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</o:shapelayout></xml><![endif]--></head><body lang=EN-AU link="#0563C1" vlink="#954F72"><div class=WordSection1><p class=MsoNormal><span style='mso-fareast-language:JA'>Hi James,<o:p></o:p></span></p><p class=MsoNormal><span style='mso-fareast-language:JA'><o:p> </o:p></span></p><p class=MsoNormal><span style='mso-fareast-language:JA'>To be blunt, it would have been nice to get this some time ago, well before the 4 day agenda cutoff (which you technically missed for a 1pm Friday meeting), to permit discussion and proper checking – constitutional changes are not to be done lightly, and are expensive to do. We have rejected constitutional changes at general meetings in the past simply because there had been no time beforehand to discuss them as a club. Further, can you please submit a complete draft of the proposed constitution so that it can be properly checked; this will also assist making the AGM go faster, since most people at the lunchtime AGM meeting are quite time constrained.<o:p></o:p></span></p><p class=MsoNormal><span style='mso-fareast-language:JA'><o:p> </o:p></span></p><p class=MsoNormal><span style='mso-fareast-language:JA'>In response to your individual changes:<o:p></o:p></span></p><ol style='margin-top:0cm' start=1 type=1><li class=MsoListParagraph style='margin-left:0cm;mso-list:l4 level1 lfo8'><span style='mso-fareast-language:JA'>Yes.<o:p></o:p></span></li><li class=MsoListParagraph style='margin-left:0cm;mso-list:l4 level1 lfo8'><span style='mso-fareast-language:JA'><o:p> </o:p></span></li><ol style='margin-top:0cm' start=1 type=a><li class=MsoListParagraph style='margin-left:0cm;mso-list:l4 level2 lfo8'>I think linking the membership year to the AGM is not a great idea, because some clubs (and UCC has floated this idea in the past too) have their AGM at the end of the year, to facilitate a non-dead time over Christmas. In this case I think the membership period should be specified as defined in policy, to stop the constitution being brittle, and it should probably be linked to the start of UWA semester 1 or something. Section 12 of the model rules does this quite well without even specifying a date.<span style='mso-fareast-language:JA'><o:p></o:p></span></li><li class=MsoListParagraph style='margin-left:0cm;mso-list:l4 level2 lfo8'><span style='mso-fareast-language:JA'>The model rules do this way better than we do, check them out. <o:p></o:p></span></li></ol><li class=MsoListParagraph style='margin-left:0cm;mso-list:l4 level1 lfo8'><span style='mso-fareast-language:JA'>I’m not sure this change is necessary, since I don’t think there’s any technical requirement for a member of the clubs management committee to be a member themselves. Regardless, it has never happened and I doubt it would, and isn’t required by the Act.<o:p></o:p></span></li><li class=MsoListParagraph style='margin-left:0cm;mso-list:l4 level1 lfo8'><span style='mso-fareast-language:JA'>Yes, that seems sane, though it is again targeting something that hasn’t happened in 40+ years and isn’t required by the Act. You also need “</span>except as elsewhere provided in the Constitution” here, otherwise I think you are conflic<span style='mso-fareast-language:JA'>ting with temporary positions under your new section 17.4<o:p></o:p></span></li><li class=MsoListParagraph style='margin-left:0cm;mso-list:l4 level1 lfo8'><span style='mso-fareast-language:JA'>I have seen this be an issue, good fix.<o:p></o:p></span></li><li class=MsoListParagraph style='margin-left:0cm;mso-list:l4 level1 lfo8'><span style='mso-fareast-language:JA'>Redundant if you fix section 9.3, since they would automatically be unable to hold the position<o:p></o:p></span></li></ol><p class=MsoNormal><span style='mso-fareast-language:JA'><o:p> </o:p></span></p><p class=MsoNormal><span style='mso-fareast-language:JA'>Required changes that appear to have been missed:<o:p></o:p></span></p><ol style='margin-top:0cm' start=1 type=1><li class=MsoListParagraph style='margin-left:0cm;mso-list:l7 level1 lfo10'><span style='mso-fareast-language:JA'>Schedule 1, Division 1 section 6 (g) of the Act specifies that we must specify “</span>the circumstances (if any) in which payment may be made to a member of the committee out of the funds of the association.”. I can’t see any reference to this in the changes or the current constitution.<o:p></o:p></li><li class=MsoListParagraph style='margin-left:0cm;mso-list:l7 level1 lfo10'><span style='mso-fareast-language:JA'>Schedule 1, Division 1 section 10 of the Act specifies that we must specify “</span>the number of members, expressed as a percentage of membership, who may at any time require that a general meeting of the incorporated association be convened”. We currently do this as an absolute number, and there has been no conversation about what we would change it to.<o:p></o:p></li></ol><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>Non-required changes that we were always going to change:<o:p></o:p></p><ol style='margin-top:0cm' start=1 type=1><li class=MsoListParagraph style='margin-left:0cm;mso-list:l2 level1 lfo9'><span style='mso-fareast-language:JA'>We are no longer obliged by the Act to carry a common seal, and can remove section 14 of the constitution completely. We were forced to add it when we incorporated and didn’t particularly need or want it. That said, has it been useful for sealing any documents for eg: transferring Westpac accounts? If so, no harm to leave it in I guess.<o:p></o:p></span></li></ol><p class=MsoNormal><span style='mso-fareast-language:JA'><o:p> </o:p></span></p><p class=MsoNormal><span style='mso-fareast-language:JA'>Given the changes that have been missed (my check was by no means thorough, there’s probably 1 or 2 others), the short notice period with no other member involvement, and the time constraints of the AGM meeting, I think these constitutional changes should be held off until another meeting.<o:p></o:p></span></p><p class=MsoNormal><span style='mso-fareast-language:JA'><o:p> </o:p></span></p><p class=MsoNormal><span style='mso-fareast-language:JA'>Sites I am referencing:<o:p></o:p></span></p><p class=MsoNormal><span style='mso-fareast-language:JA'>Rules checklist: <a href="https://www.commerce.wa.gov.au/sites/default/files/atoms/files/assocruleschecklist.pdf">https://www.commerce.wa.gov.au/sites/default/files/atoms/files/assocruleschecklist.pdf</a> (note any items in bold are different to the previous Act)<o:p></o:p></span></p><p class=MsoNormal><span style='mso-fareast-language:JA'>The new Act: <a href="https://www.legislation.wa.gov.au/legislation/prod/filestore.nsf/FileURL/mrdoc_28811.pdf/$FILE/Associations%20Incorporation%20Act%202015%20-%20%5b00-b0-02%5d.pdf">https://www.legislation.wa.gov.au/legislation/prod/filestore.nsf/FileURL/mrdoc_28811.pdf/$FILE/Associations%20Incorporation%20Act%202015%20-%20[00-b0-02].pdf</a> <o:p></o:p></span></p><p class=MsoNormal><span style='mso-fareast-language:JA'>The old Act: <a href="https://www.legislation.wa.gov.au/legislation/prod/filestore.nsf/FileURL/mrdoc_28810.pdf/$FILE/Associations%20Incorporation%20Act%201987%20-%20%5b03-c0-00%5d.pdf">https://www.legislation.wa.gov.au/legislation/prod/filestore.nsf/FileURL/mrdoc_28810.pdf/$FILE/Associations%20Incorporation%20Act%201987%20-%20[03-c0-00].pdf</a> <o:p></o:p></span></p><p class=MsoNormal><span style='mso-fareast-language:JA'>Model rules: <a href="https://www.commerce.wa.gov.au/publications/model-rules-associations-2016">https://www.commerce.wa.gov.au/publications/model-rules-associations-2016</a> <o:p></o:p></span></p><p class=MsoNormal><span style='mso-fareast-language:JA'><o:p> </o:p></span></p><p class=MsoNormal><span style='mso-fareast-language:JA'>Sorry to be a bit brutal here, but I hope I have provided some constructive criticism and linked some useful resources.<o:p></o:p></span></p><p class=MsoNormal><span style='mso-fareast-language:JA'><o:p> </o:p></span></p><p class=MsoNormal><span style='mso-fareast-language:JA'>Bob<o:p></o:p></span></p><p class=MsoNormal><span style='mso-fareast-language:JA'><o:p> </o:p></span></p><div><div style='border:none;border-top:solid #E1E1E1 1.0pt;padding:3.0pt 0cm 0cm 0cm'><p class=MsoNormal><b><span lang=EN-US style='mso-fareast-language:JA'>From:</span></b><span lang=EN-US style='mso-fareast-language:JA'> james.arcus64@gmail.com <james.arcus64@gmail.com> <br><b>Sent:</b> Monday, 4 March 2019 1:54 PM<br><b>To:</b> exec@ucc.asn.au<br><b>Cc:</b> committee@ucc.asn.au<br><b>Subject:</b> Legislative Requirements - Proposed Constitutional Changes<o:p></o:p></span></p></div></div><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>Hi committee,<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>I have recently been inspecting the new constitutional requirements as per the <i>Associations Incorporation Act 2015</i>. The new act is required to be complied with by 30 June 2019, so this AGM is high time to deal with the last remaining incompatibilities.<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>Here are my proposed amendments:<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><ol style='margin-top:0cm' start=1 type=1><li class=MsoListParagraph style='margin-left:0cm;mso-list:l6 level1 lfo3'>In section 2, delete “Associations Incorporation Act 1987” and substitute “Associations Incorporation Act 2015”.<o:p></o:p></li><li class=MsoListParagraph style='margin-left:0cm;mso-list:l6 level1 lfo3'>Insert in section 6 before “3. All members must comply…” the following:<o:p></o:p></li></ol><p class=MsoListParagraph style='margin-left:72.0pt'>“3. A subscription shall expire at the commencement of the Annual General Meeting in the year subsequent to its payment.<o:p></o:p></p><p class=MsoListParagraph style='margin-left:72.0pt'>“4. A person becomes a member upon the receipt of a valid membership application by the Secretary and the receipt of any subscription fees by the Club.<o:p></o:p></p><p class=MsoListParagraph style='margin-left:72.0pt'>“5. Any member may resign from the Club by providing written notification to the Secretary. If that member is a member of the Committee, the notification must be provided at least fourteen days before the resignation takes effect.<o:p></o:p></p><p class=MsoListParagraph style='margin-left:72.0pt'>“6. Membership of the club continues indefinitely until resigned or ceasing due to non-payment of a subscription, unless provided elsewhere in this Constitution.”; and<o:p></o:p></p><p class=MsoNormal> Renumber clause 6.3 to 6.7.<o:p></o:p></p><ol style='margin-top:0cm' start=3 type=1><li class=MsoListParagraph style='margin-left:0cm;mso-list:l6 level1 lfo3'>In clause 9.3, delete “Only students at The University of Western Australia who are” and substitute “Only members of the Club who are students at The University of Western Australia and are”.<o:p></o:p></li><li class=MsoListParagraph style='margin-left:0cm;mso-list:l6 level1 lfo3'>Insert at the end of section 9, “7. Members may be elected to and hold at most one position on the Committee.”<o:p></o:p></li><li class=MsoListParagraph style='margin-left:0cm;mso-list:l6 level1 lfo3'>In section 10, delete “The members of the Committee shall remain in office” and substitute “The members of the Committee shall commence office at the close of the meeting at which they are elected and remain in office”.<o:p></o:p></li><li class=MsoListParagraph style='margin-left:0cm;mso-list:l6 level1 lfo3'>Insert in section 17 before “3. Election” the following:<o:p></o:p></li></ol><p class=MsoNormal style='margin-left:72.0pt'>“3. Cessation of Membership<o:p></o:p></p><p class=MsoNormal style='margin-left:72.0pt'>“ The Committee shall declare vacant the position of any member of the Committee if that person ceases to be a member of the Club for any reason.<o:p></o:p></p><p class=MsoNormal style='margin-left:72.0pt'>“4. Acceptance of Other Positions<o:p></o:p></p><p class=MsoNormal style='margin-left:72.0pt'>“ The Committee shall declare vacant the existing position of any member of the Committee who is elected to another Committee position that is not a temporary role.”; and<o:p></o:p></p><p class=MsoNormal> Renumber clause 17.3 to 17.5.<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>And rationale:<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><ol style='margin-top:0cm' start=1 type=1><li class=MsoListParagraph style='margin-left:0cm;mso-list:l5 level1 lfo7'>Reflecting legislation change.<o:p></o:p></li><li class=MsoListParagraph style='margin-left:0cm;mso-list:l5 level1 lfo7'>The new Act contains a legislative requirement to clearly define when a person becomes and ceases to be a member of a Club.<o:p></o:p></li><li class=MsoListParagraph style='margin-left:0cm;mso-list:l5 level1 lfo7'>Currently, Fresher Rep and OCMs must be members of the club, yet the same requirement is not written into the clause covering the Executive.<o:p></o:p></li><li class=MsoListParagraph style='margin-left:0cm;mso-list:l5 level1 lfo7'>Codification of existing practise.<o:p></o:p></li><li class=MsoListParagraph style='margin-left:0cm;mso-list:l5 level1 lfo7'>There is a legislative requirement to specify both the start and end dates of the term of the Committee.<o:p></o:p></li></ol><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>Where legislation requires additions to the constitution, I have tried to preserve the existing practise of the club. I am more than open to wording and functional changes to these, provided that the legislative requirements remain met.<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>Cheers,<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>James [MPT]<br><b><i>UCC Committee Member<o:p></o:p></i></b></p></div></body></html>