MANAGEMENT OF THE SOCIETY

3.0 Managing Committee

3.1 The Society shall have a managing committee (“the Committee”), comprising the following persons:

(a)    The Chairperson;

(b)    The Secretary;

c)     The Treasurer; and

(d)   Other Members as the Society shall decide.

3.2 Only Members of the Society shall be Committee Members.

3.3 For the purposes of establishing the Society from its date of constitution, there shall be a maximum of six (6) Committee Members.

4.0 Appointment of Committee Members

4.1 At a Society Meeting, the Members may decide by majority vote:

a)     How large the Committee will be;

b)     Who shall have the title of Chairperson, Secretary, and Treasurer;

c)     Whether any Committee Member may have more than one title;

d)     Whether both persons in a Family Membership may each be a Committee Member.

e)     How long each person will be a Committee Member (‘the Term’).
 

4.2 For the purposes of establishing the Society from its date of constitution:

(a)    The positions of Chairperson, Secretary and Treasurer will be fixed for a period of two years;

(b)    Any other appointed Committee Member(s) will be fixed for a period of one year.

5.0 Cessation of Committee Membership

5.1 Persons cease to be Committee Members when:

(a)     They resign by giving written notice to the Committee.

(b)     They are removed by majority vote of the Society at a Society Meeting.

(c)     Their Term expires.

5.2 If a person ceases to be a Committee Member, that person must within one month give to the Committee all Society documents and property.

6.0 Nomination of Committee Members

6.1 Nominations for members of the Committee shall be called for at least 14 days before a General Meeting. Each candidate shall be proposed and seconded in writing by Members and the completed nomination delivered to the Secretary. Nominations shall close at 5pm on the fifth day before the Annual General Meeting. The Secretary shall post all nominations on a suitable notice board at least 2 days before the Annual General Meeting. All retiring members of the Committee shall be eligible for re-election.

6.2 If the position of any Committee Member becomes vacant between Society Meetings, the Committee shall appoint another Committee Member to fill that vacancy until the next Society Meeting.

6.3 If any Committee Member is absent from three consecutive meetings without leave of absence the Chairperson may declare that person’s position to be vacant.

7.0 Role of the Committee

7.1 Subject to the rules of the Society (“The Rules”), the role of the Committee is to:

(a)   Administer, manage, and control the Society;

(b)   Carry out the purposes of the Society, and Use Money or Other Assets to do that;

(c)   Manage the Society’s bank accounts;

d)    Ensure that all Members follow the Rules;

(e)   Decide how a person becomes a Member, and how a person stops being a Member;

(f)    Decide the times and dates for Meetings, and set the agenda for Meetings;

(g)   Decide the procedures for dealing with complaints;

(h)   Set Membership fees, including subscriptions and levies;

(i)    Make regulations.

7.2 The Committee has all of the powers of the Society, unless the Committee’s power is limited by these Rules, or by a majority decision of the Society.

7.3 Decisions of the Committee bind the Society, unless the Committee’s power is limited by these Rules or by a majority decision of the Society.

8.0 Roles of Committee Members

8.1 The Chairperson’s role is to:

(a)     Ensure that the Rules are followed;

(b)     Convene Meetings;

(c)     Chair Meetings, deciding who may speak and when;

(d)     Oversee the operation of the Society;

(e)     Give a report on the operation of the Society at each Annual General Meeting;

(f)      Advise the Registrar of Incorporated Societies of any alteration to the Rules.

8.2 The Secretary’s role is to:

(a)     Record the minutes of Meetings;

(b)     Keep the Register of Members;

(c)     Hold the Society's records, documents, and books;

(d)    Receive and reply to correspondence as required by the Committee;

(e)    Retain the common seal of the Society, if the Society has a common seal.

8.3 The Treasurer’s role is to:

(a)   Collect and receive all payments made to the Society. These payments must be banked within seven days after the Treasurer receives them;

(b)   Keep a true and accurate record in the Society’s account book, so that the Society’s financial situation can be clearly understood at any point in time;

(c)    Give a financial report and statement of accounts (including an Income and Expenditure Account and Balance Sheet) at each Annual General Meeting, and more often if either the Committee or a majority of the Society decides this in a Meeting;

(d)   Forward the annual financial statements for the Society to the Registrar of Incorporated Societies upon approval by the Members at an Annual General Meeting.