Model Rules

Rottweiler Club of Queensland Inc. -Model Rules

1. A word or expression that is not defined in these model rules, but is defined in the Associations Incorporated Act 1981 has, if the context permits, the meaning given by the Act.
2. The name of the incorporated association is The Rottweiler Club of Qld Inc.

OBJECTS :

3. The objects of the Club are:
(a) to promote the Rottweiler and the improvement thereof in a manner consistent with the Constitution of the Association and to obtain such licenses and permits from the association as are necessary or conductive to the attainment of this object.
(b) To educate and encourage members, breeders, exhibitors and judges to abide by the requirements of the standards for any exhibition of the Rottweiler as approved by the association.
(c) To promote and support competition in all practical ways and to hold such exhibition as permitted by the Constitution of the Association and the ANCK in accordance therewith:
(d) To promote public interest in the rottweiler on conformation and/or obedience activities.
(e) To promote good fellowship among those interested in Rottweilers
(f) To hear and determine any objections protests or complaints made by any member or exhibitor against any other member or exhibitor arising out of or in connection with an Exhibition conducted by the Club or any of its other activities:
(g) To otherwise conduct itself in accordance with and observe the provisions of the Constitution of the Association and abide by any directions lawfully given by the Association from time to time.

POWERS :

4. The club shall have the power to:
(a) acquire, hold, deal with and dispose of any real or personal property;
(b) administer any property on trust;
(c) open and operate accounts with banks or other financial institutions;
(d) invest its money in any manner authorised by this Constitution or the Act;
(e) give such security for the discharge of liabilities incurred by the club as the club thinks fit.
(f) Appoint agents to transact any business of the club on its behalf;
(g) Enter into any other contract it considers necessary or desirable in order to attain or further the objects of the club;
(h) To do all such other acts and things as are or may be incidental or conductive to attainment of the furtherance of any of the objects or exercise of any of the powers of the club.

CLASSES OF MEMBERS :

5. (1) The membership of the association shall consist of ordinary members, and any of the following classes of members-
(a) associate members;
(b) life members;
(c) honorary members.
(2) The number of ordinary members is unlimited.

MEMBERSHIP:

6. (1) A person who, on the day the association is incorporated, was a member of the unincorporated association and who, on or before a day fixed by the management committee, agrees in writing to become a member of the incorporated association, must be admitted by the management committee to the same class of membership of the association as the member held in the unincorporated association.
(2) A member of the incorporated association who, before becoming a member, has paid the members annual subscription for membership of the unincorporated association on or before a day fixed by the management committee, is not liable to pay further amount of annual subscription for the period before the day fixed by the management committee as the day on which the next annual subscription is payable.
(3) Any person owing or who is interested in a Rottweiler or who is interested in conformation and/or obedience activities shall be eligible for membership.
(4) (a) in writing; and
(b) signed by the applicant
(c) in the form decided by the management committee.
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
(b) 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
(b) the appropriate membership fee for the application.
(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 membership applied for.
(4) The secretary of the association must, as soon as practicable after the management committee decides to accept or rejects an application, give the applicant a written notice of the decision.
(5) An application for membership will be considered after all outstanding monies to the club have been paid for in full.
(6) A person who is currently the subject of any suspension or other disqualification imposed by the Rottweiler Club off Qld inc or affiliates or any other canine controlling body shall not be entitled to be granted membership of the club.
(7) A person who has been convicted of an offence under any legislation in Australia relating to cruelty to animals shall not be eligible for membership of the club.

WHEN MEMBERSHIP ENDS :

9. (1) A member may resign form the association by giving written notice of resignation to the secretary.
(2) The resignation takes affect on –
(a) the day and at the time the notice is received by the secretary; or
(b) 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) deleted
(b) does not comply with any of the provisions of these rules; or
(c) has membership fee in arrears for at least 2 months from the 31st March or
(d) 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 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 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 intension to appeal, the secretary must, within 3 months after the day of receipt, call a general meeting to decided the appeal.
(4) 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.
(5) 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.
(6) An appeal must be decided by a vote by a secret written ballot of the members present at the meeting.
(7) If a person whose application has been rejected does not appeal against the decision within 1 month after receiving written notice of the decision, of 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) (a) the full name and residential address or postal address of the member;
(b) the date of admission as a member;
(c) the date of death or resignation of the member;
(d) details about the termination or reinstatement of membership;
(e) deleted
(3) deleted
(4) However, before the member may inspect the register, the member must apply to the secretary to inspect it.

SECRETARY :

12. (1) If the association has not elected an interim officer as secretary for the association before its incorporation, the members of the management committee must ensure a secretary is appointed or elected for the association within 1 month after incorporation.
(2) 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.
(3) The secretary must be an individual residing in Queensland or in another State but not more the 65km from Queensland border, who is –
(a) a member of the association elected by the association as secretary; or
(b) 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) deleted.
(4) deleted.

MEMBERSHIP OF MANAGEMENT COMMITTEE :

13. (1) The management committee of the association consists of a president, vice-president, treasurer, and any other members the association member elect or appoint at a general meeting.
(2) A member of the management committee, other that the secretary, must be a member if the association.
(3) 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.

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) to serve as a member of the management committee;
(b) 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 14 days before the annual general meeting at which the election is held;
(2) A list of the candidate’s names in alphabetical order, with 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 of at least 7 days immediately preceding 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 given written notice if the resignation to the secretary.
(2) The resignation takes affect on –
(a) the day and at the time the notice is received by the sectary; or
(b) if a later day is stated in the notice – the later day.
(3) A member may be removed from the 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 full and fair opportunity to show cause why he or she should not be removed from office.
(5) A member has not 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 or 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
(b) call a general meeting of the association.

FUNCTIONS ON 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
(b) has the authority to interpret the meaning of these rules and any matter relating to the association on which the rules are silent.

MEETINGS OF MANAGEMENT COMMITTEE :

18. (1) Subject to subsections (2) to (16), the management committee may meet and conduct its proceedings as it considers appropriate.
(2) The management committee must meet a least once every 4 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 33% of the management committee members, 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
(b) 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.
(8) 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 r proposed contract with the association if the member has an interest in the contract or proposed contract, and if the member does vote the members vote must not be counted.
(10) The secretary must give each management committee member at least 14 days notice of a special meeting of the committee.
(11) A notice of a special meeting must state-
(a) the day, time, place of the meeting; and
(b) the business to be conducted at the meeting.
(12) 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.
(13) 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.
(14) 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.
(15) 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 the committee members, the meeting is to be adjourned to-
(a) the same day, time and place in the next week; or
(b) a day, time and place decided by the committee.
(16) If, at the adjourned meeting mentioned in the subsection (15), 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 only elect a chairperson if its meetings.
(4) If a chairperson is not elected, of 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 chair person pf 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
(b) a management committee member, subcommittee 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.

FIRST GENERAL MEETING
22. (1) The first general meeting must be held not less than 1 month, and not more than 3 months, after the day the association is incorporated.
(2) The management committee must decide where the meeting is to be held.
(3) The business to be conducted at the first general meeting must include the appointment of an auditor.

FIRST ANNUAL GENERAL MEETING
23. The first annual general meeting must be held within 18 months after the day the association is incorporated.

SUBSEQUENT ANNUAL GENERAL MEETINGS
24. Each subsequent annual general meeting must be held-
(a) at least once each year; and
(b) within 6 months after the end of the associations previous financial year.

BUSINESS TO BE CONDUCTED AT ANNUAL GENERAL MEETING
25. 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,
(b) 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
26. (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 a meeting by the management committee; or
(b) being given 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 member of the association presently on management committee plus 1; or
(c) being given a written notice of an intention to appeal against the decision of the management committee-
(i) to reject an application for membership; or
(ii) to terminate a person’s membership.
(2) A request mentioned in subsection (1) (b) must state-
(a) why the special general meeting is being called; and
(b) the business to be conducted at the meeting.

NOTICE OF GENERAL MEETING
27. (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 the following meeting must be given in writing-
(a) a meeting called to hear and decide the appeal of a member against the rejection of termination of the member’s membership by to management committee; or
(b) a meeting called to hear and decide a proposed special resolution of the association.
(5) A notice of a general meeting must state the business to be conducted at the meeting.

QUORUM FOR, AND ADJOURNENT OF, GENERAL MEETING
28. (1) Quorum for general meeting will be 7 people;
(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 fixed time for a general meeting called on the request of members of the management committee or the association, the meeting lapses.
(4) (a) deleted.
(5) deleted.
(6) The chairperson may, with consent of any meeting at which a quorum is present, and must of directed by the meeting, adjourn the meeting from time to time and from place to place.
(7) If a meeting is adjourned under sub section (6), only the business left unfinished at the meeting from which the adjournment took place may be conducted at the adjourned meeting.
(8) 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 attending as a proxy or representing a corporation that is a member.

PROCEDURE AT GENERAL MEETING
29.(1) Subject to these rules, at each general meeting-
(a) the president or, if there is no president of if the president is not within 15 minutes after the time fixed for the meeting or is unwilling to act, the vice-president is to preside as chairperson; and
(b) 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 members present; 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 as a casting vote as well as a primary vote; and
(f) a member is not entitled to vote at a general meeting if the members annual subscription is 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 decided; 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 appointer is an individual – signed by the appointer or the appointer’s attorney properly authorised in writing; or
(ii) if the appointer 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 – I, of , being a member of the association, appoint 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 .20 , and at any adjournment of the meeting.
Signed this day of ,20 .
Signature.
*in favour of
This form is to be used the resolution.
* against
*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 o the next management committee meeting, verifying their accuracy; and
(b) the minutes of each general meeting must be signed by the chairperson of the meeting, of 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, of the chairperson of the next meeting of the association that is a general meeting or annual general meeting, verifying their accuracy.

BY-LAWS :

30. (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.

ALTERATIONS OF RULES :

31. (1) Subject to the Associations Incorporations 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 :

32. (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
(b) 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
(b) another member of the management committee
(c) someone appointed by the management committee.

FUNDS AND ACCOUNTS :

33.(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;
(b) 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 decided the amount of petty cash to be kept in the account.
(7) All expenditure must be approved or ratified at a management committee meeting.
(8) 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;
(b) 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) If the association is incorporated within3 months before the end of the associations financial year, subsection (8) does not apply for the financial year in which the association in incorporated.
(10) The auditor must examine the statement prepared under subsection (80 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.
(11) The income and property of the association must be used solely in promoting the associations objects and exercising the associations powers.

DOCUMENTS :

34. The management committee must ensure the safe custody of books, documents, instruments of title and securities of the association.

FINANCIAL YEAR :

35. The financial year of the association closes on ………………. in each year.

DISTRIBUTIONS OF SURPLUS ASSETS TO ANOTHER ENTITY :

36. (1) This section applies if the association-
(a) is wound- up under part 10 of the Act, and
(b) 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 object similar to the associations objects; and
(b) 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 93 (3)” of the Act.

 

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