Committees

AuSM Committees & their Terms of Reference

The Constitution and Rules of the Association establish AuSM committees and their extent of authority. The Executive Council under these rules has the power to establish subcommittees with delegated authority.

1. AuSM Annual General Meeting

Membership:	All AuSM members are eligible to speak and vote at this meeting.
Term of Office:	For as long as they are an enrolled student of AUT.
Quorum:	30 members, except where the purpose of the meeting is to discuss Compulsory/Voluntary membership in which case the quorum is 1000.
Meeting Dates:	Set by Executive Council but must meet before the end of May.
Notice:	Public notice must be published in debate 3 weeks before the meeting and posted on Association Notice Boards at least 7 days before the meeting.
Authority:	The AGM has set responsibilities but also has powers associated with a General Meeting. A General Meeting may change the Constitution and Rules of the Association, including fees charged, membership rules and all other clauses as long as the changes do not alter the charitable nature of the Association or break the law.
Responsibilities:	The AGM must have at least the following on its agenda: The Presidents Report, the previous years’ audited accounts, appointment of auditors. This is the most powerful committee and is responsible for overall governance of the Association.

2. AuSM Special General Meeting

Membership:	All AuSM members are eligible to speak and vote at this meeting.
Term of Office:	For as long as they are an enrolled student of AUT.
Quorum:	30 members, except where the purpose of the meeting is to discuss Compulsory/Voluntary membership in which case the quorum is 1000.
Meeting Dates:	a. Whenever the Executive Council sees fit b. Must be held within 21 days of request signed by at least 30 members. The request must state the reason for the meeting. c. Executive must set a meeting date no later than 30 September each year to set fees and the budget for the following year
Notice:	Public notice must be given on Association Notice Boards 7 days before the meeting.
Authority:	The SGM has all powers associated with a General Meeting. A General Meeting may change the Constitution and Regulations of the Association, including fees charged, membership rules and all other clauses as long as the changes do not alter the charitable nature of the Association or break the law.
Responsibilities:	At least one SGM must be held to decide and discuss the AuSM levy and Budget for the following year. All other SGM’s have no strict responsibility other than the purpose for which they were called.

3. Executive Council

Membership:	No more than 15 AuSM members, consisting of the elected President, Vice President, Office Holders , Faculty Reps, any nominated Portfolio Office Holders and co-opted Executive Council member (if any).
Term of Office:	For co-opted member (if any) the term of office is from the date of co-option to the next Annual General Meeting. For the elected President, Vice President, Office Holders, Nominated Portfolio Officer Holder(s) and Faculty Representatives the term of office is from 1 January to 31 December of the same year.
Quorum:	5 Executive Council members during Semester 1 & 2, otherwise 4.
Meeting Dates:	Executive Council meetings are held throughout the year with duration between meetings of no longer than one month.
Notice:	5 days for an ordinary Executive meeting, 24 hours where possible and practical for an Emergency Executive meeting.
Authority:	The Executive Council is the governing body of the Association, and anything related to actions, direction, policy and governance of the Association is be entrusted to this body. Executive also has the authority to co-opt an additional member (subject to remaining within the maximum size of 15 Executive Council members), set Association policy & invoke disciplinary procedures.
Responsibilities:	Subject to the control of the Association as a whole, the Executive have the responsibility of safeguarding the property and funds of the Association, governing the business and investments and at all times to take such action as may be necessary to promote the interests of the Association.

4. Student Senate

Membership:	The Student Senate is made up of Student Representatives from each campus.
Term of Office:	From the beginning of each academic year to the termination of the same academic year.
Quorum:	The constitution does not specify a quorum for Student Senate.
Meeting Dates:	There should be at least two Student Senate meetings per semester, and the Executive can call additional Senate meetings at its discretion.
Notice:	No notice period is specified in the Constitution.
Authority:	No authority – functions as a forum for communication
Responsibilities:	Senate has no formal responsibilities as such, but is the accepted place for students to air issues. It is the official forum between students and the Association.

5. Finance and Administration Committee

Membership:	President, AuSM General Manager, Vice-President and two Executive Council members.
Quorum:	3 members, one of whom must be the General Manager.
Meeting Dates:	Every two weeks.
Notice:	As per Executive Council.
Authority:	To advise and make recommendations to the Executive Council on financial and administrative issues.
Responsibilities:	To monitor AuSM’s financial records, to make recommendation on any financial decisions AuSM makes within the set budget eg capital purchases, specific project expenditure.

6. Club Grants Committee

Membership:	Vice-President, Sport & Rec Officer, General Manager or nominee, a staff member from the AuSM accounts dept. AuSM Clubs Co-ordinator shall be an ex-officio member of the Club Grants Funds Committee and serve functions of committee secretary.
Quorum:	All members
Meeting Dates:	At least three grant funding rounds per year.
Notice:	Meeting dates set by Executive Council in preceding year
Authority:	Full power and authority to administer the Club Grants budget line item.
Responsibilities:	To administer the allocation of club grant funds.