The committee is to be called the committee of management of the association and, subject to the Act, the Regulation and these rules and to any resolution passed by the association in general meeting is to control and manage the affairs of the association, and
(1) may exercise all such functions as may be exercised by the association, other than those functions that are required by these rules to be exercised by a general meeting of members of the association, and
(2) has power to perform all such acts and do all such things as appear to the committee to be necessary or desirable for the proper management of the affairs of the association.
(1) The committee is to consist of:
(a) the office-bearers of the association, and
(b) 5 committee members, each of whom is to be elected at the annual general meeting of the association under rule 12.
(2) The office-bearers of the association are to be:
(a) the president,
(b) the vice-president,
(c) the secretary, and
(d) the treasurer.
(3) Each member of the committee is, subject to these rules, to hold office until the dissolution of the committee at the annual general meeting following the date of the member’s election, but is eligible for re-election subject to rule 11.4.
(4) Office bearers may only occupy the position for two consecutive years. This rule may be suspended by committee resolution in the event of rule 11.5 being implemented.
(5) In the event of a casual vacancy occurring in the membership of the committee, the committee may appoint a member of the association to fill the vacancy and the member so appointed is to hold office, subject to these rules, until the conclusion of the annual general meeting next following the date of the appointment.
(1) Nominations of candidates for election as office-bearers of the association or as members of the committee:
(a) must be made in writing, on the form authorised and issued by the committee signed by 2 financial members of the association and accompanied by the written consent of the candidate (which may be endorsed on the form of the nomination), and
(b) must be delivered to the secretary of the association by hand or mail at least 14 days before the date fixed for the holding of the annual general meeting at which the election is to take place, and
(c) Nominees must be financial members of the association.
(2) If insufficient nominations are received to fill all vacancies on the committee, the candidates nominated are taken to be elected and further nominations to fill the unfilled positions may be received from the floor at the annual general meeting.
(3) If insufficient further nominations are received, any vacant positions remaining on the committee are taken to be casual vacancies.
(4) If the number of nominations received is equal to the number of vacancies to be filled, the persons nominated are taken to be elected.
(5) If the number of nominations received exceeds the number of vacancies to be filled, a ballot is to be held.
(6) The ballot for the election of office-bearers and members of the committee is to be conducted at the annual general meeting in such usual and proper manner as the committee may direct.
(7) The ballot papers and nomination forms are to be retained for a period of 2 months or until such time as any disputes are resolved.
The President will be responsible for the following:
(1) Chairing meetings of committee and members.
(2) Ensuring the overall running of the association is in accordance with this constitution, by-laws and objectives of the association.
(3) Act accordingly to ensure that the appropriate tasks are performed in the correct manner by the officers of the association.
(4) Maintain a general overview of the operations of the association with a view to ensuring an efficient and harmonious operation.
(5) Ensuring that members are kept informed of all aspects of the association’s business.
(6) Promote the image and day-to-day activities of the association when the opportunity arises.
The vice president will be responsible for the following:
(1) Carry out the duties of the president in that person’s absence.
(2) Attend to official matters as requested by the president.
(3) Act as the president’s assistant in official matters.
(4) Act as public relations officer and in that capacity be responsible for promoting the image and activities of the association at all appropriate opportunities.
(5) Act as official spokesperson and in that capacity be aware of and voice the official policies and views of the committee and bring such matters to the committee’s attention when an official policy is likely to be required.
The Secretary will be responsible for the following:
(1) Act as the Public Officer unless another person is elected to that position.
(2) Maintain up to date records of:
(a) The names and addresses of members, dates of joining and ending membership.
(b) The names and addresses of committee members, date of election or appointment and official position on the committee.
(c) The attendance names at committee and general meetings.
(3) Be responsible for all Official Communications for the Association.
(4) Be responsible for the receipt of mail and its distribution to the appropriate persons within the association and ensure the appropriate action is taken.
(5) Organise all meetings of the association and notify the correct persons to attend.
(6) Make up and distribute appropriate agenda for each meeting, ensuring that unresolved and held over matters from previous meetings are raised.
(7) Be responsible for the taking and distribution of minutes of all meetings and that a compendium of committee decisions is maintained.
(8) Be responsible for organising an appropriate substitute if unable to carry out any duties.
(9) Be responsible for maintaining the association records and the appropriate storage of files and that such files are passed on to the following secretary.
(10) Be responsible to notify official bodies, banks and institutions of changes of address, officers or signatories of the association.
(11) Be responsible to the president for ensuring that the wishes of the committee and motions carried by the general meeting are actioned.
(12) Keep contact with all segments of the organisation and its committees.
(13) Ensure that minute books are kept up to date, kept at the association office and available for inspection by members at any reasonable time.
The treasurer will be responsible for the following:
(1) All monies due to the Association are collected and received, and that all payments authorised by the committee are made.
(2) Correct books and accounts are kept showing the financial affairs of the association including full details of all receipts and expenditure connected with the activities of the association and that all records are passed on to the following treasurer.
(3) All books of account shall always be open to inspection by financial members by prior arrangement, and kept at the association office.
(4) Profit and loss accounts, balance sheets and reports are prepared for presentation to each committee and general meeting.
(5) All books of account and periodical reports are presented for audit not less than once per year. The auditor of accounts is to be appointed at each annual general meeting.
(6) To be aware at all times of the association’s financial position, income, expenditures and distribution of finances.
(7) To be aware of future expenditures and income and inform the committee of these if and when required.
(8) If so directed by the committee make up and keep up to date budgets approved by the committee and ensure the financial affairs of the association are conducted according to those budgets.
(9) The treasurer must ensure that all money received by the association is paid into an account in the association's name. Payments must be made through a petty cash system or by cheque signed by two signatories authorised by the committee. Major or unusual expenditures must be authorised in advance by the Committee or a general meeting.
(10) The treasurer will be responsible for the correct operation of the petty cash system.
All Committee members will be responsible for the following:
(1) All Committee members have the right to state their views if any, on any subject under discussion by the committee.
(2) Only committee members elected at the AGM or subsequent general meetings and members filling casual vacancies have a right to vote on resolutions.
(3) Committee members should attend all meetings of the association.
(4) Committee members who miss a meeting should make themselves aware of proceedings at that meeting before the next meeting.
(5) Committee members should familiarise themselves with information distributed before a meeting well before attending that meeting.
(6) All sub committees delegated authority by the committee should have at least one committee member as a participant so that the committee member can report to the committee on matters affecting the subcommittee.
For the purposes of these rules, a casual vacancy in the office of a member of the committee occurs if the member:
(1) dies, or
(2) ceases to be a member of the association, or
(3) becomes an insolvent under administration within the meaning of the Corporations Act 2001 of the Commonwealth, or
(4) resigns office by notice in writing given to the secretary, or
(5) is removed from office under rule 22,or
(6) becomes a mentally incapacitated person, or
(7) is absent without the consent of the committee from all meetings of the committee held during a period of 6 months.
(1) The association in a general meeting, may by resolution, remove any member of the committee from the office of member before the expiration of the member’s term of office and may by resolution appoint another person to hold office until the expiration of the term of office of the member so removed.
(2) If a member of the committee, to whom a proposed resolution referred to in clause 19(1) relates, makes representation in writing to the secretary (not exceeding a reasonable length) and requests that the representation be notified to the members of the association, the secretary may send a copy of the representations to each member of the association or, if the representations are not so sent, the member is entitled to require that the representation be read out at the meeting at which the resolution is considered.
(1) The committee must meet at least 3 times in each period of 12 months at such place and time as the committee may determine. Additional meetings of the committee may be convened by the president or by any member of the committee.
(2) Oral or written notice of a meeting of the committee must be given by the secretary to each member of the committee at least 48 hours (or such other period as may be unanimously agreed on by the members of the committee) before the time appointed for the holding of the meeting.
(3) Notice of a meeting given under clause 20(2) must specify the general nature of the business to be transacted at the meeting and no business other than that business is to be transacted at the meeting, except business, which the committee members present at the meeting unanimously agree to treat as urgent business.
(4) 5 members of the committee one of whom must be an office-bearer constitute a quorum for the transaction of the business of a meeting of the committee.
(5) No business is to be transacted by the committee unless a quorum is present and if, within half an hour of the time appointed for the meeting, a quorum is not present, the meeting is to stand adjourned to the same place and at the same hour of the same day in the following week.
(6) If at the adjourned meeting a quorum is not present within half an hour of the time appointed for the meeting, the meeting is to be dissolved.
(7) At a meeting of the committee:
(a) the president or, in the president’s absence, the vice-president is to preside, or
(b) if the president and the vice-president are absent or unwilling to act, such one of the remaining members of the committee as may be chosen by the members present at the meeting is to preside.
(1) The committee may, by instrument in writing, delegate to one or more sub-committees (consisting of such member or members of the association as the committee thinks fit) the exercise of such of the functions of the committee as are specified in the instrument, other than:
(a) this power of delegation, and
(b) a function which is a duty imposed on the committee by the Act or by any other law.
(2) A function the exercise of which has been delegated to a sub-committee under this rule may, while the delegation remains unrevoked, be exercised from time to time by the sub-committee in accordance with the terms of the delegation.
(3) A delegation under this section may be made subject to such conditions or limitations as to the exercise of any function, or as to time or circumstances, as may be specified in the instrument of delegation.
(4) Despite any delegation under this rule, the committee may continue to exercise any function delegated.
(5) Any act or thing done or suffered by a sub-committee acting in the exercise of a delegation under this rule has the same force and effect as it would have if it had been done or suffered by the committee.
(6) The committee may, by instrument in writing, revoke wholly or in part any delegation under this rule.
(7) A sub-committee may meet and adjourn, as it thinks proper.
(1) Questions arising at a meeting of the committee or of any sub-committee appointed by the committee are to be determined by a majority of the votes of members of the committee or sub-committee present at the meeting.
(2) Each member present at a meeting of the committee or of any sub-committee appointed by the committee (including the person presiding at the meeting) is entitled to one vote but, in the event of an equality of votes on any question, the person presiding may exercise a second or casting vote.
(3) Subject to rule 20(5), the committee may act despite any vacancy on the committee.
(4) Any act or thing done or suffered, or purporting to have been done or suffered, by the committee or by a sub-committee appointed by the committee, is valid and effectual despite any defect that may afterwards be discovered in the appointment or qualification of any member of the committee or sub-committee.