Attachment A.pdf

Auckland University European Students Association
(AUESA) Constitution
1.0
NAME:
The name of the Association/Club is Auckland University European Students Association (Inc.)
hereinafter referred to as the “Association” or “Club” (Note: This example draft may refer to either
Association or Club.)
2.0
OBJECTS:
The objects of the Association are:-
2.1
To promote al the diverse and different European cultures.
2.2
To provide an organization that represents everyone, regardless of their background, who
are interested in European culture.
2.3
To have engaging events and activities based around traditional European culture.
2.4
To provide people with a deeper understanding of European culture.
List as necessary to cover the purposes of the Association.
3.0
ATTAINING OBJECTS
The Association shal be empowered to do al things necessary which are incidental to and
necessary for the attainment of the objects of the Association.
4.0
PROPERTY OF THE ASSOCIATION
The Association must apply all property and income of the association towards the promotion of
the objects or purposes of the association and no part of that property or income to be paid or
otherwise distributed, directly or indirectly, to members of the Association, except in good faith in
the promotion of those objects or purposes.
5.0
POWERS OF THE ASSOCIATION: (as conferred by Section 13 of the Act).
5.1
To acquire, hold, deal with, and dispose of any real or personal property;
5.2
To open and operate bank accounts;
5.3
To invest its money –
(i)
in any security in which trust moneys may be invested; or
(i )
in any other manner authorised by the rules of the Association;
5.4
To borrow money upon such terms and conditions as the Association thinks fit;
5.5
To give such security for the discharge of liabilities incurred by the Association as the
Association thinks fit;
5.6
To appoint agents and employees to transact any business of the Association on its behalf
for reward or otherwise;
5.7
To build construct erect maintain alter and repair any premises building or other structure
of any kind and to furnish equip and improve the same for use by the Association;
5.8
Accept donations and gifts in accordance with the objects of the Association;
5.9
Print and publish any information by any media including newsletters, newspapers, articles
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or leaflets for promotion of the Association;
5.10  Provide gifts and prizes in accordance with the objects of the Association;
5.11  Organise social events for Members and the promotion of the Association; and
5.12  To enter into any other contract the Association considers necessary or desirable.
6.0
MEMBERSHIP:
6.1
Membership shal  be open to any person who wishes to further the interests of the
Association and pays the $5.00 membership fee,
6.2
Any person seeking membership shal  make application to the Management Committee,
and the Management Committee shal  determine whether the application is successful or
not.
6.3
Each person admitted to membership shal  be;
6.3.1
Bound by the Constitution and By-laws of the Association.
6.3.2
Come liable for such fees and subscriptions as may be fixed by the Association.
6.3.3
Entitled to al  advantages and privileges of membership.
6.4
Membership Categories:
6.4.1
ORDINARY MEMBER
Any person who is a financial member of the Association is entitled to hold any
office and enjoy the privileges of the Association.
6.4.2
SOCIAL MEMBER
Persons other than ordinary members who are interested in promoting the
Association, but who do not wish to participate in the playing activities of the
Association, may become a Social Member.
6.4.3
JUNIOR MEMBER
Any person under the age of 18 years may become a Junior Member.  Junior
Members shal  have no voting rights nor be entitled to hold any office.
6.4.4
LIFE MEMBERSHIP
The Management Committee as a Life Member may elect any member who has
given outstanding service to the Association. Any member may nominate a person
to the Management Committee for consideration for Life Membership.
6.4.5
PATRON
The Association may, at its discretion, elect a patron/s or vice patron/s of the
Association for such period as may be deemed necessary. Such patron/s or vice
patron/s shal  not be eligible to vote unless they are  current members of the
Association under another category of membership.
6.4.6
AFFILIATED CLUBS OR TEAMS
A club or team desirous of becoming an affiliated club or team must take
application in accordance with the by-laws of the Association.  Such application
must be lodged with the Association Secretary on or before a date as determined
by the Management Committee of the Association. Each affiliated club or team
shal  appoint or elect a delegate as his or her representative to meetings of the
Management Committee.
6.5
The Management Committee shal  appoint a member of the Management Committee to
maintain an up to date register of members of the Association.
6.6
A member may at any reasonable time inspect the records and documents of the
Association.
7.0
SUBSCRIPTIONS:
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7.1
(to be paid by different classes as and when they are due)
8.0
TERMINATION OF MEMBERSHIP
8.1
Any person’s membership may be terminated by the fol owing events;
8.1.1
Resignation
8.1.2
Expulsion
8.1.3
a Member’s annual membership fee remains unpaid after three months fal ing
due;
8.2
The Management Committee shal  have the power to suspend or expel any member of the
Association for:
8.2.1
any of the events in Item 8.1
8.2.2
False or inaccurate statements made in the member’s application for membership
of the Association,
8.2.3
breach of any rule, regulation or by-law of the Association and
8.2.4
by any act detrimental to the Association.
After having undertaken due inquiry.
8.3
Any member who is expelled, suspended or has their membership terminated, shal  have
the right to appeal against their suspension or expulsion by presenting their case to a
General Meeting cal ed for such purpose, and the decision of the General Meeting shal  be
final.
9.0
MANAGEMENT COMMITTEE
N.B (1) Sometimes cal ed Executive Committee.
(2)
Committee persons are sometimes referred to as Office Bearers.
(3)
the main Office Bearers are often referred to as The Executive.
9.1
Management of the Association shal  be vested in the Management Committee elected by
the members at the Annual General Meeting and consisting of;
9.1.1
President
9.1.2
Vice President
9.1.3
Secretary
9.1.4
Treasurer
9.1.5
Three Committee Members (Number to be nominated)
9.1.6
Club or Team delegates
9.2
No person shal  hold more than one position on the Management Committee at any one
time. A person shal  cease to be a member of the Management Committee at the
conclusion of the Annual General Meeting which fol ows his/her election and he wil  be
eligible for re-election.
9.3
A quorum of the Management Committee shal  be half of its members plus one.
9.4
If the President or Vice President is unable to attend, then a chairperson nominated by the
meeting shal  chair that meeting.
9.5
A member of the management committee may lose his or her seat on the committee for
either of the fol owing;
●
Absence from three or more meetings without leave of absence.
●
Found not to be a financial member.
10.0  POWERS OF THE MANAGEMENT COMMITTEE
10.1  The Management Committee shal  carry out the day-to-day running of the Association and
shall have the power to:
10.1.1  Administer the finances, appoint bankers, and direct the opening of banking
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●
Determination of Annual Membership Fee
●
Notice/s of Motion
●
Urgent general business
●
Closure

12.2  General Meetings
12.2.1  General Meetings may be cal ed by the Management Committee or at the request
of the President and Secretary or on the written request of one quarter of financial
members of the Association.
12.2.2  The Secretary shal  give at least seven (7) days notice, in writing, of the date of the
General Meeting to the members. Notice of General Meetings shal  set out clearly
the business for which the meeting has been cal ed. No other business shal  be
dealt with at that General Meeting.
12.2.3  The quorum at the General Meeting shal  be a minimum of 3 members.

13.0  VOTING
13.1  Voting powers at the Annual General Meeting and General Meetings:
13.1.1  The President shal  be entitled to a deliberate vote and, in the event of a tied vote;
the President shal  exercise a casting vote.
13.1.2  Each individual financial member present shal  have one (1) vote.
13.2  Voting powers at Management Committee Meetings;
13.2.1  The President shal  be entitled to a deliberate vote, and, in the event of a tied vote,
the President shal  exercise a casting vote.
13.2.2  Each individual committee member present shal  have one (1) vote.

14.0  FINANCE:
14.1  Al  funds of the Association shal  be deposited into the Association’s accounts at such bank
or recognised financial institution as the Management Committee may determine.
14.2  Al  accounts due by the Association shal  be paid by cheque after having being passed for
payment at the Management Committee Meeting and when immediate payment is
necessary, account/s shal  be paid and the action endorsed at the next Management
Committee Meeting.
14.3  The Secretary shal  not spend more than a set amount Petty Cash without the consent of
the Management Committee, and shall keep a record of such expenditure in a Petty Cash
Book.
14.4  A statement showing the financial position of the Association shal  be tabled at each
Management Committee Meeting by the Treasurer.
14.5  A statement of Income and Expenditure, Assets and Liabilities shal  be submitted to the
Annual General Meeting. The auditor’s report shal  be attached to such financial report.
14.6  The financial year of the Association shal  commence on the 1st  of July each year.  The
accounts, books and all financial records of the Association shall be audited each year.
14.7  The signatories to the Association’s account/s wil  be the Treasurer and any one (1) from
the fol owing;
●
President
●
Vice President
●
Secretary
●
Treasurer
14.8  Al  property and income of the Association wil  apply solely to the promotion of the objects
of the Association and no part of that property or income shal  be paid or otherwise
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distributed, directly, or indirectly, to members, except in good faith in the promotion of
these objects.

15.0  COMMON SEAL
(A rubber stamp on which is engraved the Association’s name)
The common seal of the Association shal  be kept in the care of the Secretary.  The seal shal  not be
used or affixed to any deed or document except pursuant to a resolution of the Management
Committee and in the presence of at least the President and two members of the Committee, both
of whom shal  subscribe their names as witnesses.

16.0  ALTERNATIONS TO THE CONSTITUTION AND BY-LAWS:
16.1  No alteration, repeal or addition shal  be made to the Constitution except at the Annual
General Meeting, or General Meeting, cal ed for that purpose and notice of al  motions to
alter, repeal or add to the Constitution shal  be given to members fourteen (14) days prior
to the Annual General Meeting, or seven (7) days prior to a General Meeting cal ed for such
purpose.
16.2  The Secretary shal  forward such notices of motion to each Management Committee
member at least fourteen (14) days prior to the Annual General Meeting or seven (7) days
prior to a General Meeting.
16.3  Alterations to the By-laws can be made only at Management Committee Meetings provided
notice of the proposed alteration/s has been duly notified to Committee Members.
16.4  Such motions, or any part thereof, shal  be of no effect  unless passed by a seventy five
percent (75%) majority (Special Resolution) of those present and entitled to a vote at the
Annual General Meeting, General Meeting or Management Committee Meeting, as the case
may be.
16.5  Within one month of the passing of a Special Resolution, the Secretary shal  notify the
Department of Consumer and Employment Protection of the amendment.
(In the case of a licensed club, the Director of Liquor Licensing must also be notified.)

17.0  DISSOLUTION
If, on the winding up of the Association, any property of the Association remains after satisfaction
of the debts and liabilities of the Association and the
costs, charges and expenses of that winding up, that property shal  be distributed

(a)
Another incorporated association having objects similar to those of the Association; or
(b)
For charitable or benevolent purposes, which incorporated Association or purposes, as the
case requires, shal  be determined by resolution of the members.

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AUESA PRESIDENT JOB DESCRIPTION

The President or Chairperson is the principle leader of the Auckland University
European Students Association (AUESA) and has overall responsibility for the
Auckland University European Students Associations administration.

The President sets the overall annual committee agenda (consistent with the views of
members), helps the committee prioritise its goals and then keeps the committee on
track by working within that overall framework. At the operational level, the major
function of the President is to facilitate effective committee meetings.

Responsible To

The President is elected by the AUESA members and responsible for representing
the views of the AUESA members.

Responsibilities and Duties

The President/Chairperson should:
●  Manage committee and/or executive meetings.
●  Manage the annual general meeting.
●  Represent the club/group at local, regional, state and national levels.
●  Act as a facilitator for club/group activities.
●  Ensure the planning and budgeting for the future is carried out in accordance
with the wishes of the members.

Knowledge and Skills Required

Ideally the President/Chairperson is someone who:
●  Can communicate effectively.
●  Is well informed of all organisation activities.
●  Is aware of the future directions and plans of members.
●  Has a good working knowledge of the constitution, rules and the duties of all
office holders and subcommittees.
●  Is a supportive leader for all organisations members.

Estimated Time Commitment Required & Period of Appointment

The estimated time commitment required as the President/Chairperson of the
Auckland University European Students Association is one hour per week.

(The time commitment required as the President/Chairperson of a club/group varies
greatly from club/group to club/group. Smaller clubs may require a President to
spend only a half hour to an hour per week or larger clubs two to three hours per
week on Presidential duties.)

The President is appointed for a 12-month term.

AUESA SECRETARY JOB DESCRIPTION

The Secretary is the chief administration officer of the Auckland University
European Students Association. This person provides the coordinating link
between members, the management committee and outside agencies.

The roles and responsibilities of the Secretary vary greatly from club to club
and experienced secretaries will tell you that their duties often expand beyond
what is normally expected of the Secretary.

The secretary is directly responsible to the President of the Auckland
University European Students Association and the members of the club.

Responsibilities and Duties
The Secretary should:
●  Prepare the agenda for club/group meetings in consultation with the
Chairperson.
●  Make arrangements including venue, date, times and hospitality for
club meetings.
●  Send adequate notice of the meetings.
●  Collect and collate reports from office bearers.
●  Call for and receive nominations for committees and other positions for
the club/group AGM.
●  Take the minutes of meetings.
●  Write up the minutes as soon as possible after the meeting.
●  Read, reply and file correspondence promptly.
●  Collate and arrange for the printing of the annual report.
●  Maintain registers of members’ names and addresses, life members
and sponsors.
●  Maintain files of legal documents such as constitutions, leases and
titles.
●  Act as the public officer of your club/group liaising with members of the
public, affiliated bodies and government agencies.
●  With Associations - process transfer applications; enter teams in
competitions; represent your club/group at Association meetings;
obtain Association sanction for club/group events; communicate
information between Association and club/group members, such as
event deadlines.
●  Other tasks: handle bookings and entries; supervise uniforms; respond
to general duties as directed by the club/group committee.

Knowledge and Skills Required
Ideally the Secretary is someone who:
●  Can communicate effectively.
●  Is well organised and can delegate tasks.
●  Can maintain confidentiality on relevant matters.
●  Has a good working knowledge of the constitution.

Estimated Time Commitment Required

The estimated time commitment required as the Secretary of the Auckland
University European Students Association is one hour per week.

The time commitment required as the Secretary of a club/group varies greatly
from club/group to club/group. Smaller clubs may require a Secretary to
spend only a half hour to an hour per week or larger clubs two to three hours
per week on Secretarial duties.

The Secretary is appointed for a 12 month period.

AUESA TREASURER JOB DESCRIPTION

The Treasurer is the chief financial management officer for the Auckland
University European Students Association.

Responsible To

The Treasurer is directly responsible to the President of the Auckland
University European Students Association and members of the club.

The Treasurer may chair the Finance Committee at larger clubs/groups or
associations.

Responsibilities and Duties

The Treasurer should:
●  Prepare a budget and monitor it carefully.
●  Keep the club’s books up-to-date.
●  Keep a proper record of all payments and monies received.
●  Make sure financial reports are available and understood at all committee
meetings.
●  Show evidence that money received is banked and documentation
provided for all money paid out.
●  Ensure that information for an audit is prepared each year.
●  Arrange the audit.
●  Give Treasurer’s report at regular meetings and when required.
●  Produce an annual financial report.
●  Send out accounts.
●  Pay the bills.

Knowledge and Skills Required

Ideally the Treasurer is someone who is:
● Well organised.
●  Able to allocate regular time periods to maintain the books.
●  Able to keep good records.
●  Able to work in a logical orderly manner.
●  Aware of information, which needs to be kept for the annual audit.

Estimated Time Commitment Required

The estimated time commitment required as the Treasurer of the Auckland
University European Students Association is one hour per week.

The time commitment required as the Treasurer of a club/group varies greatly
from club/group to club/group. Smaller clubs may require a Treasurer to
spend only a half hour week or larger clubs two per week on club/group
related duties.

The Treasurer is appointed for a 12-month term.

AUESA membership form
Member Name
Student ID/ username
Notes
1
2
3
4
5
6
7
8
9
10

Contact details (not required to submit to UoA)

University of Auckland Club Statement of Purpose

What is the purpose of the club? To promote and celebrate European cultures, heritage and history.
Is the club necessary? Yes, there are many groups for many other cultural backgrounds but none for
Europeans.  The group is necessary for promoting European culture.
Do similar clubs currently exist? If so, are they active and relevant? There’s currently a Kiwi Asian
Club which is very active and relevant, and we thought we’d want something similar for European
culture.
What is the clubs appeal to attract members? We are planning to hold a European cultural concert
some time in Semester one.  Membership in the group will allow people interested in European
culture to meet similar people.
Who are the potential members? Anyone who is interested in European culture, particularly people
who come from a European background but anyone who are interested in/passionate about
European culture and history.
What services will be provided to members and will they be considered worthwhile?
●  A space for the discussion of European culture, history, philosophy, politics, society, etc.
●  A safe space for European students to relax and interact
●  Support and affirmation of the cultural identity of European students
●  Events celebrating European cultures
What is the level of initial and continual support for the club to function?
●  Active participation and time/energy commitment of members
●  University facilities, when necessary
●  A small financial contribution from members
What will be the clubs contribution to the student and wider community?
●  Cultural enrichment of our diverse campus
●  Promotion of European perspectives and experiences

To:

Subject: Re: Clubs Expo: Waiting List

Hi

We will go with the 3x3 stall.

Thanks.
On 17/02/2017, at 3:15 PM,
wrote:

Hi


Unfortunately there was an error regarding registrations with that particular stall space and it was
never available. I have double checked the list and there are many other stalls available on Friday.
We do have 2x2 non powered stalls with a gazebo, and we do have a 3x3 stall available with no
power.

Again my apologies for the mix up


Look forward to hearing from you.


Cheers,

Sent: Friday, 17 February 2017 2:13 p.m.
To:

Subject: Re: Clubs Expo: Waiting List

Hi

Sounds perfect. Thank you so much.


On 17/02/2017, at 2:11 PM,
wrote:

Hi


There will be a table available for the club to use. If you wish to bring  your own gazebo for that day
it has to be within the 3x3 dimensions. If there are any other days available within the next week I
will let you know.


Regards,

Sent: Friday, 17 February 2017 2:06 p.m.
To:

Subject: Re: Clubs Expo: Waiting List

Hi


Sounds great. Just to confirm, is that Friday the 10th of March? Also, will there
be a table provided for us for our stall, or will we have to provide that ourselves?
Obviously we will provide everything else. And if any other days become
available, please let me know. Thanks!


On 17/02/2017, at 1:50 PM,
wrote:

Hi


Apologies for the delay in my response.

At this time the club will be on a waiting list. What this means is that sometimes clubs that book
for a stall space during Clubs Expo do not necessarily book for the entire week so there may be
some free days available.

At this time the only available days is Friday.

I have booked the follow slot for you:

Club Name:            AU European Students’ Association
Day/s:                     Friday
Stall:                        3x3m Science Quad (P) Stall #51

Please see attached Floor Plan.

If you have any other questions or concerns please let me know.


Kind regards,




Clubs Administrator | Student Engagement | Campus Life | The University of Auckland


<image003.png>

<Club Expo Floor Plan 2017_Science and Rec Sector.pdf>

Communication on 03/03/2017 at 11:03pm
Hi,

I am sure you have seen the news. We would like to cancel both our application
for a stall at O Week. Here is a statement we have officially released on our
Facebook page detailing the reasons if you would like to read more. We are
saddened that we have to do this, but due to the threats of violence we cannot
have a stall.

Regards,

"Hello everyone.
It is with regret that we are informing members, supporters, faculty and the wider community that
AUESA, for a number of reasons, is officially disbanding as a university club, and will be withdrawing
our application to be affiliated with AUSA.
Firstly, we want to thank those who have shown support for us from all over the country, both
students and the wider public. We have received so many messages of support and motivation and
are truly thankful. That is why we are apologising to these supporters that we have to call it quits and
move on.
Sadly, it has become extremely dangerous for AUESA to continue with the appalling rhetoric by
people on and off campus regarding our group, supposed members and leadership (all entirely
unverifiable and rumour) and who we are linked with, what we support, what our aims were, what
supposed membership have done in their private lives and much more. The constant threats to our
safety, exposure of privacy, and general abuse the group and individuals have received is simply
unacceptable, dangerous and extremely worrying. It is truly saddening that these actions go entirely
against what those who have had a problem with us support and promote on their respective
platforms and outlets.
We were asked to clarify numerous things and we did, yet it achieved very little. People had formed
their own incorrect opinions on AUESA from the get go, and disregarded anything we had to say.
This club was never intended to be political or to be engaging in anything other than a mutual interest
in history and culture. However, due to an extremely high number of physical threats and severe (and
unfounded) accusations of racism and fascism we see that the costs outweigh the benefits to taking
this club any further. We outright reject these labels, and the group has always been open to anyone
of any ethnicity, viewpoint or belief. We did not anticipate such an outcry in the media and we are
shocked at the amount of false and slanderous accusations against us. It will be a great loss to all of
us who wanted to explore the diverse range of cultures found in Europe and the roots of our society
itself. Many people are interested in the heritage of this great continent and in what history can offer
us moving forwards. This move should signify where true fascism lies, as those of us who did not

intend to have any political association are having our legitimate interest in a cultural club shut down
with credible threats of violence.
In addition, many have said that the club would not be inclusive or giving anything of value. We
sincerely reject that claim, and the many people who support us are proof that they will feel worse off
without our planned events. Many have said that ‘Europe’ is too broad, and we must be more
specific. There are other, broadly designated clubs that cater for a variety of students already in
existence which do not receive any negative attention at all. There are explicitly political groups active
on campus that advocate systems responsible for actual historical atrocities and millions of deaths
over the globe. It is sad that we find ourselves in this twisted and absolutely ridiculous spotlight. We
wish the club could continue, however we believe it is best it doesn’t. Many people may have
benefited from the lessons and perspectives Europe can give us. That being said, mostly we just
wanted to have some good times and learn about who we are as people. Hopefully those of you who
support what we are doing will understand why we have done this.
AUESA regrets that many students and staff members were deeply offended by formation of the
club. We are thankful to the University for giving us a chance. Not one member in AUESA joined with
malice, not one member threatened anyone, not one member said anything contrary to our university
principles and expectations. We ask for this matter to be closed as we are abandoning all endeavors.
We hope those who have threatened us seek comfort in this decision and move on. On behalf of all
of us we wish every student a very successful semester one.
Regards,
AUESA President."