Constitution
Sydney University Evangelical Union Constitution
Accepted at the SUEU EGM, 4th September, 2017
Submitted to C&S Committee, September 2017
1. Name
The name of the society shall be; “Sydney University Evangelical Union” hereinafter referred to as the “S.U.E.U.”
2. Aims
2.1 The S.U.E.U. is not for profit; meaning: the assets and income of the S.U.E.U. shall be applied solely in furtherance of the aims of the S.U.E.U. and no portion shall be distributed directly or indirectly to the members of the S.U.E.U. except as bona fide compensation expenses incurred on behalf of the S.U.E.U..
2.2 The aims of the S.U.E.U., known as its Objects, shall be:
1. To present students with the Christian gospel and to lead them to a personal faith in the Lord Jesus Christ.
2. To strengthen Christians in their faith and witness and to encourage them to continually submit every aspect of their lives to the Lordship of Christ.
3. To ensure that Christians in the University are made aware of the nature, needs and challenge of Christian service at home and abroad.
2.3 Doctrinal Basis
The Objects are to be interpreted in light of the S.U.E.U.’s commitment to upholding the fundamental truths of Christianity including:
i) The divine inspiration and infallibility of Holy Scripture as originally given, and its supreme authority in all matters of faith and conduct;
ii) The unity of the Father, the Son and the Holy Spirit in the Godhead;
iii) The universal guilt and sinfulness of man since the Fall, rendering man subject to God’s wrath and condemnation;
iv) Redemption from the guilt penalty and power of sin, only through the sacrificial death, as our Representative and Substitute, of Jesus Christ, the Incarnate Son of God;
v) The conception of Jesus Christ by the Holy Spirit and His birth by the Virgin Mary;
vi) The bodily resurrection of Jesus Christ from the dead;
vii) The necessity of the work of the Holy Spirit to make the death of Jesus Christ effective to individual sinners, granting each one repentance towards God and faith in Jesus Christ.
viii) The indwelling and work of the Holy Spirit in the believer; and
ix) The expectation of the personal return of the Lord Jesus Christ.
2.4 The S.U.E.U. will undertake the following activities to achieve its Objects:
i) annually elect a student executive
ii) establish faculty groups with elected student leaders for the efficient subdivision of the union;
iii) run regular bible study groups;
iv) run regular public meetings.; and
v) seek to train and equip students to serve and fulfil the Objects.
3. Membership
3.1 The classes of annual Membership shall be:
i) Ordinary Membership
All Members of The University of Sydney Union shall be eligible for Ordinary Membership of the S.U.E.U. provided that they fulfil the requirements of subclause 3.2. Any Ordinary Member shall hold one vote at all meetings and elections of the S.U.E.U. at which they are present.
ii) Associate Membership
All holders of a current Access Card of The University of Sydney Union other than those who qualify for Ordinary Membership shall be eligible for Associate Membership of the S.U.E.U. provided that they fulfil the requirements of subclause 3.2. Associate Members are not eligible to hold Executive positions, vote in elections or vote at meetings of the S.U.E.U..
iii) Honorary Membership
Honorary Membership can be granted to any person by a two- thirds majority vote at a General Meeting provided that they fulfil the requirements of subclause 3.2. Honorary Membership may be terminated by a two-thirds majority vote at a General Meeting. Honorary Members are only eligible to hold Executive positions, vote in elections or vote at meetings of the S.U.E.U. if they qualify for Ordinary Membership of the S.U.E.U..
3.2 i) Ordinary, Associate, and Honorary members of the S.U.E.U. should :
• Confess their faith in the Lord Jesus Christ as their Saviour, their Lord and their God;
• Identify themselves with the S.U.E.U community; and
• Commit themselves to the Objects of the S.U.E.U.
ii) Each person desiring to become an Ordinary, Associate or Honorary member of the S.U.E.U. must be nominated by an Ordinary Member of the S.U.E.U.
3.3 There shall be no subscription fees for membership of the S.U.E.U.
3.4 In the event of a member no longer meeting the requirements of subclause 3.2, that person’s membership will lapse.
4. The Executive
4.1 The S.U.E.U. shall have an Executive consisting of:
i) a President;
ii) 1 Male and 1 Female Vice-Presidents;
iii) a Secretary; and
iv) a Treasurer.
4.2 The Executive shall have power to manage the S.U.E.U. in accordance with this Constitution.
i) The Executive shall provide direction in pursuit of its ends as expressed in the S.U.E.U. Standing Orders, which shall define the details of the structure and functioning of the S.U.E.U. on matters arising from the Constitution;
ii) Standing Orders may be amended by unanimous vote of the Executive.
4.3 Attendance of Executive Members at Ordinary and General Meetings is obligatory. Any Executive Member who does not attend three consecutive meetings without leave can be dismissed from the Executive by a two-thirds majority vote of those Ordinary Members and Honorary Members who would otherwise be eligible for Ordinary Membership in attendance at an Ordinary Meeting.
4.4 The Executive shall be Ordinary Members of the S.U.E.U.
5. Duties of the Executive
5.1 The President shall:
i) plan the S.U.E.U.’s activities in consultation with the Executive, and Faculty Leaders of the S.U.E.U;
ii) liaise with the Executive, and Faculty Leaders of the S.U.E.U.; and
iii) ensure an adequate handover, including any documents and material, to the following Executive
5.2 The Vice-Presidents shall:
i) deputise for the President.
5.3 The Secretary shall:
i) conduct the correspondence of the S.U.E.U;
ii) book meeting rooms for the S.U.E.U.;
iii) keep minutes of the proceedings of all S.U.E.U. meetings;
iv) maintain the records and documents of the S.U.E.U;
v) maintain a list of current Members, in accordance with University of Sydney Union Guidelines; and
vi) maintain the S.U.E.U.’s registration with The University of Sydney Union.
5.4 The Treasurer shall:
i) maintain the S.U.E.U.’s finances in accordance with the C&S Handbook for Treasurers produced by the Clubs & Societies Office of The University of Sydney Union;
ii) present to the Annual General Meeting of the S.U.E.U. a report detailing the financial activity and status of the S.U.E.U.; and
iii) ensure an adequate handover, including any documents and materials, to the following Treasurer.
5.5 In the event of any member of the Executive no longer qualifying for Ordinary Membership of the S.U.E.U., that member’s office shall be declared vacant and, subject to subclause 5.6, the vacancy shall be filled by the Executive.
5.6 In the event of the position of the President, Secretary or Treasurer of the S.U.E.U. becoming vacant, an election shall be held as soon as possible, and in the interim, the duties of the vacated position shall be discharged by the Vice-Presidents.
6. Faculty Groups
6.1 Faculty Groups may be established, incorporated, merged, split or dissolved as deemed necessary by the Executive.
6.2 Subject to the provision clause 7.1, there shall be two faculty leaders who shall manage the affairs of the faculty group
i) Additionally, Faculty Leaders, as they see fit, may recruit other students to assist in the activities of the faculty group
7. Bible Study Groups
7.1 Bible Study Groups shall be established:
i) from the members of the Faculty Group and other interested people; and/or
ii) by the Faculty Leaders or Executive in the case of smaller Faculty Groups.
7.2 Bible Study Leaders
i) When possible there shall be appointed one male and one female member to take charge of each Bible Study Group. The people so appointed shall be called “Group Leaders”.
ii) Leaders of Bible Study Groups shall be appointed by the Faculty Leaders and must declare in writing:
• their consent to nomination; and
• their unreserved agreement with the Objects and Doctrinal Basis of the S.U.E.U.
8. Ordinary Meetings of the S.U.E.U.
8.1 The Society shall hold an Ordinary Meeting at least once every 13 weeks during semester (teaching period, Weeks 1-13).
8.2 Ordinary Meetings shall be called by the President, Secretary or Vice-President, or by the Secretary forthwith upon receipt of the written application of at least twenty percent (20%) of the Ordinary Members of the Society.
8.3 At least three (3) days notice of the time and place of an Ordinary Meeting shall be given in one of the recognised publications of The University of Sydney Union and, if possible, the Society notice board and, if possible, by a mail-out to all Members. (A mail-out is understood to include communication by e-mail.)
8.4 The President shall chair Ordinary Meetings. In the absence of the President, another Executive Member shall chair the Meeting.
8.5 Quorum at Ordinary Meetings shall be five (5) Ordinary Members if the Society’s current membership is no greater than seventy (70) Ordinary Members, or ten (10) Ordinary Members if the Society’s membership is greater than seventy (70) Ordinary Members. Quorum must include not less than three (3) Executive Members.
8.6 The agenda for an Ordinary Meeting shall include:
1. Apologies and leaves of absence
2. Minutes of the previous meeting
3. Correspondence
4. Reports of Executive Members
5. General Business
8.7 An Ordinary Meeting of the Society has power to carry motions relating to the affairs of the Society by a simple majority vote of those members present and voting, including:
i) Giving direction to the Executive
ii) Determining the use of the finances and other assets of the Society
iii) Instituting Committees for any purpose of the Society and co-opting Society members onto any Committee
iv) Dismissing Executive Members under 4.3 of the Constitution
9. General Meetings of the S.U.E.U.
9.1 The S.U.E.U. shall hold General Meetings as required during semester (teaching period, Weeks
1-13).
9.2 The Secretary may at any time, for any worthy purpose, call a General Meeting, and shall do so forthwith upon receipt of the written application of twenty percent (20%) of Ordinary Members of the S.U.E.U. stating the purposes for which the meeting is called. The business debated at a General Meeting shall be confined to the purposes named in the notice.
9.3 The Secretary shall give at least seven (7) days notice of the time and place of a General Meeting through one of the recognised publications of The University of Sydney Union and, if possible, the S.U.E.U. notice board and, if possible, by a mail-out to all members. (A mail-out is understood to include communication by e-mail.)
9.4 Quorum at General Meetings shall be the lesser of one-third of the Ordinary Members or fifteen
(15) Ordinary Members. If within thirty minutes from the time appointed for the meeting a quorum is not present, the meeting shall be dissolved.
9.5 The procedure at all meetings shall follow the normal rules of debate.
9.6 The agenda for a General Meeting shall include:
1. Opening and welcome
2. Apologies and leaves of absence
3. Minutes of the previous meeting
4. Business arising from the minutes
5. Correspondence
6. Motions on notice
7. Reports of Executive Members.
8. Other reports
9. General business
10. Date of the next meeting
9.7 A General Meeting of the S.U.E.U. has the same powers as an Ordinary Meeting, and may also carry the following motions on notice relating to the affairs of the S.U.E.U. by a two-thirds majority vote of those members present and voting:
i) granting Honorary Membership;
ii) repealing motions and the effect of motions carried at an Ordinary Meeting;
iii) amending the Constitution; and
iv) dissolving the S.U.E.U.
9.8 Vacant executive positions may be filled at a General Meeting following the ordinary procedures for election as per Section 9 of this constitution
10. Annual General Meeting of the S.U.E.U.
10.1 The S.U.E.U. shall hold an Annual General Meeting annually in the month of September.
10.2 The Annual General Meeting shall be convened for the following purposes:
i) to receive a report and statement of accounts for the preceding financial period;
ii) to elect an Executive for the ensuing term; and
iii) to transact any other business, notice of which shall be duly submitted to the Secretary.
10.3 The Secretary, acting under the direction of the Executive shall give at least fourteen (14) days notice of the time and place of the Annual General Meeting in one of the recognised publications of The University of Sydney Union and, if possible, the S.U.E.U. notice board and, if possible, by a mail-out to all members. (A mail- out is understood to include communication by e-mail.) The Secretary shall record the method of nomination of all electable positions.
10.4 The Annual General Meeting shall be held between 9am and 9pm at a place on or near a campus of The University of Sydney during semester (teaching period, Weeks 1-13). The Annual General Meeting shall be chaired by the President or an Executive Member not standing for election to any position.
10.5 Quorum at the Annual General Meeting shall be the lesser of one-third of the Ordinary Members or fifteen (15) Ordinary Members.
10.6 The agenda for the Annual General Meeting shall include:
1. Opening and welcome
2. Apologies and leaves of absence
3. Minutes of the previous meeting
4. Business arising from the minutes
5. Correspondence
6. Motions on notice
7. Annual Reports
7.1. President
7.2. Vice-Presidents
7.3. Treasurer
7.4. Secretary
7.5. Other requested reports
8. Election of the Executive
9. General business
11. Elections
11.1 Election of the Executive
i) The election of the Executive shall occur at the Annual General Meeting in the month of September each year.
ii) Only Ordinary Members, and Honorary Members who would otherwise be eligible for Ordinary Membership, of the S.U.E.U. shall be eligible for election to the Executive, with the proviso that male and female vice-presidents must identify with the appropriate gender.
iii) In order to stand, nominees must be nominated by two Ordinary Members of the S.U.E.U., consent to nomination, and declare their unreserved agreement with the Objects and Doctrinal Basis of the S.U.E.U..
iv) The term of the Executive shall commence immediately following the close of the Annual Election Meeting and conclude at the close of the Annual Election Meeting in the following year.
v) The Secretary shall give at least fourteen (14) days notice of the time and place of the annual elections in one of the recognised publications of The University of Sydney Union and, if possible, the S.U.E.U notice board and, if possible, by a mail-out to all Members. (A mail-out is understood to include communication by e-mail.). The notice shall state:
a) the day on which nominations open, which day shall be at least fourteen (14) days before the day of the elections;
b) the day and time on which nominations close, which shall be no later than the time of the meeting at which the elections are to occur;
c) the time, date and venue of the election;
d) that only Ordinary Members, and Honorary Members who would otherwise be eligible for Ordinary Membership, shall be eligible to be candidates for election or to vote.
vi) In order to stand for election, nominees must accept nomination.
vii) All nominations shall be in the hands of the Secretary at least seven (7) days before the election.
viii) Voting shall be by secret ballot, and the President, Treasurer and Secretary shall be elected by a First Past the Post system.
ix) Voting shall be by secret ballot, and the male and female Vice-Presidents shall be elected by a single transferable vote system.
11.2 Election of Faculty Leaders
i) Faculty Leaders are to be elected by and from Ordinary Members of the S.U.E.U. belonging to that faculty.
ii) Each Faculty Group shall hold an Annual General Meeting each year prior to the corresponding Annual General Meeting of the S.U.E.U.
iii) Notice of such Faculty Annual General Meetings shall be given in writing (which may be via e-mail) at least fourteen (14) days prior to the proposed date of the meeting, and where possible, notice will be also given in writing on a relevant faculty noticeboard.
iv) In order to stand, nominees must be nominated by two Ordinary Members of the S.U.E.U. belonging to that faculty, consent to nomination and declare their unreserved agreement with the Objects and Doctrinal Basis of the S.U.E.U.
v) All nominations shall be in the hands of the outgoing Faculty Leaders, by any means, at least seven (7) days before the election.
vi) Voting shall be by secret ballot, and Faculty Leader positions shall be filled by a First Past the Post system.
11.3 Leadership Vacancies
i) In the event of any officer resigning, or no longer being in unreserved agreement with the Objects and Doctrinal Basis before referred to, that person’s Office shall be declared vacant by the Executive or Faculty Leaders.
ii) Vacancies on Executive shall be filled according to this constitution.
iii) In the event of a vacancy occurring in the Office of Faculty Leader, the Executive shall at its discretion appoint an Ordinary Member or hold an election to fill the vacancy. Any person so appointed or elected shall hold office only for the remainder of the term of the original holder.
iv) The General Body of the Society may, in a General Meeting, elect any Ordinary Member of the S.U.E.U to fill any casual vacancy that may occur in the Executive. (A casual vacancy occurs when an Executive Member is dismissed from the Executive or resigns before the term of office has expired).
11.4 Before an Executive election the Executive shall nominate a suitable person, not being a candidate for election, to act as Returning Officer. The Returning Officer shall be charged with the conduct of the election, and may appoint suitable persons, not being candidates for election, as Deputy Returning Officers.
11.5 The Clubs & Societies Manager shall serve as Electoral Arbiter and shall receive any appeals against the decisions of the Returning Officer.
12. Advisory Committee
12.1 There shall be an Advisory Committee which shall be set an advisory and consultative capacity in relation to such matters as may be referred to it by the Executive. The Executive shall refer to it:
i) any proposal to alter any provisions of clauses 2,3,12, 13,14, and 15 of this Constitution; and
ii) any proposal for joint activity under clause 14.
12.2 The Advisory Committee shall consist of at least five (5) and at most eight (8) University graduates appointed by the Executive.
12.3 Members of the Advisory Committee shall be required to subscribe to the Doctrinal Basis and shall hold office:
i) only so long as they are in unreserved agreement with the Doctrinal Basis; and
ii) for a period not exceeding five (5) years. Retiring members shall be eligible for reappointment; and
iii) only while they are resident on the Sydney area.
12.4 The Advisory Committee shall have an advisory role only. Its decisions and recommendations are not binding on any S.U.E.U. officer.
13. Speakers and Specialist Committees
13.1 Only speakers whose views are in accordance with the Doctrinal Basis shall be asked to take part in any meeting of the S.U.E.U. except where S.U.E.U. shall organise recognised public forums where the truths of Christianity are debated; provided that the views of at least one speaker at such a forum shall be in accordance with the Doctrinal Basis.
13.2. All members of any subcommittee or specialist team formed by the Executive shall declare in writing their unreserved agreement with the Doctrinal Basis of the S.U.E.U.
14. Principles of Co-operation
Joint activities with any body that does not uphold the truths stated in the Doctrinal Basis may be arranged only where the Executive is satisfied that the Doctrinal Basis will not be compromised in any way.
15. Alterations to the Constitution
15.1 The Constitution shall not be altered except by resolution passed at a General Meeting or Annual General Meeting in the following manner:
i) written notice of proposed changes has been given to the Secretary not less than seven (7) days before such a meeting;
ii) the Secretary has given at least fourteen (14) days notice of those proposed changes to all Members through one of the recognized publications of The University of Sydney Union and, if possible, the S.U.E.U. notice board and, if possible, by a mail-out to all members (A mail-out is understood to include communication by e-mail.);
iii) a copy of the amended constitution, and minutes of the meeting at which the amendments were made, are presented to the Clubs & Societies Manager of The University of Sydney Union within fourteen (14) days of the meeting;
iv) The resolution is approved by a majority of two-thirds (2/3) of the members present and voting;
v) Twenty (20) per centum of the members shall constitute a quorum at such a meeting.
16. Dissolution
16.1 The S.U.E.U. may be dissolved by resolution of a two-thirds majority vote of those members present and voting at a General Meeting.
16.2 The Secretary shall give at least fourteen (14) days notice of the time and place of such a General Meeting through one of the recognized publications of The University of Sydney Union and, if possible, the S.U.E.U. notice board and, if possible, by a mail-out to all members. (A mail-out is understood to include communication by e-mail.)
16.3. In the event of dissolution or winding up of the S.U.E.U., any remaining assets, other than assets subjects to 16.4, or any money that resulted from the sale of assets, in the course of winding up the S.U.E.U., other than assets subject to 16.4, will not be given to members of the S.U.E.U. but shall be given or transferred to some other association(s) or institution(s) having Objects similar to the S.U.E.U.
16.4. Property originally obtained with funds provided by the University of Sydney Union for the purchase of Capital Items will, upon dissolution, be dealt with by the University of Sydney Union as it sees fit.
17. Property and Finances
17.1 All property of the S.U.E.U. shall be vested in the Executive, and shall be dealt with in such manner as directed by the S.U.E.U. in an Ordinary Meeting.
17.2 The S.U.E.U. shall maintain a bank account.
17.3 All payments of the S.U.E.U. shall be by cheque, signed by at least two members of the Executive, one of whom must be the Treasurer.
17.4 The finances of the S.U.E.U. shall be maintained in accordance with the C&S Handbook for Treasurers produced by the Clubs & Societies Office of The University of the Sydney Union, and submitted for audit by the Clubs & Societies Auditor immediately following the Financial Year End of the S.U.E.U. in the month of December each year.
17.5 Notwithstanding anything contained in this Constitution, all assets and funds of the S.U.E.U. shall be used solely to further the Objects of the S.U.E.U., and no portion of those funds shall be paid or distributed to members of the S.U.E.U. except as compensation for out-of-pocket expenses.
17.6 The financial year of the S.U.E.U. shall run from the 1st January to the 31st December following.
18. Inactivity
18.1 The S.U.E.U. shall be deemed inactive after any continuous six month period in which the S.U.E.U. has remained unregistered. If upon inactivity there remains any monies or properties, the Clubs & Societies Auditor and the Clubs & Societies Manager shall become signatories of the S.U.E.U. account and the Clubs & Societies Office shall control such properties and held in trust. After a further six month period, all money will be deposited into a USU-administered trust account, and will be returned to the Club should it reform. After a total of eighteen months inactivity, all S.U.E.U. funds will be transferred to the USU general account.
19. Recognition
19.1 The S.U.E.U. shall comply with all requirements of The University of Sydney and The University of Sydney Union for recognition as a registered Society of The University of Sydney Union.
This constitution was adopted at a General Meeting of the Sydney University Evangelical Union, on September 4th 2017
President: Owen Robson
Secretary: Lauren Gard