The name of the incorporated association is Knox Infolink Inc (in these Rules called "the Association").
The purposes for which the incorporated association is established are:
- To provide direct aid for the people of Knox who are in need of the relief of poverty, distress, sickness, misfortune, destitution or helplessness.
- To provide information to the community that is free, confidential, impartial and independent.
- To provide emotional support and referral services and to ensure that individuals and groups have equal access to information about their rights, responsibilities and the services available in order that they can be independent and effective members of the community.
- To exercise a responsible influence on the development of social policies and services.
- To operate an information centre in accordance with the aims, policies and standards of Community Information Victoria (CIVic) Inc. as referred to in the membership agreement as entered into by the centre and CIVic Inc.
- To provide information to the community that is accurate, up to date, and relevant.
- To assess the needs of the people who visit the centre seeking assistance.
- To provide emergency relief to those in circumstances of poverty, distress, sickness, misfortune, destitution or helplessness.
- To inform people in the City of Knox of the services available at the Community Information Centre and elsewhere as appropriate.
- Where appropriate, to provide people with information, support and referral to services which can provide more permanent help.
- To maintain on roster a team of trained and untrained volunteers to enable the provision of a high standard of welfare and information services.
- To pursue grants, donations and subscriptions from governments, benefactors, benevolent societies, philanthropic trusts, community service agencies and others as a means of providing emergency relief and services to the people of the Knox district.
- To manage the finances and material assets of the Community Information Centre in a professional manner in the interest of maximising the availability of welfare services.
(1) In these Rules, unless the contrary intention appears:
"Act" means the Associations Incorporation Act 1981;
"committee" means the committee of management of the Association;
"financial year" means the year ending on 30 June;
"general meeting" means a general meeting of members convened in accordance with rule 12;
"financial member" means a member of the Association who has paid all financial dues;
"ordinary member of the committee" means a member of the committee who is not an officer of the Association under Rule 21;
"Regulations" means regulations under the Act;
"relevant documents" has the same meaning as in the Act.
(2) In these Rules, a reference to the Secretary of an Association is a reference:
(a) if a person holds office under these Rules as Secretary of the Association - to that person; and
(b) in any other case, to the public officer of the Association.
These Rules and the statement of purposes of the Association must not be altered except in accordance with the Act.
(1) A person who applies and is approved for membership as provided in these Rules is eligible to be a member of the Association on payment of the entrance fee and annual subscription payable under these Rules.
(2) A person who is not a member of the Association at the time of the incorporation of the Association (or who was a member at that time but has ceased to be a member) must not be admitted to membership unless:
(a) he or she applies for membership in accordance with sub-rule (3); and
(b) the admission as a member is approved by the committee.
(3) An application of a person for membership of the Association must:
(a) be made in writing in the form set out in Appendix 1; and
(b) be lodged with the Secretary of the Association.
(4) As soon as practicable after the receipt of an application, the Secretary must refer the application to the committee.
(5) The committee must determine whether to approve or reject the application.
(6) If the committee approves an application for membership, the Secretary must, as soon as practicable:
(a) notify the applicant in writing of the approval for membership; and
(b) request payment within 28 days after receipt of the notification of the sum payable under these Rules as the entrance fee and the first year's annual subscription.
(7) The Secretary must, within 28 days after receipt of the amounts referred to in sub-rule (6), enter the applicant's name in the register of members.
(8) An applicant for membership becomes a member and is entitled to exercise the rights of membership when his or her name is entered in the register of members.
(9) If the committee rejects an application, the committee must, as soon as practicable, notify the applicant in writing that the application has been rejected.
(10) A right, privilege, or obligation of a person by reason of membership of the Association:
(a) is not capable of being transferred or transmitted to another person; and
(b) terminates upon the cessation of membership whether by death or resignation or otherwise.
(11) The entrance fee is the relevant amount as determined by the committee.
(12) The annual subscription is the relevant amount as determined by the committee and is payable in advance on or before 1 July in each year.
(1) The Secretary must keep and maintain a register of members containing:
(a) the name and address of each member; and
(b) the date on which each member's name was entered in the register.
(2) The register is available for inspection, at the centre, free of charge by any member upon request.
(3) A member may make a copy of entries in the register.
(1) A member of the Association who has paid all moneys due and payable by a member to the Association may resign from the Association by giving notice to the Secretary of his or her intention to resign.
(2) the Secretary must record in the register of members the date on which the member ceased to be a member.
(1) Subject to these Rules, if the committee is of the opinion that a member has refused or neglected to comply with these Rules, or has been guilty of conduct unbecoming a member or prejudicial to the interests of the Association, the committee may by resolution:
(a) suspend that member from membership of the Association for a specified period; or
(b) expel that member from the Association.
(2) A resolution of the committee under sub-rule (1) does not take effect unless:
(a) at a meeting held in accordance with sub-rule (3), the committee confirms the resolution; and
(b) if the member exercises a right of appeal to the Association under this rule, the Association confirms the resolution in accordance with this rule.
(3) A meeting of the committee to confirm or revoke a resolution passed under sub-rule (1) must be held not earlier than 14 days, and not later than 28 days, after notice has been given to the member in accordance with sub-rule (4).
(4) For the purposes of giving notice in accordance with sub-rule (3), the Secretary must, as soon as practicable, cause to be given to the member a written notice:
(a) setting out the resolution of the committee and the grounds on which it is based; and
(b) stating that the member, or his or her representative, may address the committee at a meeting to be held not earlier than 14 days and not later than 28 days after the notice has been given to that member; and
(c) stating the date, place and time of that meeting; and
(d) informing the member that he or she may do one or both of the following:
(i) attend that meeting;
(ii) give to the committee before the date of that meeting a written statement seeking the revocation of the resolution;
(e) informing the member that, if at that meeting, the committee confirms the resolution, he or she may, not later than 48 hours after that meeting, give the Secretary a notice to the effect that he or she wishes to appeal to the Association in general meeting against the resolution.
(5) At a meeting of the committee to confirm or revoke a resolution passed under sub-rule (1), the committee must:
(a) give the member, or his or her representative, an opportunity to be heard; and
(b) give due consideration to any written statement submitted by the member; and
(c) determine by resolution whether to confirm or to revoke the resolution.
(6) If at the meeting of the committee, the committee confirms the resolution, the member may, not later than 48 hours after that meeting, give the Secretary a notice to the effect that he or she wishes to appeal to the Association in general meeting against the resolution.
(7) If the Secretary receives a notice under sub-rule (6), he or she must notify the committee and the committee must convene a general meeting of the Association to be held within 21 days after the date on which the Secretary received the notice.
(8) At a general meeting of the Association convened under sub-rule (7):
(a) no business other than the question of the appeal may be conducted; and
(b) the committee may place before the meeting details of the grounds for the resolution and the reasons for the passing of the resolution; and
(c) the member, or his or her representative, must be given an opportunity to be heard; and
(d) the members present must vote by secret ballot on the question whether the resolution should be confirmed or revoked.
(9) A resolution is confirmed if, at the general meeting, not less than two-thirds of the members vote in person, or by proxy, in favour of the resolution. In any other case, the resolution is revoked.
(1) The grievance procedure set out in this rule applies to disputes under these Rules between:
(a) a member and another member; or
(b) a member and the Association.
(2) The parties to the dispute must meet and discuss the matter in dispute, and, if possible, resolve the dispute within 14 days after the dispute comes to the attention of all of the parties.
(3) If the parties are unable to resolve the dispute at the meeting, or if a party fails to attend that meeting, then the parties must, within 10 days, hold a meeting in the presence of a mediator.
(4) The mediator must be:
(a) a person chosen by agreement between the parties; or
(b) in the absence of agreement:
(i) in the case of a dispute between a member and another member, a person appointed by the committee of the Association; or
(ii) in the case of a dispute between a member and the Association, a person who is a mediator appointed or employed by the Dispute Settlement Centre of Victoria (Department of Justice).
(5) A member of the Association can be a mediator
(6) The mediator cannot be a member who is a party to the dispute.
(7) The parties to the dispute must, in good faith, attempt to settle the dispute by mediation.
(8) The mediator, in conducting the mediation, must:
(a) give the parties to the mediation process every opportunity to be heard; and
(b) allow due consideration by all parties of any written statement submitted by any party; and
(c) ensure that natural justice is accorded to the parties to the dispute throughout the mediation process.
(9) The mediator must not determine the dispute.
(10) If the mediation process does not result in the dispute being resolved, the parties may seek to resolve the dispute in accordance with the Act or otherwise at law.
(1) The committee may determine the date, time and place of the Annual General Meeting of the Association.
(2) The notice convening the Annual General Meeting must specify that the meeting is an Annual General Meeting.
(3) The ordinary business of the Annual General Meeting shall be:
(a) to confirm the minutes of the previous Annual General Meeting and of any general meeting held since that meeting; and
(b) to receive from the committee reports upon the transactions of the Association during the last preceding financial year; and
(c) to elect officers of the Association and the ordinary members of the committee; and
(d) to receive and consider the statement submitted by the Association in accordance with section 30(3) of the Act.
(4) The Annual General Meeting may conduct any special business of which notice has been given in accordance with these Rules.
(1) In addition to the Annual General Meeting, any other general meetings may be held in the same year.
(2) All general meetings other than the Annual General Meeting are special general meetings.
(3) The committee may, whenever it thinks fit, convene a special general meeting of the Association.
(4) If, but for this sub-rule, more than 15 months would elapse between Annual General Meetings, the committee must convene a special general meeting before the expiration of that period.
(5) The committee must, on the request in writing of members representing not less than 5 members, convene a special general meeting of the Association.
(6) The request for a special general meeting must:
(a) state the objects of the meeting; and
(b) be signed by the members requesting the meeting; and
(c) be sent to the address of the Secretary.
(7) If the committee does not cause a special general meeting to be held within one month after the date on which the request is sent to the address of the Secretary, the members making the request, or any of them, may convene a special general meeting to be held not later than 3 months after that date.
All business that is conducted at a special general meeting and all business that is conducted at the Annual General Meeting, except for business conducted under the rules as ordinary business of the Annual General Meeting, is deemed to be special business.
(1) The Secretary of the Association, at least 14 days, or if a special resolution has been proposed at least 21 days, before the date fixed for holding a general meeting of the Association, must cause to be sent to each member of the Association, a notice stating the place, date and time of the meeting and the nature of the business to be conducted at the meeting.
(2) Notice may be sent:
(a) by prepaid post to the address appearing in the register of members; or
(b) if the member requests, by facsimile transmission or electronic transmission.
(3) No business other than that set out in the notice convening the meeting may be conducted at the meeting.
(4) A member intending to bring any business before a meeting may notify in writing, or by electronic transmission, the Secretary of that business, who must include that business in the notice calling the next general meeting.
(1) No item of business may be conducted at a general meeting unless a quorum of members entitled under these Rules to vote is present at the time when the meeting is considering that item.
(2) Five members personally present (being members entitled under these Rules to vote at a general meeting) constitute a quorum for the conduct of the business of a general meeting.
(3) If, within half an hour after the appointed time for the commencement of a general meeting, a quorum is not present:
(i) in the case of a meeting convened upon the request of members – the meeting must be dissolved; and
(ii) in any other case – the meeting shall stand adjourned to the same day in the next week at the same time and (unless another place is specified by the Chairperson at the time of the adjournment or by written notice to members given before the day to which the meeting is adjourned) at the same place.
(4) If at the adjourned meeting the quorum is not present within half an hour after the time appointed for the commencement of the meeting, the members personally present (being not less than 3) shall be a quorum.
(1) The President, or in the President's absence, the Vice-President, shall preside as Chairperson at each general meeting of the Association.
(2) If the President and the Vice-President are absent from a general meeting, or are unable to preside, the members present must select one of their number to preside as Chairperson.
(1) The person presiding may, with the consent of a majority of members present at the meeting, adjourn the meeting from time to time and place to place.
(2) No business may be conducted at an adjourned meeting other than the unfinished business from the meeting that was adjourned.
(3) If a meeting is adjourned for 14 days or more, notice of the adjourned meeting must be given in accordance with rule 12.
(4) Except as provided in sub-rule (3), it is not necessary to give notice of an adjournment or of the business to be conducted at an adjourned meeting.
(1) Upon any question arising at a general meeting of the Association, a member has one vote only (except co-opted members who have no voting rights).
(2) All votes must be given personally or by proxy.
(3) In the case of an equality of voting on a question, the Chairperson of the meeting is entitled to exercise a second or casting vote.
(4) A member is not entitled to vote at a general meeting unless all moneys due and payable by the member to the Association have been paid, other than the amount of the annual subscription payable in respect of the current financial year.
(1) If at a meeting a poll on any question is demanded by not less than 3 members, it must be taken at that meeting in such manner as the Chairperson may direct and the resolution of the poll shall be deemed to be a resolution of the meeting on that question.
(2) A poll that is demanded on the election of a Chairperson or on a question of an adjournment must be taken immediately and a poll that is demanded on any other question must be taken at such time before the close of the meeting as the Chairperson may direct.
If a question arising at a general meeting of the Association is determined on a show of hands:
(a) a declaration by the Chairperson that a resolution has been:
(i) carried; or
(ii) carried unanimously; or
(iii) carried by a particular majority; or
(iv) lost; and
(b) an entry to that effect in the minute book of the Association:
is evidence of the fact, without proof of the number or proportion of the votes recorded in favour of, or against, that resolution.
(1) Each member is entitled to appoint another member as a proxy by notice given to the Secretary no later than 24 hours before the time of the meeting in respect of which the proxy is appointed.
(2) The notice appointing the proxy must be:
(a) for a meeting of the Association convened under rule 7(7), in the form set out in Appendix 2; or
(b) in any other case, in the form set out in Appendix 3.
(1) The affairs of the Association shall be managed by the committee of management.
(2) The committee:
(a) shall control and manage the business and affairs of the Association;
(b) ensure the operation of the Association is in accordance with the Aims, Policies and Standards of Community Information Victoria Inc;
(c) may, subject to these Rules, the Act and the Regulations, exercise all such powers and functions as may be exercised by the Association other than those powers and functions that are required by these Rules to be exercised by general meetings of the members of the Association;
(d) subject to these Rules, the Act and the Regulations, has power to perform all such acts and things as appear to the committee to be essential for the proper management of the business and affairs of the Association; and
(e) shall appoint a delegate to vote on the centre’s behalf at meetings with CIVic
(3) Subject to section 23 of the Act, the committee shall consist of:
(a) the officers of the Association; and
(b) at least two ordinary members
each of whom shall be elected at the Annual General Meeting of the Association in each year. The membership can decide to directly elect office bearers or elect at least 6 committee members from whom the office bearers will be appointed.
(1) The officers of the Association shall be:
(c) Treasurer; and
(2) The provisions of rule 23, so far as they are applicable and with the necessary modifications, apply to and in relation to the election of persons to any of the offices referred to in sub-rule (1).
(3) Each officer of the Association shall hold office until the Annual General Meeting next after the date of his or her election but is eligible for re-election.
(4) The Office Bearers of the Association shall hold office for a maximum of three (3) years before a separation of at least one (1) year.
(5) In the event of a casual vacancy in any office referred to in sub-rule (1), the committee may appoint one of its members to the vacant office and the member appointed may continue in office up to and including the conclusion of the Annual General Meeting next following the date of the appointment.
(1) Subject to these Rules, each ordinary member of the committee shall hold office until the Annual General Meeting next after the date of election but is eligible for re-election.
(2) In the event of a casual vacancy occurring in the office of an ordinary member of the committee, the committee may appoint a member of the Association to fill the vacancy and the member appointed shall hold office, subject to these Rules, until the conclusion of the Annual General Meeting next following the date of the appointment.
(3) The Committee shall have the power to appoint representatives of relevant community groups and government agencies as co-opted members of the committee who are not trained voluntary centre workers, such co-opted members shall have no voting rights.
(4) No member of the committee shall be appointed to or attain any paid office of the Association while they are a member of the committee.
(1) Nominations of candidates for election as officers of the Association or as ordinary members of the committee must be:
(a) made in writing, signed by two members of the Association and accompanied by the written consent of the candidate (which may be endorsed on the form of nomination); and
(b) delivered to the Secretary of the Association not less than 7 days before the date fixed for the holding of the Annual General Meeting.
(2) A candidate may only be nominated for one office, or as an ordinary member of the committee, prior to the Annual General Meeting.
(3) If insufficient nominations are received to fill all vacancies on the committee, the candidates nominated shall be deemed to be elected and further nominations may be received at the Annual General Meeting.
(4) If the number of nominations received is equal to the number of vacancies to be filled, the persons nominated shall be deemed to be elected.
(5) If the number of nominations exceeds the number of vacancies to be filled, a secret ballot must be held.
(6) The ballot for the election of officers and ordinary members of the committee must be conducted at the Annual General Meeting in such manner as the committee may direct.
The office of an officer of the Association, or of an ordinary member of the committee, becomes vacant if the officer or member:
(a) ceases to be a member of the Association; or
(b) becomes an insolvent under administration within the meaning of the Corporations Law; or
(c) resigns from office by notice in writing given to the Secretary; or
(d) fails to attend three (3) consecutive meetings without specific leave of absence granted by the committee
(1) The committee must meet at least eight (8) times in each year at such place and such times as the committee may determine.
(2) Special meetings of the committee may be convened by the President or by any 3 members of the committee.
(1) Written notice of each committee meeting must be given to each member of the committee at least 2 business days before the date of the meeting.
(2) Written notice must be given to members of the committee of any special meeting specifying the general nature of the business to be conducted and no other business may be conducted at such a meeting.
(1) Three (3) members of the committee, including at least one (1) executive member, constitute a quorum for the conduct of the business of a meeting of the committee.
(2) No business may be conducted unless a quorum is present.
(3) If within half an hour of the time appointed for the meeting a quorum is not present:
(i) in the case of a special meeting – the meeting lapses;
(ii) in any other case – the meeting shall stand adjourned to the same place and the same time and day in the following week.
(4) The committee may act notwithstanding any vacancy on the committee.
At meetings of the committee:
(a) the President or, in the President's absence, the Vice-President presides; or
(b) if the President and the Vice-President are absent, or are unable to preside, the members present must choose one of their number to preside.
(1) Questions arising at a meeting of the committee, or at a meeting of any sub-committee appointed by the committee, shall be determined on a show of hands or, if a member requests, by a poll taken in such manner as the person presiding at that meeting may determine.
(2) Each member present at a meeting of the committee, or at a meeting of any sub-committee appointed by the committee (including the person presiding at the meeting), is entitled to one vote and, in the event of an equality of votes on any question, the person presiding may exercise a second or casting vote.
(1) The Association in general meeting may, by resolution, remove any member of the committee before the expiration of the member's term of office and appoint another member in his or her place to hold office until the expiration of the term of the first-mentioned member.
(2) A member who is the subject of a proposed resolution referred to in sub-rule (1) may make representations in writing to the Secretary or President of the Association (not exceeding a reasonable length) and may request that the representations be provided to the members of the Association.
(1) The committee may, by instrument in writing, delegate to one or more sub-committees (consisting of such member or members of the association as the committee thinks fit) the exercise of such of the functions of the committee as are specified in the instrument, other than:
I. this power of delegation, and
II. a function which is a duty imposed on the committee by the Act or by any other law.
(2) A function the exercise of which has been delegated to a sub-committee under this rule may, while the delegation remains unrevoked, be exercised from time to time by the sub-committee in accordance with the terms of the delegation.
(3) A delegation under this section may be made subject to such conditions or limitations as to the exercise of any function, or as to time or circumstances, as may be specified in the instrument of delegation.
(4) Despite any delegation under this rule, the committee may continue to exercise any function delegated.
(5) Any act or thing done or suffered by a sub-committee acting in the exercise of a delegation under this rule has the same force and effect as it would have if it had been done or suffered by the committee.
(6) The committee may, by instrument in writing, revoke wholly or in part any delegation under this rule.
(7) A sub-committee may meet and adjourn, as it thinks proper.
The Secretary of the Association must keep minutes of the resolutions and proceedings of each general meeting, and each committee meeting, together with a record of the names of persons present at committee meetings.
(1) The Treasurer of the Association must:
(a) collect and receive all moneys due to the Association and make all payments authorised by the Association; and
(b) keep correct accounts and books showing the financial affairs of the Association with full details of all receipts and expenditure connected with the activities of the Association.
(2) All cheques, drafts, bills of exchange, promissory notes and other negotiable instruments must be signed by any two (2) of the following; President, Vice President, Treasurer and Centre Manager.
(3) The funds of the Association shall be derived from Knox City Council, entrance fees, annual subscriptions, donations and such other sources as the committee determines.
(4) Ensure that at least once a year the accounts and books be examined and audited by an Auditor appointed at the Annual General Meeting in accordance with Australian Accounting Standards.
(1) The common seal of the Association must be kept in the custody of the Secretary at the address of the Association.
(2) The common seal must not be affixed to any instrument except by the authority of the committee and the affixing of the common seal must be attested by the signatures either of two members of the committee or, of one member of the committee and of the public officer of the Association.
Except for the requirement in rule 12, any notice that is required to be given to a member, by/on behalf of the Association, under these Rules may be given by:
(a) delivering the notice to the member personally; or
(b) sending it by prepaid post, addressed to the member at that member's address shown in the register of members; or
(c) facsimile transmission, if the member has requested that the notice be given to him or her in this manner; or
(d) electronic transmission, if the member has requested that the notice be given to him or her in this manner.
(1) The Association may be dissolved upon the vote of three quarters majority at a Special General Meeting properly convened to consider such a question.
(2) In the event of the organisation being wound up, any surplus assets remaining after the payment of the organisations liabilities shall be transferred to another organisation in the Knox Community which is a public benevolent institution for the purposes of the Commonwealth Tax Act.
(3) In the event of the winding up or the cancellation of the Incorporation of the Association the records of the Association shall be lodged for safe keeping with Community Information Victoria Incorporated.
(1) Except as otherwise provided in these Rules, the Secretary shall be responsible for ensuring safe custody of all books, documents and securities of the Association within the premises occupied by the centre.
(2) All accounts, books, securities and any other relevant documents of the Association must be available for inspection free of charge by any member upon request.
(3) A member may make a copy of any accounts, books, securities and any other relevant documents of the Association.
APPLICATION FOR MEMBERSHIP OF
(KNOX INFOLINK INC)
I,………………………………… , of ……………...……..……………desire to become a
member of Knox Infolink Inc
In the event of my admission as a member, I agree to be bound by the rules of the Association for the time being in force.
Signature of Applicant
I,…………………………………………………….. , a member of the Association,
nominate the applicant, who is personally known to me, for membership of the Association.
Signature of Proposer
I,……………………………………………… , a member of the Association, second
the nomination of the applicant, who is personally known to me, for membership of the Association.
Signature of Seconder
FORM OF APPOINTMENT OF PROXY FOR MEETING OF
ASSOCIATION CONVENED UNDER RULE 7(7)
being a member of Knox Infolink Inc
(name of proxy holder)
(address of proxy holder)
being a member of that Incorporated Association, as my proxy to vote for me on my behalf at the appeal to the general meeting of the Association convened under rule 7(7), to be held on-
(date of meeting)
and at any adjournment of that meeting.
I authorise my proxy to vote on my behalf at their discretion in respect of the following resolution (insert details of resolution passed under rule 7(1)).
FORM OF APPOINTMENT OF PROXY
being a member of Knox Infolink Inc
(name of proxy holder)
(address of proxy holder)
being a member of that Incorporated Association, as my proxy to vote for me on my behalf at the annual/special* general meeting of the Association to be held on
(date of meeting)
and at any adjournment of that meeting.
My proxy is authorised to vote in favour of/against* the following resolution (insert details of resolution).
* Delete if not applicable