Upper Ovens Valley Landcare Group

Rules of Association

November 2013

UOVLG Rules of Association November 2013

A!L" O# $ON "N % Regulation

PART 1PRELIMINARY 1 Name 2 Purposes 3 Financial year 4 Definitions PART 2POWERS OF ASSOCIATION

Page
5 5 5 6 6 7

5 Powers of Association 7 6 Not for profit organisation 7 PART 3MEMBERS, DISCIPLINARY PROCEDURES AND GRIEVANCES.........................................................7 Divi i!" 1M#$%#& 'i( 7 Minimum num er of mem ers ! "#o is eligi le to e a mem er $ Application for mem ers#ip 1% &onsi'eration of application 11 New mem ers#ip 12 Annual su scription an' fee on (oining 13 )eneral rig#ts of mem ers 14 Associate mem ers 15 *ig#ts not transfera le 16 &easing mem ers#ip 17 *esigning as a mem er 1! *egister of mem ers Divi i!" 2Di )i(*i"+&, +)-i!" 1$ )roun's for ta+ing 'isciplinary action 2% Disciplinary su committee 21 Notice to mem er 22 Decision of su committee 23 Appeal rig#ts 24 &on'uct of 'isciplinary appeal meeting Divi i!" 3G&i#v+")# (&!)#/0&# 25 Application 13 26 Parties must attempt to resol,e t#e 'ispute 27 Appointment of me'iator 2! Me'iation process 2$ Failure to resol,e 'ispute y me'iation PART 1GENERAL MEETINGS OF T2E ASSOCIATION 3% Annual general meetings 14 31 -pecial general meetings 32 -pecial general meeting #el' at re.uest of mem ers 33 Notice of general meetings 34 Pro/ies 35 0se of tec#nology 36 1uorum at general meetings 37 A'(ournment of general meeting 3! 2oting at general meeting 3$ -pecial resolutions 4% Determining w#et#er resolution carrie' 41 Minutes of general meeting PART 5COMMITTEE Divi i!" 1P!4#& !5 C!$$i--## UOVLG Rules of Association November 2013 7 7 7 ! ! ! ! $ $ $ $ 1% 1% 1. 1% 11 11 11 12 12 13 13 13 13 13 14 11 14 14 15 15 16 16 16 17 17 1! 1! 1! 13 13

42 *ole an' powers 43 Delegation Divi i!" 2C!$(! i-i!" !5 C!$$i--## +"/ /0-i# !5 $#$%#& 44 &omposition of &ommittee 45 )eneral Duties 46 Presi'ent an' 2ice3Presi'ent 47 -ecretary 4! 4reasurer Divi i!" 3E*#)-i!" !5 C!$$i--## $#$%#& +"/ -#"0&# !5 !55i)# 4$ "#o is eligi le to e a &ommittee mem er 5% Positions to e 'eclare' ,acant 51 Nominations 52 5lection of Presi'ent etc6 53 5lection of or'inary mem ers 54 7allot 55 4erm of office 56 2acation of office 57 Filling casual ,acancies Divi i!" 1M##-i"6 !5 C!$$i--## 5! Meetings of &ommittee 25 5$ Notice of meetings 6% 0rgent meetings 61 Proce'ure an' or'er of usiness 62 0se of tec#nology 63 1uorum 64 2oting 65 &onflict of interest 66 Minutes of meeting 67 8ea,e of a sence PART 7FINANCIAL MATTERS 6! -ource of fun's 27 6$ Management of fun's 7% Financial recor's 71 Financial statements PART 7GENERAL MATTERS

1$ 1$ 13 1$ 1$ 2% 2% 21 21 21 21 22 22 22 22 23 24 24 21 24 25 25 25 25 25 26 26 26 27 27 27 27 27 2! 28

72 &ommon seal 2! 73 *egistere' a''ress 2! 74 Notice re.uirements 2! 75 &usto'y an' inspection of oo+s an' recor's 2$ 76 "in'ing up an' cancellation 3% 77 Alteration of *ules 3% 99999999999999966666666666666666666666666666666666666666666666666666666666666666666666666666666666666666666666666666666666666666666666666666666666666666666666666666666663%

UOVLG Rules of Association November 2013

&odel Rules for an 'ncorporated Association

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. Under section 46 of the Associations Incorporation Reform Act 2012 these Rules are ta!en to constitute the terms of a contract between the Association and its members.

(AR 1 Name

1)(R"L'&'NAR*

The name of the incorporate association is !Upper Ovens Valle" Lan care Group #ncorporate $%
Note Under section "# of the Act the name of the association and its registration number must appear on all its business documents.

2 (urposes The purposes of the association are& ' A% +% To encoura(e a communit" )i e* cooperative* multi isciplinar" approach to carin( for the lan % To promote sustainable lan an )ater mana(ement practices that balance& ' economics an ecolo(" pro uctivit" an resource protection

An that aim to& ' #ncrease the iversit" an abun ance of in i(enous flora Re uce soil an nutrient loss ,liminate pest plants an animals -ecrease chemical usa(e #mprove )ater .ualit" #mprove soil .ualit" an fertilit" #mprove bio'lin/s

0%

To encoura(e lan o)ners to embrace practice chan(e to enhance ecos"stem services an to improve prospects for sustainable a(riculture an bio' iversit"% To en(a(e the communit" in increase a)areness of environmental sensitivities an increase their participation in public lan mana(ement% To en(a(e suitabl" .ualifie people as necessar"* )hen fun s allo)* to coor inate an facilitate initiatives an strate(ies that a vance Lan care an ecos"stem service enhancement% To raise mone" b" (ift or subscription or other)ise as the committee ma" see fit%

-%

,%

1%

UOVLG Rules of Association November 2013

G%

To o all such thin(s as are inci ental or con ucive to the attainment of the ob2ects an to e3ercise of the po)ers of the Association%

3 #inancial year The financial "ear of the Association is each perio of 12 months en in( on 4une 30th + ,efinitions #n these Rules5 absolute majority* of the 0ommittee* means a ma2orit" of the committee members currentl" hol in( office an entitle to vote at the time 6as istinct from a ma2orit" of committee members present at a committee meetin(78 associate member means a member referre to in rule 196178 Chairperson* of a (eneral meetin( or committee meetin(* means the person chairin( the meetin( as re.uire un er rule 9:8 Committee means the 0ommittee havin( mana(ement of the business of the Association8 committee meeting means a meetin( of the 0ommittee hel in accor ance )ith these Rules8 committee member means a member of the 0ommittee electe or appointe un er -ivision 3 of ;art <8 disciplinary appeal meeting means a meetin( of the members of the Association convene un er rule 236378 disciplinary meeting means a meetin( of the 0ommittee convene for the purposes of rule 228 disciplinary subcommittee means the subcommittee appointe un er rule 208 financial year means the 12 month perio specifie in rule 38 general meeting means a (eneral meetin( of the members of the Association convene in accor ance )ith ;art 9 an inclu es an annual (eneral meetin(* a special (eneral meetin( an a isciplinar" appeal meetin(8 member means a member of the Association8 member entitled to vote means a member )ho un er rule 13627 is entitle to vote at a (eneral meetin(8 special resolution means a resolution that re.uires not less than three'.uarters of the members votin( at a (eneral meetin(* )hether in person or b" pro3"* to vote in favour of the resolution8 the Act means the Associations 'ncorporation Reform Act 2012 an inclu es an" re(ulations ma e un er that Act8
UOVLG Rules of Association November 2013

the Registrar means the Re(istrar of #ncorporate Associations% (AR 2)(O-"R% O# A%%O$'A 'ON

. (o/ers of Association 617 =ub2ect to the Act* the Association has po)er to o all thin(s inci ental or con ucive to achieve its purposes% 627 >ithout limitin( subrule 617* the Association ma"5 6a7 ac.uire* hol an ispose of real or personal propert"8 6b7 open an operate accounts )ith financial institutions8 6c7 invest its mone" in an" securit" in )hich trust monies ma" la)full" be investe 8 6 7 raise an borro) mone" on an" terms an in an" manner as it thin/s fit8 6e7 secure the repa"ment of mone" raise or borro)e * or the pa"ment of a ebt or liabilit"8 6f7 appoint a(ents to transact business on its behalf8 6(7 enter into an" other contract it consi ers necessar" or esirable% 637 The Association ma" onl" e3ercise its po)ers an use its income an assets 6inclu in( an" surplus7 for its purposes% 0 Not for profit or1anisation 617 The Association must not istribute an" surplus* income or assets irectl" or in irectl" to its members% 627 =ubrule 617 oes not prevent the Association from pa"in( a member5 6a7 reimbursement for e3penses properl" incurre b" the member8 or 6b7 for (oo s or services provi e b" the member5 if this is one in (oo faith on terms no more favourable than if the member )as not a member%
Note $ection ## of the Act provides that an incorporated association must not secure pecuniary profit for its members. $ection 4 of the Act sets out in more detail the circumstances under which an incorporated association is not ta!en to secure pecuniary profit for its members.

(AR

3)&"&!"R%2 ,'%$'(L'NAR* (RO$",UR"% AN, GR'"VAN$"% ,ivision 1)&embers3ip

4 &inimum number of members The Association must have at least < members% 5 -3o is eli1ible to be a member An" person )ho supports the purposes of the Association is eli(ible for membership%
UOVLG Rules of Association November 2013

6 Application for members3ip 617 To appl" to become a member of the Association* a person must submit a )ritten application to a committee member statin( that the person5 6a7 )ishes to become a member of the Association8 an 6b7 supports the purposes of the Association8 an 6c7 a(rees to compl" )ith these Rules% 627 The application5 6a7 must be si(ne b" the applicant8 an 6b7 ma" be accompanie b" the 2oinin( fee%
Note The 2oinin( fee is the fee 6if an"7 etermine b" the Association un er rule 12637%

10 $onsideration of application 617 As soon as practicable after an application for membership is receive * the 0ommittee must eci e b" resolution )hether to accept or re2ect the application% 627 The 0ommittee must notif" the applicant in )ritin( of its ecision as soon as practicable after the ecision is ma e% 637 #f the 0ommittee re2ects the application* it must return an" mone" accompan"in( the application to the applicant% 697 No reason nee be (iven for the re2ection of an application% 11 Ne/ members3ip 617 #f an application for membership is approve b" the 0ommittee5 6a7 the resolution to accept the membership must be recor e in the minutes of the committee meetin(8 an

6b7 the =ecretar" must* as soon as practicable* enter the name an a ress of the ne) member* an the ate of becomin( a member* in the re(ister of members% 627 A person becomes a member of the Association an * sub2ect to rule 13627* is entitle to e3ercise his or her ri(hts of membership from the ate* )hichever is the later* on )hich5 6a7 the 0ommittee approves the person?s membership8 or 6b7 the person pa"s the 2oinin( fee% 12 Annual subscription and fee on 7oinin1 617 At each annual (eneral meetin(* the Association must etermine5 6a7 the amount of the annual subscription 6if an"7 for the follo)in( financial "ear8 an 6b7 the ate for pa"ment of the annual subscription% 627 The Association ma" etermine that a lo)er annual subscription is pa"able b" associate members%
UOVLG Rules of Association November 2013

637 The Association ma" etermine that an" ne) member )ho 2oins after the start of a financial "ear must* for that financial "ear* pa" a fee e.ual to5 6a7 the full annual subscription8 or 6b7 a pro rata annual subscription base on the remainin( part of the financial "ear8 or 6c7 a fi3e amount etermine from time to time b" the Association% 697 The ri(hts of a member 6inclu in( the ri(ht to vote7 )ho has not pai the annual subscription b" the ue ate are suspen e until the subscription is pai % 13 General ri13ts of members 617 A member of the Association )ho is entitle to vote has the ri(ht5 6a7 to receive notice of (eneral meetin(s an of propose special resolutions in the manner an time prescribe b" these Rules8 an 6b7 to submit items of business for consi eration at a (eneral meetin(8 an 6c7 to atten an be hear at (eneral meetin(s8 an 6 7 to vote at a (eneral meetin(8 an 6e7 to have access to the minutes of (eneral meetin(s an other ocuments of the Association as provi e un er rule @<8 an 6f7 to inspect the re(ister of members% 627 A member is entitle to vote if5 6a7 the member is a member other than an associate member8 an 6b7 more than 10 business a"s have passe since he or she became a member of the Association8 an 6c7 the member?s membership ri(hts are not suspen e for an" reason% 1+ Associate members 617 Associate members of the Association inclu e5 6a7 an" members un er the a(e of 1< "ears8 an 6b7 an" other cate(or" of member as etermine b" special resolution at a (eneral meetin(% 627 An associate member must not vote but ma" have other ri(hts as etermine b" the 0ommittee or b" resolution at a (eneral meetin(% 1. Ri13ts not transferable The ri(hts of a member are not transferable an en )hen membership ceases% 10$easin1 members3ip 617 The membership of a person ceases on resi(nation* e3pulsion or eath%

UOVLG Rules of Association November 2013

627 #f a person ceases to be a member of the Association* the =ecretar" must* as soon as practicable* enter the ate the person cease to be a member in the re(ister of members% 14 Resi1nin1 as a member 617 A member ma" resi(n b" notice in )ritin( (iven to the Association%
Note Rule @9637 sets out ho) notice ma" be (iven to the association% #t inclu es b" post or b" han in( the notice to a member of the committee%

627 A member is ta/en to have resi(ne if5 6a7 the member?s annual subscription is more than 12 months in arrears8 or 6b7 )here no annual subscription is pa"able5 6i7 the =ecretar" has ma e a )ritten re.uest to the member to confirm that he or she )ishes to remain a member8 an 6ii7 the member has not* )ithin 3 months after receivin( that re.uest* confirme in )ritin( that he or she )ishes to remain a member% 15 Re1ister of members 617 The =ecretar" must /eep an maintain a re(ister of members that inclu es5 6a7 for each current member5 6i7 the member?s name8 6ii7 the a ress for notice last (iven b" the member8 6iii7 the ate of becomin( a member8 6iv7 if the member is an associate member* a note to that effect8 6v7 an" other information etermine b" the 0ommittee8 an 6b7 for each former member* the ate of ceasin( to be a member% 627 An" member ma"* at a reasonable time an free of char(e* inspect the re(ister of members%
Note Under section %& of the Act access to the personal information of a person recorded in the register of members may be restricted in certain circumstances. $ection %' of the Act provides that it is an offence to ma!e improper use of information about a person obtained from the Register of (embers.

,ivision 2),isciplinary action 16 Grounds for ta8in1 disciplinary action The Association ma" ta/e isciplinar" action a(ainst a member in accor ance )ith this -ivision if it is etermine that the member5 6a7 has faile to compl" )ith these Rules8 or 6b7 refuses to support the purposes of the Association8 or
UOVLG Rules of Association November 2013

1.

6c7 has en(a(e in con uct pre2u icial to the Association% 20 ,isciplinary subcommittee 617 #f the 0ommittee is satisfie that there are sufficient (roun s for ta/in( isciplinar" action a(ainst a member* the 0ommittee must appoint a isciplinar" subcommittee to hear the matter an etermine )hat action* if an"* to ta/e a(ainst the member% 627 The members of the isciplinar" subcommittee5 6a7 ma" be 0ommittee members* members of the Association or an"one else8 but 6b7 must not be biase a(ainst* or in favour of* the member concerne % 21 Notice to member 617 +efore isciplinar" action is ta/en a(ainst a member* the =ecretar" must (ive )ritten notice to the member5 6a7 statin( that the Association proposes to ta/e isciplinar" action a(ainst the member8 an 6b7 statin( the (roun s for the propose isciplinar" action8 an 6c7 specif"in( the ate* place an time of the meetin( at )hich the isciplinar" subcommittee inten s to consi er the isciplinar" action 6the disciplinary meeting78 an 6 7 a visin( the member that he or she ma" o one or both of the follo)in(5 6i7 atten the isciplinar" meetin( an a subcommittee at that meetin(8 ress the isciplinar"

6ii7 (ive a )ritten statement to the isciplinar" subcommittee at an" time before the isciplinar" meetin(8 an 6e7 settin( out the member?s appeal ri(hts un er rule 23% 627 The notice must be (iven no earlier than 2A a"s* an no later than 19 a"s* before the isciplinar" meetin( is hel % 22 ,ecision of subcommittee 617 At the isciplinar" meetin(* the isciplinar" subcommittee must5 6a7 (ive the member an opportunit" to be hear 8 an 6b7 consi er an" )ritten statement submitte b" the member% 627 After compl"in( )ith subrule 617* the isciplinar" subcommittee ma"5 6a7 ta/e no further action a(ainst the member8 or 6b7 sub2ect to subrule 6375 6i7 repriman the member8 or 6ii7 suspen the membership ri(hts of the member for a specifie perio 8 or 6iii7 e3pel the member from the Association% 637 The isciplinar" subcommittee ma" not fine the member%
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697 The suspension of membership ri(hts or the e3pulsion of a member b" the isciplinar" subcommittee un er this rule ta/es effect imme iatel" after the vote is passe % 23 Appeal ri13ts 617 A person )hose membership ri(hts have been suspen e or )ho has been e3pelle from the Association un er rule 22 ma" (ive notice to the effect that he or she )ishes to appeal a(ainst the suspension or e3pulsion% 627 The notice must be in )ritin( an (iven5 6a7 to the isciplinar" subcommittee imme iatel" after the vote to suspen or e3pel the person is ta/en8 or 6b7 to the =ecretar" not later than 9A hours after the vote% 637 #f a person has (iven notice un er subrule 627* a isciplinar" appeal meetin( must be convene b" the 0ommittee as soon as practicable* but in an" event not later than 21 a"s* after the notice is receive % 697 Notice of the isciplinar" appeal meetin( must be (iven to each member of the Association )ho is entitle to vote as soon as practicable an must5 6a7 specif" the ate* time an place of the meetin(8 an 6b7 state5 6i7 the name of the person a(ainst )hom the isciplinar" action has been ta/en8 an 6ii7 the (roun s for ta/in( that action8 an 6iii7 that at the isciplinar" appeal meetin( the members present must vote on )hether the ecision to suspen or e3pel the person shoul be uphel or revo/e % 2+ $onduct of disciplinary appeal meetin1 617 At a isciplinar" appeal meetin(5 6a7 no business other than the .uestion of the appeal ma" be con ucte 8 an 6b7 the 0ommittee must state the (roun s for suspen in( or e3pellin( the member an the reasons for ta/in( that action8 an 6c7 the person )hose membership has been suspen e or )ho has been e3pelle must be (iven an opportunit" to be hear % 627 After compl"in( )ith subrule 617* the members present an entitle to vote at the meetin( must vote b" secret ballot on the .uestion of )hether the ecision to suspen or e3pel the person shoul be uphel or revo/e % 637 A member ma" not vote b" pro3" at the meetin(% 697 The ecision is uphel if not less than three .uarters of the members votin( at the meetin( vote in favour of the ecision%

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,ivision 3)Grievance procedure 2. Application 617 The (rievance proce ure set out in this -ivision applies to isputes un er these Rules bet)een5 6a7 a member an another member8 6b7 a member an the 0ommittee8 6c7 a member an the Association% 627 A member must not initiate a (rievance proce ure in relation to a matter that is the sub2ect of a isciplinar" proce ure until the isciplinar" proce ure has been complete % 20 (arties must attempt to resolve t3e dispute The parties to a ispute must attempt to resolve the ispute bet)een themselves )ithin 19 a"s of the ispute comin( to the attention of each part"% 24 Appointment of mediator 617 #f the parties to a ispute are unable to resolve the ispute bet)een themselves )ithin the time re.uire b" rule 2:* the parties must )ithin 10 a"s5 6a7 notif" the 0ommittee of the ispute8 an 6b7 a(ree to or re.uest the appointment of a me iator8 an 6c7 attempt in (oo faith to settle the ispute b" me iation% 627 The me iator must be5 6a7 a person chosen b" a(reement bet)een the parties8 or 6b7 in the absence of a(reement5 6i7 if the ispute is bet)een a member an another member5a person appointe b" the 0ommittee8 or 6ii7 if the ispute is bet)een a member an the 0ommittee or the Association5a person appointe or emplo"e b" the -ispute =ettlement 0entre of Victoria% 637 A me iator appointe b" the 0ommittee ma" be a member or former member of the Association but in an" case must not be a person )ho5 6a7 has a personal interest in the ispute8 or 6b7 is biase in favour of or a(ainst an" part"% 25 &ediation process 617 The me iator to the ispute* in con uctin( the me iation* must5 6a7 (ive each part" ever" opportunit" to be hear 8 an 6b7 allo) ue consi eration b" all parties of an" )ritten statement submitte b" an" part"8 an
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6c7 ensure that natural 2ustice is accor e to the parties throu(hout the me iation process% 627 The me iator must not etermine the ispute% 26 #ailure to resolve dispute by mediation #f the me iation process oes not resolve the ispute* the parties ma" see/ to resolve the ispute in accor ance )ith the Act or other)ise at la)% (AR +)G"N"RAL &"" 'NG% O# 9" A%%O$'A 'ON

30 Annual 1eneral meetin1s 617 The 0ommittee must convene an annual (eneral meetin( of the Association to be hel )ithin < months after the en of each financial "ear% 627 -espite subrule 617* the Association ma" hol its first annual (eneral meetin( at an" time )ithin 1A months after its incorporation% 637 The 0ommittee ma" etermine the ate* time an place of the annual (eneral meetin(% 697 The or inar" business of the annual (eneral meetin( is as follo)s5 6a7 to confirm the minutes of the previous annual (eneral meetin( an of an" special (eneral meetin( hel since then8 6b7 to receive an consi er5 6i7 the annual report of the 0ommittee on the activities of the Association urin( the prece in( financial "ear8 an 6ii7 the financial statements of the Association for the prece in( financial "ear submitte b" the 0ommittee in accor ance )ith ;art @ of the Act8 6c7 to elect the members of the 0ommittee8 6 7 to confirm or var" the amounts 6if an"7 of the annual subscription an 2oinin( fee% 6<7 The annual (eneral meetin( ma" also con uct an" other business of )hich notice has been (iven in accor ance )ith these Rules% 31 %pecial 1eneral meetin1s 617 An" (eneral meetin( of the Association* other than an annual (eneral meetin( or a isciplinar" appeal meetin(* is a special (eneral meetin(% 627 The 0ommittee ma" convene a special (eneral meetin( )henever it thin/s fit% 637 No business other than that set out in the notice un er rule 33 ma" be con ucte at the meetin(%
Note

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)eneral business may be considered at the meeting if it is included as an item for consideration in the notice under rule ## and the ma*ority of members at the meeting agree.

32 %pecial 1eneral meetin1 3eld at re:uest of members 617 The 0ommittee must convene a special (eneral meetin( if a re.uest to o so is ma e in accor ance )ith subrule 627 b" at least 10B of the total number of members% 627 A re.uest for a special (eneral meetin( must5 6a7 be in )ritin(8 an 6b7 state the business to be consi ere at the meetin( an an" resolutions to be propose 8 an 6c7 inclu e the names an si(natures of the members re.uestin( the meetin(8 an 6 7 be (iven to the =ecretar"% 637 #f the 0ommittee oes not convene a special (eneral meetin( )ithin one month after the ate on )hich the re.uest is ma e* the members ma/in( the re.uest 6or an" of them7 ma" convene the special (eneral meetin(% 697 A special (eneral meetin( convene b" members un er subrule 6375 6a7 must be hel )ithin 3 months after the ate on )hich the ori(inal re.uest )as ma e8 an 6b7 ma" onl" consi er the business state in that re.uest% 6<7 The Association must reimburse all reasonable e3penses incurre b" the members convenin( a special (eneral meetin( un er subrule 637% 33 Notice of 1eneral meetin1s 617 The =ecretar" 6or* in the case of a special (eneral meetin( convene un er rule 32637* the members convenin( the meetin(7 must (ive to each member of the Association5 6a7 at least 21 a"s? notice of a (eneral meetin( if a special resolution is to be propose at the meetin(8 or 6b7 at least 19 a"s? notice of a (eneral meetin( in an" other case% 627 The notice must5 6a7 specif" the ate* time an place of the meetin(8 an 6b7 in icate the (eneral nature of each item of business to be consi ere at the meetin(8 an 6c7 if a special resolution is to be propose 5 6i7 state in full the propose resolution8 an 6ii7 state the intention to propose the resolution as a special resolution8 an 6 7 compl" )ith rule 396<7% 637 This rule oes not appl" to a isciplinar" appeal meetin(%
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Note Rule "#+4, sets out the re-uirements for notice of a disciplinary appeal meeting.

3+ (ro;ies 617 A member ma" appoint another member as his or her pro3" to vote an spea/ on his or her behalf at a (eneral meetin( other than at a isciplinar" appeal meetin(% 627 The appointment of a pro3" must be in )ritin( an si(ne b" the member ma/in( the appointment% 637 The member appointin( the pro3" ma" (ive specific irections as to ho) the pro3" is to vote on his or her behalf* other)ise the pro3" ma" vote on behalf of the member in an" matter as he or she sees fit% 697 #f the 0ommittee has approve a form for the appointment of a pro3"* the member ma" use an" other form that clearl" i entifies the person appointe as the member?s pro3" an that has been si(ne b" the member% 6<7 Notice of a (eneral meetin( (iven to a member un er rule 33 must5 6a7 state that the member ma" appoint another member as a pro3" for the meetin(8 an 6b7 inclu e a cop" of an" form that the 0ommittee has approve for the appointment of a pro3"% 6:7 A form appointin( a pro3" must be (iven to the 0hairperson of the meetin( before or at the commencement of the meetin(% 6@7 A form appointin( a pro3" sent b" post or electronicall" is of no effect unless it is receive b" the Association no later than 29 hours before the commencement of the meetin(% 3. Use of tec3nolo1y 617 A member not ph"sicall" present at a (eneral meetin( ma" be permitte to participate in the meetin( b" the use of technolo(" that allo)s that member an the members present at the meetin( to clearl" an simultaneousl" communicate )ith each other% 627 1or the purposes of this ;art* a member participatin( in a (eneral meetin( as permitte un er subrule 617 is ta/en to be present at the meetin( an * if the member votes at the meetin(* is ta/en to have vote in person% 30 <uorum at 1eneral meetin1s 617 No business ma" be con ucte at a (eneral meetin( unless a .uorum of members is present% 627 The .uorum for a (eneral meetin( is the presence 6ph"sicall"* b" pro3" or as allo)e un er rule 3<7 of 10B of the members entitle to vote% 637 #f a .uorum is not present )ithin 30 minutes after the notifie commencement time of a (eneral meetin(5 6a7 in the case of a meetin( convene b"* or at the re.uest of* members un er rule 325the meetin( must be issolve 8
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Note .f a meeting convened by or at the re-uest of members is dissolved under this subrule the business that was to have been considered at the meeting is ta!en to have been dealt with. .f members wish to have the business reconsidered at another special meeting the members must ma!e a new re-uest under rule #".

6b7 in an" other case5 6i7 the meetin( must be a 2ourne to a ate not more than 21 a"s after the a 2ournment8 an 6ii7 notice of the ate* time an place to )hich the meetin( is a 2ourne must be (iven at the meetin( an confirme b" )ritten notice (iven to all members as soon as practicable after the meetin(% 697 #f a .uorum is not present )ithin 30 minutes after the time to )hich a (eneral meetin( has been a 2ourne un er subrule 6376b7* the members present at the meetin( 6if not fe)er than 37 ma" procee )ith the business of the meetin( as if a .uorum )ere present% 34 Ad7ournment of 1eneral meetin1 617 The 0hairperson of a (eneral meetin( at )hich a .uorum is present ma"* )ith the consent of a ma2orit" of members present at the meetin(* a 2ourn the meetin( to another time at the same place or at another place% 627 >ithout limitin( subrule 617* a meetin( ma" be a 2ourne 5 6a7 if there is insufficient time to eal )ith the business at han 8 or 6b7 to (ive the members more time to consi er an item of business%
E ample The members may wish to have more time to e/amine the financial statements submitted by the 0ommittee at an annual general meeting.

637 No business ma" be con ucte on the resumption of an a 2ourne meetin( other than the business that remaine unfinishe )hen the meetin( )as a 2ourne % 697 Notice of the a 2ournment of a meetin( un er this rule is not re.uire unless the meetin( is a 2ourne for 19 a"s or more* in )hich case notice of the meetin( must be (iven in accor ance )ith rule 33% 35 Votin1 at 1eneral meetin1 617 On an" .uestion arisin( at a (eneral meetin(5 6a7 sub2ect to subrule 637* each member )ho is entitle to vote has one vote8 an 6b7 members ma" vote personall" or b" pro3"8 an 6c7 e3cept in the case of a special resolution* the .uestion must be eci e on a ma2orit" of votes% 627 #f votes are ivi e e.uall" on a .uestion* the 0hairperson of the meetin( has a secon or castin( vote%

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637 #f the .uestion is )hether or not to confirm the minutes of a previous meetin(* onl" members )ho )ere present at that meetin( ma" vote% 697 This rule oes not appl" to a vote at a isciplinar" appeal meetin( con ucte un er rule 29% 36 %pecial resolutions A special resolution is passe if not less than three .uarters of the members votin( at a (eneral meetin( 6)hether in person or b" pro3"7 vote in favour of the resolution%
Note .n addition to certain matters specified in the Act a special resolution is re-uired1 +a, to remove a committee member from office 2 +b, to alter these Rules including changing the name or any of the purposes of the Association.

+0 ,eterminin1 /3et3er resolution carried 617 =ub2ect to subsection 627* the 0hairperson of a (eneral meetin( ma"* on the basis of a sho) of han s* eclare that a resolution has been5 6a7 carrie 8 or 6b7 carrie unanimousl"8 or 6c7 carrie b" a particular ma2orit"8 or 6 7 lost5 an an entr" to that effect in the minutes of the meetin( is conclusive proof of that fact% 627 #f a poll 6)here votes are cast in )ritin(7 is eman e b" three or more members on an" .uestion5 6a7 the poll must be ta/en at the meetin( in the manner etermine b" the 0hairperson of the meetin(8 an 6b7 the 0hairperson must eclare the result of the resolution on the basis of the poll% 637 A poll eman e on the election of the 0hairperson or on a .uestion of an a 2ournment must be ta/en imme iatel"% 697 A poll eman e on an" other .uestion must be ta/en before the close of the meetin( at a time etermine b" the 0hairperson% +1 &inutes of 1eneral meetin1 617 The 0ommittee must ensure that minutes are ta/en an /ept of each (eneral meetin(% 627 The minutes must recor the business consi ere at the meetin(* an" resolution on )hich a vote is ta/en an the result of the vote% 637 #n a ition* the minutes of each annual (eneral meetin( must inclu e5 6a7 the names of the members atten in( the meetin(8 an 6b7 pro3" forms (iven to the 0hairperson of the meetin( un er rule 396:78 an
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6c7 the financial statements submitte to the members in accor ance )ith rule 306976b76ii78 an 6 7 the certificate si(ne b" t)o committee members certif"in( that the financial statements (ive a true an fair vie) of the financial position an performance of the Association8 an 6e7 an" au ite accounts an au itor?s report or report of a revie) accompan"in( the financial statements that are re.uire un er the Act% (AR .)$O&&' ""

,ivision 1)(o/ers of $ommittee +2 Role and po/ers 617 The business of the Association must be mana(e b" or un er the irection of a 0ommittee% 627 The 0ommittee ma" e3ercise all the po)ers of the Association e3cept those po)ers that these Rules or the Act re.uire to be e3ercise b" (eneral meetin(s of the members of the Association% 637 The 0ommittee ma"5 6a7 appoint an remove staff8 6b7 establish subcommittees consistin( of members )ith terms of reference it consi ers appropriate% +3 ,ele1ation 617 The 0ommittee ma" ele(ate to a member of the 0ommittee* a subcommittee or staff* an" of its po)ers an functions other than5 6a7 this po)er of ele(ation8 or 6b7 a ut" impose on the 0ommittee b" the Act or an" other la)% 627 The ele(ation must be in )ritin( an ma" be sub2ect to the con itions an limitations the 0ommittee consi ers appropriate% 637 The 0ommittee ma"* in )ritin(* revo/e a ele(ation )holl" or in part% ,ivision 2)$omposition of $ommittee and duties of members ++ $omposition of $ommittee The 0ommittee consists of5 6a7 a ;resi ent8 an 6b7 a Vice';resi ent8 an 6c7 a =ecretar"8 an 6 7 a Treasurer8 an 6e7 or inar" members 6if an"7 electe un er rule <3% +. General ,uties
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617 As soon as practicable after bein( electe or appointe to the 0ommittee* each committee member must become familiar )ith these Rules an the Act% 627 The 0ommittee is collectivel" responsible for ensurin( that the Association complies )ith the Act an that in ivi ual members of the 0ommittee compl" )ith these Rules% 637 0ommittee members must e3ercise their po)ers an uties )ith reasonable care an ili(ence% 697 0ommittee members must e3ercise their po)ers an uties5 6b7 for a proper purpose% 6<7 0ommittee members an former committee members must not ma/e improper use of5 6a7 their position8 or 6b7 information ac.uire b" virtue of hol in( their position5 so as to (ain an a vanta(e for themselves or an" other person or to cause etriment to the Association%
Note $ee also 3ivision # of Part 6 of the Act which sets out the general duties of the office holders of an incorporated association.

ischar(e their ischar(e their

6a7 in (oo faith in the best interests of the Association8 an

6:7 #n a ition to an" uties impose b" these Rules* a committee member must perform an" other uties impose from time to time b" resolution at a (eneral meetin(% +0 (resident and Vice=(resident 617 =ub2ect to subrule 627* the ;resi ent or* in the ;resi ent?s absence* the Vice';resi ent is the 0hairperson for an" (eneral meetin(s an for an" committee meetin(s% 627 #f the ;resi ent an the Vice';resi ent are both absent* or are unable to presi e* the 0hairperson of the meetin( must be5 6a7 in the case of a (eneral meetin(5a member electe b" the other members present8 or 6b7 in the case of a committee meetin(5a committee member electe b" the other committee members present% +4 %ecretary 617 The =ecretar" must perform an" ut" or function re.uire un er the Act to be performe b" the secretar" of an incorporate association%
E ample Under the Act the secretary of an incorporated association is responsible for lodging documents of the association with the Registrar.

627 The =ecretar" must5 6a7 maintain the re(ister of members in accor ance )ith rule 1A8 an
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6b7 /eep custo " of the common seal 6if an"7 of the Association an * e3cept for the financial recor s referre to in rule @0637* all boo/s* ocuments an securities of the Association in accor ance )ith rules @2 an @<8 an 6c7 sub2ect to the Act an these Rules* provi e members )ith access to the re(ister of members* the minutes of (eneral meetin(s an other boo/s an ocuments8 an 6 7 perform an" other ut" or function impose on the =ecretar" b" these Rules% 637 The =ecretar" must (ive to the Re(istrar notice of his or her appointment )ithin 19 a"s after the appointment% +5 reasurer 617 The Treasurer must5 6a7 receive all mone"s pai to or receive b" the Association an issue receipts for those mone"s in the name of the Association8 an 6b7 ensure that all mone"s receive are pai into the account of the Association )ithin < )or/in( a"s after receipt8 an 6c7 ma/e an" pa"ments authorise b" the 0ommittee or b" a (eneral meetin( of the Association from the Association?s fun s8 an 6 7 ensure che.ues are si(ne b" at least 2 committee members% 627 The Treasurer must5 6a7 ensure that the financial recor s of the Association are /ept in accor ance )ith the Act8 an 6b7 coor inate the preparation of the financial statements of the Association an their certification b" the 0ommittee prior to their submission to the annual (eneral meetin( of the Association% 637 The Treasurer must ensure that at least one other committee member has access to the accounts an financial recor s of the Association% ,ivision 3)"lection of $ommittee members and tenure of office +6 -3o is eli1ible to be a $ommittee member A member is eli(ible to be electe or appointe as a committee member if the member5 6a7 is 1A "ears or over8 an 6b7 is entitle to vote at a (eneral meetin(% .0 (ositions to be declared vacant 617 This rule applies to5 6a7 the first annual (eneral meetin( of the Association after its incorporation8 or 6b7 an" subse.uent annual (eneral meetin( of the Association* after the annual report an financial statements of the Association have been receive %
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627 The 0hairperson of the meetin( must eclare all positions on the 0ommittee vacant an hol elections for those positions in accor ance )ith rules <1 to <9% .1 Nominations 617 ;rior to the election of each position* the 0hairperson of the meetin( must call for nominations to fill that position% 627 An eli(ible member of the Association ma"5 6a7 nominate himself or herself8 or 6b7 )ith the member?s consent* be nominate b" another member% 637 A member )ho is nominate for a position an fails to be electe to that position ma" be nominate for an" other position for )hich an election is "et to be hel % .2 "lection of (resident etc> 617 At the annual (eneral meetin(* separate elections must be hel for each of the follo)in( positions5 6a7 ;resi ent8 6b7 Vice';resi ent8 6c7 =ecretar"8 6 7 Treasurer% 627 #f onl" one member is nominate for the position* the 0hairperson of the meetin( must eclare the member electe to the position% 637 #f more than one member is nominate * a ballot must be hel in accor ance )ith rule <9% 697 On his or her election* the ne) ;resi ent ma" ta/e over as 0hairperson of the meetin(% .3 "lection of ordinary members 617 The annual (eneral meetin( must b" resolution eci e the number of or inar" members of the 0ommittee 6if an"7 it )ishes to hol office for the ne3t "ear% 627 A sin(le election ma" be hel to fill all of those positions% 637 #f the number of members nominate for the position of or inar" committee member is less than or e.ual to the number to be electe * the 0hairperson of the meetin( must eclare each of those members to be electe to the position% 697 #f the number of members nominate e3cee s the number to be electe * a ballot must be hel in accor ance )ith rule <9% .+ !allot 617 #f a ballot is re.uire for the election for a position* the 0hairperson of the meetin( must appoint a member to act as returnin( officer to con uct the ballot% 627 The returnin( officer must not be a member nominate for the position%
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637 +efore the ballot is ta/en* each can i ate ma" ma/e a short speech in support of his or her election% 697 The election must be b" secret ballot% 6<7 The returnin( officer must (ive a blan/ piece of paper to5 6a7 each member present in person8 an 6b7 each pro3" appointe b" a member%
E ample .f a member has been appointed the pro/y of % other members the member must be given 6 ballot papers1one for the member and one each for the other members.

6:7 #f the ballot is for a sin(le position* the voter must )rite on the ballot paper the name of the can i ate for )hom the" )ish to vote% 6@7 #f the ballot is for more than one position5 6a7 the voter must )rite on the ballot paper the name of each can i ate for )hom the" )ish to vote8 6b7 the voter must not )rite the names of more can i ates than the number to be electe % 6A7 +allot papers that o not compl" )ith subrule 6@76b7 are not to be counte % 6C7 ,ach ballot paper on )hich the name of a can i ate has been )ritten counts as one vote for that can i ate% 6107 The returnin( officer must eclare electe the can i ate or* in the case of an election for more than one position* the can i ates )ho receive the most votes% 6117 #f the returnin( officer is unable to eclare the result of an election un er subrule 6107 because 2 or more can i ates receive the same number of votes* the returnin( officer must5 6a7 con uct a further election for the position in accor ance )ith subrules 697 to 6107 to eci e )hich of those can i ates is to be electe 8 or 6b7 )ith the a(reement of those can i ates* eci e b" lot )hich of them is to be electe %
E amples The choice of candidate may be decided by the toss of a coin drawing straws or drawing a name out of a hat.

..

erm of office 617 =ub2ect to subrule 637 an rule <:* a committee member hol s office until the positions of the 0ommittee are eclare vacant at the ne3t annual (eneral meetin(% 627 A committee member ma" be re'electe % 637 A (eneral meetin( of the Association ma"5 6a7 b" special resolution remove a committee member from office8 an

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6b7 elect an eli(ible member of the Association to fill the vacant position in accor ance )ith this -ivision% 697 A member )ho is the sub2ect of a propose special resolution un er subrule 6376a7 ma" ma/e representations in )ritin( to the =ecretar" or ;resi ent of the Association 6not e3cee in( a reasonable len(th7 an ma" re.uest that the representations be provi e to the members of the Association% 6<7 The =ecretar" or the ;resi ent ma" (ive a cop" of the representations to each member of the Association or* if the" are not so (iven* the member ma" re.uire that the" be rea out at the meetin( at )hich the special resolution is to be propose % .0 Vacation of office 617 A committee member ma" resi(n from the 0ommittee b" )ritten notice a resse to the 0ommittee% 627 A person ceases to be a committee member if he or she5 6a7 ceases to be a member of the Association8 or 6b7 fails to atten 3 consecutive committee meetin(s 6other than special or ur(ent committee meetin(s7 )ithout leave of absence un er rule :@8 or 6c7 other)ise ceases to be a committee member b" operation of section @A of the Act%
Note A 0ommittee member may not hold the office of secretary if they do not reside in Australia.

.4 #illin1 casual vacancies 617 The 0ommittee ma" appoint an eli(ible member of the Association to fill a position on the 0ommittee that5 6a7 has become vacant un er rule <:8 or 6b7 )as not fille b" election at the last annual (eneral meetin(% 627 #f the position of =ecretar" becomes vacant* the 0ommittee must appoint a member to the position )ithin 19 a"s after the vacanc" arises% 637 Rule << applies to an" committee member appointe b" the 0ommittee un er subrule 617 or 627% 697 The 0ommittee ma" continue to act espite an" vacanc" in its membership% ,ivision +)&eetin1s of $ommittee .5 &eetin1s of $ommittee 617 The 0ommittee must meet at least 9 times in each "ear at the ates* times an places etermine b" the 0ommittee%

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627 The ate* time an place of the first committee meetin( must be etermine b" the members of the 0ommittee as soon as practicable after the annual (eneral meetin( of the Association at )hich the members of the 0ommittee )ere electe % 637 =pecial committee meetin(s ma" be convene b" the ;resi ent or b" an" 9 members of the 0ommittee% .6 Notice of meetin1s 617 Notice of each committee meetin( must be (iven to each committee member no later than @ a"s before the ate of the meetin(% 627 Notice ma" be (iven of more than one committee meetin( at the same time% 637 The notice must state the ate* time an place of the meetin(% 697 #f a special committee meetin( is convene * the notice must inclu e the (eneral nature of the business to be con ucte % 6<7 The onl" business that ma" be con ucte at the meetin( is the business for )hich the meetin( is convene % 00 Ur1ent meetin1s 617 #n cases of ur(enc"* a meetin( can be hel )ithout notice bein( (iven in accor ance )ith rule <C provi e that as much notice as practicable is (iven to each committee member b" the .uic/est means practicable% 627 An" resolution ma e at the meetin( must be passe b" an absolute ma2orit" of the 0ommittee% 637 The onl" business that ma" be con ucte at an ur(ent meetin( is the business for )hich the meetin( is convene % 01 (rocedure and order of business 617 The proce ure to be follo)e at a meetin( of a 0ommittee must be etermine from time to time b" the 0ommittee% 627 The or er of business ma" be etermine b" the members present at the meetin(% 02 Use of tec3nolo1y 617 A committee member )ho is not ph"sicall" present at a committee meetin( ma" participate in the meetin( b" the use of technolo(" that allo)s that committee member an the committee members present at the meetin( to clearl" an simultaneousl" communicate )ith each other% 627 1or the purposes of this ;art* a committee member participatin( in a committee meetin( as permitte un er subrule 617 is ta/en to be present at the meetin( an * if the member votes at the meetin(* is ta/en to have vote in person% 03 <uorum

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617 No business ma" be con ucte at a 0ommittee meetin( unless a .uorum is present% 627 The .uorum for a committee meetin( is the presence 6in person or as allo)e un er rule :27 of a ma2orit" of the committee members hol in( office% 637 #f a .uorum is not present )ithin 30 minutes after the notifie commencement time of a committee meetin(5 6a7 in the case of a special meetin(5the meetin( lapses8 6b7 in an" other case5the meetin( must be a 2ourne to a ate no later than 19 a"s after the a 2ournment an notice of the time* ate an place to )hich the meetin( is a 2ourne must be (iven in accor ance )ith rule <C% 0+ Votin1 617 On an" .uestion arisin( at a committee meetin(* each committee member present at the meetin( has one vote% 627 A motion is carrie if a ma2orit" of committee members present at the meetin( vote in favour of the motion% 637 =ubrule 627 oes not appl" to an" motion or .uestion )hich is re.uire b" these Rules to be passe b" an absolute ma2orit" of the 0ommittee% 697 #f votes are ivi e e.uall" on a .uestion* the 0hairperson of the meetin( has a secon or castin( vote% 6<7 Votin( b" pro3" is not permitte % 0. $onflict of interest 617 A committee member )ho has a material personal interest in a matter bein( consi ere at a committee meetin( must isclose the nature an e3tent of that interest to the 0ommittee% 627 The member5 6a7 must not be present )hile the matter is bein( consi ere at the meetin(8 an 6b7 must not vote on the matter%
Note Under section '1+#, of the Act if there are insufficient committee members to form a -uorum because a member who has a material personal interest is dis-ualified from voting on a matter a general meeting may be called to deal with the matter.

637 This rule oes not appl" to a material personal interest5 6a7 that e3ists onl" because the member belon(s to a class of persons for )hose benefit the Association is establishe 8 or 6b7 that the member has in common )ith all* or a substantial proportion of* the members of the Association% 00 &inutes of meetin1 617 The 0ommittee must ensure that minutes are ta/en an /ept of each committee meetin(%
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627 The minutes must recor the follo)in(5 6a7 the names of the members in atten ance at the meetin(8 6b7 the business consi ere at the meetin(8 6c7 an" resolution on )hich a vote is ta/en an the result of the vote8 6 7 an" material personal interest isclose un er rule :<% 04 Leave of absence 617 The 0ommittee ma" (rant a committee member leave of absence from committee meetin(s for a perio not e3cee in( 3 months% 627 The 0ommittee must not (rant leave of absence retrospectivel" unless it is satisfie that it )as not feasible for the committee member to see/ the leave in a vance% (AR 05 %ource of funds The fun s of the Association ma" be erive from 2oinin( fees* annual subscriptions* onations* fun 'raisin( activities* (rants* interest an an" other sources approve b" the 0ommittee% 06 &ana1ement of funds 617 The Association must open an account )ith a financial institution from )hich all e3pen iture of the Association is ma e an into )hich all of the Association?s revenue is eposite % 627 =ub2ect to an" restrictions impose b" a (eneral meetin( of the Association* the 0ommittee ma" approve e3pen iture on behalf of the Association% 637 The 0ommittee ma" authorise the Treasurer to e3pen fun s on behalf of the Association 6inclu in( b" electronic fun s transfer7 up to a specifie limit )ithout re.uirin( approval from the 0ommittee for each item on )hich the fun s are e3pen e % 697 All che.ues* rafts* bills of e3chan(e* promissor" notes an other ne(otiable instruments must be si(ne b" 2 committee members% 6<7 All fun s of the Association must be eposite into the financial account of the Association no later than < )or/in( a"s after receipt% 6:7 >ith the approval of the 0ommittee* the Treasurer ma" maintain a cash float provi e that all mone" pai from or pai into the float is accuratel" recor e at the time of the transaction% 40 #inancial records 617 The Association must /eep financial recor s that5 6a7 correctl" recor an e3plain its transactions* financial position an performance8 an 6b7 enable financial statements to be prepare as re.uire b" the Act%
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627 The Association must retain the financial recor s for @ "ears after the transactions covere b" the recor s are complete % 637 The Treasurer must /eep in his or her custo "* or un er his or her control5 6a7 the financial recor s for the current financial "ear8 an 6b7 an" other financial recor s as authorise b" the 0ommittee% 41 #inancial statements 617 1or each financial "ear* the 0ommittee must ensure that the re.uirements un er the Act relatin( to the financial statements of the Association are met% 627 >ithout limitin( subrule 617* those re.uirements inclu e5 6a7 the preparation of the financial statements8 6b7 if re.uire * the revie) or au itin( of the financial statements8 6c7 the certification of the financial statements b" the 0ommittee8 6 7 the submission of the financial statements to the annual (eneral meetin( of the Association8 6e7 the lo (ement )ith the Re(istrar of the financial statements an accompan"in( reports* certificates* statements an fee% (AR 42 $ommon seal 617 The Association ma" have a common seal% 627 #f the Association has a common seal5 6a7 the name of the Association must appear in le(ible characters on the common seal8 6b7 a ocument ma" onl" be seale )ith the common seal b" the authorit" of the 0ommittee an the sealin( must be )itnesse b" the si(natures of t)o committee members8 6c7 the common seal must be /ept in the custo " of the =ecretar"% 43 Re1istered address The re(istere a ress of the Association is5 6a7 the a ress etermine from time to time b" resolution of the 0ommittee8 or 6b7 if the 0ommittee has not etermine an a ress to be the re(istere a ress5the postal a ress of the =ecretar"% 4+ Notice re:uirements 617 An" notice re.uire to be (iven to a member or a committee member un er these Rules ma" be (iven5 6a7 b" han in( the notice to the member personall"8 or 4)G"N"RAL &A "R%

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6b7 b" sen in( it b" post to the member at the a the member on the re(ister of members8 or 6c7 b" email or facsimile transmission%

ress recor e for

627 =ubrule 617 oes not appl" to notice (iven un er rule :0% 637 An" notice re.uire to be (iven to the Association or the 0ommittee ma" be (iven5 6a7 b" han in( the notice to a member of the 0ommittee8 or 6b7 b" sen in( the notice b" post to the re(istere a 6c7 b" leavin( the notice at the re(istere a ress8 or ress8 or

6 7 if the 0ommittee etermines that it is appropriate in the circumstances5 6i7 b" email to the email a =ecretar"8 or ress of the Association or the

6ii7 b" facsimile transmission to the facsimile number of the Association% 4. $ustody and inspection of boo8s and records 617 Dembers ma" on re.uest inspect free of char(e5 6a7 the re(ister of members8 6b7 the minutes of (eneral meetin(s8 6c7 sub2ect to subrule 627* the financial recor s* boo/s* securities an an" other relevant ocument of the Association* inclu in( minutes of 0ommittee meetin(s%
Note $ee note following rule 1' for details of access to the register of members.

627 The 0ommittee ma" refuse to permit a member to inspect recor s of the Association that relate to confi ential* personal* emplo"ment* commercial or le(al matters or )here to o so ma" be pre2u icial to the interests of the Association% 637 The 0ommittee must on re.uest ma/e copies of these rules available to members an applicants for membership free of char(e% 697 =ub2ect to subrule 627* a member ma" ma/e a cop" of an" of the other recor s of the Association referre to in this rule an the Association ma" char(e a reasonable fee for provision of a cop" of such a recor % 6<7 1or purposes of this rule5 relevant documents means the recor s an other ocuments* ho)ever compile * recor e or store * that relate to the incorporation an mana(ement of the Association an inclu es the follo)in(5 6a7 its membership recor s8 6b7 its financial statements8 6c7 its financial recor s8
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6 7 recor s an ocuments relatin( to transactions* ealin(s* business or propert" of the Association% 40 -indin1 up and cancellation 617 The Association ma" be )oun up voluntaril" b" special resolution% 627 #n the event of the )in in( up or the cancellation of the incorporation of the Association* the surplus assets of the Association must not be istribute to an" members or former members of the Association% 637 =ub2ect to the Act an an" court or er ma e un er section 133 of the Act* the surplus assets must be (iven to a bo " that has similar purposes to the Association an )hich is not carrie on for the profit or (ain of its in ivi ual members% 697 The bo " to )hich the surplus assets are to be (iven must be eci e b" special resolution% 44 Alteration of Rules These Rules ma" onl" be altere b" special resolution of a (eneral meetin( of the Association%
Note An alteration of these Rules does not ta!e effect unless or until it is approved by the Registrar. .f these Rules +other than rule 1 " or #, are altered the Association is ta!en to have adopted its own rules not the model rules.

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