(ii)
the names of Committee Members present at a Committee Meeting and Annual General Meeting; and
(iii)
all proceedings at Committee meetings and Annual General Meetings.
(c)
ensure the minutes of proceedings at Committee meetings are signed by the chair of the meeting or by the chair of the next meeting. The signature of the chair may be affixed by electronic means.
(d)
ensure the approved minutes are published to the Committee as soon as practicable after each committee meeting.
(e)
ensure the College is provided with copies of all financial statements and records, books and documents of the Committee, and ensure the College keeps custody of such documentation for at least seven years after transactions covered by the records are completed. Records are to be submitted to the College Archives yearly.
(f)
provide Members with access to minutes of the Annual General Meetings or other books and documents when requested; and
(g)
oversee inductions of new Committee Members.
16.
Treasurer
16.1
The Treasurer must: (a)
ensure all monies belonging to the ESU are collected and received, and that all payments authorised by the Committee are made; and
(b)
keep true and accurate books and accounts showing the financial affairs of the ESU, including full details of all receipts and expenditure connected with the activities of the ESU; and
(c)
present a written report at the Annual General Meeting.
16.2
When a vacancy arises for an independent auditor, the Treasurer shall submit alternatives from which the Committee Members shall choose.
17.
Committee Meetings
17.1
The Committee will meet as often as is necessary to conduct its business. A minimum of four (4) meetings must be held annually, convening at least once a school term.
17.2
The quorum at a meeting of the Committee will be sixty (60) percent of total Committee Members.
17.3
The Committee may grant a Committee Member leave of absence from Committee meetings for a period not exceeding three months. Any Committee Member absent from three (3) consecutive meetings, shall cease to be a Committee Member and the vacancy shall be filled by the Committee.
17.4
Committee Meetings will be scheduled for the year and notice of the meetings shall be provided to every Committee Member at the beginning of each calendar year and no later
PLC Sydney Ex-Students’ Union Constitution (v.2021)
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