Rules of Procedure

I INTRODUCTION

1. The following Rules are to be read in conjunction with the constitution of the Australian Mathematical Society, in sequel to be referred to as the Society, and the constitution of ANZIAM, a division of the Society, in sequel to be referred to as the Division.

II NAME, OBJECTIVES AND COMPOSITION OF THE BRANCH

2. The branch shall be called the Victorian Branch of ANZIAM, hereafter to be referred to as the Branch.
3. The objectives of the Branch shall be as for the Division.
4. The Branch shall consist of four classes of Members, namely:
 
(a) Honorary Members, who shall be Honorary Members of the Division;
 
(b) Ordinary Members of the Branch, who shall be those other registered Members of the Division usually resident in Victoria;
 
(c) Institution Members, who shall be those Institutional Members of the Division based in Victoria;
 
(d) Associate Members, who shall be those persons who are not members of the Division.

III OFFICERS AND EXECUTIVE COMMITTEE

5. The Officers of the Branch shall be Honorary or Ordinary Members of the Branch. The Executive Committee shall consist of any class of Members of the Branch, the composition of the Committee to be subject to the provisions of Paragraph 7.
6. The Officers of the Branch shall be a Chair, a Secretary, and a Treasurer.
7. The Executive Committee of the Branch shall consist of the Officers abovementioned, a student representative, the Victorian representative to the national Executive, and at most one representative from each University in Victoria. A University will only not have a representative if no suitable Member is nominated. They shall be referred to as Ordinary Members of the Executive Committee.
8. The Executive Committee shall manage the business of the Branch and shall act to further the objectives of the Branch.
9. The Chair or their nominee shall preside at all meetings of the Executive Committee. At least 40% of the members of the Executive Committee shall constitute a quorum.
10. The Chair shall annually prepare and submit a written report on the activities of the Branch for the Executive Committees of the Branch and the Division.
11. The Secretary shall keep a record of the activities of the Branch and of the Executive Committee and shall do all such things for the use and service of the Branch as appertains to their office.
12. The Treasurer shall collect and receive all funds on account of the Branch and shall deposit the same in an Account established in the name of the Branch. The Officers of the Branch will each be signatories of the Account. The Treasurer shall keep true accounts of the sums of money received and expended by the Branch and shall annually prepare a financial statement for the Executive Committees of the Branch and the Division. The annual financial statement shall be made available to any Member of the Branch on request.
13. All members of the Executive Committee shall act in an honorary capacity.

IV MEETINGS

1. The Executive Committee of the Branch shall organise as it sees fit such meetings, conferences and seminars to advance the objectives of the Branch.
2. Positions on the Executive Committee shall be declared vacant every two years.
3. Any question concerning an alteration of this set of Rules of Procedure shall be decided by a special Ballot of the Members.

15. Where fees are to be charged to cover expenses involved in the organisation and conduct of such meetings, conferences and seminars, Members of the Branch may pay a discounted fee as determined by the Executive Committee.

V BALLOTS AND ELECTIONS

17. The Executive Committee of the Branch shall be elected biennially by Members of the Branch at Annual General Meetings in even years.
18. A Ballot for the abovementioned positions shall be conducted at the Annual General Meeting (AGM) of the Branch in even years.
19. The Returning Officer is to be appointed by the Executive Committee.
20. The Returning Officer shall be responsible for the conduct of Ballots.
21. The Returning Officer shall notify in writing or by email each Member of the Branch of the call for nominations for Officers and Ordinary Members of the Executive Committee; this notification shall be given at least two weeks prior to the AGM of the Branch.
22. Nominations for any or all the Officers and Seats to be filled may be made by any Member at the ensuing election, provided that nominations are received by the Returning Officer prior to or at the Branch AGM. Nominations from the floor at the AGM are valid.
23. The protocol for the operation of all Branch Ballots and elections shall be approved by the Executive Committee.
24. Each Member of the Branch shall have just one vote in respect of each office and each seat to be filled.
25. The Member who receives the highest number of votes for each single Office shall be declared elected.
26. Persons elected as Officers or Ordinary Members of the Executive Committee shall normally take up their respective positions immediately following the AGM or electronic Ballot.
27. The Executive Committee shall decide whether to fill vacancies on the Committee should they occur. Such vacancies shall be filled by appointment by the Committee.
28. In the extraordinary case where no election of Officers or Ordinary Members to the Executive Committee has taken place, the Executive Committee of the Division shall intervene and take whatever action it deems appropriate.

VI AMENDMENT TO RULES