Posts: 131 Location: South of Brisbane Joined: 24.11.07
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MEMBERSHIP
1. Ordinary/Family Members (Orientation): Applicants for ordinary/family membership of the club must attend a minimum of 3 club functions, at least 1 of which must involve a four wheel driving, before their application is presented to the committee for consideration.
2. Life Members: A renewal form must be submitted every year to ensure details are kept up to date. The club will cease to cover the association and insurance fees for a life member if the renewal form is not completed.
3. Country Members: Applicants who qualify for country membership do not have to satisfy the orientation criteria before their application is presented to the committee for consideration.
4. Social Members: Family/ordinary members who have been active club members for a period of 5 or more years may apply for social membership when membership renewals are due. Transfer to social membership status is subject to Management Committee approval. Social members can attend no more than 3 designated club social events per year. Social members may transfer back to family/ordinary membership on a pro rata basis for the remainder of the club year.
5. Visitors: Visitors are welcome to attend up to 3 suitable club organised four wheel driving functions before applying for membership. Functions attended as a visitor prior to applying for membership will count towards orientation.
6. Membership fees at 22/08/2017 are as follows:
� Family / ordinary members: $ 90.00
� Life members: $25.00 (Association Fee only)
� Country members: $ 60.00
� Social members: $ 45.00
� Part year fees are payable on a pro rata basis.
� Association fees (all members): $ 30.00 (not pro rata)
� Joining fee (one off): $ 30.00 (not pro rata)
TRIPS
7. All club trips (including recce�s) must be entered in the trip book prior to the trip taking place.
8. Members wishing to attend a trip must indicate their intent by either:
� placing their name and contact details on the trip attendance sheet; or
� contacting the tours co-ordinator to do the same; or
� contacting the trip leader to do the same.
9. Members must contact the trip leader prior to the trip (usually the Thursday preceding the trip) to confirm their attendance and to be informed of any late changes to the trip details.
10. All trips will be graded as follows based on a coil sprung, live axle 4WD such as a GQ or GU Patrol:
� Grade 1: Very easy with little, if any 4WD involved, will usually consist of a scenic tour and an easy trip possible to a camp site.
� Grade 2: Relatively moderate 4WD trip, winching and / or towing most unlikely.
� Grade 3: Medium 4WD trip, will require cautious driving, some level of driving skill, winching should not be necessary � perhaps some towing. Participants must have their own recovery gear and towing hooks front and rear.
� Grade 4: Moderate 4WD difficulty, winch and / or towing will almost certainly be required. Participants must have their own recovery gear and towing hooks front and rear.
� Grade 5: Extremely difficult 4WD � participants must be experienced at travelling over difficult terrain, winching and / or towing will definitely be required and participants must have their own recovery gear and towing hooks front and rear.
11. All trips are to be conducted as per the 4WD Code of Ethics and the principles of Tread Lightly, and members are to behave appropriately at all times.
12. All vehicles must be registered and insured to a minimum level of third party property to attend all trips, and must have recovery points fitted front and rear to attend trips graded 3 or higher.
TRIP LEADERS RESPONSIBILITIES
13. The following responsibilities are placed upon Trip Leaders:
� Ensure that attendance sheet is filled out properly.
� Collect forestry fees if applicable and issue permits.
� Ensure that Trip Leader meets visitors and introduces them to all participants.
� Check that all participants have tow hooks / recovery points front & rear and recovery gear available. (At least ask the question)
� Ensure that visitors are aware of trip grading requirements ie grade 2 is the usual limit and have tow hooks front & rear fitted to a vehicle in roadworthy condition.
� Ensure that visitors are placed strategically in convoy.
� Ensure that visitors have current rego, licence and third party property insurance.
� Ensure that convoy is aware of convoy rules.
� Ensure that convoy is aware of channel 27 on UHF and place those without CB radios appropriately within the convoy. Trip Leaders can designate a channel on either CB or UHF for sole communication between TEC and TL.
� Make convoy aware of TEC name / vehicle / duties.
� Advise convoy that trip leader�s car horn will be used as a signal to call meetings at the beginning and end of trips ie to discuss departure times and activities planned for the day and any problems which may have occurred during the day.
� Establish a secondary meeting place for long distance trips.
� Advise convoy of what time to break camp.
� Ensure that trip reports (oral and written) have been delegated.
� Send trip list of participants to the points co-ordinator.
DRIVING COMPETENCY
14. Prior to open attendance on trip graded 3 or higher club members must attend a DAP where club specific guidelines and adopted practices will be taught and participants will demonstrate safe four wheel driving and recovery practices.
15. Members must maintain their competency in four wheel driving to continue attending trips graded 3 or higher. Competency is maintained by either:
� attending at least one grade 3 trip per year; or
� attending at least one DAP per year; or
� submitting a signed statement detailing suitable non club four wheel driving activities undertaken during the year.
16. Members will be notified by the Management Committee before their competency expires so that action may be taken. If competency expires members must attend a DAP before attending any further trips graded 3 or higher.
17. Members who are reported to the Management Committee for unsafe driving or recovery practices will be requested to attend a DAP before attending any further trips graded 3 or higher.
18. Visitors, new members and members who have not maintained their competency may attend grade 1 and 2 trips. Attendance of a grade 3 trip may be granted at the discretion of the trip leader, subject to a satisfactory demonstration of a key start recovery.
CONVOY RULES
19. The following rules are to be applied when travelling in convoy
� Observe road rules at all times.
� Trip Leader to appoint a sweeper (Tail End Charlie) for each trip.
� Trip Leader to call a group meeting prior to the start and remind members of the convoy rules.
� If leaving the convoy for any reason, signal other vehicles to pass and inform sweeper (TEC) of your intentions. TEC stops with member and waits for him to resume his place in the convoy.
� All vehicles are responsible for the following vehicle when turning, at crossroads etc. If no vehicle in sight, WAIT. While travelling, members are to maintain their position in the convoy.
� Keep a safe distance behind the vehicle in front at all times especially in hilly country, dusty conditions or when brakes are wet.
� No members to leave the trip early without prior arrangements with the Trip Leader. Trip Leader or appointed member to carry club banner and recovery gear.
� In difficult terrain allow the vehicle in front to get to the crest before you attempt to follow. If you fail to reach the crest, stop the following vehicle. Conversely allow the vehicle in front to negotiate a downhill slope before you attempt same.
� No vehicle to pass the Trip Leader except in an emergency.
� When winching or towing is necessary, a winch boss is to be appointed and will be in charge of the operation.
� If a driver requires assistance, he is to repeatedly flash headlights or call on the CB.
� All vehicles on trips must have towing hooks front and rear and carry a minimum of recovery gear ie axe, spade, tow-rope and First Aid Kit.
� The second vehicle in the convoy will pull aside and open and close gates rejoining the convoy in front of the sweeper.
� Any driver not complying with the convoy rules or instructions given by the Trip Leader will be referred to the Management Committee for disciplinary action.
POINTS & AWARDS
20. Club awards are presented annually in the following categories:
� Club man
� Club woman
� Club boy
� Club girl
� Club family
21. The club awards are based on the following points system:
Activity Member Points Family Points
General Meeting 2 3
Trip Attendance 3 4
Social Event 3 4
Magazine Article 4 n.a.
Points For Organising Trips (Including DAP\'s)
Trip Length Trip Leader TEC Helper
1 Day 10 5 4
2 Days / Weekend 13 7 4
3+ Days 15 9 4
Recce�s 6 4 4
Note: Family points are only given when all registered family members attend a club activity. Committee members do not receive points for attending committee meetings or for submitting compulsory articles in the magazine e.g. President\'s report, Editor\'s report etc.
22. In addition to the above awards, members of the Management Committee may elect to present additional awards, typically these include some or all of the following:
� Best club photo / video
� Presidents appreciation / encouragement award
� Editors appreciation award
23. Awards are presented at the December meeting, usually by the President from the previous year. Long term membership pins are presented at the same time for 5, 10, 15, 20 and 25 years of continuous membership.
CLUB MAGAZINE
24. The club will publish a magazine every 2 months and distribute it to all club members including provisional members. Magazines will also be distributed to advertisers.
25. The magazine is the primary means of communication to club members and will contain important club information, upcoming trip details, notification of new and provisional members, recent trip reports and any other information as determined appropriate by the Editor.
26. When allocated a trip report, club members are to submit the completed report to the Editor before the magazine deadline immediately following the trip.
CLUB LIBRARY
27. The club library holds books, manuals, videos, guides and maps for use by all club members including provisional members.
28. Library items are usually borrowed for a period of one month only, a charge will be made for the loan of library items except where that loan is to facilitate the organisation of a club trip or function.
29. Library items not returned after 1 month will be subject to an overdue charge.
30. Club members are responsible for library items whilst on loan and the Management Committee may request that any lost, stolen or damaged items be replaced at the borrowers� expense.
CLUB SHOP
31. The club shop offers discounted accessories, recovery equipment, merchandise and other relevant items for purchase by all club members.
32. A deposit is payable for all low volume items which must be individually ordered.
CLUB EQUIPMENT
33. The club has a number of items of equipment available for use by club members.
34. The loan of all equipment is at the discretion of the Executive Management Committee. Priority is given to registered club trips.
35. Club members are responsible for equipment whilst on loan and the Management Committee may request that any lost, stolen or damaged items be replaced at the borrowers� expense.
CLUB SUBSIDISED EVENTS
36. The club subsidises certain events during the year including but not limited to:
� State Forest access fees where applicable for rostered trips;
� Fees incurred by trainers at DAP�s;
� Association fees payable on behalf of Life members;
� Recce fuel allowance for Trip Leaders and TEC�s (limit $20 payable upon submission of all trip and recce paperwork)
� Social activities such as the Christmas party
37. Social members are not entitled to club subsidies and must pay full price to attend subsidised events.
CLUB NEGOTIATED DISCOUNTS
38. The club has negotiated discounts with selected businesses relevant to four wheel driving and club activities.
39. Discounts are available to all members.
MANAGEMENT COMMITTEE POSITION RESPONSIBILITIES
40. President:
� Chair all General Meetings, Management Committee meetings and the Annual General Meeting, with the exception of the election of the new Management Committee positions.
� Ensure co-ordination and co-operation within all committees and amongst club members.
� Co-ordinate all management activities, and decisions with the Management Committee members.
� Cast a deciding vote in cases of dispute.
� Ensure that Club business is conducted in a proper manner in line with the constitution.
� Ensure the membership is informed of the long and short term plans of the committees.
� Act as the Club spokesperson and Club figurehead whenever necessary.
� Prepare an Annual Report for the presentation at the AGM and publication in the magazine.
� Write a column for the club magazine to keep members informed of current issues.
� The President is one of three officers who are authorised to countersign Club cheques.
41. Secretary:
� Maintain Club files including:
� Correspondence.
� Incorporation and Constitutional matters.
� Minutes of all Club Meetings, Committee Meetings and Annual General Meetings
� Maintain Club Membership Register Membership Officer
� Management Committee membership register.
� Addresses of other clubs.
� Manage Club correspondence, including:
� Clear Post Box on a regularly basis.
� Record all incoming mail in register or Minutes (Advertising material excepted) & distribute incoming mail, where applicable, to other Management Committee members.
� Write letters as requested by the Management Committee, and answer general enquires.
� Check and authorize all out going correspondence.
� File copies of outgoing correspondence.
� Maintain stocks of Printed forms.
� Ensure AGM notification and nomination forms are distributed to all members prior to the AGM
� Hold an up to date copy of Club Constitution and By-Laws.
� Hold the Club seal
� Lodge the �Statement of Annual General Meeting� and attachments with The Office of Fair Trading as necessary.
� Ensure that the Club is acting in a Lawful and Honest manner with regard to the Club constitution.
� The Secretary is one of three officers who are authorised to countersign Club cheques.
42. Treasurer:
� Keep and Maintain Club Financial Ledger, and make available to any club member to view.
� Maintain all Club accounts, in a clear transparent and detailed manner.
� Conduct the financial matters of the club in an honest and reliable manner.
� Make all payments as may be approved by the Management Committee or General Meeting in an appropriate safe manner.
� Receive all monies due to the Club and issue receipt and pay such monies into a duly authorized Bank account in the Club\'s name.
� Report to the club members on a Monthly basis of the Club financial status.
� Analyse the financial affairs of the Club and draw attention to the Management Committee and if necessary the members, to trends which, in their opinion may undermine the financial strength of the Club.
� Arrange and nominate a qualified auditor for acceptance as determined by the Club Constitution.
� Provide a written audited report of the clubs finances to all Club members at the AGM
� Ensure an audit of the Club books is completed at the end of each financial year.
� Ensure that all club cheques are countersigned by no less then 2 members of the Management Committee authorized to countersign Club Cheques.
� Authorize other members to collect monies on their behalf if they deem this necessary.
� Ensure that all matters in the club constitution relating to the club finances are strictly adhered to.
� Oversee all financial matters of the club, and supervise all committees and persons in relation to Financial Matters.
� The Treasurer is one of three officers who are authorised to countersign Club cheques.
43. Vice President (Senior):
� Act in the President�s absence as chairman at meetings and assume all relevant duties of the President.
� Act in any other position on the Management Committee when that member is unable to attend.
� Assist the President and other members of the Management Committee, with their roles.
� The Vice President (Senior) will usually nominate for the President�s position when the President retires from office.
44. Vice President (Junior):
� Act in the Vice President and President�s absence as chairman at meetings and assume all relevant duties of the President.
� Act in any other position on the Management Committee when that member is unable to attend.
� Assist the President and other members of the Management Committee, with their roles.
� The Vice President (Junior) will usually nominate for the Vice President�s position when the Vice President retires from office.
45. Association Delegate(s):
� Represent the Club at the monthly State Association Representatives meeting, voting on behalf of the Club and raising any issues as instructed by the Management Committee.
� Report to the Management Committee and Club members on relevant issues arising at the meetings.
� A number of members may share the role of Association Delegate.
46. Editor:
� Receive and edit articles submitted by members to ensure that they comply with recognised standards and club policies.
� Compile and produce the Club Magazine and distribute to all financial members and advertisers every two months.
� Encourage all Members to contribute to the Club Magazine.
� Liaise with current and potential advertisers.
� Maintain a stock of magazine covers, and produce new covers when necessary.
47. Equipment Officer:
� Hold all Club Equipment for safekeeping.
� Ensure equipment is serviced and maintained as appropriate.
� Maintain a record of all equipment loans to Club members.
� Investigate and purchase equipment for use by the Club as directed by the Management Committee.
� Present a report to the AGM on the state of the Club Equipment.
48. Historian:
� Collect information of historical significance to the Club.
� Retain information for historic purposes.
49. Librarian:
� Hold all Club Books, Maps, Guides and Videos for safekeeping.
� Maintain a record of all loans to Club members.
� Collect monies on behalf of the Treasurer for the loan of these item\'s and issue receipts.
� Investigate and purchase new stock for the Club Library.
� Dispose of excess and old stock as appropriate.
� Maintain a petty cash account using the imprest system.
50. Membership Officer:
� Maintain a record of all members as prescribed in the Club Constitution.
� Process membership applications and renewals.
� Collect monies on behalf of the Treasurer for membership applications and renewals and issue receipts.
� Field membership enquiries and distribute information packs as appropriate.
� Ensure that long term membership awards are recognised.
� Introduce visitors to the members at general meetings.
� Notify successful applicants of membership approval.
� Maintain a petty cash account using the imprest system.
51. Observer:
� Ensure the continuity of Club policy and administrative duties.
� Provide advice to the Management Committee where necessary.
� The position of Observer is usually held by the outgoing President.
52. Points Co-ordinator:
� Maintain a points tally for each member, member partner, member child & member family.
� Total points for each category at the end of the financial year.
� Provide the President with a summary of total points for each category at the end of the year so that trophies may be awarded.
� Retain all completed trip and meeting attendance record sheets.
53. Public Relations Officer:
� Ensure that all visitors and New Members are made welcome at club functions and meetings.
� Arrange guest speakers to address the members on relevant topics at general meetings.
54. Purchasing Officer:
� Obtain and make available for sale to members items of equipment that General Meeting/Management committee believe should be stocked, at the best possible prices.
� Keep a register of such stock times.
� Report status and sales to the Management Committee every month.
� Collect monies on behalf of the Treasurer for the Sale of these item\'s and issue receipts.
� Conduct a stock take of all club property each year, at the end of the financial year.
� Maintain a petty cash account using the imprest system.
55. Sergeant at Arms:
� Collectively report on humorous mistakes and misfortunes resulting from Club activities and collect �fines� for charity.
� Hold the Charity tin for safekeeping.
� Recommend suitable recipient charities for consideration by the Management Committee and Club members at the AGM.
56. Social Director(s):
� Provide catering at general meetings during the year.
� Organise the Club Christmas Party and other social events during the year.
� Acquire a raffle prize for each general meeting.
� Collect monies on behalf of the Treasurer for the sale of drinks and other items as directed by the Management Committee and issue receipts where appropriate.
� Maintain a petty cash account using the imprest system.
57. Technical Advisor:
� Keep abreast of technical, engineering and mechanical issues affecting four wheel drives and report relevant changes to Club members.
� Endeavour to find answers to technical queries from Club members.
� Assist members in resolving technical problems.
58. Tours Co-ordinator:
� Keep and maintain a trip register.
� Keep and maintain a trip calendar, and advertise same in Magazine.
� Promote and encourage participation on Club trips.
� Encourage Club members to organise and lead Club trips.
� Ensure that the Trip Leaders are familiar with the relevant By-laws and other rules and policies of the Club and all relevant paperwork is distributed.
� Ensure that the appropriate permission and/or approval is obtained and liaison has occurred for entry to:
� National Parks
� Forestry areas
� Private Property
� Pastoral Lands
� Aboriginal Lands
� Assist trip leaders with the organization of trips if necessary.
� Ensure all permits are obtained and in order.
� Prepare and submit to the Secretary, thank you letters and such like for transmission to the appropriate persons.
59. Training Officer:
� Organise and co-ordinate the Club�s training program.
� Ensure suitable trainers are available to undertake training.
� Ensure all equipment and paperwork is available for trainers as required.
� Advise and assist new members with any queries regarding training.
� Liaise with the State Association to ensure suitable development of training packages.
� Maintain a register of training undertaken by Club members.
60. Webmaster:
� Compile and publish Club information on to the website.
� Obtain reports and photos from the Editor and publish on to the website.
� Maintain the Club email distribution list.
� Assist Club members with computer based problems where possible.'smiley;
QUEENSLAND NISSAN PATROL 4WD CLUB INC. RULES
WORDS AND EXPRESSIONS TO HAVE MEANING IN ACT
1. A word or expression that is not defined in these rules, but is defined in the Associations Incorporation Act 1981 has, if the context permits, the meaning given by the Act.
NAME
2. The name of the incorporated association is the QUEENSLAND NISSAN PATROL 4WD CLUB INC., in these rules called \"the association\".
OBJECTS
3. The objects of the association are �
(1) to provide a common meeting place for people with a similar interest in four wheel driving; and
(2) to encourage and promote family oriented recreational activities, in particular into areas inaccessible to other forms of transportation, and organise tours; and
(3) to actively support the conservation of the natural environment and liaise with controlling authorities; and
(4) to conduct meetings and educational classes whereby members may gain knowledge in vehicle handling, equipment, navigation, travel safety and general care and maintenance of their vehicle and equipment; and
(5) to defend the right of access to public road reserves and to undertake campaigns to maintain this right.
POWERS
4. (1) The association has the powers of an individual.
(2) The association may, for example -
(a) enter into contracts; and
(smiley acquire, hold, deal with and dispose of property; and
(c) make charges for services and facilities it supplies; and
(d) do other things necessary or convenient to be done in carrying out its affairs.
(3) The association may also issue secured and unsecured notes, debentures and debenture stock for the association.
CLASSES OF MEMBERS
5. (1) The membership of the association shall consist of ordinary members, and any of the following classes of members -
(a) family members;
Ordinary membership including all members of a family, and children up to the age of 17 years whilst dependants. Such membership must be applied for at the time of making application for membership or upon renewal of ordinary membership. Two adult members of the family shall be eligible to vote and only one adult member shall be a member of the executive management committee of the association at any one time. Such membership shall be unlimited.
(smiley life members;
Membership recommended by the management committee and conferred by at least 66% of the members present and eligible to vote at an annual general meeting provided that notice of recommendation for life membership shall be included in, and form part of, the notice of the annual general meeting at which confirmation shall be voted on. Life members shall be entitled to all privileges of ordinary membership or family membership as shall be conferred by the management committee. Life members shall not pay any membership subscription. Such membership shall be unlimited.
(c) country members;
Persons residing at a distance greater than 100 kilometres from Brisbane shall be entitled to join as country members. Country members shall be entitled to all benefits, facilities and privileges in the association. Such membership shall be unlimited.
(d) social members;
Membership at the discretion of the management committee extended to any financial member of the association subject to satisfying the qualifying criteria as set out in the by-laws of the association. Social members shall be entitled to those benefits, facilities and privileges in the association as set out in the by-laws of the association but shall not be eligible to vote or hold office in the association. Such membership shall be unlimited.
(e) provisional members;
Persons having applied for ordinary membership or family membership and awaiting consideration of that application by the management committee shall be provisional members of the association. Provisional members shall be entitled to those benefits, facilities and privileges in the association as set out in the by-laws of the association but shall not be eligible to vote or hold office in the association. Such membership shall be unlimited.
(2) The number of ordinary members is unlimited.
MEMBERSHIP
6. (1) An application for membership must be -
(a) in writing; and
(smiley signed by the applicant; and
(c) in the form decided by the management committee.
MEMBERSHIP FEES
7. (1) The membership fee for each class of membership -
(a) is the amount decided by the members from time to time at a general meeting; and
(smiley is payable when, and in the way, the management committee decides.
ADMISSION AND REJECTION OF MEMBERS
8. (1) The management committee must consider an application for membership at the next meeting of the committee held after it receives -
(a) the application; and
(smiley the appropriate membership fee for the application; and
(c) confirmation that orientation has been completed as defined in the by-laws of the association.
(2) The management committee must decide at the meeting whether to accept or reject the application.
(3) If a majority of the management committee members present at the meeting vote to accept the applicant as a member, the applicant must be accepted as a member to the class of membership applied for.
(4) The secretary of the association must, as soon as practicable after the management committee decides to accept or reject an application, give the applicant a written notice of the decision.
(5) Until such time as an application is approved by the management committee the applicant will remain a provisional member of the club.
WHEN MEMBERSHIP ENDS
9. (1) A member may resign from the association by giving a written notice of resignation to the secretary.
(2) The resignation takes effect on -
(a) the day and at the time the notice is received by the secretary; or
(smiley if a later day is stated in the notice - the later day.
(3) The management committee may terminate a member\'s membership if the member -
(a) is convicted of an indictable offence; or
(smiley does not comply with any of the provisions of these rules; or
(c) does not comply with any of the provisions of the by-laws of the association; or
(d) has their annual renewal form or membership fees in arrears for at least 2 months; or
(e) conducts himself or herself in a way considered to be injurious or prejudicial to the character or interests of the association.
(4) Before the management committee terminates a member\'s membership, the committee must give the member a full and fair opportunity to show why the membership should not be terminated.
(5) If, after considering all representations made by the member, the management committee decides to terminate the membership, the secretary of the committee must give the member a written notice of the decision.
APPEAL AGAINST REJECTION OR TERMINATION OF MEMBERSHIP
10. (1) A person whose application for membership has been rejected, or whose membership has been terminated, may give the secretary written notice of the person\'s intention to appeal against the decision.
(2) A notice of intention to appeal must be given to the secretary within 1 month after the person receives written notice of the decision.
(3) If the secretary receives a notice of intention to appeal, the secretary shall notify the next general meeting of the association that an appeal has been received whereupon an appeals committee consisting of 3 members each having not less than 2 years of continuous membership of the association, shall be elected by the majority vote of the members of the association present at such meeting.
(4) Nominations for membership of the appeals committee shall be called for by the secretary at the aforesaid meeting and shall be accepted from the floor with or without a seconder.
(5) No member of the management committee whose decision is being appealed against or any member of the then elected management committee shall be a member of the appeals committee.
(6) Upon the election of the appeals committee the secretary shall give notice of the appeal to each of the members of the appeals committee, the applicant, the management committee and the committee members who rejected the application or terminated the membership, and shall convene a hearing of the appeal within 3 months of the date of receipt by the secretary of the notice of appeal.
(7) At the meeting, the applicant must be given a full and fair opportunity to show why the application should not be rejected or the membership should not be terminated.
(Cool Also, the management committee and the committee members who rejected the application or terminated the membership must be given an opportunity to show why the application should be rejected or the membership should be terminated.
(9) An appeal must be decided by a vote of the appeals committee members.
(10) If a person whose application has been rejected does not appeal against the decision within 1 month after receiving written notice of the decision, or the person appeals but the appeal is unsuccessful, the secretary must, as soon as practicable, refund the application fee paid by the person.
REGISTER OF MEMBERS
11. (1) The management committee must keep a register of members.
(2) The register of members must include the following particulars for each member -
(a) the full name and residential address of the member;
(smiley the allocated number of the member, provided that only one number shall be allocated for family membership;
(c) the date of admission as a member;
(d) the date of death or resignation of the member;
(e) details about the termination or reinstatement of membership;
(f) any other particulars the management committee or the members at a general meeting decide.
(3) The register must be open for inspection at all reasonable times.
(4) However, before the member may inspect the register, the member must apply to the secretary to inspect it.
SECRETARY
12. (1) If a vacancy happens in the office of secretary, the members of the management committee must ensure a secretary is appointed or elected for the association within 1 month after the vacancy happens.
(2) The secretary must be an individual residing in Queensland, or in another State but not more than 65 km from the Queensland border, who is -
(a) a member of the association elected by the association as secretary; or
(smiley any of the following persons appointed by the management committee -
(i) a member of the association\'s management committee;
(ii) a member of the association;
(iii) another person.
(3) The management committee may appoint and remove the association\'s secretary at any time.
MEMBERSHIP OF MANAGEMENT COMMITTEE
13. (1) The management committee of the association consists of the executive management committee and any other number of other positions as decided by the members at a general meeting of the association.
(2) The executive management committee of the association consists of a president, vice-president, treasurer and secretary.
(3) A member of the management committee, other than the secretary, must be a member of the association.
(4) A member of the executive management committee, other than the secretary, must have been a member of the association for a period of not less than 1 year.
(5) At each annual general meeting of the association, the members of the management committee must retire from office, but are eligible, on nomination, for re-election.
(6) A member of the association may only be a member of the executive committee for a maximum of 3 consecutive terms.
(7) A member of the association may only occupy any one position on the executive committee for a maximum of 2 consecutive terms.
(Cool In this rule - \"term\" refers to the period of time between consecutive annual general meetings of the association.
ELECTING THE MANAGEMENT COMMITTEE
14. (1) A member of the management committee may only be elected as follows -
(a) any 2 members of the association may nominate another member (the \"candidate\"smiley to serve as a member of the management committee;
(smiley the nomination must be -
(i) in writing; and
(ii) signed by the candidate and the members who nominated him or her; and
(iii) given to the secretary at least 35 days before the annual general meeting at which the election is to be held;
(c) each member present at the annual general meeting may vote for any number of candidates not more than the number of vacancies;
(d) if, at the start of the meeting, there are not enough candidates nominated, nominations may be taken from the floor of the meeting.
(2) A list of the candidates\' names in alphabetical order, with the names of the members who nominated each candidate, must be posted in a conspicuous place in the office or usual place of meeting of the association at the general meeting held in the month preceding the annual general meeting, and on the day of the annual general meeting.
(3) If required by the management committee, balloting lists must be prepared containing the names of the candidates in alphabetical order.
RESIGNATION OR REMOVAL FROM OFFICE OF MANAGEMENT COMMITTEE MEMBER
15. (1) A management committee member may resign from the committee by giving written notice of resignation to the secretary.
(2) The resignation takes effect on -
(a) the day and at the time the notice is received by the secretary; or
(smiley if a later day is stated in the notice - the later day.
(3) A member may be removed from office at a general meeting of the association if a majority of the members present at the meeting vote in favour of removing the member.
(4) Before a vote of members is taken about removing the member from office, the member must be given a full and fair opportunity to show cause why he or she should not be removed from office.
(5) A member has no right of appeal against the member\'s removal from office under this section.
VACANCIES ON MANAGEMENT COMMITTEE
16. (1) If a casual vacancy happens on the management committee, the continuing members of the committee may appoint another member of the association to fill the vacancy until the next annual general meeting.
(2) The continuing members of the management committee may act despite a casual vacancy on the management committee.
(3) However, if the number of committee members is less than the number fixed under these rules as a quorum of the management committee, the continuing members may act only to -
(a) increase the number of management committee members to the number required for a quorum; or
(smiley call a general meeting of the association.
FUNCTIONS OF MANAGEMENT COMMITTEE
17. (1) Subject to these rules or a resolution of the association members carried at a general meeting, the management committee -
(a) has the general control and management of the administration of the affairs, property and funds of the association; and
(smiley has authority to interpret the meaning of these rules and any matter relating to the association on which the rules are silent.
(2) The management committee may exercise the powers of the association -
(a) to borrow, raise or secure the payment of amounts in a way the association members decide; and
(smiley to secure the amounts mentioned in paragraph (a) or the payment or performance of any debt, liability, contract, guarantee or other engagement incurred or to be entered into by the association in any way, including by the issue of debentures (perpetual or otherwise) charged upon the whole or part of the association\'s property, both present and future; and
(c) to purchase, redeem or pay off any securities issued; and
(d) to borrow amounts from members and pay interest on the amounts borrowed; and
(e) to mortgage or charge the whole or part of its property; and
(f) to issue debentures and other securities, whether outright or as security for any debt, liability or obligation of the association; and
(g) to provide and pay off any securities issued; and
(h) to invest in a way the members of the association may from time to time decide.
(3) For sub-section (2)(d), the rate of interest must not be more than the current rate being charged for overdrawn accounts on money lent (regardless of the term of the loan) by -
(a) the financial institution for the association; or
(smiley if there is more than 1 financial institution for the association - the financial institution nominated by the association.
MEETINGS OF MANAGEMENT COMMITTEE
18. (1) Subject to subsections (2) to (17), the management committee may meet and conduct its proceedings as it considers appropriate.
(2) The management committee must meet at least once every 2 months to exercise its functions.
(3) The committee must decide how a meeting is to be called.
(4) Notice of a meeting is to be given in the way decided by the committee.
(5) If the secretary receives a written request signed by at least 3 members of the management committee, the secretary must call a special meeting of the committee.
(6) A request for a special meeting must state -
(a) why the special meeting is being called; and
(smiley the business to be conducted at the meeting.
(7) At a management committee meeting, more than 50% of the members elected or appointed to the committee as at the close of the last general meeting of the members form a quorum.
(Cool A question arising at a committee meeting is to be decided by a majority vote of committee members present at the meeting and, if the votes are equal, the question is decided in the negative.
(9) A management committee member must not vote on a question about a contract or proposed contract with the association if the member has an interest in the contract or proposed contract, and if the member does vote the member\'s vote must not be counted.
(10) The secretary must give each management committee member at least 2 days notice of a special meeting of the committee.
(11) A notice of a special meeting must state -
(a) the day, time and place of the meeting; and
(smiley the business to be conducted at the meeting.
(12) A notice of a special meeting may be given verbally.
(13) The president or, if there is no president or if the president is not present within 10 minutes after the time fixed for a management committee meeting, the vice-president is to preside as chairperson at the meeting.
(14) If the president and the vice-president are absent from a management committee meeting, the members may choose 1 of their number to preside as chairperson at the meeting.
(15) If a quorum is not present within 30 minutes after the time fixed for a management committee meeting called on the request of committee members, the meeting lapses.
(16) If a quorum is not present within 30 minutes after the time fixed for a management committee meeting called other than on the request of committee members, the meeting is to be adjourned to -
(a) the same day, time and place in the next week; or
(smiley a day, time and place decided by the committee.
(17) If, at the adjourned meeting mentioned in subsection (16), a quorum is not present within 30 minutes after the time fixed for the meeting, the meeting lapses.
DELEGATION OF MANAGEMENT COMMITTEE POWERS
19. (1) The management committee may delegate the whole or part of its powers to a subcommittee consisting of the association members considered appropriate by the committee.
(2) A subcommittee may only exercise delegated powers in the way the management committee decides.
(3) A subcommittee may elect a chairperson of its meetings.
(4) If a chairperson is not elected, or if the chairperson is not present within 10 minutes after the time fixed for a meeting, the members present may choose 1 of their number to be chairperson of the meeting.
(5) A subcommittee may meet and adjourn as it considers appropriate.
(6) A question arising at a subcommittee meeting is to be decided by a majority vote of the members present at the meeting and, if the votes are equal, the question is decided in the negative.
ACTS NOT AFFECTED BY DEFECTS OR DISQUALIFICATIONS
20. (1) An act performed by the management committee, a subcommittee or a person acting as a member of the management committee is taken to have been validly performed.
(2) Subsection (1) applies even if the act was performed when -
(a) there was a defect in the appointment of a member of the management committee, subcommittee or person acting as a member of the management committee; or
(smiley a management committee member, subcommittee member or person acting as a member of the management committee was disqualified from being a member.
RESOLUTIONS OF MANAGEMENT COMMITTEE WITHOUT MEETING
21. (1) A written resolution signed by each member of the management committee for the time being entitled to receive notice of a committee meeting is as valid and effectual as if it had been passed at a committee meeting that was properly called and held.
(2) A resolution mentioned in subsection (1) may consist of several documents in like form, each signed by 1 or more members of the committee.
ANNUAL GENERAL MEETINGS
22. The annual general meeting must be held -
(a) at least once each year; and
(smiley within 6 months after the end of the association\'s previous financial year.
BUSINESS TO BE CONDUCTED AT ANNUAL GENERAL MEETING
23. The following business must be conducted at each annual general meeting -
(a) receiving the statement of income and expenditure, assets, liabilities and mortgages, charges and securities affecting the property of the association for the last financial year;
(smiley receiving the auditor\'s report on the financial affairs of the association for the last financial year;
(c) presenting the audited statement to the meeting for adoption;
(d) electing members of the management committee;
(e) appointing an auditor.
SPECIAL GENERAL MEETING
24. (1) The secretary may only call a special general meeting by giving each member notice of the meeting within 14 days after -
(a) being directed to call the meeting by the management committee; or
(smiley being given a written request signed by -
(i) at least 33% of the members of the association presently on the management committee; or
(ii) at least the number of ordinary members of the association equal to double the number of members of the association presently on the management committee plus 1; or
(2) A request mentioned in subsection (1)(smiley must state -
(a) why the special general meeting is being called; and
(smiley the business to be conducted at the meeting.
NOTICE OF GENERAL MEETING
25. (1) The secretary may call a general meeting of the association.
(2) The secretary must give at least 14 days notice of the meeting to each association member.
(3) The management committee may decide the way in which the notice must be given.
(4) However, notice of a meeting called to hear and decide a proposed special resolution of the association must be given in writing.
QUORUM FOR, AND ADJOURNMENT OF, GENERAL MEETING
26. (1) Subject to subsection (5), at a general meeting the number of members equal to 30% of the current financial membership present in person and not represented by proxy form a quorum.
(2) No business may be conducted at a general meeting unless a quorum of members is present when the meeting proceeds to business.
(3) If a quorum is not present within 30 minutes after the time fixed for a general meeting called on the request of members of the management committee or the association, the meeting lapses.
(4) If a quorum is not present within 30 minutes after the time fixed for a general meeting called other than on the request of members of the management committee or the association, the meeting is to be adjourned to -
(a) the same day, time and place in the next week; or
(smiley a day, time and place decided by the management committee.
(5) If at an adjourned meeting, a quorum under subsection (1) is not present within 30 minutes after the time fixed for the meeting, the members present form a quorum.
(6) The chairperson may, with the consent of any meeting at which a quorum is present, and must if directed by the meeting, adjourn the meeting from time to time and from place to place.
(7) If a meeting is adjourned under subsection (6), only the business left unfinished at the meeting from which the adjournment took place may be conducted at the adjourned meeting.
(Cool The secretary is not required to give the members notice of an adjournment or of the business to be conducted at an adjourned meeting unless a meeting is adjourned for at least 30 days.
(9) If a meeting is adjourned for at least 30 days, notice of the adjourned meeting must be given in the same way notice is given for an original meeting.
(10) In this rule - \"member\" includes a person representing a corporation that is a member.
PROCEDURE AT GENERAL MEETING
27. (1) Subject to these rules, at each general meeting -
(a) the president or, if there is no president or if the president is not present within 15 minutes after the time fixed for the meeting or is unwilling to act, the vice-president is to preside as chairperson; and
(smiley if the vice-president is absent or unwilling to act as chairperson, the members present must elect 1 of their number to be chairperson of the meeting; and
(c) the chairperson must conduct the meeting in a proper and orderly way; and
(d) each question, matter or resolution must be decided by a majority of votes of the members present; and
(e) each member present and entitled to vote is entitled to 1 vote only and, if the votes are equal, the chairperson has a casting vote as well as a primary vote; and
(f) a member is not entitled to vote at a general meeting if the member\'s annual subscription is more than 2 months in arrears at the date of the meeting; and
(g) voting may be by a show of hands or a division of members, unless at least 20% of the members present demand a secret ballot; and
(h) if a secret ballot is held, the chairperson must appoint 2 members to conduct the secret ballot in the way the chairperson decides; and
(i) the result of a secret ballot as declared by the chairperson is taken to be a resolution of the meeting at which the ballot was held; and
(j) a member may vote in person or by proxy or by attorney and -
(i) on a show of hands, each person present who is a member or a representative of a member has 1 vote; and
(ii) in a secret ballot, each member present in person or by proxy or by attorney or other properly authorised representative has 1 vote; and
(k) an instrument appointing a proxy must be in writing; and -
(i) if the appointor is an individual - signed by the appointor or the appointor\'s attorney properly authorised in writing; or
(ii) if the appointor is a corporation - either under seal or signed by a properly authorised officer or attorney of the corporation; and
(l) a proxy may be a member of the association or another person; and
(m) the instrument appointing a proxy is taken to confer authority to demand or join in demanding a secret ballot; and
(n) if someone wants to give a member an opportunity to vote for or against a resolution, the instrument appointing a proxy must be in the following or like form -
ASSOCIATION:
I, _____________________________ of ______________________________, being a member of the association, appoint ______________________________ of ______________________________, as my proxy to vote for me on my behalf at the (annual) general meeting of the association, to be held on the ________________________ day of ________________________, 2______ , and at any adjournment of the meeting.
Signed this day ______________________ of ________________________, 2_______.
Signature. ______________________________.
This form is to be used * in favour of / *against the resolution.
* Strike out whichever is not wanted. (Unless otherwise instructed, the proxy may vote as the proxy considers appropriate.); and
(o) each instrument appointing a proxy must be given to the secretary before the start of the meeting or adjourned meeting at which the person named in the instrument proposes to vote; and
(p) the secretary must ensure full and accurate minutes of all questions, matters, resolutions and other proceedings of each management committee meeting and general meeting are entered in a minute book; and
(q) the secretary must ensure the minute book for each general meeting is open for inspection at all reasonable times by any financial member who previously applies to the secretary for the inspection.
(2) To ensure the accuracy of the minutes recorded under subsection (1)(p) -
(a) the minutes of each management committee meeting must be signed by the chairperson of the meeting, or the chairperson of the next management committee meeting, verifying their accuracy; and
(smiley the minutes of each general meeting must be signed by the chairperson of the meeting, or the chairperson of the next general meeting, verifying their accuracy; and
(c) the minutes of each annual general meeting must be signed by the chairperson of the meeting, or the chairperson of the next meeting of the association that is a general meeting or annual general meeting, verifying their accuracy.
BY-LAWS
28. (1) The management committee may make, amend or repeal by-laws, not inconsistent with these rules, for the internal management of the association.
(2) A by-law may be set aside by a vote of members at a general meeting of the association.
ALTERATION OF RULES
29. (1) Subject to the Associations Incorporation Act 1981, these rules may be amended, repealed or added to by a special resolution carried at a general meeting.
(2) However an amendment, repeal or addition is valid only if it is registered by the chief executive.
COMMON SEAL
30. (1) The management committee must ensure the association has a common seal.
(2) The common seal must be -
(a) kept securely by the management committee; and
(smiley used only under the authority of the management committee.
(3) Each instrument to which the seal is attached must be signed by a member of the management committee and countersigned by -
(a) the secretary; or
(smiley another member of the management committee; or
(c) someone appointed by the management committee.
FUNDS AND ACCOUNTS
31. (1) The funds of the association must be kept in an account in the name of the association in a financial institution decided by the management committee.
(2) Records and accounts must be kept in the English language showing full and accurate particulars of the financial affairs of the association.
(3) All amounts must be deposited in the financial institution account as soon as practicable after receipt.
(4) If an amount of $100 or more is paid by cheque, the cheque must be signed by any 2 of the following -
(a) the president;
(smiley the secretary;
(c) the treasurer;
(d) another member authorised by the management committee for the purpose.
(5) Cheques, other than cheques for wages, allowances or petty cash recoupment, must be crossed \'not negotiable\'.
(6) A petty cash account must be kept on the imprest system, and the management committee must decide the amount of petty cash to be kept in the account.
(7) All expenditure must be approved or ratified at a management committee meeting. Provided that all expenditure in excess of $500 shall be approved or ratified by the members of the association at a general meeting.
(Cool The treasurer must, as soon as practicable after the end of each financial year, ensure a statement containing the following particulars is prepared -
(a) the income and expenditure for the financial year just ended;
(smiley the association\'s assets and liabilities at the close of the year;
(c) the mortgages, charges and securities affecting the property of the association at the close of the year.
(9) The auditor must examine the statement prepared under subsection (Cool and present a report about it to the secretary before the next annual general meeting following the financial year for which the audit was made.
(10) The income and property of the association must be used solely in promoting the association\'s objects and exercising the association\'s powers.
DOCUMENTS
32. The management committee must ensure the safe custody of books, documents, instruments of title and securities of the association.
FINANCIAL YEAR
33. The financial year of the association closes on 31 July in each year.
DISTRIBUTION OF SURPLUS ASSETS TO ANOTHER ENTITY
34. (1) This section applies if the association -
(a) is wound-up under part 10 of the Act; and
(smiley it has surplus assets.
(2) The surplus assets must not be distributed among the association members.
(3) The surplus assets must be given to another entity -
(a) having objects similar to the association\'s objects; and
(smiley the rules of which prohibit the distribution of the entity\'s income and assets to its members.
(4) In this section - \"surplus assets\" has the meaning given by section 92(3) of the Act.
Getting there is half the fun....Being there is all of it.
Living the Dream............One day at a time.
Edited by Hammer on 18-09-2017 19:47
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