Source: http://www.ccsc.org.au/rules-of-association.html
Timestamp: 2019-11-15 22:50:02
Document Index: 53067422

Matched Legal Cases: ['ART 2', 'ART 3', 'ART 4', 'ART 5', 'ART 6', 'ART 7', 'art 3', 'art 6']

Rules of Association - Cairn Curran Sailing Club
Adopted by the Cairn Curran Sailing Club Inc.
Reg. No. A001203M
2 Purposes 4
PART 2 POWERS OF ASSOCIATION
PART 3 MEMBERS, DISCIPLINARY PROCEDURES AND GRIEVANCES 6
Division 1 – Membership 6
7 Minimum number of members 6
8 Who is eligible to be a member 6
10 Consideration of application 6
11 New membership 6
12 Annual subscription and fee on joining 6
13 General rights of members 7
14 Associate members 7
18 Register of members 8
Division 2 – Disciplinary action 8
Division 3 – Grievance procedure 9
26 Parties must attempt to resolve the dispute 10
27 Appointment of mediator 10
PART 4 GENERAL MEETINGS OF THE ASSOCIATION
30 Annual general meetings 11
32 Special general meeting held
at request of members 11
33 Notice of general meetings 12
40 Determining whether resolution carried 13
PART 5 COMMITTEE
Division 1 – Powers of Committee 15
42 Role and powers 15
Division 2 – Composition of Committee
and duties of members 15
47 Secretary 16
48 Treasurer 16
Division 3 – Election of Committee members
and tenure of office 16
49 Who is eligible to be a Committee member 16
50 Positions to be declared vacant 17
51 Nominations 17
52 Election of President etc. 17
53 Election of ordinary members 17
54 Ballot 17
55 Term of office 18
56 Vacation of office 18
Division 4 – Meetings of Committee 19
58 Meetings of Committee 19
59 Notice of meetings 19
60 Urgent meetings 19
64 Voting 20
65 Conflict of interest 20
PART 6 FINANCIAL MATTERS
68 Source of funds 21
69 Management of funds 21
70 Financial records 21
71 Financial statements 21
PART 7 GENERAL MATTERS
72 Common seal 22
73 Registered address 22
74 Notice requirements 22
75 Custody and inspection of books and records 22
76 Winding up and cancellation 23
Note: The persons who from time to time are members of the Association are an incorporated association by the name given in rule 1 of these Rules.
The name of the incorporated association is Cairn Curran Sailing Club Incorporated
Reg No. A0012013M
Note: Under section 23 of the Act, the name of the association and its registration number must appear on all its business documents.
The purposes of the association are:--
a. To promote and encourage recreational and competitive sailing and any activities related to that purpose.
b. To conduct sailing events, competitions and regattas for members and other participants.
c. To educate members in the principles of good sportsmanship, sailing and water safety.
d. To organise and conduct programs directed towards the furtherance of sailing in the community.
e. To provide for the well-being, comfort, entertainment, social contact and accommodation of its members, guests and visitors.
The financial year of the Association is each period of 12 months ending on 30th June.
In these Rules:--
Absolute majority, of the Committee, means a majority of the committee members currently holding office and entitled to vote at the time (as distinct from a majority of committee members present at a committee meeting); associate member means a member referred to in rule 14(1);
(2) Without limiting subrule (1), the Association may:--
(3) The Association may only exercise its powers and use its income and assets(including any surplus) for its purposes.
(2) Subrule (1) does not prevent the Association from paying a member:--
(b) for goods or services provided by the member—if this is done in good faith on terms no more favourable than if the member was not a member.
Note: Section 33 of the Act provides that an incorporated association must not secure pecuniary profit for its members. Section 4 of the Act sets out in more detail the circumstances under which an incorporated association is not taken to secure pecuniary profit for its members.
Part 3 Members,
Disciplinary Procedures and Grievances
Division 1 – Membership
(1) To apply to become a member of the Association, a person must submit a written application to a committee member stating that the person:--
(2) The application:--
Note: The joining fee is the fee (if any) determined by the Association under rule 12(3).
(1) If an application for membership is approved by the Committee:--
(2) A person becomes a member of the Association and, subject to rule 13(2), is entitled to exercise his or her rights of membership from the date, whichever is the later, on which:--
(1) At each annual general meeting, the Association must determine:--
(3) The Association may determine that any new member who joins after the start of a financial year must, for that financial year, pay a fee equal to:--
(1) A member of the Association who is entitled to vote has the right:--
(2) A member is entitled to vote if:--
(1) Associate members of the Association include:--
(a) any members under the age of 15 years; and
​The rights of a member are not transferable and end when membership ceases.
Note: Rule 74(3) sets out how notice may be given to the association. It includes by post or by handing the notice to a member of the committee.
(2) A member is taken to have resigned if:--
(b) where no annual subscription is payable:--
(1) The Secretary must keep and maintain a register of members that includes:--
(a) for each current member:--
Note: Under section 59 of the Act, access to the personal information of a person recorded in the register of members may be restricted in certain circumstances. Section 58 of the Act provides that it is an offence to make improper use of information about a person obtained from the Register of Members.
Division 2 – Disciplinary action
The Association may take disciplinary action against a member in accordance with this Division if it is determined that the member:--
(2) The members of the disciplinary subcommittee:--
(1) Before disciplinary action is taken against a member, the Secretary must give written notice to the member:--
(d) advising the member that he or she may do one or both of the following:--
(1) At the disciplinary meeting, the disciplinary subcommittee must:--
(2) After complying with subrule (1), the disciplinary subcommittee may:--
(b) subject to subrule (3):--
(2) The notice must be in writing and given:--
(4) Notice of the disciplinary appeal meeting must be given to each member of theAssociation who is entitled to vote as soon as practicable and must:--
(b) state:--
(1) At a disciplinary appeal meeting:--
Division 3 – Grievance procedure
(1) The grievance procedure set out in this Division applies to disputes under these Rules between:--
(1) If the parties to a dispute are unable to resolve the dispute between themselves within the time required by rule 26, the parties must within 10 days:--
(2) The mediator must be:--
(b) in the absence of agreement:--
(ii) if the dispute is between a member and the Committee or the Association— a person appointed or employed by the Dispute Settlement Centre of Victoria.
(3) A mediator appointed by the Committee may be a member or former member of the Association but in any case must not be a person who:--
(1) The mediator to the dispute, in conducting the mediation, must:--
(4) The ordinary business of the annual general meeting is as follows:--
(b) to receive and consider:--
Note: General business may be considered at the meeting if it is included as an item for consideration in the notice under rule 33 and the majority of members at the meeting agree.
(2) A request for a special general meeting must:--
(4) A special general meeting convened by members under subrule (3):--
(1) The Secretary (or, in the case of a special general meeting convened under rule 32(3), the members convening the meeting) must give to each member of the Association:--
(2) The notice must--
(c) if a special resolution is to be proposed:--
Note: Rule 23(4) sets out the requirements for notice of a disciplinary appeal meeting.
(5) Notice of a general meeting given to a member under rule 33 must:--
(2) The quorum for a general meeting is the presence (physically, by proxy or as allowed under rule 35) of 10% of the members entitled to vote.
(3) If a quorum is not present within 30 minutes after the notified commencement time of a general meeting:--
(a) in the case of a meeting convened by, or at the request of, members under rule 32— the meeting must be dissolved;
Note: If a meeting convened by, or at the request of, members is dissolved under this subrule, the business that was to have been considered at the meeting is taken to have been dealt with. If members wish to have the business reconsidered at another special meeting, the members must make a new request under rule 32.
(b) in any other case:--
(2) Without limiting subrule (1), a meeting may be adjourned:--
Example: The members may wish to have more time to examine the financial statements submitted by the Committee at an annual general meeting.
(1) On any question arising at a general meeting:--
(3) If the question is whether or not to confirm the minutes of a previous meeting,
only members who were present at that meeting may vote.
Note: In addition to certain matters specified in the Act, a special resolution is required:--
(a) to remove a committee member from office;
(1) Subject to subsection (2), the Chairperson of a general meeting may, on the basis of a show of hands, declare that a resolution has been:--
(2) If a poll (where votes are cast in writing) is demanded by three or more members on any question:--
(3) In addition, the minutes of each annual general meeting must include:--
Division 1 – Powers of Committee
(3) The Committee may:--
(1) The Committee may delegate to a member of the Committee, a subcommittee or staff, any of its powers and functions other than:--
Division 2 – Composition of Committee and duties of members
The Committee consists of:--
(e) ordinary members (if any) elected under rule 53.
(4) Committee members must exercise their powers and discharge their duties:--
(5) Committee members and former committee members must not make improper use of:--
(b) information acquired by virtue of holding their position—so as to gain an advantage for themselves or any other person or to cause detriment to the Association.
Note: See also Division 3 of Part 6 of the Act which sets out the general duties of the office holders of an incorporated association.
(2) If the President and the Vice-President are both absent, or are unable to preside, the Chairperson of the meeting must be:--
Example: Under the Act, the secretary of an incorporated association is
responsible for lodging documents of the association with the Registrar.
(2) The Secretary must:--
(1) The Treasurer must:--
(a) receive all moneys paid to or received by the Association and issue receipts for those moneys in the name of the Association; and
(b) ensure that all moneys received are paid into the account of the Association within 5 working days after receipt; and
(c) make any payments authorised by the Committee or by a general meeting of the Association from the Association’s funds; and
(d) ensure cheques are signed by at least 2 committee members.
(2) The Treasurer must--
Division 3 – Election of Committee members and tenure of office
A member is eligible to be elected or appointed as a committee member if the member:--
(1) This rule applies to…--
(2) The Chairperson of the meeting must declare all positions on the Committee vacant
and hold elections for those positions in accordance with rules 51 to 54.
(2) An eligible member of the Association may:--
(1) At the annual general meeting, separate elections must be held for each of the following positions:--
If only one member is nominated for the position, the Chairperson of the meeting must
declare the member elected to the position.
The annual general meeting must by resolution decide the number of ordinary members of the Committee
(if any) it wishes to hold office for the next year.
If the number of members nominated for the position of ordinary committee member is less than or equal to the number to be elected, the Chairperson of the meeting must declare each of those members to be elected to the position.
If the number of members nominated exceeds the number to be elected,
a ballot must be held in accordance with rule 54.
If a ballot is required for the election for a position, the Chairperson of the meeting must appoint
a member to act as returning officer to conduct the ballot.
(5) The returning officer must give a blank piece of paper to:--
Example: If a member has been appointed the proxy of 5 other members, the member must be given 6 ballot papers—one for the member and one each for the other members.
If the ballot is for a single position, the voter must write on the ballot paper the name of the candidate for whom they wish to vote.
(7) If the ballot is for more than one position:--
Each ballot paper on which the name of a candidate has been written counts as one vote for that candidate.
The returning officer must declare elected the candidate or, in the case of an election for more than one position, the candidates who received the most votes.
If the returning officer is unable to declare the result of an election under subrule (10) because 2 or more candidates received the same number of votes, the returning officer must:--
conduct a further election for the position in accordance with subrules (4) to (10) to decide which of those candidates is to be elected; or
Examples: The choice of candidate may be decided by the toss of a coin, drawing straws or a name out of a hat.
Subject to subrule (3) and rule 56, a committee member holds office until the positions of the
Committee are declared vacant at the next annual general meeting.
(3) A general meeting of the Association may:--
A member who is the subject of a proposed special resolution under subrule (3)(a) may make representations in writing to the Secretary or President of the Association (not exceeding a reasonable length) and may request that the representations be provided to the members of the Association.
The Secretary or the President may give a copy of the representations to each member of the Association or, if they are not so given, the member may require that they be read out at the meeting at which the special resolution is to be proposed.
(2) A person ceases to be a committee member if he or she:--
fails to attend 3 consecutive committee meetings (other than special or urgent committee meetings) without leave of absence under rule 67; or
Note: A Committee member may not hold the office of secretary if they do not reside in Australia.
(1) The Committee may appoint an eligible member of the Association to fill a position on the Committee that:--
If the position of Secretary becomes vacant, the Committee must appoint a member
to the position within 14 days after the vacancy arises.
Division 4 – Meetings of Committee
The Committee must meet at least 4 times in each year
at the dates, times and places determined by the Committee.
The date, time and place of the first committee meeting must be determined by the members of the Committee as soon as practicable after the annual general meeting of the Association at which the members of the Committee were elected.
Notice of each committee meeting must be given to each committee member
no later than 7 days before the date of the meeting.
(4) If a special committee meeting is convened, the notice must include
the general nature of the business to be conducted.
(2) The quorum for a committee meeting is the presence (in person or as allowed under rule 62)
of a majority of the committee members holding office.
(3) If a quorum is not present within 30 minutes after the notified commencement time of a committee meeting:--
(2) The member:--
Note: Under section 81(3) of the Act, if there are insufficient committee members to form a quorum because a member who has a material personal interest is disqualified from voting on a matter, a general meeting may be called to deal with the matter.
(3) This rule does not apply to a material personal interest:--
(2) The minutes must record the following:--
The funds of the Association may be derived from joining fees, annual subscriptions,
donations, fund-raising activities, grants, interest and any other sources approved by the Committee.
(1) The Association must keep financial records that:--
(3) The Treasurer must keep in his or her custody, or under his or her control:--
(2) Without limiting subrule (1), those requirements include:--
(2) If the Association has a common seal:--
The registered address of the Association is:--
(b) if the Committee has not determined an address to be the registered address— the postal address of the Secretary.
(1) Any notice required to be given to a member or a committee member under these Rules may be given:--
(3) Any notice required to be given to the Association or the Committee may be given:--
(d) if the Committee determines that it is appropriate in the circumstances:--
(1) Members may on request inspect free of charge:--
(c) subject to subrule (2), the financial records, books, securities and any
other relevant document of the Association, including minutes of Committee meetings.
Note: See note following rule 18 for details of access to the register of members.
(5) For purposes of this rule—relevant documents means the records and other documents, however compiled, recorded or stored, that relate to the incorporation and management of the Association and includes the following:--
Note: An alteration of these Rules does not take effect unless or until it is approved by the Registrar.
If these Rules (other than rule 1, 2 or 3) are altered, the Association is taken to have adopted its own rules, not the model rules.