1

Geological Society of Australia Incorporated Procedure Guide

As approved by the GSA Executive on 4 July, 2013

Table of Contents 1. Introduction .................................................................................................................. 3 2. Governance Structure................................................................................................... 3 3. Governing Council ....................................................................................................... 3

3.1 Status, Responsibilities and Delegation 3 3.2 Election of the Governing Council 3 3.3 Division Rotational Model 3

4. Office Bearers of the Governing Council .................................................................... 4 5. Executive Committee ................................................................................................... 4 6. Roles and Responsibilities ........................................................................................... 4

6.1 President of the Society 4 6.2 Secretary of the Society 4 6.3 Treasurer of the Society 5 6.4 Journal Editor 5 6.5 Public Officer of the Society 6

7. Standing Committees ................................................................................................... 7 7.1 Finance and Risk Committee 7 7.2 Chair Finance and Risk Committee 7 7.3 Governance Committee 7 7.4 National Awards Standing Committee 8 7.5 Chair National Awards Standing Committee 8 7.6 Geological Heritage Standing Committee 8 7.7 National Convenor, Geological Heritage Standing Committee 8 7.8 Australian Stratigraphy Commission 9

8. Divisions: Governance & Delegated Authority ......................................................... 10 8.1 Division Chair and Deputy-Chair 10 8.2 Division Secretary 10 8.3 Division Treasurer 11 8.4 Division Newsletter Editors 11

9. Branches ..................................................................................................................... 12 9.1 Branch Chair and Deputy-Chair 12 9.2 Branch Secretary 12 9.3 Branch Treasurer 12

10. Specialist Groups ....................................................................................................... 12 10.1 Specialist Group Chair and Deputy Chair 12 10.2 Specialist Group Secretary 13 10.3 Specialist Group Treasurer 13

2

11. Non-Office Bearer Roles............................................................................................ 14 11.1 Technical Editor: The Australian Geologist (TAG) 14 11.2 Production Editor: The Australian Geologist (TAG) 14 11.3 Managing Editor: The Australian Geologist (TAG) 14

12. Members..................................................................................................................... 14 12.1 Member Rights 14 12.2 Member Benefits 14

13. Central Business Office.............................................................................................. 15 13.1 Chief Executive Officer 15 13.2 Grant Fees 16

14. Company Members .................................................................................................... 16 15. Affiliated Associations............................................................................................... 17 16. Fares for Governing Councillors................................................................................ 17 17. Awards ....................................................................................................................... 17

17.1 F. L. Stillwell Award 17 17.2 W. R. Browne Medal 18 17.3 S. W. Carey Medal 18 17.4 Joe Harms Medal 19 17.5 D. I. Groves Award 20 17.6 E. S. Hills Medal 20 17.7 A. E. Ringwood medal 20 17.8 Travel Assistance for Recipients of Society Awards 20

18. Fellow of the Society ................................................................................................. 20 19. Policies and Strategies................................................................................................ 21 20. Standing Instructions and Procedural Guides ............................................................ 21 21. Code of Ethics ............................................................................................................ 21 22. Publications ................................................................................................................ 21 23. Subscriber................................................................................................................... 22 24. Exemption from Membership Fees............................................................................ 22 25. Meetings..................................................................................................................... 22

25.1 General Meetings and Annual General Meetings 22 25.2 General Meetings 22 25.3 Governing Council Meetings 22 25.4 Executive Committee Meetings 22 25.5 Divisional and Branch Meetings 22 25.6 Specialist Group Meetings 23 25.7 Voting 23 25.8 Society Events 23

(a) Convention 23 (b) Rotational Roster 23

25.9 Symposia, Conferences, Field Trips and Workshops 24 25.10 Event Reporting 24

3

1. INTRODUCTION

The following Procedures of the Geological Society of Australia Inc (GSA), were approved by the GSA Executive on 4 July, 2013. They give operational effect to the proposed new Rules of GSA, which will be submitted for 75% approval by the members of the Society at its Annual General Meeting on 13 August, 2013. They will replace the existing GSA Procedures of July 2006, provided that the new Rules are approved. Subject to approval of the new Rules, these Procedures may then be amended, as required, by a majority decision of the Governing Council. In the event that sections of these Procedures are inconsistent with, or contradict the Rules of the GSA, the Rules take precedence.

2. GOVERNANCE STRUCTURE

The GSA governance structure consists of the following: Governing Council Executive Committee Chief Executive Officer (CEO) Divisions and Divisional Committees Specialist Groups and Specialist Group Committees Standing Committees

The administration of the GSA is managed by the CEO through the Central Business Office (CBO).

3. GOVERNING COUNCIL

3.1 Status, Responsibilities and Delegation (a) The Governing Council (Council) is the highest level decision making body

within GSA, with ultimate responsibility for its overall operational, financial, legal and strategic policies and decisions. It is an elected body, which meets regularly throughout the year, as determined by the Rules, and replaces the Council of GSA, which met once every two years. It is required to report to members annually.

(b) The Rules provide for the Council to delegates authority and powers to the Executive Committee, Divisions, Specialist Groups, Standing Committees and the CEO and staff of the GSA.

3.2 Election of the Governing Council The Rules provide for election of the Council, based on elections every two years and terms of service limited to four consecutive years. The election model aims to maintain a balance of five elected General Councillors, representing the entire membership, and four Divisional representatives, it also provides for the possibility of appointment to the Council, if required. To ensure that Divisional representatives are uniformly spread over the eight Divisions over an eight-year cycle, the 2012-2014 Executive Committee approved the following rotational model. 3.3 Division Rotational Model This model is based on the principle that the four Divisional representatives on Council, for any one two-year term, should collectively be as representative as possible of the wide variation in the geography, membership numbers, and composition of our eight Divisions. The Divisions have been classified as follows (based on membership numbers in 2012):

(a) Large membership (WA: 523; NSW: 426; Qld: 416; Vic: 296); Medium (SA: 202; ACT: 182) and Small (Tas: 117 and NT: 29);

(b) Resource-oriented States: WA, Qld, SA and NT; (c) Non-resource/mixed economy: NSW; Vic; ACT; and Tas.

4

These categories have then been considered according to the following criteria: that two resource-oriented and two non-resource-oriented (or mixed economy) Divisions should be represented at any one time; that two Divisions in each of those two categories should be geographically separated, if possible; and that the mix of large, medium and small Divisions results in approximately equal representation of membership numbers in each two year term. Order: The above criteria have resulted in the following order of representation and membership numbers over eight years before the cycle repeats on eight-year cycles: Term 1 (2014-2016) Term 2 (2016-2018) Term 3 (2018-2020 Term 4 (2020-2022) VIC WA NSW QLD ACT NT TAS SA WA NSW QLD VIC NT TAS SA ACT 1030 Members 1095 Members 1161 Members 1096 Members

4. OFFICE BEARERS OF THE GOVERNING COUNCIL

(a) The Governing Council is made up of General Councillors and Divisional Councillors in accordance with the Society Rules.

(b) The Secretary and Treasurer are either General Councillors, or Divisional Councillors and are elected to the roles by the Governing Council..

(c) The President is either a General Councillor, or Divisional Councillor and is elected to the role by the Governing Council.

5. EXECUTIVE COMMITTEE

The Executive Committee consists of the Office Bearers of the Governing Council and also the Immediate Past President, to ensure continuity of corporate knowledge. It is delegated with the authority to implement and manage those affairs of the Society and exercise those functions as are resolved by the Governing Council. It will be required to supervise and work with the CEO to ensure that the day-to-day operations of the Society are in accord with objects, strategies and values as outlined in the Rules and as determined by the Governing Council, and that they follow best practice for a not-for-profit professional organisation. The Executive Committee is required to report to the Governing Council on a regular basis and as determined by the Governing Council.

6. ROLES AND RESPONSIBILITIES

6.1 President of the Society (a) The President of GSA is a member of Council, is elected by the members of

Council in accordance with the Rules, and is the most senior Office Bearer of the Society.

(b) The President is the public face of the GSA and works closely with the CEO and members to promote the Society to the wider community.

(c) The President and the CEO are expected to provide leadership in the day to day running of the GSA and to ensure that the best interests of GSA members are served.

6.2 Secretary of the Society The Secretary of GSA is a member of Council and is elected by the members of Council in accordance with the Society Rules. The elected Secretary is a member of the Executive Committee. Responsibilities

5

(a) Maintain effective communication between Governing Council, Executive Committee, Central Business Office, Divisions, Branches, Specialist Groups and Standing Committees.

(b) Maintain a close working relationship with the CEO. (c) Provide new members of Governing Council and the Executive with copies of

Rules and Procedural Guide. (d) Ensure that a current list of all members of the Governing Council, National

Office Bearers, and Standing Committees, together with: Chairpersons and Secretaries of Divisions, Branches, Specialist Groups; Conveners of Standing Committees to all Divisions, Branches, Specialist Groups; and Editor of AJES and Technical Editor of TAG is maintained on the Society’s website.

(e) Oversight for the notice of meeting, venue, agenda, recording and distribution of minutes, record of action items etc. of General, Council and Executive Committee Meetings, and for the outcomes of these meetings to be conveyed to individuals and organisations as appropriate.

(f) Be a joint signatory with the President and Treasurer for cheques or other financial instruments to draw on the Society’s Bank Accounts.

(g) Ensure that if the position of Public Officer becomes vacant, a resident in the ACT is appointed to fill the vacancy within 14 days.

(h) Receipt of and response to correspondence, and maintenance of the Secretarial files in good order.

(i) Any facsimiles destined for archiving should be photocopied to prevent deterioration during storage, and material for archiving to be sent to Basser Library Archives, Canberra.

6.3 Treasurer of the Society The Treasurer of GSA is a member of Council and is elected by the members of Council in accordance with the Society Rules. The elected Treasurer is a member of the Executive Committee. Responsibilities

(a) Work closely with the CEO on all financial matters relating to the GSA, including the preparation of annual cash budget and cash-flow forecast and the annual audit;

(b) Verify the monthly financial statements prepared by the CEO; and present them, plus an accompanying Treasurer’s Report to Executive Committee and to Council Meetings as appropriate;

(c) Report to the Council and Executive Committee on all Financial matters (accounts, budgets, investments, Finance and Risk committee);

(d) Be a joint signatory with the President and Secretary on the Society’s bank accounts;

(e) Prepare the necessary financial statements as part of the Treasurer’s report to (f) General Meetings; (g) Maintain the Treasurer’s files in good order. (h) Act as a Trustee of the Society.

6.4 Journal Editor (Editor-in-Chief: Australian Journal of Earth Sciences (AJES) The Society must have a Journal Editor at all times who is a Member. The Journal Editor may be invited to attend meetings of the Governing Council and Executive Committee and will be required to submit reports to the Governing Council. The Journal Editor is to be appointed by a Simple Majority of the Governing Council on terms and conditions determined by the Governing Council and the appointment of such person will continue until the term of appointment expires according to the Society Rules. Duties

6

Promote the Journal of the Society at science events. (a) Canvas potential authors and guest editors for review papers and thematic

issues. (b) Identify papers that are suitable for press releases and liaise with the Publisher

and author to prepare the press release. (c) Identify and approve thematic issues and guest editors with the aim of 1–3

thematic issues per volume. (d) Work with Publisher to prepare marketing material.

Editorial Board (a) Nominate new members to the Editorial Board for approval by the Executive

or Council. Board members shall not normally remain in office for more than six (6) consecutive years.

(b) Convene meeting of Editorial Board at AESC and at other times where required.

(c) Prepare and update a separate Procedural Guide for Publications. (d) Manage the acceptance papers submitted to the journal and either directly or

through guest editors send the papers to at least two reviewers. Use members of the Editorial Board to identify appropriate reviewers.

(e) Edit accepted papers and supervise the preparation of the Journal of the Society for submission to the Publisher in accordance with the appropriate Rules of the Society. Check that authors have:

(i) provided essential details of any chemical analytical methods used and the precision of the resultant analyses;

(ii) cleared new stratigraphic names with the Geoscience Australia’s Central Registry (Australian Stratigraphy Commission) according to the Procedures of the Field Geologist’s Guide to Lithostratigraphic Nomenclature in Australia; and

(iii) Follow guidelines for style and nomenclature as established by Editor. (iv) Arrange for Supplementary Papers to be deposited on the Journal and

GSA websites and with the National Library of Australia (Manuscript Section).

(v) Liaise with Publisher to ensure all papers have copyright or licence agreements covering each paper.

(vi) Provide progress reports to the Executive Committee and the Council. (vii) Chair the judging panel for the F. L. Stillwell and D. I. Groves Awards

and forward the recommendations of the panel to the Executive Committee by 30 June of the year following that for which award is being made. When requested, assist Specialist Groups in assessment of awards based on publication.

(viii) Grant permission sought by authors to reproduce sections of papers either submitted for publication or published in publications for which he/she is responsible, and notify the GSA office and the publisher.

Journal Editor Honorarium An Honorarium of $15,000 per year (or as determined by the Council) is provided to cover expenses associated with this position. 6.5 Public Officer of the Society The Society must have a Public Officer at all times who is appointed in accordance with Rule 10.9 and the governing Acts. Duties The Public Officer of GSA is to:

7

(a) Be familiar with the Associations Incorporation Act 1991 of the Australian Capital Territory. Keep the Register of Companies in the ACT informed within 14 days of any changes of address of the Public Officer.

(b) Lodge with the Registrar of Companies within one month, a copy of any alteration of the Rules of the Association, the objects and purposes of the Association, or any Trusts relating to the Association, together with a Statutory Declaration that the copy is a true copy.

(c) Where property is held by the Society upon trust and the Trust has come either wholly or partly to an end, the Public Officer may, with the authority of the Council, apply to the Judge of the Supreme Court for an order authorising the disposal of the whole or part of the property.

(d) Accept or serve on behalf of the Society notice, demands, summons, writ or other documents or process.

(e) Within one month after the preparation of the annual balance sheet, file with the Registrar of Companies an audited copy of that balance sheet.

7. STANDING COMMITTEES

(a) The Governing Council may establish Standing Committees, which will operate within the parameters and scope of the Standing Committee as determined under Rule 11.1 and these Procedures. Current Standing Committees of the Society are listed under Rule 1.1.

(b) The terms of reference for a Standing Committee are initially established in general terms, by the Governing Council which creates the Committee, and subsequent changes may come either from Council or the Committee, with final ratification by Council.

(c) Standing Committees must comply with the aims of the Standing Committee and do not contravene the Rules or Procedures of the GSA Inc.

(d) Standing Committees must prepare annual reports for submission to the AGM, and such other reports as required by the Governing Council.

(e) Standing Committees are to communicate as appropriate with the Governing Council, Executive Committee, members, relevant Divisional sub-committees and stakeholders.

(f) Standing Committees may not publish the results of their work outside the Society without prior approval by Council.

7.1 Finance and Risk Committee The Finance and Risk Committee has oversight for the finances of the GSA, including governance, investment strategy, and assessment of contractual and financial risk associated with the Society’s activities. It must include the Treasurer and preferably have appointed to it Councillors who form a majority. 7.2 Chair Finance and Risk Committee Responsibilities

(a) Review and report on investment strategy and portfolio assets. (b) Report to Council and the Executive Committee on financial governance and

risk related issues. (c) Work with the CEO on finance and risk related issues. (d) Communicate financial and/or risk related issues to the members as required.

7.3 Governance Committee The Governance Committee has oversight for the Society’s overall governance and structure, including providing advice on future trends, Constitution development, cost effective procedures and best practice. Chair Governance Committee: Responsibilities

8

(a) Recommend governance changes, Constitution development, structural and procedural change or best practice.

(b) Report to Council and the Executive Committee on governance related issues. (c) Work with the CEO on governance related issues. (d) Communicate governance related issues to the members as appropriate.

7.4 National Awards Standing Committee The National Awards Standing Committee has oversight for Society Awards and Society Fellows as determined by the Procedures Guide. Chair National Awards Standing Committee: Responsibilities

(a) Manage the nomination process for the Society Awards and Fellow nominations.

(b) Report to the Council and Executive Committee on Society Awards and Fellow nominations.

(c) Work with the CEO on Society Awards and Fellow nominations related issues. (d) Communicate Society Awards and Fellow nominations related issues to the

Divisions/Specialist Groups and members as required. 7.5 Geological Heritage Standing Committee The Geological Heritage Standing Committee has oversight of the various matters relating to the Australian geological heritage. Geological heritage encompasses Geodiversity, Geoheritage, Geoconservation, Geosites/Geoparks, Geo-management, Geo-education, and Geotourism. Membership of the Standing Committee consists of a Convenor, appointed by the Council of the Society, the Convenors of the Sub-committees of Divisional representatives, and any specialist group sub-committees. The election of Subcommittees of the Standing Committee is undertaken by the State and Territory Divisions or, where there is no Sub-committee, the Division Chairperson or a member of the Division may be delegated to speak on geological heritage matters. Responsibilities

(a) Promote an understanding of geological heritage, and its conservation, through the various Sub-committees or the Divisional delegates in the absence of a Sub-committee.

(b) Identify, describe and publish records of geological heritage sites within their territorial boundary, including a separate published and unpublished inventory of geological heritage sites and features and their significance levels, whether local, regional, state, national or international.

(c) Nominate and evaluate geological sites for inclusion in national, state or territory heritage lists and registers.

(d) Promote and provide advice on geological heritage matters to land users, land managers, regulatory authorities, educational, research, tourism interests, the media, and the general public.

7.6 National Convenor, Geological Heritage Standing Committee It is the responsibility of the Convenor of the Standing Committee to coordinate the activities of the Geological Heritage Divisional subcommittees, or delegates, and specialist sub-committees. The Convenor also performs the lead role in dealing with geoheritage matters at Federal Government level. The Convenor’s role includes: Responsibilities

(a) Reporting and making recommendations as appropriate, to the GSA Divisions, the Executive, and members of the Society on issues relating to geological heritage.

(b) Collecting and collating annual reports of Divisional Sub-committees, and presenting regular reports to the Executive.

9

(c) In consultation with the State and Territory Divisions, developing criteria and standards for selection, the recording and public promotion of geological heritage sites.

(d) Promoting the policy and activities of the Society on geological heritage in TAG and other media outlets.

(e) Maintaining a list of geological heritage sites of National and International significance, with short descriptions, drawing on the work and recommendations of the Sub-committees and their State and Territory lists.

(f) Liaising with State and Territory governments, and their agencies, on heritage legislation and policy in relation to the need for or the adequacy of legislation for the recognition and management of geological heritage sites.

7.7 Australian Stratigraphy Commission This standing committee is set up to provide orderly use of stratigraphic nomenclature in Australia, particularly to avoid duplication of names and to help authors define or redefine units adequately. It consists of all members of the respective Divisional Sub-commissions. The Australian Stratigraphy Commission works in partnership with the National, State and Territory government geoscience bodies maintaining the Australian Stratigraphic Units Database (which includes the Central Register of Stratigraphic Names). National Convener, Australian Stratigraphy Commission: Responsibilities

(a) Provide a point of reference for matters relating to stratigraphic nomenclature, including interpretation of the International Stratigraphic Guide, and the Field Geologist’s Guide to Lithostratigraphic Nomenclature.

(b) Ensure that contact details for State/Territory Divisional Subcommission convenors are up to date and publicly available (currently on GSA and Geoscience Australia websites).

(c) Be a point of contact for the International Subcommission on Stratigraphic Classification (ISSC, of the IUGS International Commission on Stratigraphy).

(d) Disseminate information from, and collate and provide Australian views to the ISSC, as required.

(e) Convene and chair meetings of the Australian Stratigraphy Commission as required, but at least at each GSA Convention.

(f) Report to the GSA Executive Committee on activities of the Australian Stratigraphy Commission.

(g) Provide education/advice on stratigraphy related issues to National, State and Territory government geoscience bodies, in particular staff and managers of the Australian Stratigraphic Units Database, as required.

(h) Lobby editors of Australian and international geoscience journals to include checks of stratigraphic nomenclature in their ‘guides for authors’ and ‘guides for reviewers’.

(i) Provide education/advice on stratigraphy related issues to the Divisions/Specialist Groups and members as required.

Divisional Stratigraphic Sub-commissions Are responsible for stratigraphic nomenclature matters within their own Divisions, and particularly for advising on and approving definitions and redefinitions of lithostratigraphic units. State/Territory Divisional Conveners, Australian Stratigraphy Commission: Responsibilities

(a) Provide a point of reference for matters relating to stratigraphic nomenclature within their Division.

10

(b) Liaise with and provide advice to the National Convener and to National, State and Territory government geoscience bodies on Divisional stratigraphy matters.

(c) Provide education on stratigraphy related issues to the Divisions’ members as required.

(d) Disseminate national and international information on stratigraphic matters, and collate and provide Divisional views to the National Convener, as required.

(e) Provide Divisional reports to the Australian Stratigraphy Commission, as required.

8. DIVISIONS: GOVERNANCE & DELEGATED AUTHORITY

The composition and election of Divisional Committees is outlined in Rule 11.2 (a)(i), and under Rule 14.2 Council has delegated the responsibility for managing and maintaining any funds allocated or appropriated to a Division. A Division may elect to also have a Deputy Chair. 8.1 Division Chair and Deputy-Chair Responsibilities

(a) Provide leadership within the Division in addressing and promoting the Objects of GSA as set out in the Rules and also in the implementation of specific objectives, strategies and policies recommended by the Governing Council.

(b) Ensure that the Divisional Committee has sufficient members and office bearers to be an effective advocate of GSA objectives, and to effectively manage and utilise the funds held on behalf of GSA.

(c) Ensure that the Divisional Committee arranges a suitable program of meetings for members.

(d) Chair general meetings, introduce the guest speaker and coordinate questions. (e) Chair meetings of the Committee. (f) If elected, the Deputy Chair is required to carry out the duties of the Chair in

periods of his/her absence.

8.2 Division Secretary Responsibilities

(a) Maintain liaison between the Divisional Committee, CEO, Executive Committee and Governing Council as required.

(b) Ensure the Division is utilising the current membership list as supplied by the Central Business office.

(c) Arrange for membership applications to be processed by the Divisional Committee and sent promptly to the CEO, with initial subscription if received.

(d) Convene Annual General and Ordinary meetings of the Division and Divisional Committee and record minutes.

(e) Notify the CEO of the death, resignation or change of address of any member of the Division;

(f) If requested, notify members of important Executive and Council decisions, proposed Society changes, activities and events in the Divisional newsletters.

(g) Ensure preparation of the annual report of the Division by the Chair and Treasurer for submission to CEO within three months of the end of the preceding calendar year (by 31 March) for inclusion in the Annual General Meeting papers, and that convenors of Divisional sub-committees send their reports to Standing Committee Conveners for inclusion in their annual reports for discussion

11

(h) Supply to Secretary and CEO within four weeks of such meetings, copies of the minutes of Annual General, Ordinary, or Special Meeting of the Division. Note: Minutes of Divisional Committee Meetings are not required.

(i) Notify the Secretary, and CEO of the name, address, and contact details of the incoming Chairman, Secretary and Treasurer when the Divisional Committee changes.

(j) Notify the CEO of all new Divisional publications and comply with the requirements of the Procedural Guide for Publications.

(k) Advise the Secretary and Awards Chair of any applications for Fellows of the Society which have been endorsed and recommended by the Divisional Committee. Applicants must have provided significant service to the Society in an Executive function (refer to the relevant guidelines).

(l) Receive mail on behalf of the Division, forwarding mail items to the appropriate committee member(s).

8.3 Division Treasurer Responsibilities Divisional committees are delegated by the Governing Council with the responsibility for wisely managing and maintaining any funds held by that Division on behalf of GSA. That delegated responsibility is primarily discharged by the Division Treasurer, in cooperation with the Divisional Committee. The Treasurer is also responsible for the finances of the Division and duties include:

(a) Manage Income and expenditure records (b) Manage Petty cash book. (c) Manage Bank deposit and cheque books. (d) Manage Creditors’ invoices. (e) Manage Stock lists of books and sales reports if applicable. (f) Arrange for any of the Division’s invoices to be generated by the Central

Business Office and include the GSA’s ABN number. (g) GST is applicable unless advised otherwise in writing. (h) Annual financial reports should be submitted to the CEO within 3 months of

the end of the year (31 March). (i) In accord with Rule 14.2 advise the Executive Committee at least 10 days

before any proposed financial commitment by the Division which will account for >50% of the funds held by the Division, or at least $10,000 (whichever is the larger).

(j) Within 30 days of the close of each quarter, provide Central Business office with the following quarterly financial information:

(k) Copies of all bank and/or financial statements, with accompanying bank statement reconciliation/income and expenditure statement within the template supplied by the Central Business Office for the nominated period

(l) Copies of investment statements/valuations for each quarter if self-managing their investment portfolio.

(m) Copies of investment statements/valuations at 31st December of each year if self-managing their investment portfolio.

(n) Copies of all transactions (invoices/receipts) for all transactions greater than $500.00

8.4 Division Newsletter Editors (a) When requested, Newsletter Editors should notify members of important

Executive and Council decisions, proposed Society changes, activities and events in the Divisional newsletters.

(b) Ensure they use current data files for distribution.

12

9. BRANCHES

The composition and election of Branch Committees is outlined in Rule 11.2(a)(iii) and under Rule 14.2 Council has delegated the responsibility for managing and maintaining any funds allocated or appropriated to a Branch. 9.1 Branch Chair and Deputy-Chair As for Specialist Group Chair and Deputy-Chair (see below). 9.2 Branch Secretary As for Specialist Group Secretary (see below). 9.3 Branch Treasurer As for Specialist Group Treasurer (see below).

10. SPECIALIST GROUPS

All Specialist Groups operate under the legal and financial authority of the Council and, whilst they may establish their own Rules, no such Rule may contravene the existing GSA Rules and Procedures, or relevant Australian laws. The composition and election of Specialist Group Committees is outlined in Rule 11.2(a)(ii) and under Rule 14.2 Council has delegated the responsibility for managing and maintaining any funds allocated or appropriated to a Branch. Specialist Groups may choose to elect a Deputy Chair.

(a) Any member of the Society may subscribe to a Specialist Group. Non-members who are not eligible for membership may subscribe to the Specialist Group only. These will be Associates and they will not have voting rights or the right to be Office Bearers of the Society.

(b) A Specialist Group Committee should include a Chair, Secretary, Treasurer and up to eight other committee members, of which no more than three members are non-voting members of the Society.

(c) A Specialist Group shall not incur any financial obligation chargeable to the Society unless authorised by Council or the Executive Committee, or take any action which may conflict with the Rules of the Society.

(d) With the exception of the ongoing AAP Memoir series and Alcheringa: An Australasian Journal of Palaeontology, any new publishing model by a Specialist Group will require Council’s approval.

(e) A Specialist Group may not undertake to raise finance by appeals, unless approval has been given by the Council.

(f) Specialist Group Rules may be amended by a General Meeting of the Specialist Group providing two months’ notice is given to its members and the changes do not contravene the Society Rules and have been approved by the Governing Council.

(g) Subscription rates may be determined by individual Specialist Groups. Any changes in rates are to be advised to the CEO by the Specialist Group Treasurer by the 1st August for the following year.

(h) Grants will be paid to Specialist Groups in respect of affiliated Members, based on subscription funds collected by the Central Business Office.

(i) Each Specialist Group is to hold an Annual Meeting at the Australian Earth Sciences Convention (held biennially).

(j) Specialist Groups are required to report to the Governing Council as determined from time to time and, as a minimum, must submit an annual report.

10.1 Specialist Group Chair and Deputy Chair Responsibilities

13

(a) Provide leadership within the Specialist Group in addressing and promoting the Objects of GSA as set out in the Rules, with a specific focus on the objectives of the Specialist Group.

(b) Ensure that the Specialist Group Committee has sufficient members and office bearers to be an effective advocate of the Specialist Group’s objectives, and to effectively manage and utilise the funds held on behalf of GSA to further its objectives.

(c) Ensure that the Specialist Group Committee communicates with its members (d) If elected, the Deputy Chair is required to carry out the duties of the Chair in

periods of his/her absence. 10.2 Specialist Group Secretary Responsibilities

(a) Maintain liaison between the Specialist Group Committee and the CEO. (b) Ensure the Specialist Group is utilising the current membership list as supplied

by the Central Business Office. (c) Convene meetings of the Specialist Group Committee and record minutes. (d) Notify the (e) Secretary and CEO of meetings, symposia, field trips or conferences organised

by a Specialist Group. (f) When requested, notify members of important Executive and Council

decisions, proposed Society changes, activities and events in the Specialist Group newsletters.

(g) Ensure preparation of the annual report of the Specialist Group by the Chair and Treasurer for submission to CEO within three months of the end of the preceding calendar year (by 31 March).

(h) Supply to Secretary and CEO within four weeks of such meetings, copies of the minutes of Annual General or Special Meeting of the Specialist Group.

(i) Notify the Secretary, and CEO of the name, address, and contact details of the incoming Chairman, Secretary and Treasurer when the Specialist Group Committee changes.

(j) Notify the CEO of all new Specialist Group publications and comply with the requirements of the Procedural Guide for Publications.

(k) Advise the Secretary and Awards Chair of any applications for Specialist Group Awards of the Society which have been endorsed and recommended by the Specialist Group Committee.

(l) Receive mail on behalf of the Specialist Group, forwarding mail items to the appropriate committee member(s).

10.3 Specialist Group Treasurer Responsibilities Specialist Group committees are delegated by the Governing Council with the responsibility for wisely managing and maintaining any funds held by that Specialist Group on behalf of GSA. That delegated responsibility is primarily discharged by the Specialist Group Treasurer, in cooperation with the Specialist Group Committee. The Treasurer is also responsible for the finances of the Specialist Group and duties include:

(a) Maintain liaison between the Specialist Group Committee and the CEO. (b) Manage Income and expenditure records (c) Manage Petty cash book. (d) Manage Bank deposit and cheque books. (e) Manage Creditors’ invoices. (f) Manage Stock lists of books and sales reports if applicable. (g) Arrange for any of the Specialist Group’s invoices to be generated by the

Central Business Office and include the GSA’s ABN number.

14

(h) GST is applicable unless advised otherwise in writing. (i) In accord with Rule 14.2 advise the Executive Committee at least 10 days

before any financial commitment by the Division which will account for >50% of the funds held by the Division, or at least $10,000 (whichever is the larger).

Within 30 days of the close of each six-month period (30 July and 30 January), provide the Central Business office with the following half-yearly financial information:

(a) Copies of all bank and/or financial statements, with accompanying bank statement reconciliation/income and expenditure statement within the template supplied by the Central Business office for the nominated period

(b) Copies of investment statements/valuations if self-managing their investment portfolio.

(c) Copies of investment statements/valuations at 31st December of each year if self-managing their investment portfolio.

(d) Copies of all transactions (invoices/receipts) for all transactions greater than $500.00

11. NON-OFFICE BEARER ROLES

11.1 Technical Editor: The Australian Geologist (TAG) Duties

(a) Review the content of TAG for technical accuracy. (b) Ensure TAG content meets editorial guidelines. (c) Advise on policy or editorial recommendations against the TAG editorial

policy. (d) Consult and advise the Executive on contentious matters concerning the

Newsletter. (e) Work with the CEO and Production Editor to develop TAG.

11.2 Production Editor: The Australian Geologist (TAG) Duties

(a) Edit TAG content and prepare for quarterly publication. (b) Adhere to the editing style guide and the Australian Standards. (c) Work with the CEO to ensure content is ready for layout and all production

schedules are maintained. (d) Content is solicited and sourced by the CEO.

11.3 Managing Editor: The Australian Geologist (TAG) Duties

(a) Oversight of TAG. (b) Communication with members and contributors to facilitate content.

12. MEMBERS

The Society Members shall be defined as per the Society Rules, not in the Procedure Guide, as per the Act. 12.1 Member Rights Member Rights are defined in the Society Rules, not in the Procedure Guide, as per the Act. 12.2 Member Benefits Member Benefits are not defined in the Society Rules, but are to be included in the Procedure Guide, as per the Act. The Governing Council shall set Membership fees on an annual basis. Member benefits are based on the Member Category.

Member categories

Type Society Journal (AJES)

Member Magazine (TAG)

Description

Member Full Joint

15

Retired Optional Life Tertiary

Student Online Includes undergraduates, PhD and

Masters, must be studying in Australia

Graduate Online

Teacher Optional Teachers within the primary, intermediate and secondary schooling system, teaching in the field of earth and environmental science, but exclude tertiary.

Honorary Associate Includes schools

School Student

Must be studying in Australia

Affiliate Not eligible to be members. Specialist Group affiliation only. Reside anywhere

Company One category

13. CENTRAL BUSINESS OFFICE

The Society shall maintain a centrally located Central Business Office. The Central Business Office will be staffed by the CEO and such supporting staff as approved by the Council. 13.1 Chief Executive Officer The Society shall employ a full-time CEO who shall be responsible for conducting the day-to-day operations and business affairs of the Society and implementing the relevant policies and decisions of the Council and Executive Committee. The CEO will report to the President and Governing Council and work in close co-operation with members of the Executive Committee, and also with Members participating in all other functions of the GSA, as required. Specific responsibilities include:

(a) Maintenance of accounting records, payment of creditors’ accounts, preparation of monthly financial statements for the Executive Committee and preparation of annual accounts for auditing.

(b) Preparation of annual budget and monitoring of cash-flow with the support of the Treasurer.

(c) Maintenance of membership records and accounts. (d) Sale of Society publications from the Central Business Office. (e) Implementing the policies of the Council and/or Executive Committee in

regard to the professional management of the GSA Investment Portfolio on behalf of the Society, Divisions and Specialist Groups.

(f) Attendance to all legal and insurance matters on behalf of the Society. (g) Assisting with amendments to Procedures and Rules. (h) Attendance at Executive Meetings. (i) Attendance at Council Meetings and assisting with documentation for Council

meetings and Annual General Meetings. (j) Contribute to promotion of the Society and initiatives to increase membership. (k) Provision of regularly reports to the Executive Committee and Governing

Council. (l) Provision of membership information and labels, and other assistance to

Divisions, Specialist Groups and Committees as and when required. (m) Administer and supervise the Central Business Office staff and equipment.

16

(n) Contribute to the administration of Awards, Affiliations, Fellows, Recognition of Members longevity with the Society and other related corporate issues.

(o) Liaise with other relevant professional organisations to ensure that GSA procedures, policies and operations are appropriate to achieve its objectives.

Appointment The CEO shall be appointed by the Governing Council, and be subject to an annual review. Publicity, Media and Promotions Publicity, Media and Promotions will be managed by the CEO, in close cooperation with the President, through a consultant on a per project or consultancy basis. Publicity, media and promotions are to raise the awareness of the Earth Sciences, and are in keeping with the Society Objects and communicating key GSA messages including:

(a) To promote the Society to professionals in the Earth Sciences (b) To promote the Earth Sciences to the general community. (c) To generate media exposure for selected AJES papers, society matters and

topical matters. (d) Assess political issues and submit recommendations to the Executive and

Council. (e) To act on behalf of the GSA, with input from Divisions and Specialist Groups,

to formulate and submit statements to political lobby groups and the media. (f) Co-ordinate and execute special projects of an educational and public

awareness nature. (g) Assist in development of GSA Policy Statements (h) Co-ordinate expanded communication between Specialist Groups,

Subcommittees and Divisions. 13.2 Grant Fees

(a) Financial adjustments between the Central Business Office and Divisional and Branch Treasurers shall be made twice yearly based on financial members only for the preceding period.

(b) Subscriptions collected for Specialist Groups shall be made twice yearly based on subscriptions only for the preceding period.

14. COMPANY MEMBERS

Companies may become a Company Member of the Society, subject to approval by the Council and payment of the subscription level as determined by the Governing Council. Company Members do not have voting rights, nor can they be Office Bearers. Company Members have the following benefits and rights:

(a) Company Members will receive without further payment, one copy of each issue of the Society’s Journal and the Society’s newsletter (The Australian Geologist) each year.

(b) Company Members may elect to be associated with any of the Society’s Specialist Groups and State Divisions, and will then receive the relevant Newsletters, Monthly Notes and invitations to meetings as requested.

(c) Company Members may elect to take out standing orders on any series of Society publications of their choice and will be charged the discounted Member price.

(d) Employees of Company Members are not eligible to discounted Member registrations at Society Conventions and meetings unless they are members of the Society in their own right.

17

15. AFFILIATED ASSOCIATIONS

The status of “Affiliated Association” may be granted by the Governing Council, subject to assessment of the net benefit to GSA. The benefits accruing to an Affiliated Association shall be:

(a) The privilege to state simply “Affiliated with the Geological Society of Australia” at any function of the Affiliated Association and in any publication or correspondence of the Affiliated Association without any other commitment or obligation.

(b) The receipt of “The Australian Geologist” and the use of it to advertise activities that interest members of the Society.

(c) The opportunity to share in the benefits offered by the Society to its members via Divisions, Specialist Groups and conferences. This excludes monetary benefits, except by specific agreement.

(d) Any other benefit that may be negotiated by the Society from time to time. The benefits accruing to the GSA from an Affiliated Association shall be:

(a) The receipt by GSA of its news bulletins that are normally dispatched to its members, and the use of this medium as a method of exchange advertising for the mutual benefit of both organisations.

(b) The opportunity for Divisions and Specialist Groups to share in functions organised by the Affiliated Association to the mutual benefit of members belonging to both organisations.

(c) Any other benefit that may be negotiated by the Society from time-to-time.

16. FARES FOR GOVERNING COUNCILLORS

Governing Councillors attending a Council Meeting shall be entitled to have their economy class airfare reimbursed by the Society.

17. AWARDS

The Society may establish out of its own funds any medal or similar award and may accept endowments for this purpose upon any terms which the Council approves. Divisions or Specialist Groups may establish, subject to Council approval, prizes or similar awards out of their own funds on the agreement of Members voting at the Division or Specialist Groups Annual or General Business Meeting. Details of the recipients of the Society's prizes and awards shall be published by the Society as soon as possible after presentation. 17.1 F. L. Stillwell Award (Refer Council Minute 3(iv), August 1966 and Council Minute 16 of July 1998).

(a) The Society may award at each Australian Earth Sciences Convention a medal, known as the F.L Stillwell Award, to the author or authors of the papers in the Australian Journal of Earth Sciences as judged the best in each calendar year by the Editorial Board.

(b) The Editorial Board may decline to nominate, if in their opinion, no papers are of outstanding merit.

(c) This award is supported by the Stillwell Bequest. (d) The Award details, including nomination process will be published on the GSA

website. (e) The judging panel shall comprise the Editorial Board of AJES, with power to

co-opt. (f) The Editor AJES shall be Chair of the judging panel except as provided in Item

(g) in which case the panel shall select its Chair.

18

(g) Should the Editor AJES or any member of the Editorial Board have a paper likely to be considered by the judging panel, his/her place should be taken by a person nominated by the Editorial Board.

(h) The Chair shall forward the recommendations of the panel to the Governing Council by 30 June of the year following that for which award is being made.

(i) In the case where the Award is given for a paper with multiple authorship, the (j) Senior Author will receive the main medal and all other authors a smaller

medal in a presentation box until the large medals are exhausted. (k) If no paper is considered to be of sufficient merit for the award, it will not be

made. (l) The recipient/s should be announced in advance of the medal presentation. (m) The medal will be awarded at an Australian Earth Sciences Convention by the

Editor AJES, or a person nominated by the Editorial Board, who will also read a citation. The citation, professional background and photograph of the recipient/s will be published by the Society in The Australian Geologist as soon as possible after the award.

17.2 W. R. Browne Medal (Refer Council Minute 16.3, August 1978; Minute 20, February 1983; Minutes 21.1 and 21.3, August 1984; General Meeting Minute 4.4, August 1995,)

(a) The Society may award at each Society Convention a medal, known as the W.R. Browne Medal, to a person distinguished for contributions to the geological sciences in Australia.

(b) The Award Committee will consist of the President (Chairman) and Past President, with power to co-opt. The Award Committee will keep a record of its proceedings.

(c) Any member may nominate a person(s) for consideration by submitting a written justification that may be used as a basis for citation. Nominations will remain under consideration for five years.

(d) The award will not be confined to persons resident in Australia but the award is to be made in regard to contributions to Australian geological sciences. Such contributions normally shall be through publication of original research, but education or administration or any combination of these may be considered in awarding the medal. In general, the award is to be made to a senior person, and one who can be seen to have served well Australian geological sciences. The medal may not be shared.

(e) Nominations for the award will be solicited by the Standing Committee for Awards from Divisions and Specialist Groups eight months before an Australian Earth Sciences Convention, but other members of the Society may make nominations. A written justification, which can be used as the basis for a citation, must accompany each nomination.

(f) Nominations will remain current for a period of five years. (g) The recipient should be announced in advance of the medal presentation. The

medal will be awarded at the Australian Earth Sciences Convention by the President, or a person nominated by the Award Committee, who will also read a citation. The citation, professional background and photograph of the recipient will be published by the Society in The Australian Geologist as soon as possible after the award.

(h) Closing date for the receipt of nominations shall be six months prior to the Australian Earth Sciences Convention.

17.3 S. W. Carey Medal (Refer Council Minute 20.3, January 1992; General Meeting Minute 4.4, August 1995)

19

(a) The Society may award at each Australian Earth Sciences Convention a medal, known as the S.W. Carey Medal, to a person distinguished in the field of tectonics (sensu lato).

(b) The award will not be confined to persons resident in Australia but the award is to be made in regard to contributions to Australian geological sciences. The medal may not be shared.

(c) Nominations for the award will be solicited by the Standing Committee for Awards from Divisions and Specialist Groups eight months before an Australian Earth Sciences Convention, but other members of the Society may make nominations. A written justification, which can be used as the basis for a citation, must accompany each nomination.

(d) Nominations will remain current for a period of five years. (e) The Award Committee will consist of the President (Chairman), Past President

and Chairman of the Specialist Group in Tectonics and Structural Geology, with power to co-opt. The Award Committee will keep a record of its proceedings.

(f) The recipient should be announced in advance of the medal presentation. The medal will be awarded at the Society Convention by the President, or a person nominated by the Award Committee, who will also read a citation. The citation, professional background and photograph of the recipient will be published by the Society in The Australian Geologist as soon as possible after the award.

(g) Closing date for the receipt of nominations shall be six months prior to the Society Convention.

17.4 Joe Harms Medal (Refer Council Minutes 11.4 and 14, September 1994; General Meeting Minute 4.4, August 1995)

(a) The Society may award at each Australian Earth Sciences Convention a medal, known as the Joe Harms Medal, to a person distinguished for excellence in mineral exploration and contribution to the discovery of ore deposits in Australia.

(b) The award will not be confined to persons resident in Australia but will only be awarded to a non-member of the Society in exceptional circumstances. The medal may be shared and, if so, by each of the recipients to a maximum of three.

(c) Nominations for the award will be solicited by the Standing Committee for Awards from Divisions and Specialist Groups eight months before an Australian Earth Sciences Convention, but other members of the Society may make nominations. A written justification, which can be used as the basis for a citation, must accompany each nomination.

(d) Nominations will remain current for a period of five years. (e) The Award Committee will consist of the President (Chairman), a nominee of

the Standing Committee for Awards, an industry representative nominated by the sponsor or sponsor group, and a representative from the Specialist Group in Economic Geology, with power to co-opt. The Award Committee will keep a record of its proceedings.

(f) The recipient should be announced in advance of the medal presentation. The medal will be awarded at the Society Convention by the President, or a person nominated by the Award Committee, who will also read a citation. The citation, professional background and photograph of the recipient will be published by the Society in The Australian Geologist as soon as possible after the award.

20

(g) Closing date for the receipt of nominations shall be six months prior to an Australian Earth Sciences Convention.

17.5 D. I. Groves Award The Society may award a medal at the Society Convention, named the D.I. Groves Award, for the best paper published in the Australian Journal of Earth Sciences by an author less than 6 years following a first degree at the time of submission in any branch of the a relevant science. The medalist must be senior author of the paper selected. 17.6 E. S. Hills Medal The Society may award a medal at each Society Convention to a young Australian geologist for outstanding contribution(s) to any branch of the geological sciences either within or outside Australia, or both. The awardee must be an Australian citizen and under 45 years of age. The medal may not be shared. Any member or group within the Society may make nominations, which must include a written justification that could be used as the basis for a citation. Nominations will remain current for a period of five years. The Award Committee shall consist of the President (Chairman) and Past President, with power to co-opt.’ 17.7 A. E. Ringwood medal The Society will award annually a medal to the author or authors of a paper adjudged to be an outstanding contribution internationally in the field of petrology/geochemistry over the previous two years. The awardee need not be a member of the Society. The President will award the medal based on the advice of the Awards Standing Committee, the Specialist Group in Geochemistry, Geochronology, Mineralogy and Petrology and/or their nominees. 17.8 Travel Assistance for Recipients of Society Awards

(a) Recipients of Society Awards shall be eligible for assistance with economy travel and two nights’ accommodation at an Australian Earth Sciences Convention at which the Award is to be announced and presented.

(b) For AJES Awards only the Senior author is eligible. (c) Arrangements should be confirmed with the CEO and approved by the

Treasurer before reimbursement.

18. FELLOW OF THE SOCIETY

(a) Any person who is a voting member of the Society, who is a geoscientist with a minimum of ten (10) years professional experience, and who has made a significant contribution to the science of geology or related fields shall be eligible to be elected a Fellow of the Society. A Fellow will be entitled to use the post-nominal initials FGSAust.

(b) A significant contribution will be judged on the basis of two or more of the following criteria, which are not in any particular order of importance:

(i) Educational attainment (ii) Practical application of geological science (iii) Contribution to research in the geosciences (iv) Service to the Society, primarily in an executive function (v) Contribution to education and training of geoscientists (vi) Supervision or administration of geoscientific programs (vii) Contribution to public outreach of a geoscientific nature (viii) Other contributions not covered by the above that may be deemed

relevant (c) An executive function, as referred in 25.2(d), shall mean having served the

Society for a minimum of two (2) years on Council, Executive, Divisional committee, Specialist Group committee or as Standing Committee member or otherwise represented the earth sciences in an administrative capacity through the Society.

21

(d) Members who fulfil these criteria may be nominated by two other voting members for consideration and recommendation to the Governing Council for approval using the form established for this purpose.

(e) Nominations for election as a Fellow should be submitted by the due date to the CEO, in the first instance, who will forward these to the Awards Committee appointed by Governing Council to review applications.

(f) The Awards Committee will endorse and recommend on each application, and forward this to the CEO for noting and subsequent consideration by Governing Council.

(g) The Governing Council will approve or reject an application according to the Rules and this Procedural Guide and, if accepted, elect an approved candidate as Fellow of the Society.

(h) Election of a Fellow shall be announced by: (i) A letter of congratulations to the recipient from the President (ii) A statement in The Australian Geologist that includes details of

professional service and contribution to the Society, and (iii) Any other appropriate means.

(i) The Society shall: (i) maintain a list of all Fellows (ii) accord appropriate ongoing recognition in dealings with Fellows

(j) The Society shall promote the award of Fellow amongst members through: (i) a provision for application with every annual dues notice and (ii) any other appropriate means.

19. POLICIES AND STRATEGIES

The Society shall have a series of Policy Statements on a range of issues, including Finance, Education, Awards, Publications, Promotions and Geological Heritage as and when appropriate.

(a) Policies shall be developed under the supervision of the Governing Council, through appropriate consultation with the Executive Committee, Divisions, Specialist Groups, Branches, sub-committees and members.

(b) The Policy Statements are to be endorsed by Governing Council. (c) A copy of such policy statements will be available on the GSA website.

20. STANDING INSTRUCTIONS AND PROCEDURAL GUIDES

The Society shall have Standing Instructions and Procedural Guides on a range of issues. (a) The Governing Council may issue, within the framework of the Rules of the

Society, Standing Instructions and Procedural Guides to govern any aspect of Society operation.

(b) Once issued theses Standing Instructions and Procedural Guides will be incorporated into this Procedure Guide.

21. CODE OF ETHICS

The Society is preparing a Code of Ethics which will be available as a separate document on its website prior to establishment of the Governing Council.

22. PUBLICATIONS

(a) The Society may undertake to publish such contributions submitted as are approved by the Governing Council, in such form as the Governing Council shall determine, and shall normally publish a Journal embodying contributions to the Earth Sciences and a Member Magazine.

(b) If a contribution has not been prepared for the press within a period of eighteen months from the time of submission, the rights of the Society over the

22

contribution shall become void. An author may withdraw his/her contribution, without recompense to the Society, at any time before it has been prepared for publication.

23. SUBSCRIBER

Subscribers are not members, they can subscribe to receive TAG, AJES or specialist group publications. Subscribers do not receive any membership benefits.

24. EXEMPTION FROM MEMBERSHIP FEES

The Governing Council may, upon recommendation of a Divisional Committee, and the approval of Council, waive the payment of subscription by unemployed members of the Society for a period of up to two (2) years. Such members shall continue to receive the Society’s Newsletters (The Australian Geologist) and Divisional notes, but not the Journal and other Society publications without payment.

25. MEETINGS

25.1 General Meetings and Annual General Meetings Annual General Meetings of the Society shall be held at least once in each calendar year, as is consistent with the laws and regulations governing the Society.

(a) The timing for the Annual General Meeting is ordinarily within the period of 5 months after the expiration of each financial year of the Society, preferably in May and in conjunction with a Governing Council Meeting.

(b) This procedure is subject to the powers of the Registrar of Incorporated Associations under section 120 of The Act in relation to extensions of time.

(c) Notification of such meetings must be given to divisional Secretaries at least three months in advance of the proposed date of meeting unless agreed to otherwise in special circumstances by a majority of the Divisions.

(d) Notification of such meetings should be provided to the members at least three months in advance of the proposed date of meeting unless agreed to otherwise in special circumstances by a majority of the Divisions.

(e) Meeting procedures must not contravene any laws the GSA operates under. 25.2 General Meetings The Council may, whenever it thinks fit, convene a general meeting of the Society but usually in conjunction with the Australian Earth Sciences Convention. Conditions of notice are those that are applicable under the Rules. 25.3 Governing Council Meetings

(a) Meetings of the Governing Council are governed by Rule 10.14, which prescribes the notice period and a quorum of not less than two thirds of the membership. Councillors will hold at least four meetings per annum with one to be attended in person.

(b) The Council will hold a Consultation Meeting, to enable an exchange of information and views with representatives from Divisions and Specialist Groups, immediately prior the Australian Earth Sciences Convention.

25.4 Executive Committee Meetings (a) The business of the Council shall be carried on between Council Meetings by

the Executive Committee. (b) The Executive Committee will meet regularly (at least four times per year) and

as the requested by Council. (c) Meetings may be online, tele-conferences or using other technology.

25.5 Divisional and Branch Meetings

23

(a) An Annual General Meeting shall be held, preferably in April, and Ordinary and Special Meetings shall be held as determined by Divisional and Branch Committees.

(b) Notice of the date of the Annual General Meeting must be circulated to voting members at least one calendar month before the meeting.

25.6 Specialist Group Meetings (a) There shall be at least one business meeting of each Specialist Group every

year. (b) Notice of such meetings must be circulated to members of the Specialist Group

at least one month before the meeting. (c) Specialist Groups meetings may be online, tele-conferences or using other

technology and one such meeting should be held at each Earth Sciences Convention.

25.7 Voting Only those members defined in Rule 12.9 shall have voting rights at Society, Divisional, Branch and Specialist Group meetings, Voting members must be financial.

(a) Any Member shall have the right of attending any Divisional or Branch meeting, but a voting member may only vote at meetings of the Division or Branch to which he or she belongs.

(b) Any Member who is entitled to cast a vote at any meeting of the Society, Division, Branch, or Specialist Group, and who is unable to attend the meeting, may vote by post or may nominate a Member as his/her proxy.

(c) At meetings of any Committee of the Society (excluding the Governing Council) no less than half the total membership of the relevant body shall constitute a quorum as per the Society Rules

(d) At General Meetings of the Society twenty (20) Members who are eligible to vote, either in person or by proxy, shall constitute a quorum. At General Meetings of Divisions, Branches or Specialist Groups ten (10) Members who are eligible to vote, either in person or by proxy, shall constitute a quorum. Voting for general business and elections at all Society meetings and Committee meetings shall be by ballot of the Members present or voting by post or by proxy.

(e) Except as otherwise provided, all decisions shall be based on a simple majority vote. At all meetings of the Society, its Council, Divisions, Branches, Specialist Groups, or Committees, the Chairperson shall have a second vote in the event of the voting being equal.

25.8 Society Events (a) Convention

The Society shall hold a biennial Convention, known as the Australian Earth Sciences Convention (AESC). The Society Event Procedure Guide covering how the AESC is to be organised, and the respective roles of the National and Divisional representatives and financial responsibility is currently under review. Upon completion and approval the Event Procedure Guide it will be incorporated into this Procedure Guide.

(b) Rotational Roster The Rotational Roster for the AESC has been as follows: 1975 1st Adelaide, South Australia 1977 2nd Melbourne, Victoria 1978 3rd Townsville, Queensland 1980 4th Hobart, Tasmania 1981 5th Perth, Western Australia 1982 6th Canberra, Commonwealth Territories

24

1984 7th Sydney, New South Wales 1986 8th Adelaide, South Australia 1988 9th Brisbane, Queensland 1990 10th Hobart, Tasmania 1992 11th Ballarat, Victoria 1994 12th Perth, Western Australia 1996 13th Canberra, Commonwealth Territories 1998 14th Townsville, Queensland 2000 15th Sydney, New South Wales 2002 16th Adelaide, South Australia 2004 17th Hobart, Tasmania 2006 18th Melbourne, Victoria 2008 19th Perth, Western Australia 2010 20th Canberra, Commonwealth Territories 2012 21st Brisbane, Queensland 2014 22nd Newcastle, New South Wales 2016 23rd Adelaide, South Australia 2018 24th Hobart, Tasmania 2020 26th Melbourne, Victoria 25.9 Symposia, Conferences, Field Trips and Workshops The Society empowers Divisions and Specialist Groups to hold Symposia, Conferences, Field Trips and Workshops as long as the management of these events is consistent with the Society Event Procedure Guidelines. 25.10 Event Reporting Divisions and Specialist Groups are encouraged to provide a brief report on significant events during the year that can provide material for publishing in TAG.