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1. Name of Association
1.1. The name of the Association established under this Constitution shall be the Latrobe International Relations Association.
1.2. The Association may be referred to as LIRA.
1.3. The Association logo shall be the logo set out in the first Schedule to this Constitution (Schedule A).
2. Mission Statement
2.1. To enhance and facilitate the study of international relations, and any other related studies, by providing academic and professional development as well as providing a positive on-campus experience through social events and networking opportunities.
2.2. At all times LIRA must be, and be seen to be, apolitical.
3. Objectives
3.1. The objectives of the Association shall be to:
3.1.1. Academia
3.1.1.1.Organize extra-curricular academic and social events and programs for both undergraduate and post-graduate students in the Bachelor of International Relations degree.
3.1.1.2.Promote the academic study of international relations both internally and externally to La Trobe University.
3.1.1.3.To create or encourage forums which foster debate and discussion on relevant international relations issues.
3.1.1.4.Host speaking events in association with other related organizations, with prominent members of the global international relations community.
3.1.1.5.Liaise with other International Relations Societies, Associations and other such bodies and adopt or incorporate, as is deemed appropriate, the recommendations and activities of such bodies.
3.1.1.6.Assist students by providing information and advice regarding Bachelor of International Relations subjects, major streams and course structure.
3.1.2. Careers
3.1.2.1.To facilitate a social setting for those studying international relations, and related studies, to further the enjoyment of study and allow them to interact with future colleagues and/or employers.
3.1.2.2.Provide information about graduate programs relevant to international relations and related studies.
3.1.2.3.To provide information on the diverse opportunities within or associated to the study of international relations.
3.1.2.4.Provide and facilitate career events geared to informing students of careers relevant to international relations.
3.1.2.5.Build relationships with potential future public and private employers and provide students with information regarding relevant volunteer, placement and career opportunities.
3.1.3. Activities
3.1.3.1.To host and facilitate activities that will create an atmosphere on campus conducive to providing opportunities for students interested in international relations to come together to share ideas and interests.
3.1.3.2.To facilitate the interaction of international relations students, across all year levels, in order to support and enhance the academic learning environment and the transmission of ideas.
3.1.3.3.Host social gatherings between students, academics and other staff relevant to the study of international relations.
3.1.3.4.Organize entertaining events relating to international relations for and by the student body at La Trobe, as well as the general public.
3.1.3.5.To provide an Alumni service to maintain and facilitate contact between past students and current students.
3.1.4. University
3.1.4.1.To serve as a liaison between the administration and faculty of International Relations and the members of LIRA.
3.1.4.2.Evaluate and act as a student advocate for any changes relating to the Bachelor of International Relations, by monitoring study conditions including the general quality, assessments within the courses and address the need for particular subjects, in order to improve academic development.
4. Definitions
For the purposes of this Constitution, the following terms shall mean:
Association: The La Trobe University International Relations Association.
Bachelor of International Relations: shall be defined as the undergraduate course “Bachelor of International Relations” provided by La Trobe University, Bundoora, course code BIR.
Conflict of interest: refers to any action, position or behaviour which will inhibit the Executive member’s ability to fulfil their role. Examples include; commitment clashes if a member becomes the President of two societies, exchange or personal circumstances.
Faculty and Faculty of International Relations: Refers to the Bachelor of International Relations Co-ordinating staff within the School of Social Sciences at La Trobe University.
General Meeting: Refers to a meeting of the Executive and the General Committee.
The spirit of the Association: refers to the Objectives outlined in Section 3, interpreted in light of the Mission Statement in Section 2.
International relations: includes, but is not limited to, the Bachelor of International Relations and any related studies which the Executive deems relevant and includes in Schedule C.
Simple majority: One half (50%) of the present and voting members (with voting rights) plus one (1) where an abstention is not counted as a vote.
5. Membership
5.1. The Members of the Association shall consist of Ordinary Members, Associate Members and Honorary Life Members as follows:
5.1.1. Ordinary Members
5.1.1.1.All students enrolled in the Bachelor of International Relations shall automatically be deemed Ordinary Members of the Association.
5.1.1.2.All other students enrolled in a relevant undergraduate and postgraduate course at Latrobe University shall be deemed Ordinary Members of the Association upon completion of the application process.
5.1.1.3.The Executive, by 2/3 majority at an Executive Meeting, may decide to determine charges for an annual subscription fee for membership.
5.1.1.3.1.The Executive are not bound to charge a fee.
5.1.2. Associate Membership
5.1.2.1.Associate Membership may be conferred on persons not enrolled in the Bachelor of International Relations at La Trobe University.
5.1.2.2.Associate Members can be;
5.1.2.2.1.Current or past academic staff of La Trobe University or
5.1.2.2.2.Any person whom the Executive at a Committee Meeting, by a two thirds (2/3) majority of those present, has conferred honorary life membership.
5.1.2.3.Associate Members are non-voting and cannot be elected to hold any position on the Executive Committee, with the exception of the Executive committee position of Information Technology Officer.
5.1.3. Honorary Life Membership
5.1.3.1.Honorary Life Members shall consist of past or present Members of the Association at the University on whom the Association in an Executive Committee Meeting has conferred honorary life membership by a two thirds (2/3) majority of those present.
5.1.3.2.All Honorary Life Members shall be named and listed in Schedule B.
5.2. All Members shall abide by this Constitution.
5.3. All Members have the right to attend any General Meeting.
5.4. Only Ordinary Members and Executive Members may vote at General Meetings.
5.5. Revocation of Membership
5.5.1. Any member who;
5.5.1.1.breaches Section 4.2 or
5.5.1.2.breaches any regulations or rules or
5.5.1.3.may jeopardise the spirit of the Association
shall, if determined by the Executive at a Committee Meeting by a two-third (2/3) majority, have their membership revoked.
5.5.2. The Executive reserves the right to review and decline any membership application if it is deemed that potential members may violate any part of Section 5.5.1. by a two-thirds (2/3) majority vote by the Executive in a Committee Meeting.
6. Annual General Meeting
6.1. The Executive shall convene an Annual General Meeting (AGM) within six weeks prior to the last academic day in second semester each year.
6.2. The AGM must be held on the University campus.
6.3. The ordinary business of the AGM will be:
6.3.1. To confirm the minutes of the preceding AGM and any general meeting held since that meeting;
6.3.2. To receive from the President reports on the Association’s activities during the preceding year;
6.3.3. To receive from the Vice-President (Finances) a report on the Association’s finances over the preceding year;
6.3.4. Appoint a new Executive as fair winners of the Association’s Elections pursuant to section 12;
6.3.5. To amend this Constitution if necessary.
6.4. Notice of the AGM must be reasonably advertised at least fourteen (14) days prior to the meeting and the notice must specify:
6.4.1. When and where the meeting is to be held.
6.4.2. Any proposed amendments to the constitution must be given to the Vice-President (Administration) at least seven (7) days prior to the meeting.
6.5. Where there is an Executive position not filled at the election, the Ordinary Members shall, by 2/3 majority, elect a person to that position.
6.6. The Vice-President (Administration) shall at least seven (7) days prior to the meeting post written notice of:
6.6.1. Particulars of the business to be transacted at the General Meeting;
6.6.2. The intention to propose any motion to amend this Constitution and the particulars of such proposed motion.
7. Quorum and Procedure at General Meetings
7.1. The Executive shall, within twenty one (21) days of receiving a written request from at least three (3) Executive Members, convene a General Meeting of the Association’s Members. The Executive Members making a request under this section shall:
7.1.1. Specify in the request the purpose for which the Meeting is required;
7.1.2. Sign the request;
7.1.3. Serve the request upon the Vice-President (Administration).
7.2. If the Executive fails to convene a General Meeting within twenty one (21) days as referred to under Section 6.1, the Executive Members who made the request may convene a General Meeting.
7.3. The quorum at all General Meetings shall be equivalent to one half (50%) of the total number of Members or fifteen (15) Members, whichever is less.
7.4. If within one (1) hour from the time appointed for the meeting a quorum is not present the Chair shall postpone the meeting for at least seven (7) days but no more than twenty one (21) days.
7.5. Only Executive and Ordinary Members may vote at a General Meetings.
7.6. All Members shall have one (1) equal vote.
7.7. There shall be no voting by proxy at any Meeting of the Association.
7.8. A resolution, other than a resolution to amend this Constitution or remove an Executive Member from office, shall be passed by a simply majority.
7.8.1. A resolution to amend this Constitution shall be passed by two thirds (2/3) majority of the Members voting.
7.9. Subject to Section 7.8.1, votes shall be determined by a show of hands;
7.9.1. Any voting Member can put forward a procedural motion for a secret ballot for any motion other than a Constitutional amendment.
7.10.The Chairperson at all General Meetings may put motions from the Chair.
7.11.The President shall be the Chairperson at all General Meetings, or in his/her absence, the next Vice-President in the order listed under Section 8.3.
7.12.Where no Vice-President is able to Chair the Meeting, the Meeting will be automatically postponed for one (1) week.
7.13.The President, or their legitimate replacement, shall have the casting vote in the event of an equal Faculty of votes on any question.
7.14.Notwithstanding section 7.11, any of the persons specified in that section may waive their right to act as chairperson at any meeting.
7.15.Subject to this Constitution, General Meetings shall be conducted in accordance with such procedure as the Executive Committee may provide.
8. Composition of the Committee
8.1. The Executive and General Committee shall consist of the Elected Members.
8.2. The Executive shall be primarily responsible for giving effect to the Objectives of the Association, as outlined in Section 3, and do so in light of the Mission Statement in Section 2.
8.3. The Committee shall consist of the following Elected Office-Bearers:
The Executive
8.3.1. President;
8.3.2. Vice-President (Finance);
8.3.3. Vice-President (Administration);
8.3.4. Vice-President (Extra-Curricular Activities);
8.3.5. Vice-President (Careers);
8.3.6. Vice-President (Education);
8.3.7. Vice-President (Marketing & Publications);
8.3.8. Information Technology Officer
The General Committee
8.3.9. Extra-Curricular Activities Officer (Social)
8.3.10. Extra-Curricular Activities Officer (Competitions);
8.3.11. Careers Officer (General)
8.3.12. Careers Officer (Guide Officer)
8.3.13. Publications Officer (Templates)
8.3.14. Publications Officer (Editor)
8.3.15. Education Officer
8.3.16. First Year Representative Officer
8.3.17. Second Year Representative Officer
8.3.18. Third Year Representative Officer
8.3.19. Arts (Politics) Representative Officer
8.3.20. Development Studies Representative Officer
8.3.21. Asian Studies Representative Officer
8.3.22. LIRA Alumni Officer
8.4. Executive members who become aware of any actual, potential or perceived conflict of interest must, in writing, inform the President of such conflict.
8.4.1. In the event that a conflict of interest is discovered, the Executive member will;
8.4.1.1.Provide written notice of their intention to resign from their position and ensure it is received by all Executive at least three (3) months within accepting their role.
8.4.1.2.Present a report of all work completed and update their position description.
8.4.1.3.Organise an Executive Meeting to decide whether the position should go to open election or whether a General Committee Officer is eligible for promotion to Executive.
8.5. Any Executive member who is deemed, by one half (50%) plus one (1) members of the Executive at a duly convened Executive Meeting, to have breached either 8.2 or 8.5 shall be liable to lose executive benefits at the discretion of the Executive.
8.6. Elected Office-Bearers shall hold office from the date of the AGM immediately after their election until the date of the AGM in the following year.
9. Powers of the Executive
9.1. The Executive, by two thirds (2/3) majority, shall have the ability to appoint any sub-committees or individual officers as it sees necessary to fulfil the objectives of the Association as outlined in Section 2. Sub-committees and officers must be appointed according to the procedure in Section 11 of this Constitution.
9.2. Subject to this Constitution, and only for the purposes of satisfying Section 2, the Executive may:
9.2.1. Open and operate bank accounts;
9.2.2. Invest the Association’s money;
9.2.3. Coordinate and seek Sponsorship for the Association;
9.2.4. Enter into any necessary contracts in order to satisfy the Objectives set out in Section 3.
9.3. The Executive shall deal with membership disputes and act as a grievance body for any general Association disputes. The Executive may refer disputes to a General Meeting of the Association.
9.4. All assets and property of the Association shall be vested in the Executive. These assets shall be dealt with in such a manner as is directed by the Members at a General Meeting, or in the absence of direction, in a manner deemed by the Executive as necessary for the fulfilment of Section 2 of this Constitution.
9.5. Where the Executive fails to hold an AGM within two (2) weeks after the last day of the academic year, all assets and property shall be held in trust by the Faculty until a duly convened AGM has been held.
9.6. If after a period of twelve (12) months, from the time when the AGM should have been held there has still not been an AGM, the assets and property of the Association shall become the property of the Faculty.
9.7. Personal details of Members gathered by the Executive must be used only for the purposes outlined in Section 2 of this Constitution. The Executive may not distribute any Membership lists, e-mail addresses or other contact details.
9.8. The Executive may affiliate or disaffiliate with any Club or Association that the Executive deems appropriate to satisfy Section 2 of this Constitution
9.9. The Executive, where the Association’s budget allows, may allocate to the individual Executive Members one (1) ticket to each of the Association’s social events.
10. Quorum and Procedure at Executive Committee Meetings
10.1.The President may at any time convene an Executive Meeting.
10.2.The President must give at least five (5) days notice of an Executive Meeting.
10.3.The President must convene at least six (6) Executive Meetings between the AGM of his/her appointment and the last academic week in semester one (1), and at least five (5) Executive Meetings between that week and the following AGM.
10.4.The President shall, within seven (7) days of receiving a written request by at least two (2) Members of the Executive, convene an Executive meeting.
10.5.If the President fails to notify the Executive of a requested Executive Meeting, the Members requesting the Meeting may convene an Executive Meeting.
10.6.The President shall be the Chairperson of all Executive Meetings. Where the President is unable to Chair he/she may appoint another Chairperson.
10.7.Four (4) Executive Members of a duly convened Executive Meeting shall constitute a quorum.
10.8.Executive Meetings shall be open to all Members of the Association.
10.9.At Executive Meetings only Executive Members may have speaking or voting rights.
10.10. Any motion in front of the Executive must be proposed, seconded and given reasonable opportunity for discussion prior to a vote of the Executive.
10.11. A resolution by the Executive Members present shall be passed in the affirmative by a simple majority of votes through a show of hands.
10.12. The Executive may allow for resolutions to be debated through the use of e-mail, but no resolution may be validly voted upon through e-mail.
10.13. There shall be no proxy voting at an Executive Meeting.
10.14. Motions may be put from the Chair.
10.15. Subject to this Constitution, Executive Meetings shall be conducted in accordance with such procedures as the Executive may provide.
10.16. In the event that the President does not call an Executive Committee Meeting when some Executive members deem a meeting to be necessary, the following procedure must be followed if an Executive Committee Meeting is to be called;
10.16.1. At least three (3) Executive members must concede that an Executive Meeting is necessary.
10.16.2. They must inform the Vice-President (Administration) of their intention to call the meeting and include the agenda of the meeting occur which the Vice-President (Administration) will distribute too all Executive members within two(2) weeks of the proposed Executive Committee Meeting date.
10.16.3. The three (3) or more Executive Members who call the Executive Meeting must organise the place, date, time and equipment for the meeting.
11. Unspecified Sub-Committees and other Appointed Officers
11.1.For the purposes of section 11:
11.1.1. The ‘Cabinet’ is defined as: the President and the two Vice-Presidents.
11.1.2. The ‘Relevant Executive member’ is defined as: the Executive member(s) responsible for the portfolio in aide of which the subcommittee is being appointed.
11.1.3. In circumstances where the Cabinet plus the Relevant Executive Member equals an even number of Executive Members, the ‘Cabinet’ shall be defined as: the President, the three Vice-Presidents and the Vice-President (Administration).
11.2.Unless otherwise stated in this Constitution, the Executive shall appoint an Executive Member to Chair a sub-committee. That Chairperson is responsible for the activities of that Sub-Committee and must report to the Executive on its activities.
11.3.Sub-Committees must be appointed according to the following procedure:
11.3.1. The Vice-President (Administration) shall reasonably advertise for a call for nominations to that Sub-Committee;
11.3.2. The advertisement must state the purpose of the Sub-Committee, the number of positions and the expected responsibilities of the members of that Sub-Committee;
11.3.3. Nominations shall be left open for no less than seven (7) days;
11.3.4. Nominations must be submitted to the Vice-President (Administration) in writing.
11.3.5. The Cabinet and the Relevant Executive Member shall be responsible for appointing legitimate nominees into the positions of the sub-committee.
11.3.6. The sub-committees must be appointed as soon as practically possible after the close of the nomination period.
11.3.7. Where there are no nominations for a Sub-Committee, the Relevant Executive Member, in consultation with the Cabinet, may appoint and Ordinary Member into the required positions of the Sub-Committee.
11.4.The Appointed Officers must be appointed according to the procedure outlined in Section 11.3
11.5.Appointed Officers are not to be regarded as Executive Members.
11.6.Appointed Officers may, at the discretion of the Executive, be eligible to receive any of the benefits conferred upon Executive Members.
12. Executive Committee Elections
12.1.Only Ordinary Members and Executive Members shall vote in elections for the Executive;
12.2.Only Ordinary Members and Executive Members may stand for election to the Executive;
12.2.1. Ordinary members and Executive members may not stand for an executive position they have already held in previous years, except the Information Technology Officer.
12.2.2. Any Executive member who wishes to stand for another executive position may do so if they;
12.2.2.1. provide a presentation to the Executive Committee Meeting stating why they should be considered for another Executive positions.
12.2.2.2. submit a formal application which will be distributed to all member seven (7) days prior to the Executive decision to include the member in elections.
12.2.2.3. are prepared to campaign for inclusion in the next election.
12.3.Elected Office-Bearers shall be elected as follows:
12.3.1. Within seven (7) days of the beginning of the second semester of each academic year the Executive must appoint a Returning Officer, who:
12.3.1.1. Shall count the ballot;
12.3.1.2. May supervise, or nominate a supervisor, of the ballot;
12.3.1.3. Shall not be an Executive Member or an Ordinary Member.
12.3.2. Within twenty eight (28) days of the beginning of the second semester of each academic year the Executive must hold a ballot on four (4) days, which:
12.3.2.1. Must be on a Monday, Tuesday, Wednesday and Thursday;
12.3.2.2. Must be held between the hours of 10am and 3pm;
12.3.2.3. Must be held as near as practically possible to the Faculty building.
12.3.3. Within seven (7) days of the appointment of the Returning Officer the Vice-President (Administration) must reasonably advertise for the call of nominations for positions on the Executive, which:
12.3.3.1. Must be signed by the nominee, and;
12.3.3.2. Signed by two (2) Ordinary Members.
12.3.4. A Member may nominate for one (1) Executive position only.
12.3.5. Nominations must close at least seven (7) days prior to the ballot.
12.3.6. There shall be no postal voting in the ballot.
12.4.If an Executive position is not nominated for, that position must kept open until the AGM whereupon a person shall be elected as outlined in Section 5.6.
12.5.Where, after the AGM, an Executive position is still not filled, that Executive position must be filled pursuant to Section 6.5.
12.6.The regulations governing the conduct of the elections shall be determined by the incumbent Executive.
12.7.The newly elected Executive shall not assume status until the AGM.
12.8.The newly elected Executive shall attend Executive Meetings and communicate with the incumbent Executive until the AGM.
12.9.In the event that two nominees for a position receive an equal number of votes, the number of votes they receive for their second preference will be compared and the higher of the two will receive the position.
12.9.1. In the event that 12.9 results in an equal number of votes, the procedure in 12.9 may be repeated for the third and final preference of the two nominees.
12.9.2. In the event that 12.9 and 12.9.1. results in an equal number of votes, the two candidates will be presented to the Executive Council who will determine who will fill the coveted position, by a two-thirds (2/3) majority vote.
12.9.3. In the event that a person is excluded from their preferences, but has such a high number of votes to be included in the Executive, they, along with any other potential members, will be given alternative choices to choose from.
12.9.3.1. If the potential member/s is not satisfied with the available choices then the positions will be made available for another open election, which will follow general election procedure outlined in Section 12.
13. Vacancies and Dismissal
13.1.A vacancy shall occur in the position of an Executive Member where that Member:
13.1.1. Dies or is permanently incapacitated by mental or physical ill-health;
13.1.2. Resigns by notice in writing to the Vice-President (Administration);
13.1.3. Ceases to be an Ordinary Members, or;
13.1.4. Is dismissed pursuant to Section 13.5 of this Constitution
13.2.In the event of a vacancy in the first semester of the academic year the Executive shall appoint the person who nominated for that position at the previous election and achieved the second highest number of votes.
13.3.In the event of a vacancy in the second semester of the academic year the Executive shall appoint the person successfully elected to that position at the most recent election.
13.4.Where there is no person identifiable under section 13.2 or 13.3 the Executive shall appoint an Executive Member pursuant to Section 12.4 of this Constitution.
13.5.An Executive Member may by dismissed, for any particular reason, only at a General Meeting, where:
13.5.1. A two thirds (2/3) majority of the Executive vote for that dismissal, and;
13.5.2. The reason for dismissal is associated with that Executive Member acting contrary to this Constitution or the general interest and good faith of the Association or where that Executive Member has been disciplined by the University for any reason.
13.6.An Ordinary Member may be dismissed, for any particular reason, only at a General Meeting, where:
13.6.1. A two thirds (2/3) majority of the Members vote for that dismissal, and;
13.6.2. The reason for dismissal is associated with that Member acting contrary to this Constitution or the general interest and good faith of the Association.
13.7.Any Executive member who is deemed, by one half (50%) plus one (1) members of the Executive at a duly convened Executive Committee Meeting, is deemed to have acted contrary to the good faith of the Association or the Executive shall be liable to lose executive benefits at the discretion of the Executive.
14. Constitutional Amendments and Interpretations
14.1.This Constitution may be repealed at a General Meeting where:
14.1.1. Any amendment has the affirmative vote of:
14.1.1.1. A two thirds (2/3) majority of the Executive, and;
14.1.1.2. A two thirds (2/3) majority of the Members.
14.1.2. Seven (7) days notice, in writing, is given to the Vice-President (Administration) prior to the Meeting outlining any proposed changes.
14.1.3. All other procedures pursuant to Section 5 and 6 and 7 are followed.
14.2.The Executive shall interpret this Constitution based on the form and substance of the written document.
14.3.Any amendment becomes effective immediately upon passing any resolution pursuant to Section 14.1.
15. Dissolution of the Association
15.1.The Association may be dissolved through a two thirds (2/3) majority at an AGM only.
15.2.Upon dissolution, all assets and property of the Association shall become the property of the Faculty.
Schedule A
- Below is the adopted logo of LIRA.
Schedule B
- The life members of the Association are:
Schedule C
- La Trobe Studies relevant to International Relations have previously included;
- Arts (Politics Major)
- Development Studies
- Asian Studies
- Legal Studies
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