INCORPORATION RULES FOR GIPPSLAND GATE RADIO AND
ELECTRONICS CLUB inc.
20/04/95
RULE 1:
The name of the organisation shall be the Gippsland Gate Radio
and Electronics Club here in after called the Club.
RULE 2:
Within these RULES, unless inconsistent with the context impugning
the masculine gender only shall include the feminine gender.
RULE 3:
The objects of the Club shall be:
(A) To promote and develop the science of radio, electronics and its associated
interests, in all its branches.
(B) To cooperate with similar clubs and organisations throughout
the world.
(C) To provide social intercourse for all its members.
(D) To do all such things as are conducive or incidental to the
attainment of the objects.
RULE 4:
Membership shall be open to all persons subscribing to the objects
of the Club and paying the prescribed fees. No restrictions shall
be imposed on any person by virtue of religious or political
beliefs, sex, nationality or race, but the Committee shall have
the right to refuse membership to any person without assigning
any reason therefore.
RULE 5:
The following classes of membership shall apply:
(A) Life member. Any person rendering such meritorious service
as to warrant such membership to be approved by a three fifths
majority of members present and voting at any General Meeting of
the Club.
(B) Full member. Any person over sixteen years of age.
(C) Junior member. Any person under sixteen years of age. Any
person over sixteen years of age attending an educational institution
full time.
(D) Pensioner member. Any person eligible for a State or Federal
Government pension.
(E) Family member. Any person being the spouse of, or child of
AND LIVING WITH, a Full member.
(F) Honorary member. Any person/s that the Club Committee may
from time to time appoint.
RULE 6:
The Clubs fiscal year is from the first of April to the thirty
first of March of the calendar year following. The subscription
fees payable each fiscal year by each class of member shall be
decided at the General Meeting immediately preceding the Annual
General Meeting. Any member not paying the prescribed subscription
by the thirty first of May shall be deemed to be unfinancial.
The Treasurer shall collect PRO - RATA fees from NEW members
joining mid term. Club funds shall be derived from membership
fees and other money raising events such as raffles and white
elephant sales.
RULE 7:
Any member may be expelled or suspended from membership for a period
not exceeding twelve months, at the discretion of the Club Committee,
provided that such member shall have the right to appeal at a
General Meeting. Voting on this issue both in Committee and in
General Meeting be by secret ballot.
RULE 8:
Any member may resign his membership by giving notice in writing
to the Secretary, but shall continue to be responsible for any
liability incurred during or as a result of his membership.
RULE 9:
(A) The Annual General Meeting shall be held in April each calendar year.
(B) At least six other General Meetings shall be held each fiscal
year. Notification of these Meetings and notices of motion are
to appear in the Club newsletter one month prior to the meeting.
(C) All General Meetings shall be conducted in accordance with
standing orders.
RULE 10:
(A) All Club Committee members shall retire at the Annual General Meeting and
shall be eligible for re-election providing they have not served three full
consecutive terms in the same position; in which case they shall be ineligible.
At a General Meeting prior to the AGM, a chairman conversant with meeting
procedures shall be elected and a minutes recorder nominated for the duration
of the Annual General Meeting.
(B) At the Annual General Meeting, a Club Committee comprising
the following shall be elected from amongst the eligible financial
members: President, Secretary, Treasurer and two additional members.
The Committee shall have the power to appoint further committee
members for the purpose of sub committees. A majority of committee
members shall hold the A.O.C.P., A.O.L.C.P. or N.A.O.C.P. The new
committee members shall assume office at the conclusion of the
Annual General Meeting.
(C) The Committee shall hold meetings as to discuss and decide
upon matters within the Committees powers. These meetings may be
attended by other Club members provided prior approval is obtained
from the President. The position of any committee member absent
from two consecutive Committee Meetings without apology or three
consecutive Committee Meetings with apology shall automatically
become vacant. The decision on re- appointing of this position
is to be made at the following General Meeting.
(D) The decision of the Club Committee shall in all non-monetary
matters
relating to the Club, be final. It shall have general control of
officers, sub-committees and may for good causes declare any office
vacant. It shall constitute a Board of Appeal from the rulings
of officers and actions of all committees and may hear and determine
any disputed matters or any complaints or grievances as to Club
matters between members except as otherwise provided for in RULE
seven.
(E) In the event of an office holder being deemed incompetent by a majority
of committee members in a "no confidence" vote, the office holder
shall stand down until such time as the position is re-confirmed at a General
Meeting as provided for in RULE seven.
(F) A retiring President or Secretary who is not a member of
the new Club Committee shall automatically become an ex-officio
member of the Club Committee for a period of six weeks with power
to vote.
(G) 1/ It shall be the duty of the President to preside at the
General Meeting of the Club and the Club Committee, and to perform
such other duties as ordinarily pertain to his office.
2/ It shall be the duty of the Secretary to keep or cause to
be kept the records of membership, record the attendance at the
Club Committee Meetings, record and preserve the minutes of the
Club Committee and Club General Meetings and to perform all other
duties as ordinarily pertain to his office. All records are to
kept in a manner allowing inspection by any member; provided a
written request has been received at least 48 hours prior.
3/ It shall be the duty of the Treasurer to have custody of the
Club funds except where otherwise provided for in RULE thirteen,
accounting for the same to the Club at its Annual General Meeting
and at any other time upon demand of the Club Committee. He shall
perform all other duties as ordinarily pertain to his office. All
financial records are to be kept in a manner allowing inspection
by any member; provided a written request has been received at
least 48 hours prior.
4/ It shall be the duty of the chairman at the Annual General
Meeting to conduct the elections of office bearers in accordance
with standing orders.
RULE 11:
(A) Elections of office bearers shall be by secret ballot. Any equality in
voting shall be resolved in favor of the retiring candidate, if any, or otherwise
by lot.
(B) Nominations shall require a proposer and seconder and shall
be called for at least twenty eight days before an Annual General
Meeting and shall close with the Secretary seven days before the
Annual General Meeting.
(C) To be eligible for nomination in the elections for Club office
bearers, the nominee shall have attained the minimum age of 16
, have been financial for and attended at least three General Meetings
in the Current fiscal year, and not be deemed ineligible under
any other RULE within these Rules. (Unless under exceptional circumstances,
which shall be voted on in a General Meeting. See RULE 10a)
(D) To vote in the elections for Club office bearers, a person
must have been a member for six months and be financial as at the
Annual General Meeting. All votes shall be in person at the Annual
General Meeting.
(E) The ballot paper shall list candidates names alphabetically
and callsigns, (if any), without any indication as to which are
retiring office bearers.
RULE 12:
(A) The quorum at General Meetings shall be ten financial members or one sixth
of the financial membership, which ever is the smaller. All votes shall be
in person at the General Meeting with the exception of a Special Resolution
where a signed, dated ballot paper with a single choice in response to the
resolution question is written is acceptable if received at or before the
General Meeting in question..
(B) The quorum at Club Committee Meetings shall be three committee members.
Meetings shall be conducted in accordance with standing orders. In the event
of an equality in voting at a Committee Meeting, the presiding Chairman may
exercise a second or casting vote.
RULE 13:
(A) The Club fiscal year shall commence on the first day of April of each year
and all the Club books shall be brought up to date and finalised for the
preceding day. Auditing of the Clubs financial books shall be completed by
this same date. The Auditor shall be nominated at a General Meeting prior
to this date and shall be deemed to be competent and qualified if the majority
of members present at the meeting so agree.
(B) The funds of the Club are to be deposited in a bank selected
by the Club Committee. Such moneys of the Club not immediately
required may be invested upon such securities and in such a manner
as from time to time determined by the Club Committee or by a majority
of members present and voting at a General Meeting.
(C) The Club Committee shall have the power to sign and countersign
cheques, and otherwise act as may be necessary to operate any Club
account under the provisions in RULE 13d below.
(D) All disbursements other than petty cash shall be made by
cheque which must be approved by any two committee members. The
decision to spend any amount more than 12 times the annual full
membership fee must be ratified by members at a General Meeting.
(E) The Club shall keep one general account and may at the discretion
of the Committee generate other accounts if the need arises such
as editorial or educational. In all cases the general Club account
may call on the other accounts for moneys.
......(F) Custody of the common seal of the Club shall be the
responsibility of the public officer. Use of the common seal must
be ratified at a General Meeting with one month’s notice
of motion given in the Club newsletter.
RULE 14:
(A) The Club shall be dissolved if a Special Resolution to this effect is carried
at a General Meeting, two months notice of motion of the proposed resolution
having been given in the Club newsletter.
(B) In the event of dissolution, all assets shall be sold; the
means determined by the Club Committee (that is, the Committee
in office prior to dissolution) and any outstanding debts paid.
The Club financial books shall be audited as per the Annual General
Meeting and all records and balance of moneys remaining shall be
transferred to the Wireless Institute of Australia, Victorian Division,
to be used in furthering the original objects of the Club.
RULE 15:
Each member shall be entitled to one vote; with the exception of
family members under 16 years of age or honorary members who
shall have no vote. In the event of an equality of voting on
any question the chairman shall have the casting vote.
RULE 16:
These Rules or Statement of Purposes in Rule 3 may only be amended
by a Special Resolution, provided two months notice of the proposed
amendment has been given in the Club newsletter or other formal
notice.
RULE 17:
Any doubt arising as to the application or meaning of any RULE
of these Rules shall be resolved by a vote at a General Meeting;
the decision shall be final and conclusive. Such ruling must
conform to the Incorporation Act.
RULE 18:
The Club Committee shall publish or cause to be published a newsletter.
Issues are to be made at least quarterly and distributed to eligible
members in a manner decided by the Club Committee. The purpose
of this newsletter is to advise members of important notices
and of impending meetings within the minimum notification period.
An amount per member shall be charged to offset the printing
costs of the newsletter and such amount is to be included in
the annual subscription payable by each member.
RULE 19:
The Club Committee may promulgate bylaws governing all Club awards,
contests or competitions and may vary and interpret such bylaws.
RULE 20:
Any member/s responsible for damage or destruction to property,
equipment or other material in the Clubs charge, shall be liable
to fully compensate the Club; the conditions to be determined
by the Club Committee.
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