1.0 The Club
2.0 The Executive and General Committee
3.0 Meetings
4.0 Powers of the Club
5.0 Financial Provisions
6.0 Miscellaneous Provisions
This Third Amendment to the Constitution was written and passed at an Annual General Meeting on the 6th of October 2005.
1.1 Name
The name of the club shall be "Rustica".
1.1.1 History
Rustica commenced in 1995 in response to the lack of rural teaching at the University of Tasmania in medicine and other health courses. Three students and two mentors participated in the inaugural NRHN conference in Kalgoorlie WA in August 1995. They had so many ideas and were keen to get the club up and running for 1996. Two significant themes to emerge from the conference were the need to develop a national rural network to link clubs around Australia and to develop a multidisciplinary approach to rural health care.
1.2.1 To act as a unifying force amongst its members with common interests and goals.
1.2.2 To promote early and meaningful exposure to rural practice and lifestyle
1.2.3 To promote the positive aspects of a career in rural practice
1.2.4 To promote exchange of ideas as well as social exchange with students from other university rural clubs via the NRHN (National Rural Health Network).
1.2.5 To promote, within the Faculty of Health Science and to the general public the issues affecting Rural Health.
1.2.6 To support students from rural backgrounds studying within the fields of medicine, nursing, pharmacy and allied health.
1.2.7 To organise social functions, discussion groups, guest speakers, camps and practical clinical skills sessions.
1.2.8 To develop a multidisciplinary approach to rural health and encourage membership of students from other allied health fields.
1.2.9 To liaise with pre-existing rural interest groups and provide student representation at their meetings when appropriate.
1.2.10 To promote Aboriginal and Torres Strait Islander health and cultural issues and support students of Aboriginal and Torres Strait Islander origin studying in the fields of medicine, pharmacy, nursing and allied health.
1.2.11 To assist the University with promoting of rural health career options to rural high school students
Membership is open to all Union members upon payment of the prescribed subscription fee, as determined by the Committee at the end of year handover.
Associate membership is open to all undergraduate (non-union members) and postgraduates in the medical and allied health professions upon payment of the prescribed fee ($22.00). Associate members shall have the same privileges as full members, except the privilege of holding office in the club.
2.1 The entire management of the club shall be departed to the Executive and General Committee of full financial members. These members shall be:
(a) The President
(b) The Vice-President
(c) The Secretary
(d) The Treasurer
(e) National Rural Health Network (NRHN) Senior Representative
(a) The Aboriginal and Torres Strait Islander (ATSI) Representative
(b) The Nursing/Newnham Representative
(c) The Pharmacy Representative
(d) The Rural Clinical School (Burnie) Representative
(e) The Rural High Schools Visits (RHSV) Representative
(f) The Tasmania University Union Societies Representative
(g) The Publications and Media Representative
(h) The Launceston Representative
(i) The NRHN Junior Representative
(j) The Scholarships Representative
2.2 For Medicine, Nursing and Pharmacy years not represented in the Committee will have a member nominated as a contact but will not be part of the Committee.
2.3 All General Committee positions may be held by one or two members in any given year.
2.4 The NHRN Senior Representative must have held the NRHN Junior Representative or a Rustica Executive position for a period of time.
2.5 A Graduate Assistance and Partnership Program Representative will be appointed by the Executive but will not be part of the executive.
2.6 Unless absolutely necessary members may only hold one position in the Committee at any given time.
2.7 Duties and Powers of the Executive and General Committee as a whole: In the absence of a general meeting the executive shall be responsible for the general running of the club. All decisions of the Committee, which relate to the club, must be ratified by a general meeting of the club.
2.8 Duties and Powers of each Executive Committee member:
(a) The President: In the absence of a general meeting and an executive meeting, the President shall have the full executive powers of the club. All decisions made by the President that relate to the club, must be ratified by a general meeting of the club. Shall also:
a. Chair meetings, ensure that all discussion is constructive ; all views are being heard and promote a team environment
b. Organise and attend other meetings as required e.g. with the University Department of Rural Health (UDRH) , or with outside professional organizations.
c. Oversee all activities and events being planned and run by the group, identifying any problem areas.
d. Assists other committee members where necessary.
(b) The Vice-President: Shall exercise the duties and powers of the President in the latter's absence. Primarily involves the co-ordination of all Rustica social and academic activities.
(c) The Secretary: Responsible for keeping records of all the club proceedings, conduct all club correspondence and give due notice of all meetings.
a. Prepare agendas for each meeting and make them available to attendees beforehand.
b. Take minutes of each meeting, recording discussion and decision made.
c. Ensure correspondence is attended to and recorded. This will involve referring letters on to other committee members.
(d) The Treasurer: Shall handle and keep a record of all club finances. They shall present a financial report whenever required by the club. They shall do this at least one time each semester.
a. Liaise with committee members with regard to planned activities and economic needs.
b. Produce a budget for the year.
c. Produce the necessary documents for auditing purposes.
d. Balance books and keep receipts to account for expenditure.
e. Maintain a system for petty cash.
f. Seek new funding sources and sponsorships.
(e) The NRHN Senior Representative: Responsible primarily for liaising with the NRHN.
a. Attend network teleconferences and report back to the committee.
b. Represent the club in any voting or issue requiring comment.
c. Produce club activity reports for the network.
d. Keep the club executive informed of network aims and objectives.
2.9 Duties and powers of each of the General Committee Member : .
(a) The ATSI Representative
a. Shall be responsible in increasing awareness of ATSI health issues to the committee and the general membership.
b. Involvement in the promotion and development of Indigenous Health and cultural awareness content to the general student population and as core curriculum in all tertiary health courses.
c. Liaison with appropriate representative bodies involved in ATSI Issues.
d. Making the Committee aware of activities that provide ongoing support of ATSI students throughout the duration of their degrees.
(b) The Nursing/Newnham Representative
a. Shall be responsible for liaising with the Committee on Nursing activities in Newnham and throughout the state.
b. Shall liaise with the Launceston representative(s) in organising events and activities in the North of the state.
c. Shall chair a sub-committee based in Newnham for the development and initiation of activities and events that affect Nursing students.
d. Shall promote Nursing as an option to High School Students in activities such as Rural High Schools Visits.
e. Provide the Committee with budget proposals and reports of events and activities held in Newnham.
(c) The Pharmacy Representative
a. Shall be responsible for liaising with the Committee on Pharmacy activities in Sandy Bay and throughout the state.
b. Shall liaise with the Tasmania Association of Pharmacy Students (TAPS) in organising and running of activities and events that affect Pharmacy students.
c. Shall promote Pharmacy as an option to High School Students in activities such as Rural High Schools Visits.
d. Provide the Committee with budget proposals and reports of events and activities held for Pharmacy students.
(d) The Rural Clinical School (Burnie) Representative
a. Shall be responsible for liaising with the Committee on club activities in the Rural Clinical School .
b. Shall liaise with the Rural Clinical School on behalf of the club
c. Shall provide an activities and budget proposal for the year.
d. Shall chair a sub-committee based in Burnie for the development and initiation of activities and events that affect health students in the Rural Clinical School .
e. Shall promote health careers as an option to High School Students in activities such as Rural High Schools Visits.
f. Provide the Committee with budget proposals and reports of events and activities held in the North-West.
(e) The Rural High Schools Visits (RHSV) Representative
a. Shall co-ordinate the RHSVs for Tasmania on behalf of the club
b. Shall liaise with the Committee regarding the planning and running of RHSVs around the state.
c. Shall liaise with the UDRH regarding the RHSVs.
d. Shall co-ordinate, liase and assist where possible with organizer of Career's Health Camps, University Open Days and other events and activities aimed at promoting careers in rural health to high school students.
e. Shall liaise with the RHSV representative on the NRHN Council; as well promote a network with other RHSV representatives from other rural health clubs.
f. Shall collate data and reports relating to the above stated events.
(f) The Tasmania University Union (TUU) Societies Representative
a. Shall represent Rustica on the TUU Societies Council at the council meetings and advocate on the club's behalf.
b. Shall liaise with the Committee on issues pertaining to the TUU.
c. Shall work with the Treasurer to prepare documents required for the annual audit.
d. Shall help co-ordinate the club's stall at the Clubs and Society's Day.
e. Shall liaise with the Treasurer in obtaining appropriate funding from the TUU.
(g) The Publications and Media Representative
a. Shall produce at least two issues of the Rambler, the club's newsletter, per year.
b. Shall produce a report to be included in Centaur the Tasmania University Medical Students Society's (TUMSS) annual magazine.
c. Shall co-ordinate the promotion of the club through the maintenance of:
i. Posters and advertisements for events and activities.
ii. Advertising in the TUU's “The Bull”.
iii. Working with the Secretary and Administrator, shall provide e-mail announcements about events and activities.
d. Shall co-ordinate production of display posters to be used at conferences to promote the club.
e. Shall work with the Executive in producing media releases when required.
(h) The Launceston Representative
a. Shall represent Medical students in years 5 and 6 based at the Launceston General Hospital
b. Shall liaise with the Nursing representative(s) in organising events and activities in the North of the state.
c. Shall be responsible for liaising with the Committee on club activities in Launceston.
d. Shall liaise with the Launceston General Hospital on behalf of the club.
e. Shall provide an activities and budget proposal for the year.
f. Shall chair a sub-committee based in Launceston for the development and initiation of activities and events that affect health students in Launceston.
g. Shall promote health careers as an option to High School Students in activities such as Rural High Schools Visits.
h. Provide the Committee with budget proposals and reports of events and activities held in Launceston.
(i) The NRHN Junior Representative
a. Will work together with the NRHN Senior Representative in the Committee.
b. Shall be required to maintain correspondence with the NRHN Council along with the Senior representative.
c. Shall help produce reports for NRHN meetings, teleconferences and newsletters.
d. Shall attend as many teleconferences as possible to get familiarised with the running of the NRHN.
e. The Junior representative will assume the duties of the Senior representative when they are unable to perform their duty.
(j) The Scholarships Representative
a. Shall promote, collate and distribute information regarding rural health and health science scholarships to members and committee
b. Shall keep Scholarships section of webpage updated and current
c. Shall create and maintain an active database of member Scholars, facilitate their interaction and provide support
d. Shall oversee the organisation and execution of the club's Scholarships Night
3.1 Convening Meetings
(a) General Meetings: Monthly general meetings must be held in addition to other meetings of the Club. The dates for these meetings must be determined 2 weeks prior at the Executive's discretion and published on the website.
(b) Annual General Meetings: The Annual General Meeting of the Club shall be held in October. The Executive shall set a date, time and venue. The purpose of the Annual General Meeting shall be:
i. To elect a new Executive and General Committee.
ii. To issue the Club's financial records for the past 12 months.
iii. To hear reports from each executive member.
iv. To accept amendments to the Club's Constitution.
(c) Extra-Ordinary General Meetings: An extra-ordinary general meeting shall be deemed necessary on the request of no less than five (5) full financial members. This request shall be handed to the Secretary in writing, outlining the reasons for the request. The Secretary must call the meeting within twelve (12) days of receiving the request. At the meeting the only issue to be discussed shall be that/those topics to which the request refers.
3.2 Notice of Meetings
(a) General meetings: Notice shall be issued 2 weeks prior to meeting and distributed to all members via website and/or email. Changes to meeting times will require at least seven (7) days notification to the Secretary. The Secretary will then publish the new times at least five (5) days in advance.
(b) Annual General Meetings: Notice shall be given at least seven (7) clear days in advance. Notice shall be given through e-mails and/or posters placed in Clinical School and Medical Sciences buildings and other faculty notice boards as relevant.
(c) Extra-Ordinary Meeting: As per Clause 3.2 (b) Annual General Meetings.
3.3 Notice of Business
(a) General Meetings: Resolution must be handed to the Secretary (in writing) at least two (2) days before the meeting. With the consent of two-thirds of the voting members present at the meeting items can be raised without notice.
(b) Annual General Meetings: Members wishing to move any resolutions at the Annual General Meeting must hand the resolution to the secretary in writing, at least two (2) clear days before the meeting.
(c) Extra-Ordinary Meetings: As per Clause 3.3 (b) Annual General Meetings.
3.4 Voting
Every financial member present shall be entitled to one vote upon every voting matter. Only financial members shall be allowed to vote. No proxy votes shall be accepted for any purpose.
E-mail votes will be permitted for the election of the Executive and General Committee in the instances where members are unable to attend the meeting due to:
(a) Members are at a rural placement.
(b) Members are at a considerable distance from where the meeting is to take place.
(c) Members are hindered by ill health.
(d) A reason considered valid by the executive.
(e) Closing time for email votes will be an hour before the start time of the AGM. All nominations must be received within two business days of the AGM, at which time they will be made available for email voting. Positions with no nominations at this time may still receive nominations until the AGM.
3.5 Quorum
The quorum at all general meetings shall be two thirds (2/3) of the club Committee.
3.6 Subscriptions
The annual subscription shall be set no later than at the end of year handover. A general meeting shall ratify the discussion.
3.7 Expulsion of Members
The Executive and General Committee shall have the power, subject to Clause 3.5 and 6.2, to expel any member from the club for misconduct of a nature opposed to the interests, reputation and objects of the club.
3.8 Regulations
The Executive shall have the power to make such rules and regulations pertaining to the conduct of members of the club, as it shall from time to time deem necessary.
4.1 Censure Motions
The Club in a general meeting shall have the power to pass a resolution censuring the Executive and General Committee.
4.2 No Confidence Motions
The Club in a general meeting shall have the power to pass a resolution of No Confidence in the Executive and General Committee. A majority of the financial members must be present to enact this clause.
4.3 Committee Decisions
The Club in a general meeting shall have the power to overrule any decision of the Executive and General Committee. A majority of the financial members must be present to enact this clause.
5.1 Bankers
The bankers of the Club shall be the Commonwealth Savings Bank of Australia , University Branch. Two of the Treasurer, President or one other nominated executive member excluding the NRHN Senior Representative shall sign all cheques.
6.1 Amendments
These rules may be added to, repeated or amended by resolution at an Annual General Meeting. If the amendment entails the annulment of pre-existing rule the amendment must be passed by two thirds of the financial members present, otherwise the majority shall be one half.
6.2 Sub-Committee
The Executive Committee shall have the power to appoint such sub-committees for any purpose, as it shall decide from time to time. The president shall be ex-officio a member of all such sub-committees. Sub-committee resolutions must be ratified by a general meeting.
6.3 Problems and Complaints Resolution
Any dispute or complaints arising within the club will be dealt with in an expedient manner. There will be an attempt to settle any dispute in an informal setting prior to moving to more formal mechanisms, as outlined below.
The formal procedures for problems/dispute resolutions are:
a. The party claiming that there is a dispute will send to the other a notice setting out the nature of the dispute. A copy of this notice will be given to the President, who will act as mediator. If the president is involved in the dispute then notification will be given to another member of the Executive Committee;
b. The parties will try to resolve the dispute by direct negotiation at a meeting to be called for by the mediator. Both parties will receive at least five (5) days notification for this meeting. The meeting will include, where appropriate, referral of the matter to persons who may have authority to intervene and direct some form of resolution.
6.4 Employment of an Administrator
The executive committee shall have the power to employ an Administrator to assist with the daily running of the club from the Hobart office.
6.4.1 The terms of employment are: casual contract position.
6.4.2 Contract: The Executive shall set the terms of the contract 3 weeks prior to the employee's commencement of duties. Both employee and Executive committee will have the opportunity to read and negotiate the terms of the contract for 1 week from this time. These are to include set procedures relevant to:
- Supervision/Reporting Officer(s)
- Probation Period
- Citizenship and Tax File Number
- Salary and payment procedures
- Tax and Superannuation
- Termination procedures
- Working hours and conditions
The employee and President, Vice President and Treasurer (representing Rustica) will sign the contract at least 1 week prior to commencement of duties. The contract is offered every year for the period of the University's academic year (26 weeks).
6.4.3 The duties to be performed by the Administrator are to be set by the Executive and included with the contract. Duties will change through the course of the year and the Executive reserves the right to change duties accordingly.