. Additions or alterations to this Constitution do not
become valid unless ratified by Arc.
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Appendix C Proxy Form

I
(Club Members Full Name and Student Number)

of
(Club Members Address)

being a member of (Club Name) hereby appoint

(Proxys Full Name and Student Number)

of
(Address of Proxy)

to vote for me on my behalf at the (Annua General/ Extraordinary General/ Ordinary) Meeting
of the (Club Name) to be held at (Location) on (Date and Time) and at any adjournment
thereof.

This form assumes the appointment of one proxy.

Please sign this Proxy Form below:

FOR MEMBERS

______________________
__________
Signature of Club Member

______________________
__________
Name (Please Print)

______________________
__________
Date

Please show this form to the Clubs Returning Officer (or Club Secretary) at the beginning of
the relevant meeting. This proxy is only valid if the form is brought to the relevant meeting.