Guild Committees

6.1 General Regulations

6.1.1 Unless otherwise mandated by these Regulations, the officers and members of all Guild committees created by these Regulations are elected by the Guild Council by proportional representation at the first Guild Council meeting in December each year.

6.1.2 Unless otherwise mandated by these Regulations, the executive officer of each Guild committee is elected from amongst the Guild Councillors.

6.1.3 All officers and members of Guild committees will retire from office in each year on the same day that the Guild Council retires.

6.1.4 The holders of all positions for ordinary members on all Guild committees are elected by proportional representation at the March Guild Council meeting in each year.

6.1.5 All positions for ordinary members on all Guild committees are advertised on the official Guild notice board and in the Silver Guilder for at least ten University working days prior to the March Guild Council meeting.

6.1.6 Subject to the contrary directions of the Guild Council, the executive officer of a Guild committee, or if there is no executive officer, the chair, will call all meetings of that particular Guild committee and will determine the times and places of such meetings.

6.1.7 Subject to Regulation 6.2, a decision of a Guild committee must be passed by a simple majority of those present at the meeting.

6.1.8 Except as otherwise provided in these Regulations, the quorum for any meeting of a Guild committee is one-third of the total members of that Guild committee.

6.1.9 If the members are not unanimous upon any question put before the Guild committee at a meeting, the dissenting members may state their views to the Guild Council in a minority report.

6.1.10 The Guild Council may at any time declare vacant the position of any member of a Guild committee other than an ex officio member.

6.1.11 The Guild Council will fill all casual vacancies in the membership of any Guild committee.

6.1.12 The Guild Council has the power to create select committees.

6.1.13 The President is an ex officio member of all select committees.

6.1.14 The Regulations relating to Guild committees apply to select committees created by the Guild Council.

6.1.15 Minutes of Guild committees are passed to the Guild Secretary for inclusion in the following Guild Council meeting agenda.

6.1.16 After the minutes are ratified, all resolutions of the Guild Executive, the Guild Council and subsidiary councils are recorded in a book which is kept by Guild Administration for reference.

6.2 Role of the Chair of a Guild Committee

6.2.1 The chair of the meeting has an ordinary vote and a casting vote.

6.2.2 Except as otherwise provided in these Regulations, the chair of each Guild committee will present an annual report to the Guild Council meeting held in November on the activities undertaken by the Guild committee of which they are chair during the year.

6.3 Role of an Executive Officer of a Guild Committee

6.3.1 The role of an executive officer of a Guild committee is to—

(a) keep the minutes of all proceedings of a Guild committee;

(b) ensure that the minutes of the Guild committee are distributed to all members, and to the Guild Councillors, as soon as practicable after each meeting; and

(c) carry out the instructions of the Guild committee (subject to the authority of the Guild Council).

6.4 ACTIVITIES COMMITTEE

6.4.1 Role

6.4.1.1 Subject to these Regulations and the directions of the Guild Council, the role of the Activities Committee is to—

(a) oversee and make decisions on the content of the program of Guild activities and make recommendations to the President;

(b) oversee the management of the Guild events calendar; and

(c) liaise, where appropriate, with the Student Services Committee, the Tavern Committee and the societies and public affairs councils.

6.4.2 Membership

6.4.2.1 The Activities Committee comprises:

(a) the President;

(b) the Vice-President;

(c) the Societies Council;

(d) the Public Affairs Council;

(e) three Guild Councillors, at least one of whom must be female; and

(f) three ordinary members, at least one of whom must be female.

6.4.2.2 The chair of the Activities Committee is elected by Guild Council at the December meeting of each year from the members of the Activities Committee who are also Guild Councillors.

6.4.2.3 The Activities Officer is the Executive Officer of the Activities Committee.

6.4.2.4 The Activities Officer is a standing invitee to meetings of the committee.

6.4.3 Frequency of meetings

6.4.3.1 The Activities Committee meets monthly during the University semester, or as required.

6.5 CATERING COMMITTEE

6.5.1 Role

6.5.1.1 Subject to directions of the Guild Council, the role of the Catering Committee is to—

(a) report to the Guild Council on ways to improve the catering services provided by the Guild;

(b) control and manage the catering facilities owned, occupied or controlled by the Guild;

(c) control, manage, maintain and preserve the furniture, fittings, goods and chattels connected to the catering facilities owned, leased and used by the Guild;

(d) review the operations of the Catering Committee and report as required to the Personnel Board and the Finance and Planning Committee;

(e) address any criticisms of the catering operations of the Guild;

(f) advise the Finance and Planning Committee on all matters relating to structural alterations and additions to all catering facilities;

(g) for the purposes of Regulation (f), obtain any plans, drawings, reports and expert advice as it considers necessary;

(h) recommend to the Finance and Planning Committee the scale of charges to apply to the services that the catering operation of the Guild provides; and

(i) recommend to the Finance and Planning Committee an annual budget for the catering operation of the Guild.

6.5.2 Powers

6.5.2.1 The Catering Committee has the power to recommend to the Guild Council for approval any rules necessary for the proper conduct of its role.

6.5.2.2 Rules approved by Guild Council under Regulation 6.5.2.1 are included in the Guild Statute Book.

6.5.3 Membership

6.5.3.1 The Catering Committee comprises:

(a) the President;

(b) the Treasurer;

(c) three Guild Councillors, at least one of whom must be female; and

(d) three ordinary members, at least one of whom must be female.

6.5.3.2 The following are standing invitees to meetings of the committee:

(a) the Catering Director;

(b) the Commercial Operations Manager; and

(c) up to two members co-opted at the discretion of the Guild Council.

6.5.3.3 The chair of the Catering Committee is elected by Guild Council at the December Guild Council meeting of each year from amongst its membership. 

6.5.3.4 The Catering Director is the Executive Officer of the Catering Committee.

6.5.4 Quorum

6.5.4.1 The quorum for a meeting of the Catering Committee is three.

6.5.5 Frequency of meetings

6.5.5.1 The Catering Committee meets in every calendar month except December.

6.5.5.2 At least three University working days notice of meetings is given to members.

6.6 DISCIPLINE COMMITTEE

6.6.1 Please refer to Chapter 15.

6.7 FINANCE AND PLANNING COMMITTEE

6.7.1 Role

6.7.1.1 Subject to the authority of the Guild Council, the role of the Finance and Planning Committee is to—

(a) control and manage the buildings occupied or controlled by the Guild;

(b) control and manage, maintain and preserve the furniture and fittings, equipment and chattels owned, leased and used by the Guild;

(c) control and manage all trading concerns operated by the Guild;

(d) control and manage all Guild catering outlets;

(e) set a scale of charges for the hire of available rooms in Guild buildings (unless otherwise specified in these Regulations);

(f) manage the safekeeping and collection procedures of the Guild Art Collection, and manage the implementation of the Guild Art Collection Policy; and

(g) such other matters as Guild Council may from time to time direct.

6.7.2 Powers

6.7.2.1 The Finance and Planning Committee has the power to make rules for the proper conduct of its affairs.

6.7.2.2 The Finance and Planning Committee has the power to create sub-committees as it sees fit.

6.7.3 Membership

6.7.3.1 The Finance and Planning Committee comprises:

(a) the President as Chair;

(b) the Treasurer;

(c) the Vice-President;

(d) the Secretary; and

(e) two Guild Councillors, at least one of whom must be a female.

6.7.3.2 The following are standing invitees to meetings of the committee:

(a) the Managing Director;

(b) the Finance Director;

(c) the Catering Director; and

(d) another person co-opted at the discretion of the Guild Council.

6.7.3.3 A person who is an undischarged bankrupt or has their affairs under liquidation by arrangement with their creditors is not permitted to be, or to continue to be, a member of the Finance and Planning Committee.

6.7.3.4 The Finance Director is the Executive Officer of the Finance and Planning Committee.

6.7.3.5 The President of the Guild is an ex-officio member of all sub-committees of the Finance and Planning Committee.

6.7.3.6 The Finance and Planning Committee provides the Guild Council with details of the membership and the minutes of any of its sub-committees.

6.7.4 Quorum

6.7.4.1 The quorum for a meeting of the Finance and Planning Committee is three.

6.7.5 General Regulations

6.7.5.1 A complete inventory of all property of the Guild is kept in the office of the Finance Director.

6.8 MEDIA COMMITTEE

6.8.1 Role

6.8.1.1 Subject to these Regulations and the directions of the Guild Council, the role of the Media Committee is to—

(a) make recommendations to Guild Council on the adoption of any changes to the Guild Media Policy;

(b) review the activities of the Media Office, and report as required to the Guild Council and the Guild Personnel Board;

(c) manage criticisms of the Media Office;

(d) prepare and present a proposed annual Media Office budget to the Finance and Planning Committee; 

(e) report to the Guild Council on ways to improve the resources available in the Media Office so as to enhance the quality of publications of the Guild;

(f) co-ordinate the activities of the Media Office; and

(g) make recommendations to Guild Council on the appointment, dismissal, directing, counselling or supervision of the Pelican Editor.

6.8.2 Membership

6.8.2.1 The Media Committee comprises:

(a) the President as Chair;

(b) the Guild Vice-President;

(c) two ordinary members at least one of whom must be a female;

(d) the Media Officer;

(e) the Pelican Editor; and

(f) a nominee of the Australian Journalists' Association (WA).

6.8.2.2 The Media Officer is the Executive Officer of the Media Committee.

6.8.2.3 In the event that at any time the position of Media Officer does not exist, the person occupying the nearest equivalent position as determined by the Personnel Board (in its absolute discretion) becomes a member of the Media Committee.

6.8.3 Frequency of meetings

6.8.3.1 The Media Committee may meet as often as required to perform its functions under these Regulations.

6.8.3.2 At least five University working days notice of a meeting is given to members.

6.8.4 Quorum

6.8.4.1 The quorum for the Media Committee is four, and must include the Guild President and the Media Officer (or equivalent under Regulation 6.8.2.3).

6.8.5 General Regulations

6.8.5.1 The Media Officer is responsible for all dealing with incoming correspondence to the Media Committee.

6.8.5.2 After the Media Committee has accepted the minutes of its previous meeting, the Guild Vice-President will present the minutes to the next ordinary Guild Council meeting for ratification by the Guild Council.

6.8.5.3 No decision or determination of the Media Committee has any effect until it is ratified by Guild Council.

6.8.5.4 The Pelican Editor, at all times, has only one vote on the Media Committee irrespective of whether the position is held jointly by two or more persons.

6.8.5.5 If the joint Pelican Editors cannot agree on how to exercise their vote on a particular matter before the Media Committee, the Pelican Editors must abstain from voting on that particular matter.

6.8.6 Media Policy

6.8.6.1 The Guild Media Policy is a guide for the production of publications of the Guild.

6.8.6.2 All members and employees of the Guild involved in the production of publications of the Guild must comply with the Guild Media Policy.

6.8.6.3 The Guild Media Policy includes the following matters:

(a) 'Pelican' as a student newspaper published by students for students;

(b) that the Guild condemns censorship in all areas of expression and supports freedom of speech and expression;

(c) that those criticised in any publication of the Guild have the right of reply in a publication of the Guild;

(d) that the Media Officer and Pelican Editor must—

(i) present all issues on campus in a balanced manner; and

(ii) encourage student contributions to publications of the Guild;

(e) that Pelican, the Guild diary and directory, the orientation handbook and such other publications of the Guild as the Guild Council determines, contain a disclaimer stating that the views contained in the publications are not necessarily those of the Guild or of the Guild Council;

(f) that Guild Council, individual members of Guild Council, other elected officers of the Guild and employees of the Guild will not intervene in the production of publications of the Guild except through the procedures set out in these Regulations;

(g) material will not be published in a publication of the Guild if it is found by the solicitors advising the Guild to be defamatory;

(h) material published in Pelican must be cited as having been written by—

(i) a student of the University who is a member of the Guild;

(ii) an employee of the Guild, the topic of their submission being relevant to the Guild's role in the University community; or

(iii) a fully identified author of the material; and

(i) such other matters as Guild Council determine from time to time.

6.8.7 Pelican Editor

6.8.7.1 In every year, the Guild Council will appoint the Pelican Editor no later than 1 November in the year prior to the term of office of the Pelican Editor.

6.8.7.2 The term of the Pelican Editor is from 1 February to 1 December inclusive.

6.8.7.3 To be eligible to be appointed as Pelican Editor, a person must—

(a) be an ordinary member;

(b) not have nominated for election to any position of the Guild Council, whether that be voting or otherwise in the two years prior to the date of their potential appointment as Pelican Editor;

(c) have been an ordinary member for two years prior to the date of their potential appointment as Pelican Editor or as long as they have been a student of the University, whichever is the shorter; and

(d) not have held the position of Pelican Editor for more than five months previously to the date of their potential appointment as Pelican Editor.

6.8.8 Pelican Editor

6.8.8.1 The role of the Pelican Editor is to—

(a) be responsible for all aspects of the production of Pelican except for the soliciting of advertising and associated activities;

(b) ensure that an edition of Pelican is published once a month during the University year; and

(c) ensure that each edition of Pelican complies with the Guild Media Policy.

6.8.8.2 Subject to Guild Media Policy, the Guild Council may direct, counsel or supervise the Pelican Editor in the performance of their duties.

6.8.8.3 The Pelican Editor will receive a stipend paid fortnightly and set at $16,614 per annum for 2008 for the duration of their term.

6.8.8.4 Increases in the stipend of the Pelican Editor occur only in accordance with federal safety net increases awarded through the Industrial Relations Commission or equivalent body and only when the Guild Personnel Board has confirmed that the Industrial Relations Commission or equivalent body has approved a safety net increase.

6.8.8.5 Any increase in the stipend of the Pelican Editor will take effect in the first pay period following the decision to increase the stipend by the Industrial Relations Commission.

6.8.8.6 The Pelican Editor may resign from the position by giving two months notice to the Guild.

6.8.8.7 Should the office of Pelican Editor become vacant, Guild Council will appoint a person to the position for the remainder of the term of office.

6.8.8.8 In circumstances where dismissal is reasonably justified, the Guild Council may dismiss the Pelican Editor by giving one months notice of dismissal.

6.9 MEMBERSHIP COMMITTEE

6.9.1 Role

6.9.1.1 Subject to these Regulations and the directions of the Guild Council, the role of the Memberships Committee is to develop the membership package of the Guild.

6.9.2 Membership

6.9.2.1 The Membership Committee comprises:

(a) the President;

(b) the Vice-President;

(c) two Guild Councillors, at least one of whom must be female;

(d) two ordinary members, at least one of whom must be female;

(e) the Guild Memberships Officer; and

(f) the Guild Managing Director.

6.9.2.2 The Guild Memberships Officer is the Executive Officer of the Membership Committee.

6.9.3 Quorum

6.9.3.1 The quorum for a meeting of the Memberships Committee is five, two of whom must be Guild Councillors.

6.9.4 Frequency of meetings

6.9.4.1 The Memberships Committee meets as required.

6.9.4.2 At least ten University working days notice of a meeting is given to members.

6.10 STATUTES COMMITTEE

6.10.1 Role

6.10.1.1 The role of the Statutes Committee is to—

(a) draft all proposed amendments or additions to the provisions included in the Guild Statute Book;

(b) consider and report to the Guild Council on proposed amendments or additions to the provisions included in the Guild Statute Book; and

(c) as and when requested by Guild Council or any other bodies, interpret all the provisions included in the Guild Statute Book.

6.10.2 Membership

6.10.2.1 The Statutes Committee comprises:

(a) the Chair of the Guild Council and Statutes Committee;

(b) the President;

(c) three Guild Councillors, at least one of whom must be a female; and

(d) two Ordinary non Councillor Members, at least one of whom must be a female.

6.10.3 Frequency of meetings

6.10.3.1 At least three University working days notice of a meeting is given to members.

6.10.4 General Regulations

6.10.4.1 Any person affected by an interpretation of the Statutes Committee may appeal to the Guild Council within fourteen days of the date of any interpretation.

6.10.4.2 Any person affected by an interpretation of the Statutes Committee relating to Statute 20 may appeal directly to the Senate in accordance with any procedure that the Senate decides and advises.

6.10.4.3 All decisions upon questions of interpretation determined by the Statutes Committee are recorded in an appendix to the Guild Statute Book and are followed as precedents.

6.11 STUDENT CENTRE COMMITTEE

6.11.1 Role

6.11.1.1 Subject to these Regulations and the directions of the Guild Council, the role of the Student Centre Committee is to—

(a) oversee, and make recommendations to the Guild Council with respect to the welfare and education activities of the Guild, particularly the activities of the Education Office and Student Centre; and

(b) liaise, where appropriate, with the Welfare Committee, the Education Council and the Student Services Committee.

6.11.2 Membership

6.11.2.1 The Student Centre Committee comprises:

(a) the President;

(b) the Guild Welfare Officer;

(c) the Education Council President.

6.11.2.2 The following are standing invitees to meetings of the committee:

(a) the Senior Education Officer; and

(b) the Education Officer(s).

6.11.2.3 The Senior Education Officer is the Executive Officer of the Student Centre Committee.

6.11.3 Quorum

6.11.3.1 The quorum for a meeting of the Student Centre Committee is three, one of whom must be a Guild Councillor.

6.11.4 Frequency of meetings

6.11.4.1 The Student Centre Committee meets as required.

6.11.4.2 At least ten University working days notice of a meeting is given to members.

6.12 STUDENT SERVICES COMMITTEE

6.12.1 Role

6.12.1.1 Subject to these Regulations and the directions of the Guild Council, the role of the Student Services Committee is to—

(a) be a forum for enabling communication between various divisions and areas of the Guild; and

(b) oversee orientation activities and any other activities that require co-operation between divisions or areas.

6.12.2 Membership

6.12.2.1 The Student Services Committee comprises:

(a) the President as Chair;

(b) the Societies Council President, or her/his nominee;

(c) the Education Council President, or their nominee;

(d) the Public Affairs Council President, or their nominee;

(e) the Welfare Officer;

(f) the Vice-President; and

(g) four ordinary members at least one of whom must be a female.

6.12.2.2 The following are standing invitees to meetings of the committee:

(a) the Marketing Officer;

(b) the Senior Education Officer;

(c) the Activities Officer;

(d) the Media Officer; and

(e) the Managing Director.

6.12.2.3 The Managing Director is the Executive Officer of the Student Services Committee.

6.12.2.4 In the event that at any time the positions of any of the permanent Guild staff positions, that are specified as standing invitees of the Student Services Committee do not exist, then the person occupying the nearest equivalent position is invited to attend the Student Services Committee.

6.12.2.5 In relation to 6.12.2.4, the nearest equivalent position is determined by the Personnel Board (as set out in the Guild Enterprise Bargaining Agreement) in its absolute discretion.

6.12.3 Quorum

6.12.3.1 The quorum for a meeting of the Student Services Committee is five, three of whom must be Guild Councillors.

6.12.4 Frequency of meetings

6.12.4.1 The Student Services Committee meets as required.

6.12.4.2 At least three University working days notice of a meeting is given to members.

6.13 TAVERN COMMITTEE

6.13.1 Role

6.13.1.1 Subject to these Regulations and the directions of the Guild Council, the role of the Tavern Committee is to—

(a) control, manage, and maintain the furnishings, fittings, goods, and chattels relating to the facilities of the Tavern and which are owned by the Guild;

(b) oversee the operation of the Tavern and report to Guild Council on ways to improve the operations of the Tavern;

(c) address any criticisms of the operations of the Tavern;

(d) report as required to the Personnel Board, Finance and Planning Committee and Guild Council;

(e) advise the Finance and Planning Committee on all matters relating to structural alterations and additions to the Tavern;

(f) with regard to (d), obtain such plans, drawings, reports and expert advice as it may consider necessary; and

(g) recommend to Finance and Planning Committee a scale of charges to apply to the services and goods offered at the Tavern.

6.13.2 Powers

6.13.2.1 The Tavern Committee has the power to make rules and regulations regarding the proper administration of the Tavern, subject to the approval of Guild Council and the laws, regulations and By-Laws under which the Tavern operates.

6.13.3 Membership

6.13.3.1 The Guild Tavern Committee comprises:

(a) the President;

(b) the Guild Treasurer;

(c) three ordinary members at least one of whom must be female; and

(d) two Guild Councillors, at least one of whom must be female.

6.13.3.2 The following are standing invitees to meetings of the committee:

(a) the Manager of the Tavern; and

(b) the Guild Activities Officer.

6.13.3.3 The chair of the Tavern Committee is elected by Guild Council at the December meeting of each year from the members of the Tavern Committee who are also Guild Councillors.

6.13.3.4 The manager of the Tavern is the Executive Officer of the Tavern Committee.

6.13.3.5 The Executive Officer may invite the Director of the Guild Catering Division and the Director of Guild Finance Division to attend meetings as an observer.

6.13.3.6 Guild Council may resolve to co-opt non-voting members to the Tavern Committee as required.

6.13.4 Quorum

6.13.4.1 The quorum for a meeting of the Tavern Committee is three, one of whom must be the President.

6.13.5 General Regulations

6.13.5.1 The chair of the Tavern Committee will report to the monthly meeting of the Finance and Planning Committee on all matters relating to the Tavern.

6.13.5.2 The Tavern must provide, wherever possible, low cost alcoholic beverages to Guild members.

6.14 WELFARE COMMITTEE

6.14.1 Role

6.14.1.1 Subject to these Regulations and the directions of the Guild Council, the role of the Welfare Committee is to—

(a) organise the welfare activities and campaigns of the Guild; and

(b) liaise, where appropriate, with the Guild Education Office and Guild Department Officers.

6.14.2 Membership

6.14.2.1 The Welfare Committee comprises:

(a) the Guild Welfare Officer;

(b) the President;

(c) the Education Council President;

(d) two Guild Councillors, one of whom must be female; and

(e) two ordinary members, at least one of whom must be female.

6.14.2.2 The Guild Welfare Officer is the Executive Officer of the Welfare Committee.

6.14.3 Quorum

6.14.3.1 The quorum for a meeting of the Welfare Committee is three, two of whom must be Guild Councillors.

6.14.4 Frequency of meetings

6.14.4.1 The Welfare Committee meets as required.

6.14.4.2 At least ten University working days notice of a meeting is given to members.

6.15 STANDING COMMITTEE

6.15.1 General Regulations

6.15.1.1 The Guild Council, with the approval of a simple majority of those present and voting at a Guild Council meeting, may establish standing committees designed to assist in achieving the objects of the Guild as stated in Section 2(a) to (d) of Statute 20.

6.15.1.2 Unless the Guild Council specifies otherwise, the President is an ex-officio member of all standing committees.

6.15.1.3 The membership and roles of all standing committees established under these Regulations may be altered with the approval of a simple majority of those present and voting at a Guild Council meeting.