Club Constitution

INTERNATIONAL PLASTIC MODELLERS SOCIETY (QUEENSLAND) Inc.

NAME AND STRUCTURE:

The name of the Society shall be the International Plastic Modellers Society (Queensland) Inc. The abbreviated name shall be IPMS (QLD) Inc.

REGISTERED ADDRESS:

The address of the management committee shall be Post Office Box 598 Strathpine 4500 or as decided by a majority of members at a State Annual General meeting.

OBJECTS:

(1) To promote the growth of plastic modelling

(2) To advise and assist modellers, model manufacturers, modelling publications in regards to the aforementioned 3(1).

(3) To publish and distribute a magazine called MODELEAST.

(4) To do all such things and acts conducive to the furtherance of the objects and interests of the Society.

MEMBERSHIP:

(1) Any person interested in plastic modelling or related subjects shall be eligible for membership.

(2) The membership of the Society shall consist of the following

(a) Ordinary members - are at least 17 year of age and shall be unlimited in number.

(b) Life members - are restricted in number to those appointed by a properly constituted general meeting in recognition of services to the Society.

(d) Honorary members – are restricted in numbers to those appointed by a properly constituted general meeting in recognition of services to the Society.

(3) All financial ordinary members and life members 18 years of age or older shall have full voting rights and be eligible for election to the management committee.

(4) Junior members are ineligible to vote or hold positions on the association’s management committee. All other entitlements of membership open to ordinary members will apply to junior members.

A junior member’s age for the purpose of competition entry shall be determined as that person’s age at 1^st January of each year.

(5) Members shall be bound by the constitution of the Society and shall receive a copy of it on being admitted as a member.

MEMBERSHIP FEES:

(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:

(1) The membership committee will consider an application for membership at each general meeting on receipt of

(a) an application ; and

(b) the appropriate membership fee

(2) The management committee must decide by the following general meeting whether to accept or reject the application.

(3) The management committee’s decision to accept or reject an application, will be given to the applicant by way of:

(a) acceptance: issue of a membership card or

(b) rejection: written notice and refund of fee.

(4) A person whose application for membership has been rejected must be given a full and fair opportunity to show why the application should not be rejected. An appeal must be decided on a vote of the management committee.

WHEN MEMBERSHIP ENDS:

(1) A member may resign from the Society by giving written notice of the resignation to the secretary.

(2) The resignation may take effect 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 members membership if the member

(a) is convicted of an indictable offence; or

(b) does not comply with any of the provisions of these rules; or

(d) conducts himself or herself in a way to be injurious or prejudicial to the character or interests of the society.

(4) Upon any person ceasing to be a member of the Society for any reason whatsoever they shall not be entitled to the return of their membership subscription or any portion thereof.

(5) The committee may terminate a member’s membership whose conduct, in the opinion of the committee, has discredited or been injurious to the character or interests of the Society.

(6) Before any member’s membership is terminated the committee shall enquire into their conduct, and the member shall be given the opportunity to defend themselves and to justify or explain their conduct. Provided that a quorum is established and the majority of the committee present when the matter is investigated, and if it is agreed that the member is guilty of such conduct or action aforesaid, then the committee terminate their membership.

REGISTER OF MEMBERS:

(1) The management committee must keep a register of members.

(2) The register of members must include the following particulars for each member

(a) the full name and residential address of the member;

(b) the date of admission of a member;

(d) details about the termination or reinstatement of a membership;

(e) any other particulars the management committee or the members at a general meeting decide.

(3) The register must be open for inspection at all reasonable times.

(4) However, before the member may inspect the register, members must apply to the secretary to inspect it.

GENERAL MEETINGS:

(1) A general meeting of members will be held each month.

(2) At the adjournment of each monthly meeting the chairman will advise members of the date for the following monthly general meeting.

(3) The chairperson must conduct the meeting in a proper and orderly way.

(4) A general meeting may pass by-laws necessary for the proper administration of the Society. Any by-laws so made shall not be amended, repealed or added to unless and / or until:

(a) Notice of intention to propose such amendment, repeal or addition is first given in writing by a member of the Society to the Secretary not later than forty-five (45) days prior to the date of such general meeting and included in the agenda for such meeting.

(b) Such repeal or addition is proposed at such general meeting and is approved by a majority of members of the Society present at such meeting and voted thereon.

(5) An amendment, repeal or addition is valid only if it is registered by the chief executive.

(6) The president shall be the chairman at all general meetings and annual general meetings. Should he not be present, then the vice-president shall be the chairman, and if the vice-president is not present then the Members shall elect a member to take the chair.

(7) At all meetings the Chairman’s decision on all points of order will be final.

(8) The Chairman will have the casting vote in addition to his deliberate vote.

(9) The quorum for a meeting shall be equal to double the number of members presently on the management committee plus 1.

(10) Members present in person shall be entitled to vote.

(11) Each question, matter, or resolution must be decided by a majority of votes of the members present.

(12) Unless a ballot is requested by at least five (5) members present, then all voting will be by a show of hands.

(13) The chairman’s declaration that a resolution has been carried and an entry to that effect in the Minute Book of the Society shall be conclusive evidence of that fact.

ANNUAL GENERAL MEETING:

(1) The annual general meeting shall be held in the month of September of each year, and members shall be given notice at least fourteen (14) days before such meeting in such way as decided by the management committee.

(2) The following business must be conducted at each annual general meeting

(a) receiving the statement of income and expenditure, assets and liabilities of the Society for the last financial year;

(b) receiving the auditor’s report on the financial affairs of the Society for the last financial year;

(d) electing members to the management committee;

(e) appointing an auditor.

(3) The annual report and audited balance sheet or financial statement shall be submitted to members for adoption at the Annual General Meeting, and published in the Society’s magazine MODELEAST.

(4) The election of officers and committee for the ensuing twelve (12) months shall take place at the annual general meeting together with any other business mentioned in the notice of the meeting.

SPECIAL GENERAL MEETING:

(1) A Special Meeting of Members may be called at the request of:

(a) the President or Secretary; or

(b) at least 33% of the members of the Society presently on the management committee; or

(c) at least the number of ordinary members of the association equal to double the numbers of the Society presently on the association plus 1.

(2) Members shall be given notice at least fourteen (14) days before such meeting in such way as decided by the management committee.

(3) Such meeting shall be held within forty- five (45) days of such a request being received.

MANAGEMENT COMMITTEE MEETINGS:

(1) The management committee must meet at least once every four months to exercise its functions.

(2) The committee must decide how a meeting must be called.

(3) Notice of a meeting is to be given in a way decided by the committee.

(4) 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.

(5) A question arising at a committee meeting is to be decided by majority vote of the members present at the meeting, and if the votes are equal, the question is decided in the negative.

(6) A management committee member must not vote on a question about a contract or proposed contract with the association if the member has an interest in the contract or proposed contract. And if the member does vote the member’s vote must not be counted.

(7) 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.

(8) 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.

(9) If a quorum is not present within 30 minutes after the time fixed for a management committee meeting other than on the request of committee members, the meeting lapses and is adjourned to a day, time, and place decided by the committee.

MANAGEMENT COMMITTEE:

(1) The business affairs of the Society shall be under the management and control of the management committee.

(2) The management committee shall consist of a president, vice president, secretary, treasurer and competition secretary.

(3) The editor, chief judge and catering persons shall be appointed by the committee to fulfil such duties as directed by the committee.

(4) The business affairs of the Society shall be under the management and control of the management committee, provided however that except in the case of urgency the committee shall not take any action contrary to the decisions made at the annual general meeting.

(5) The management committee may, subject to the decisions made at annual general meetings, exercise all the powers of the Society and do all such acts and things as may be done by the Society or which it considers necessary or expedient to carry out the objects of the Society.

(6) A committee member is elected for a term of 12 months but may not serve in that position for more than 2 consecutive terms.

(7) Should any vacancy occur in the management committee of the Society other than in the normal course of elections, the management committee shall fill such vacancy from the members of the Society.

(8) Members duly elected shall hold office for the remaining portion of his predecessor’s term.

(9) The management committee shall meet regularly to conduct the business of the Society as in section 12(1)-(4) of this constitution.

(10) The president shall preside as chairperson or if the president is not present within 15 minutes after the time fixed for the meeting or is unwilling to act

(a) the vice president is to preside as chairperson; and

(b) if the vice president is absent or is unwilling to act as chairperson, the members present must elect 1 of their number to be chairperson of the meeting

(11) The chairperson of all committee meetings shall have a casting vote in addition to a deliberate vote.

RESIGNATION OR REMOVAL FROM OFFICE OF COMMITTEE MEMBER:

(1) A management committee member may resign from the committee by giving written notice of resignation to the secretary.

(2) The resignation may take effect on

(a) the day and at the time the notice is received by the secretary; or

(b) if a day is stated in the notice – the later day

(3) A member may be removed from office at a general meeting of the Society 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 a full and fair opportunity to show cause why he or she should not be removed from office.

(5) A member has no right of appeal against the member’s removal from office under this section.

ELECTIONS:

(1) Nomination for each candidate for election to the management committee shall be proposed and seconded respectively by two (2) members at the annual general meeting. Unless five (5) members present, request a ballot, then all voting shall be by a show of hands.

(2) Financial members only will be eligible to vote.

DUTIES:

(1) The President: To guide and control the Society and it’s meetings.

(2) The Vice President: To perform the duties of the president in the absence of the president and to perform duties as given to him by the committee.

(3) The Secretary:

(a) shall carry out duties under direction of the committee and keep accurate records of all committee meetings, general meetings, attend to correspondence, issue notices for meetings and carry out duties as the committee may time to time direct; and

(b) 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.

(4) The Treasurer: Will maintain accurate records of the financial affairs of the Society and to produce these for inspection by the committee.

(5) Competition Secretary: Administer and control activities associated with model competitions within the Society and undertake any related tasks as directed by the management committee.

COMMON SEAL:

(1) The management committee must ensure the Society has a common seal.

(2) The common seal must be kept securely by the management committee and used only under the authority of the management committee.

(3) Each instrument to which the common 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

FUNDS AND ACCOUNTS:

(1) The funds of the Society must be kept in an account in the name of the Society 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 Society.

(3) All accounts must deposited in the financial institution account as soon as practicable after receipt.

(4) Any amounts paid by cheque must have the cheque signed by any 2 of the following

(a) the president

(b) the secretary

(d) another member authorised by the management committee for the purpose.

(5) All cheques must be crossed ‘not negotiable”.

(6) A petty cash account must be kept on the imprest system, and the management committee must decide on the amount of petty cash to be kept in the account.

(7) All expenditure must be approved by the president and treasurer.

(8) The treasurer must, as soon as practicable after the end of the financial, ensure a statement containing the following particulars is prepared

(a) the income and expenditure for the financial year just ended;

(b) the Society’s assets and liabilities at the close of the year;

(9) If the Society is incorporated within 3 months before the end of the Society’s financial year, subsection (8) does not apply for the financial year in which the Society is incorporated.

(10) The auditor must examine the statement prepared under subsection (8) 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 the property of the Society must be used solely in promoting the interests of the Society’s interests and exercising the Society’s powers.

DOCUMENTS:

(1) The management committee must ensure the safe custody of books, documents, instruments of title and securities of the Society.

(2) To ensure the accuracy of minutes recorded under 16(3)(a) of the constitution, the minutes of each committee meeting, general meeting and annual meeting must be signed by the chairperson of the meeting, verifying their accuracy.

FINANCIAL YEAR:

The financial year of the society closes on the 30^th June each year.

TRUSTEES:

Unless otherwise determined, the members of the Committee of the Society shall be deemed to be the Trustees of the Society to hold any property.

ALTERATION OF RULES:

Subject to the Associations Incorporation Act 1981, these rules may be amended, repealed or added to by a special resolution carried at a general meeting and is only valid if it is registered by the chief executive as per 9(4)(a),(b) & (5) of the constitution.

PROPERTY:

The property, assets and income of the Society, wherever derived, shall be applied towards the promotion of the objects of the Society, and no portion thereof shall be paid or transferred either directly or indirectly by way of dividend, bonus or otherwise by way of profit to members generally except for competition prizes and trophies.

Provided that nothing herein contained shall prevent the payment in good faith of remuneration to any member in return for services actually rendered, nor prevent the payment of interest on money borrowed from any member of the Society.

Should the Society for any reason whatsoever cease to function, any member or person holding any Society monies or property shall forthwith pay the same or return the same to the Committee.

DISTRIBUTION OF SURPLUS ASSETS TO ANOTHER ENTITY:

(1) This applies if the Society

(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 Society’s members.

(3) The surplus assets must be given to another entity

(a) having objects similar to the Society’s objects; and

(b) 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 92(3) of the Act.

VISITORS AND GUESTS:

(1) General meetings may also have in attendance the following

(a) Visitors: those persons that are prospective members

(b) Guests: those persons in attendance at the invitation of the management committee

(2) Should visitors wish to continue attending Society meetings past their second meeting it is required that they take out membership.

INDEMNITY:

The Society shall indemnify any member of the committee who have accepted or incurred on behalf of the Society any pecuniary liability previously approved by the committee. The Society will not be responsible for liabilities incurred by any member in the name of the Society that have not previously been approved by the committee.

INTERPRETATION:

In this constitution

(a) masculine includes feminine

(b) “in writing’ or “written” means and includes printing or other means of representing or reproducing words in visible form

(c) words importing singular include the plural and words importing plural include the singular where the context permits

(d) “the Act” refers to the Associations Incorporation Act 1981.

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