Association Committees
The Executive Committee
The Executive Committee is responsible for managing the property, affairs and governance of the Association in accordance with the Constitution and Bye-Laws. It provides leadership, oversees administration and ensures that the Association's objectives are advanced.
Committee Membership
Composition of the Executive Committee
The Executive Committee brings together all Office Bearers and additional elected members.
01
All Office Bearers
The Executive Committee shall include all elected Office Bearers of the Association.
02
Four Additional Members
Four other members shall be elected to serve on the Executive Committee.
03
Election at the AGM
The four additional members shall be elected during the Annual General Meeting.
04
Casual Vacancies
Any casual vacancy shall be filled by the Executive Committee until the next Annual General Meeting.
Authority and Responsibility
Proceedings, Powers & Duties
The Executive Committee has constitutional authority to manage the Association and organize its governance activities.
01
Manage Association Property
Manage and safeguard the property of the Association in accordance with the Constitution and Bye-Laws.
02
Manage Association Affairs
Direct and administer the affairs of the Association in accordance with its governing framework.
03
Quarterly Meetings
Meet as often as Association business requires, but not less than once every three months.
04
Fourteen-Day Notice
Provide at least fourteen days' notice of every Executive Committee meeting by electronic mail or in writing.
05
One Vote per Member
Each Executive Committee member present at a meeting shall have one vote.
06
Committee Chair
Executive Committee meetings shall be chaired by the Executive Committee Chair.
07
Appointment of Sub-Committees
The Executive Committee may appoint sub-committees where necessary to support the work of the Association.
Governance Meetings
Meetings of the Association
Meetings shall be held at the places and times appointed by the Executive Committee.
01
Ordinary Meetings
Regular meetings convened to conduct the routine governance and administrative business of the Association.
02
Annual General Meeting
The principal yearly meeting of members, held not later than 1 December each year.
03
Special General Meeting
A meeting convened to address urgent, exceptional or constitutionally significant matters.
Meeting Procedure
Proceedings at Meetings
The Constitution establishes the quorum, notice, voting and presiding requirements for General Meetings.
01
The quorum for an Annual General Meeting or Special General Meeting shall be one half of all registered members.
02
The Chair shall preside over all meetings.
03
In the Chair's absence, the Vice Chair shall preside.
04
Where neither the Chair nor Vice Chair is present, an Executive Committee member present shall be selected to preside.
05
The Annual General Meeting shall be held not later than 1 December each year.
06
Written notice of the Annual General Meeting shall be sent to all members at least twenty-one days before the meeting.
07
The Annual General Meeting notice shall be accompanied by the annual statement of account and the meeting agenda.
08
Voting shall be personal, and proxy voting shall not be permitted.
09
The Chair shall have a casting vote in addition to the Chair's personal vote where votes are tied.
Constitutional Change
Amendment to the Constitution
Any amendment to the Constitution must satisfy both the Association's voting requirement and the applicable regulatory approval process.
Two-Thirds Majority
The proposed amendment must be approved by at least a two-thirds majority.
Registrar's Consent
The amendment may only be implemented after obtaining the prior written consent of the Registrar of Societies.
Association Growth
Formation of Branches
Branches may be established through a constitutional recommendation and approval process.
01
Committee Recommendation
The Executive Committee recommends the formation of a branch.
02
Member Approval
Members approve the recommendation at a General or Special General Meeting.
03
Registrar Notification
The recommendation is notified to the Registrar of Societies before adoption.
Constitutional Safeguard
Dissolution of the Association
The Association shall not be dissolved except through a resolution passed at a General Meeting by a vote of at least two-thirds of the members present. The meeting must also satisfy the quorum requirements established by the Constitution.
Transparency and Access
Inspection of Accounts & Members Register
Association officers and members may inspect specified records through the constitutional notice procedure.
Records Available for Inspection
01
Books of Account
02
Supporting Documents
03
Register of Members
Seven Days' Notice
The requesting officer or member must give the Association at least seven days' written notice.
Registered Office
Inspection shall take place at the registered office of the Association.
Committee Commitment
Governance Principles
The Executive Committee is expected to exercise its constitutional authority in a manner that protects the Association, serves its members and promotes effective governance.
01
Good Governance
02
Accountability
03
Transparency
04
Constitutional Compliance
05
Member Participation
Constitution & Governance
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