This is the current draft of the CCT constitution. It is a combination of the model rules and the Landcare example constitution. Add comments below. |
The organisation shall be titled The Climbers Club of Tasmania ("the Club")
The objectives of the Club are:
The management of the Club shall be vested in a Committee.
4.1 The officers of the Committee are:
4.2 Election
4.3 Records
The Executive shall keep membership records, maintain accurate financial records and record activities for the Club. As much as possible these records will be kept online at the Club's website.
4.4 Committee Meetings
Meetings of the Committee shall be as required and will be notified on the Club's website. Members of the Club may attend these meetings and may be invited to vote on business. The President shall preside as Chairman of the Club or in his/her absence as decided by the members present at the meeting.
The Committee will appoint the Public Officer of the Club. The Public Officer may be one of the Committee office holders.
Meetings of the Club, working bees, and other meetings shall be held as required and will be notified on the Club's website and by email.
The annual general meeting of members shall be held within three months of the end of the Club's financial year. The President shall chair the meeting. Notice of the meeting will be given on the Club's website and by email.
At Executive meetings a minimum of 3 officers shall form a quorum for the meeting. At general meetings a minimum of 5 members shall form a quorum for the meeting.
A consensus approach to decision making will be encouraged. When voting formally, each member has one vote only. Votes will be by show of hands. The Chairman of a meeting may exercise a deliberate and casting vote where a deadlock in voting arises. Votes may only be given personally and not by proxy.
Certain votes may be held online at the Club's website. Members will be notified by email of such votes, and will be open for a certain period of time. Members will have one vote only for online votes.
A true and accurate record shall be kept by the Treasurer for monies received and expended by the Club, and any bank accounts or similar.
The Records shall be kept on the Club's website.
The Committee shall be open and hold accounts in financial institutions as determined by the Committee in to which all monies received shall be paid as soon as possible. No cheques or cash shall be drawn on the accounts except for payment of expenditure authorised by the Committee. Cheques shall be signed by at least 2 of the following officers:
i. President
ii. Secretary
iii. Treasurer
The amount of annual subscription (if any) shall be as determined by members at the annual general meeting.
The financial year of the Club shall be from the First of July to the Thirtieth of June of the following year.
The constitution may be amended only at annual general meetings and only upon 30 days notice being given to all financial members.
The Club's financial records shall be audited every year by an auditor appointed by the Committee, unless it has been decided at an AGM to apply for an exemption from audit.
(1) The auditor is to audit the financial affairs of the Club at least once in each financial year of the Club.
(2) The auditor, after auditing the financial affairs of the Club for a particular financial year of the Club, is to –
(a) certify as to the correctness of the accounts of the Club; and
(b) at the next annual general meeting, provide a written report to the members of the Club present at that meeting.
(3) In the report and in certifying to the accounts, the auditor is to –
(a) specify the information, if any, that he or she has required under subrule (5)(b) and obtained; and
(b) state whether, in his or her opinion, the accounts exhibit a true and correct view of the financial position of the Club according to the information at his or her disposal; and
(c) state whether the rules relating to the administration of the funds of the Club have been observed.
(4) The public officer of the Club is to deliver to the auditor a list of all the accounting records, and/or books and accounts of the Club.
(5) The auditor may –
(a) have access to the accounting records, books and accounts of the Club; and
(b) require from any servant of the Club any information the auditor considers necessary for the performance of his or her duties; and
(c) employ any person to assist in auditing the financial affairs of the Club; and
(d) examine any member of the committee, or any servant of the Club, in relation to the accounting records, books and accounts of the Club.
In the event of a dissolution of the Club any assets shall be transferred to a like Club or association having similar objectives and which is a non profit organisation exempt from income tax under Section 23 of the Income Tax Assessment Act. A motion to dissolve the Club may only be taken at a special general meeting to which all members must have been notified and only upon 75% of the members present approving of the dissolution.
In the event of the Club being wound up:
every member of the Club, and
(ii) every person who, within the period of twelve months immediately preceding the commencement of the winding up, was a member of the Club, is liable to contribute to the assets of the Club for payment of the debts or liabilities of the Club and for the costs, charges and expenses of the winding up and for the adjustment of the rights of the contributories among themselves such sum, not exceeding $1.00, as may be required, but a former member is not liable to contribute in respect of any debt or liability of the Club contracted after he/she ceased to be a member.
A dispute between a member of the Club, in the capacity as a member, and the Club, is to be determined by arbitration in accordance with the provisions of the Commercial Arbitration Act 1986.