ConstitutionPlease note that the official version of the Constitution is the downloadable Word version; not the online text.
QUEENSLAND AMATEUR FENCING ASSOCIATION INCORPORATED
1. NAME
The name of the Association shall be the "QUEENSLAND AMATEUR FENCING ASSOCIATION INCORPORATED"
2. OBJECTS
The objects of the Association shall be the promotion, encouragement, general management and control of the sport of fencing and all matters pertaining thereto within its Jurisdiction in the State of Queensland.
3. DEFINITIONS
"Association" or the letters "QAFA" shall mean the "Queensland Amateur Fencing Association
Incorporated "
"AFF" shall mean the "Australian Fencing Federation Incorporated "
"Amateur" shall be as defined by the FIE.
"FIE" shall mean the "Federation Internationale d'Escrime"
"Current Year" shall mean the period from 1st January to the 31st December next following
"Financial Year" shall mean the period from 1st October to the 30th September next following.
Words of the masculine gender shall include the feminine gender and vice versa.
Words of the plural number shall include the singular number and vice versa.
4. POWERS
The powers of the Association are:
(1) To take over the funds and other assets and the liabilities of the present unincorporated association known as the "Queensland Amateur Fencing Association";
(2) To affiliate with the Australian Fencing Federation Incorporated, the, Queensland Olympic Council and to subscribe to, become a member of and co-operate with any other association, club or organisation, whether incorporated or not, whose objects are altogether or in part similar to those of the Association provided that the Association shall not subscribe to or support with its funds any club, association or organisation which does not prohibit the distribution of its income and property among its members to an extent at least as great as that imposed on the Association under or by virtue of Rule 15(10);
(3) In furtherance of the objects of the Association to buy, sell and deal in all kinds of articles commodities and provisions, both liquid and solid, for the members of the Association or persons frequenting the Association's premises
(4) To purchase, take on lease or in exchange, hire and otherwise acquire any lands, buildings,
easements or property, real and personal, and any rights or privileges which may be requisite for the purposes of, or capable of being conveniently used in connection with, any of the objects of the Association: Provided that in case the Association shall take or hold any property which may be subject to any trusts the Association shall only deal with the same in such manner as is allowed by law having regard to such trusts.
(5) To enter into any arrangements with any Government or Authority that are incidental or conducive
to the attainment of the objects and the exercise of the powers of the Association; to obtain from any such Government or Authority any rights, privileges and concessions which the Association may
think desirable to obtain; and to carry out, exercise and comply with any such arrangements, rights,
privileges and concessions;
(6) To appoint, employ, remove or suspend such managers, clerks, secretaries, servants, workmen and
any other persons as may be necessary or convenient for the purposes of the Association;
(7) To remunerate any person or body corporate for services rendered, or to be rendered, and
whether by way of brokerage or otherwise in placing or assisting to place or guaranteeing the
placing of any unsecured notes, debentures or other securities of the incorporate Association, or in
or about the incorporated Association or promotion of the incorporated Association or in the
furtherance of its objects;
(8) To construct, improve, maintain, develop, work, manage, carry out, alter or control any houses,
buildings, grounds, works or conveniences which may seem calculated directly or indirectly to
advance the Association's interests, and to contribute to, subsidise, or otherwise assist and take part
in the construction, improvement, maintenance, development, working, management, carrying out,
alteration or control thereof;
(9) To invest and deal with the money of the Association not immediately required in such manner as
may from time to time be thought fit;
(10) To take, or otherwise acquire, and hold shares, debentures or other securities of any company or
body corporate;
(11) In furtherance of the objects of the Association to lend and advance money or give credit to any
person or body corporate; to guarantee, and give guarantees or indemnities for the payment of
money or the performance of contracts or obligations by any person or body corporate, and
otherwise to assist any person or body corporate;
(12) To borrow or raise money either alone or jointly with any person or legal entity in such manner as
may be thought proper and whether upon fluctuating advance account or overdraft or otherwise to
represent or secure any moneys and further advances borrowed or to be borrowed alone or with
others as aforesaid by notes secured or unsecured, debentures or debenture stock perpetual or
otherwise, or by mortgage, charge, lien or other security upon the whole or any part of the
incorporated Association's property or assets present or future and to purchase, redeem or pay-off
any such securities;
(13) To draw, make, accept, endorse, discount, execute and issue promissory notes, bills of exchange,
bills of lading and other negotiable or transferable instruments;
(14) In furtherance of the objects of the Association to sell, improve, manage, develop, exchange, lease,
dispose of, turn to account or otherwise deal with all or any part of the property and rights of the
Association; Provided any sale, exchange, disposal, transfer or turn to account does not reduce
or compromise the existing assets, material or financial, which contributes to or maintains the
operational objectives of the Association. Refer 15(10)
(15) To take or hold mortgages, liens or charges, to secure payment of the purchase price, or any unpaid
balance of the purchase price, of any part of the Association's property of whatsoever kind sold by
the Association, or any money due to the Association from purchasers and others;
(16) To take any donations, testamentary dispositions and gifts of property whether subject to any
special trust or not, for any one or more of the objects of the Association but subject always to the
proviso in sub-rule 4;
(17) To take such steps by personal or written appeals, public meetings or otherwise, as may from time
to time be deemed expedient for the purpose of procuring contributions to the funds of the
Association, in the shape of donations, annual subscriptions or otherwise;
(18) To print and publish any newspapers, periodicals, books or leaflets that the Association may think
desirable for the promotion of its objects;
(19) In furtherance of the objects of the Association to amalgamate with. any one or more incorporated
associations having objects altogether or in part similar to those of the Association and which shall
prohibit the distribution of its or their income and property among its or their members to the extent
at least as great as that imposed upon the Association under or by virtue of Rule 15(10);
(20) In furtherance of the objects of the Association to purchase or otherwise acquire and undertake all
or any part of the property, assets, liabilities and engagements of any one or more of the
incorporated associations with which the Association is authorised to amalgamate;
(21) In furtherance of the objects of the Association to transfer all or any part of the property, assets,
liabilities and engagements of the Association to any one or more of the incorporated associations
with which the Association is authorised to amalgamate;
(22) To make donations for patriotic, charitable or community purposes;
(23) To transact any lawful business in aid of the Commonwealth of Australia in the prosecution of any
war in which the Commonwealth of Australia is engaged;
(24) To do all such other things as are incidental or conducive to the attainment of the objects and the
exercise of the powers of the Association.
5. MEMBERSHIP
(1) Membership of the Association shall consist of:-
(a) Registered Members
(b) Supporting Members
(c) Junior Licenced Members
(d) Senior Licenced Members
(e) Honorary Life Members
The number of members in each class shall be unlimited.
(2) Every person who at the date of incorporation of the Association was a member of the
unincorporated association and who on or before the day of incorporation agrees in writing to
become a member of the Association shall be admitted by the Management Committee to the same
class of membership of the Association as that member held in the unincorporated association, and
shall not be required to pay a further subscription until the next due date for payment of that
subscription.
(3) Every applicant for any class of membership of the Association, other than the members of the
unincorporated association referred to in sub-rule (2) shall make the application in accordance with
the provisions of Rule 6 which apply to that applicants class of membership.
6. ADMISSION AND REJECTION OF MEMBERS
(1) LICENCED MEMBERS
(a) Licensed Members are divided into
(i) Seniors being those eighteen years of age and over at the 1st January of the current year
(ii) Juniors being those under the age of eighteen years at the 1st of January of the current
year. Date of Birth of junior members shall be provided and if the Management Committee so
request, proof of date of birth shall also be furnished. .Refer 13(3)
(b)
(i) Members of an affiliated club who are amateurs in the sport of fencing shall be eligible to
apply for licenced membership of the Association by paying through an affiliated club, with
whom he/she is a member, the Association membership fees or AFF or FIE licence fee as
prescribed for this class of member. Such application shall be in writing on the approved
application form and forwarded to the Secretary of the Association by the affiliated club.
(ii) Members of an affiliated club who are not amateurs in the sport of fencing may apply for
membership of the Association by paying through an affiliated club with whom he/she is a
member the association membership fee as prescribed for licenced members. Such
applications to be in writing on the approved membership form and forwarded to the
Secretary of the Association by the affiliated club.
(c) Transfer between affiliated clubs shall not require the approval. of the Association, but prompt
notification of transfer shall be advised to the Association by the affiliated clubs concerned.
(d) A member may be a member of more than one affiliated club but no member can be affiliated
with the Association through more than one affiliated club.
(e) The Management Committee may accept or reject an application for membership lodged in
accordance with sub-rule (b)
(2) HONORARY LIFE MEMBERS
(a) Amateur fencers especially distinguished in the sport or who have rendered distinguished service
to the Association or the sport, may be elected Honorary Life Members of the Association. A
proposal for Honorary Life Membership shall be submitted to the Annual General Meeting, or at
a meeting called under a special resolution for that purpose and that purpose only, for
decision on the recommendation of the Management Committee. Honorary Life Members shall
be eligible to be Executive Officers and members of the Management Committee. Honorary Life
Members are entitled to attend and vote at General Meetings, but are neither entitled to attend nor
vote at Management Committee meetings unless appointed Executive Officers or members of the
Management Committee.
(b) Honorary Life Member shall not be required to pay any fee unless that member either participates
in any competition authorized by the Association or nominates for an elected position of the
Executive or Management Committee of the Association.
(3) SUPPORTING MEMBERS
(a) Supporting Members shall be listed with the Association as either:
(i) Corporate Supporting Member or
(ii) Individual Supporting Member
Supporting members may join the Association by nominating through an affiliated club or
directly through the Association on the recommendation of the Executive of the Association
Such members join the Association in order to provide a measure of financial support to the
Association but do not have voting rights and are not entitled to be members of the Management
Committee unless the fees prescribed for the appropriate licences for those positions are paid.
(b) Supporting members fees shall be set by the Association from time to time.
(4) REGISTERED MEMBERS
Are all persons senior or junior who participate in an activity which introduces them to the sport of
fencing and have paid the prescribed fee.
(5) NOTICE OF ACCEPTANCE OR REJECTION
Upon the acceptance or rejection of an application for membership in accordance with sub-rule (1)(e) the Secretary shall forthwith give the applicant notice in writing of such acceptance or rejection.
7. TERMINATION OF MEMBERSHIP or REJECTION OF APPLICATION
AND PENALTIES APPLICABLE TO MEMBERS
(1) A member may resign from the Association at any time by giving notice in writing to the Secretary.
Such resignation shall take effect at the time such notice is received by the Secretary unless a later
date is specified in the notice when it shall take effect on that later date.
(2) If a member or applicant
(a) is convicted of an indictable offence; or
(b) fails to comply with any of the provisions of these Rules; or
(c) conducts himself/herself in a manner considered by the Management Committee to be
detrimental, injurious or prejudicial to the character or interests of the Association and/or the
sport of fencing, then such member may be penalised, suspended and/or expelled or an
applicant denied membership of the Association by resolution of a two-thirds majority of
Management Committee members present and voting at a Management Committee meeting
called specifically for consideration of the matter. The member concerned shall be given the
opportunity to state his/her case. The Secretary shall advise the member in writing of the
Management Committee's decision.
8. APPEAL AGAINST REJECTION OF APPLICATION FOR MEMBERSHIP,
SUSPENSION OR TERMINATION OF MEMBERSHIP AND PENALISING OF
MEMBERS
(1) A person whose application for membership has been rejected or a member who has been
penalised or had his/her membership suspended or terminated may, within one month of receiving written notification thereof, lodge with the Secretary written notice of his/her intention to appeal against the decision of the Management Committee
(2) Upon receipt of a notification of intention to appeal against the rejection of membership,
penalisation, suspension or termination of membership, the Secretary shall within one month of the date of receipt of such notice, convene a Special General Meeting to Determine the appeal. At any such meeting the appellant shall be given the opportunity to fully present his/her case and the members of the Management Committee who rejected the application for membership, imposed the penalty, suspended or terminated the membership shall likewise have the opportunity of presenting their case. The decision of the Special General Meeting shall be final and shall be decided by a simple majority of members present and voting. Any member suspended or expelled shall lose all rights as a member of the Association until otherwise advised in writing.
(3) Where a person whose application for membership is rejected does not appeal against the decision of
the Management Committee within the time prescribed by these Rules or so appeals but the appeal is
unsuccessful, the Secretary shall forthwith refund the amount of any fees forwarded with the
application for membership.
9. REGISTER OF MEMBERS
(1) The Management Committee shall cause a register to be kept in which shall be entered the names
and addresses of all persons admitted to membership of the Association and the dates of their
admission.
(2) Particulars shall also be entered into the register of deaths, resignations, terminations and reinstatements of membership and any further particulars as the Management Committee or the members at any General Meeting may require from time to time.
(3) The register shall be open for inspection at all reasonable times by any member who previously applies to the Secretary for such inspection.
10. AFFILIATED CLUBS
(1) Any and every club which offers persons an opportunity to participate in the sport of fencing
shall be entitled to apply for affiliation with the Association providing that:
(a) There are at least six members who are eligible to be licenced as members under clause
5(1)(c), (d) or (e).
(b) and apply for a licence under the categories of clause 6(1)(a)(I), (ii) or are already members
under clause 6(2)
(c) there is at least one member who is a senior in the categories nominated in clause
5(1)(b),(d),(e)
(2) The application shall be in writing addressed to the Secretary of the Association and shall be
accompanied by a copy of the club's constitution, names and addresses of office bearers, a list of
club members with names and addresses and a remittance covering the prescribed fees of the
Association. A similar list shall be forwarded by each 1st January following together with the
prescribed fees for the current year.
(3) The Club's constitution shall be acceptable to the Association and shall provide that
(a) the club has a President, Secretary and/or Treasurer
(b) all club members are amateurs in relation to the sport of fencing
(c) all club members abide by the Rules and Regulations of the Association, the AFF and the FIE.
(4) Amendments to the club's constitution shall be notified promptly to the Association and such
amendments must be acceptable to the Association.
(5) Provided the Executive is satisfied that the club has complied with the provisions of sub-rules
(2)and (3) the application shall be submitted to the Management Committee for approval to affiliate.
(6) Where a clubs application to affiliate is awaiting approval of the Management Committee and a
member of that club has applied for licensed membership of the Association, he/she may at the
discretion of the Executive, fence in competitions.
(7) Each Affiliated club shall have the right to nominate a senior financial affiliated member of
that club, or any other affiliated club, under Rule 5(I)(b)(d) or (e) to represent the club at
meetings of the Advisory Panel of Clubs, which shall be convened from time to time under the
provisions of Clause 11. MANAGEMENT COMMITTEE.
11. MANAGEMENT COMMITTEE
(1) STRUCTURE
(a) The Management Committee of the Association shall consist of the Executive of the Association
being a President, Secretary and Treasurer, all of whom shall be senior licenced members of
the Association and such number of other senior licenced members of the Association not
exceeding six, as the senior licenced members of the Association at any General Meeting may
from time to time elect or appoint.6(1)(a)(i) and 5(1)(d)(e)
(b) At the Annual General Meeting of the Association, all members of the Management Committee
for the time being shall retire from office but shall be eligible upon nomination for re-election.
No member of the Executive may be re-elected for more than four consecutive terms of
office unless a special motion to that effect is passed by two thirds of the members attending the
general meeting at which the election is held.
(c) The election of the Executive and other members of the Management Committee shall take
place in the manner as provided in Rule 13 (1).
(d) Any member of the Management Committee my resign from membership of the Management
Committee at any time by giving notice to the Secretary and such resignation shall take effect at
the time such notice is received by the Secretary unless a later date is specified in the notice
when it shall take effect on that later date, or such member may be removed from office at a
Special General Meeting of the Association convened in accordance with these rules where that
member shall be given the opportunity to fully present his /her case. The question of removal
shall be determined by a simple majority vote of the members present at such General Meeting.
Such a decision shall be final and there shall be no right of appeal.
(e) The Management Committee shall have power at any time to appoint any member of the
Association to fill any casual vacancy on the Management Committee until the next Annual
General Meeting.
(f) The continuing members of the Management Committee may act notwithstanding any casual
vacancy in the Management Committee, but if and so long as their number is reduced below
the number fixed by or pursuant to these Rules as the necessary quorum of the Management
Committee, the continuing member or members may act for the purpose of increasing the
number of members in the Management Committee to that number or of summoning a General
Meeting of the Association, but for no other purpose.
(2) POWERS
(a) Except as otherwise provided by these Rules and subject to resolutions of the members of the
Association carried at any General Meeting, the Management Committee shall have the general
control and management of the administration of the affairs, property and funds of the
Association and it shall have the administrative power in this regard for properly conducting
and carrying out the objects of the Association and it shall have the authority to interpret the
meaning of these Rules and any matter relating to the Association on which these Rules are
silent.
(b) The Management Committee may exercise all the powers of the Association and may delegate
any of its powers to any person or sub-committee as it determines from time to time, and such
person or subcommittee shall conform to any regulations that may be imposed on him, her or it
by the Management Committee.
(3) MEETINGS
(a) The Management Committee shall meet once every two months or more frequently if the
members so determine, at such time and place as the members shall from time to time , in order
to exercise its functions and regulate its proceedings.
(b) A special meeting of the Management Committee shall be convened by the Secretary within
fourteen days of receiving a requisition in writing signed by not less than one-third of the
members of the Management Committee, which requisition shall clearly state the reason why
such special meeting is being requested and the nature of the business to be transacted thereat.
(c) The Secretary shall convene all Management Committee meetings by giving six days notice in
writing to all Management Committee members, such notice to be accompanied by an agenda:
Provided that where unusual or urgent business arises, a meeting may be called by the
Secretary at short notice and such notice may be verbal.
(d) The President shall preside as Chairman at every meeting of the Management Committee, or if
the President is not present then the members present may choose one of their number to be
Chairman of the meeting.
(e) At every meeting of the Management Committee a simple majority of a number equal to the
number of members presently forming the Management Committee shall constitute a quorum.
(f) Each member of the Management Committee shall have one vote which shall be exercised in
person. Proxy and absentee votes shall not be valid.
(g) Matters arising at any meeting of the Management Committee shall be decided by a simple
majority of votes, and in the case of an equality of votes the matter shall lapse.
(h) A member of the Management Committee shall not vote in respect of any contract or proposed
contract with the Association in which he/she is interested, or any matter arising thereout, and
if such a vote is recorded that vote shall not be counted.
(i) If within fifteen minutes from the time appointed for the commencement of a Management
Committee meeting a quorum is not present, it shall stand adjourned to the same day in the next
week at the same time and place, or to such other day and at such other time and place as the
Management Committee may determine and if at the adjourned meeting a quorum is not
present within fifteen minutes from the time appointed for the meeting the business scheduled
for the original meeting shall be transacted provided at least two members of the Management
Committee are present at the reconvened meeting, one of whom is an Executive Officer.
(j) All acts done by any meeting of the Management Committee shall, notwithstanding that it is
afterwards discovered that there was some defect in the appointment of any such member of the
Management Committee or any of them were disqualified, be as valid as if every such person
had been duly appointed and was qualified to be a member of the Management Committee.
(k) A resolution in writing signed by all members of the Management Committee for the time
being entitled to receive notice of a meeting of the Management Committee shall be as valid
and effectual as if it had been passed at a meeting of the Management Committee duly
convened and held. Any such resolution may consist of several documents in like form, each
signed by one or more members or the Management Committee.
(l) A person or a chairperson of a subcommittee having specific responsibilities as delegated by
the Management Committee may attend Management Committee meetings by invitation. Such
person or chairperson shall report on his/her sub-committees activities and may speak and vote
on matter which come under his/her direct responsibility.
(4) ADVISORY PANEL
(i) Every affiliated club shall have the right to nominate a representative to attend meetings of the Advisory Panel Refer Rule 10(7)
(ii) The Advisory Panel may meet from time to time and coordinate the objectives of the
representative clubs and submit those objectives to the Management Committee either by
attending such meetings after due notice has been advised to the Management Committee
or written advise to that Committee.
(iii) The Advisory Panel of Clubs shall maintain a record of all such meetings and the decisions
made at such meetings. Such records shall be available for reference to the Management
Committee at all times.
(iv) Clubs shall nominate the representatives who shall act to convene all such meetings of the
panel as required by any request either written or verbal from at least TWO member
clubs. Advice of the date and place of that meeting shall be made known to all club
representatives.
(v) Associated cost of the meetings and procedures of the Panel shall be the responsibility of
the clubs involved and may be considered by the Management Committee when grant
estimates are prepared for government assistance.
(vi) Clubs have the individual right to submit proposals direct to the Management Committee.
However, should the proposal also involve the majority of clubs, the Management
Committee may refer that proposal to the Panel for discussion before dealing with the
subject matter.
(vii) Members representing the Advisory Panel may be invited to address the Committee but
do not have the right to vote at such Management Committee meeting.
12. THE EXECUTIVE
(1) STRUCTURE
(a) The Executive shall consist of the President, Secretary and Treasurer all of whom shall be
members of the Association.
(b) Casual vacancies occurring on the Executive shall be filled until the next Annual General
Meeting as provided in Rule 11 (1)(e)
(c) At the Annual General Meeting of the Association, all members of the Executive shall retire
from office, but shall be eligible upon nomination for re-election, as provided in Rule 11(1) (b).
(d) The election of the Executive shall take place in the manner as provided in Rule 13(1).
(2) POWERS
(a) The Executive shall carry on the day to day business affairs of the Association.
(b) The Executive shall have the authority to manage and control the affairs of the Association
between meetings of the Management Committee: Provided that any action taken by virtue of
this sub-rule shall be reported to the next Management Committee meeting and shall be
recorded in the Minutes of that meeting.
(3) MEETINGS
(a) Executive meetings may be called by any member of the Executive when he/she considers it
necessary.
(b) Notification of an executive meeting shall be given by the Secretary to all executive members
which may be verbal.
(c) Each member of the Executive shall have one vote.
(d) A quorum shall be three. Refer 14(2)
(4) DUTIES
(a) President
(i) The President shall chair all meetings of the Association. In his/her absence a chairman
shall be elected from the floor.
(ii) The President shall regulate and keep order in all proceedings and shall be responsible for
the smooth running of the Association generally and shall present a report to the Annual
General Meeting.
(iii)The President shall be an ex-officio member of all sub-committees of the Association.
(b) Secretary
(i) The Secretary shall cause full and accurate minutes of all questions, matters, resolutions
and other proceedings of every Management Committee meeting, and General Meetings to
be entered in a book to be open for inspection at all reasonable times by any financial
member who previously applies to the Secretary for that inspection. For the purposes of
ensuring the accuracy of the recording of such minutes, the minutes of every Management
Committee meeting shall be signed by the Chairman of that meeting or the Chairman of
the next succeeding Management Committee meeting verifying their accuracy. Similarly,
the minutes of every General Meeting shall be signed by the Chairman of that meeting or
the Chairman of the next succeeding General Meeting: Provided that the minutes of any
Annual General Meeting shall be signed by the Chairman of that meeting or the Chairman
of the next succeeding Annual General Meeting.
(ii) The Secretary shall be responsible for all correspondence .
(iii) The Secretary shall maintain a resolution book in which all current resolutions shall be
recorded and indexed under subject matter for ease of reference.
(iv) The Secretary shall issue notices calling all meetings of the Management Committee
except as otherwise provided in these Rules and all General Meetings.
(v) The Secretary shall prepare and present the Annual Report to the Annual General Meeting.
(c) Treasurer
(i) The Treasurer shall keep the books of account of the Association.
(ii) The Treasurer shall receive all fees and monies due to the Association and shall arrange for
payment of all accounts.
(iii) The Treasurer shall give a financial report to every Management Committee Meeting .
This report may be verbal, providing a written report is provided within seven days.
(iv) The Treasurer shall prepare and present an Audited Statement of Income and Expenditure,
Balance Sheet and report in respect of each financial year and shall be responsible for
having prepared an asset register and complete financial report for the association and all
its sub-committees. The cash book, bank statement, bills of account, cheque books and all
documents having to do with the Associations financial year shall be retained for a period
of not less than six financial years after the preparation of the year end accounts. All
accounts shall be audited prior to a their presentation to the Annual General Meeting.
(v) The duties of the Treasurer as set out in sub-rules to (iv) shall be carried out as provided in
Rule 15.
(vi) The financial reports shall detail separately all Government money received as grant or
subsidy, and all payments made in relation to such money.
(vii) The financial records shall be available for perusal by any financial member of the
Association on written application to the Treasurer. Such perusal to occur during normal
business hours.
13. GENERAL MEETINGS
(1) ANNUAL GENERAL MEETING
(a) The Annual General Meeting of the Association shall be held within two (2) months
of the close of the financial year at a time, date and place fixed by the Management
Committee.
(b) The Secretary shall call the Meeting by notifying all members entitled to attend and vote in
writing at least 28 days before the meeting and in the same communication shall call for
agenda items, notices of motion and nominations for the Executive and other members of the
Management Committee.
(c) Nominations for the Executive and other members of the Management Committee shall be
forwarded to the Secretary in writing signed by the proposer and seconder, both of whom
shall be members, and signed by the nominee who shall also be a member as evidence that
he/she is prepared to accept the responsibilities of office.
(d) Notices of motion shall be in writing and signed and shall clearly state the purpose or purposes
for which the notice of motion is submitted
(e) Nominations in accordance with sub-rule (c) shall close 10 days before the meeting. Within
three days of the close of nominations the Secretary shall notify all members entitled to attend
and vote of the nominations received and under the same cover shall forward copies of the
agenda, minutes of the previous Annual General Meeting, reports to be tabled at the meeting
and Financial Statements with the Auditors Report thereon for the financial year just ended.
(f) All elections shall be by exhaustive secret ballot. If no nominations are received for a
particular executive office, the position shall be filled at the meeting by nomination and
election from the floor. Where less than four nominations are received for election of other
members to the Management Committee, only those nominations received shall be dealt with
by the meeting and no nominations from the floor shall be called. In the event that there are
less than seven members constituting the Management Committee following the elections such
number between the numbers elected to the Management Committee and seven shall be
deemed to be casual vacancies on the Management Committee and such casual vacancies may
be filled by the Management Committee as provided in these Rules. The Management
Committee elected shall take office immediately following the elections.
(g) Motions affecting policy, fees, rules, regulations and matters of similar nature shall not be
resolved at the meeting unless notice of motion has been included in the agenda sent to
members.
(h) The business to be dealt with at every Annual General Meeting shall be
(i) Confirmation of Minutes of the last Annual General Meeting and business
arising therefrom
(ii) Reports from all Executive Officers and subcommittee chairpersons including the receiving
of statement of income and expenditure, assets and liabilities and mortgages, charges and
securities affecting the property of the association for the financial year just ended and the
receiving of the auditors report upon the books and accounts at the close of that year.
(iii) Election of the Executive and other Management Committee members.
(iv) Appointment of persons and/or chairpersons of subcommittees having specific
responsibilities as may be deemed necessary by the Management Committee in accordance
with the Rules.
(v) Appointment of Auditor.
(vi) Appointment of Honorary Legal Adviser.
(vii) Appointment of Delegates to other organisations as may be required
(viii) Notices of Motion.
(ix) Such other general business as may be brought before the meeting in accordance with these
Rules.
(2) SPECIAL GENERAL MEETINGS
(a) Special General Meetings shall be convened by the Secretary as prescribed by these Rules or at
the request of the Management Committee or upon receiving a written request signed by at
least ten members who are entitled to attend and vote at General Meetings, detailing the reason
for requesting the meeting.
(b) At least fourteen days notice of the meeting shall be sent to members entitled to attend and vote
(b) The business for which the Special General meeting has been called shall be stated on the
notice calling such meeting and only that business shall be dealt with at that meeting.
(3) ATTENDANCE AND VOTING
Persons entitled to attend every General Meeting and have one vote are senior licenced members
and honorary life members; provided that the Chairman shall have a deliberative vote in all
elections but not in other matters. In all matters including elections the Chairman shall have a
casting vote after two tied votes save and except as otherwise provided in these rules and the
Association Incorporation Act. Proxy votes shall not be valid, but absentee votes signed by the
member entitled to attend shall be valid and such absentee vote may specify an
order of preference when voting save and except that a member entitled under the Rules to vote
must be present in person in order to exercise his/her vote at any General Meeting in respect of
which notice specifying the intention to propose the resolution as a special resolution was given in
accordance with these Rules. Absentee votes are available from the Secretary of the association on
request and must be lodged with the secretary of the Association at least five (5) working days
prior to the date of the general meeting for which it is valid.
(4) QUORUM
A quorum for every General Meeting shall be ten members or double the number of members
presently constituting the Management Committee plus one, which ever number is the greater.
(5) ADJOURNMENT
If within half an hour from the time appointed for the commencement of a general meeting a
quorum is not present, the meeting, if convened upon the requisition of members of the
Management Committee or the Association, shall lapse. In any other case it shall stand adjourned
to the same day in the next week at the same time and place, or to such other day and at such other
time and place as the Management Committee may determine and if at that adjourned meeting a
quorum is not present within half an hour from the time appointed for the meeting, the members
present shall be the quorum.
14. QUORUMS
(1) MANAGEMENT COMMITTEE MEETINGS
A quorum shall be a simple majority of a number equal to the number of members presently
constituting the Management Committee
(2) EXECUTIVE MEETINGS
A quorum shall be three members.[12(3)(d)]
(3) GENERAL MEETINGS
A quorum shall be ten members or double the number of members presently constituting the
Management Committee plus one, whichever number is the greater.
15. FUNDS AND ACCOUNTS
(1) The funds of the Association shall be banked in the name of the Association in such bank as the
Management Committee may from time to time direct.
(2) Proper books and accounts shall be kept and maintained either in written or printed form in the
English language showing correctly the financial affairs of the Association and the particulars
usually shown in books of a like nature.
(3) All monies shall be banked as soon as practicable after receipt thereof.
(4) All amounts of twenty dollars or over shall be paid by cheque signed by any two of the President,
Secretary, Treasurer or other member authorized from time to time by the Management
Committee.
(5) Cheques shall be crossed "not negotiable" except those in payment of wages, allowances or petty
cash recoupments which may be open.
(6) The Management Committee shall determine the amounts of petty cash which shall be kept on the
imprest system.
(7) All expenditure shall be approved or ratified at a Management Committee Meeting and a financial
report shall be presented to every Management Committee meeting. This report may be verbal
provided a written report is produced within seven days.
(8) As soon as practicable after the end of each financial year the Treasurer shall cause to be prepared a
statement containing particulars of the income and expenditure for the financial year just ended and
the assets and liabilities and all mortgages, charges and securities affecting the property of the
Association at the close of that year.
(9) All such statements shall be examined by the auditor who shall present his/her report upon such
audit to the Secretary prior to the holding of the Annual General Meeting next following the
financial year m respect of which such audit was made.
(10) The income and property of the Association whencesoever derived shall be used and applied solely
in promotion of its objects and in the exercise of its powers as set out herein as in 4(14) and no
portion thereof shall be distributed, paid or transferred directly or indirectly by way of dividend,
bonus or otherwise by way of profit to or amongst the members of the Association provided that
nothing herein contained shall prevent the payment in good faith of interest to any such member in
respect of monies advanced by him/her to the Association or otherwise owing by the Association to
or of remuneration to any officers or servants of the Association or to any member of the
Association or other person in return for any services actually rendered to the Association provided
further that nothing herein contained shall be construed so as to prevent the payment or repayment
to any member of out of pocket expenses, money lent, reasonable and proper charges for goods
hired by the Association or reasonable and proper rent for premises demised or let to the
Association.
16. FEES AND SUBSCRIPTIONS
(1) Association fees and subscriptions shall be such sums as the members shall from time to time at
any General Meeting so determine, provided that a Notice of Motion affecting fees has been
included in the agenda for the meeting forwarded to the members.
(2) All fees shall be payable in advance and renewal of the annual membership and F.I.E. licence fee
for the current year shall become due on 1st January each year. Any member who fails to renew
his/her membership by the 31st January shall cease to be a member and shall be readmitted as a
member only upon payment of all outstanding fees.
17. COMMON SEAL AND DOCUMENTS
(1) The Management Committee shall provide for a Common Seal and for the safe custody of the
common seal, books, documents, instruments of title and securities of the Association.
(2)(a) The Common Seal shall only be used by the authority of the Management Committee
and every instrument to which the seal is affixed shall be signed by a member of the
Management Committee and shall be countersigned by the Secretary or by a second member of
the Management Committee or by some other person appointed by the Management Committee
for the purpose.
(b) Any new members to the Management Committee are to be advised of the location of
records and Common Seal and the person who is responsible for the security thereof.
18. BY-LAWS
The Management Committee may from time to time make, amend or repeal by-laws, not inconsistent
with these Rules, for the internal management of the Association and any by-law may be set aside by a
General Meeting of members.
19. ALTERATION OF RULES
Subject to the provisions of the Associations Incorporation Act, these Rules may be amended,
rescinded or added to from time to time by a special resolution carried at any general meeting:
Provided that no such amendment, rescission or addition shall be valid unless the same shall have been
previously submitted to and approved by the Under Secretary, Department of Justice, Brisbane.
20. REPEAL OF CONSTITUTION AND RULES
All rules before the coming into operation of these Rules shall be repealed,
provided that all things done or purported to be done under the repealed rules, and generally all acts of
authority originating under the repealed rules and in force or subsisting at the commencement of these
Rules shall continue in full force and effect and shall, so far as is consistent with these Rules, be
deemed to have been done or originated under and for the purpose of these Rules and all matters
pending or in progress at the commencement of these Rules may be continued and completed under
these Rules.
21. OPERATION OF CONSTITUTION AND RULES
These Rules shall come into force and take effect from the date of incorporation of the Association. All
affiliated clubs and members shall be deemed to have agreed to be bound by these Rules and any
amendment thereof for the time being in force and shall be bound accordingly.
22. WINDING UP AND DISTRIBUTION OF SURPLUS ASSETS
If the Association shall be wound up in accordance with heretofore existing the provisions of the Associations
Incorporation Act, and there remains, after satisfaction of all its debts and liabilities, any property
whatsoever, the same shall not be paid to or distributed among the members of the Association, but
shall be given or transferred to some other institution or institutions having objects similar to the
objects of the Association, and which shall prohibit the distribution of its or their income and property
among its or their members to all extent at least as great as imposed on the Association under or by
virtue of Rule 15(10), such institution or institutions to be determined by the members of the
Association.
CONSTITUTION AND RULES
QUEENSLAND AMATEUR FENCING ASSOCIATION INCORPORATED
INCORPORATED NOVEMBER 7, 1988
CONSTITUTION AND RULES
Adopted November 8, 1988
____________________________
AMENDED MARCH 29,1989
Approved by Department of Justice
April 12, 1989
____________________________
AMENDED SEPTEMBER 21, 1989
Approved by Department of Justice
November 10, 1989
_____________________________
AMENDED SEPTEMBER 3, 1995
Registered by Dept. Consumer Affairs
November 28, 1995
______________________________
AMENDED MAY 10, 1999
Registered by Office of Fair Trading
July 29, 1999
|
What's On?
|
|
|
QLD ChampionsCurrent and past QLD champions: 2006 Novice Open Mixed FoilIsaac Wall 2004 State U20 Mixed Sabre Michael Harcourt 2007 State Open Women's Foil Jenny Bonney-Millett |
Your Say
When should the next Level 1 coaching course be run?
|
|
|
Site best viewed in 800x600 resolution or better. Maintained by Andrew Harcourt. |
|
