Club Rules

1. The purposes of the Association are :

(1) To bring together once a month a group of people for lunch, comprising:

(a) Businesspeople
(b) Public Service Personnel
(c) Members and former members of the Australian
Federal Police
(d) Members and former members of Victoria Police
(e) Members of the Police Association Committee
(f) Members and former members of the Armed Services
(g) Members and former members of Emergency Services
(h) Sports people associated with the police
(I) Such other members of the public as deemed
appropriate from time to time.

(2) To provide a forum for member exchange of information, entertainment and awareness of current issues.

(3) To foster support for law enforcement agencies and emergency services, selected charities and other appropriate organizations and causes.

(4) To conduct gatherings of members for goodwill and conviviality.

(5) To do all things conducive to the wellbeing and sound management of the incorporated association.

INTERPRETATION

2. (1) In these rules, unless the contrary intention appears-

“Committee” means the Committee of Management of the Association.
“Financial year” means the year ending on 30 June.
“General Meeting” general meeting of members convened in
accordance with Rule 11.
“Member” means a person who is a member of the Association.
“Person” means a person of any gender.
“Associate Member” means a member who has been granted leave of
absence or approval by the Committee under Rule 3.
“Officer of the Association” means a member elected to office under
Rule 21.
“Ordinary Member of the Committee” means a member of the
Committee who is not an officer of the Association under Rule 21.
“The Act” Associations Incorporation Reform Act 2012 (it’s associated
Regulations).
“The Regulations” means regulations under the Act.
“Welfare Officer” means a member appointed by the Committee to
monitor the Well-being of members.

2. (2) Words or expressions contained in these rules shall be interpreted in
accordance with the provisions of the Interpretation of Legislation Act
1984 and the Act as in force from time to time. In these Rules words
importing a gender include every other gender

APPLICATION FOR MEMBERSHIP OR TRANSFER TO ASSOCIATE MEMBERSHIP

3. (1)  A person who is nominated and 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 under the rules.
3. (2)  A person who is not a member of the Association at the time of the incorporation of the Association (or who was such a member at that
time but has ceased to be a member) shall not be admitted to membership.
                        (a) Unless they are nominated as provided in sub-clause (3); plus
                        (b) Their admission as a member is approved by the Committee.
3. (3)  A prospective applicant is to be nominated and seconded. Both the nominee and seconder are to be financial members of the Association
and support the applicant’s good character.
3. (4)  A former or current serving member of Victoria Police or the Australian Federal Police is eligible to submit an application for membership at any time.
3. (5)  A nomination of a person for membership of the Association: –
                       (a) Shall be made in writing in the form set out in Appendix 1; and
                       (b) Will be lodged with the secretary of the Association.
3. (6)  As soon as it practicable after the receipt of the nomination, the
secretary shall for a period of not less than 14 days put notice to the Committee, the names of the Candidate, Proposer and Seconder, immediately preceding to refer the nomination to the Committee.
3. (7)  Upon a nomination being referred to Committee, the Committee shall determine whether to approve, reject or defer the nomination pending
a vacancy becoming available. Membership is limited to a total of 200 members.
3. (8)  Upon a nomination being approved by the Committee, the secretary shall as soon as possible, give notice to the nominee in writing they have approval for membership of the association. A request for payment within a period of 28 days after receipt, of notification of the sum payable under these rules that is an entrance fee and first year’s
annual subscription, as described in schedule 1.

3. (9)  The secretary shall, upon payment of the amounts to be determined by the Committee and communicated to the membership within the period referred to in sub-clause (6), arrange for the nominee’s name to be entered in the register of members kept by the Secretary and, upon the name being so entered, the nominee becomes a member of the association.
3. (10) A member who becomes unable to attend monthly meetings of the Association on a regular basis for whatever reason may apply in writing to the Secretary for transfer to Associate membership.
3. (11) As soon as is practicable after the receipt of the membership transfer application, here on referred to as “transfer application, the secretary shall refer the transfer application fee to the Committee.
3. (12) Upon transfer application being presented to Committee, they will determine whether to approve or reject the transfer application.
3. (13) Upon an application being approved by the Committee, the secretary shall with as little delay as possible, notify the nominee in writing that their membership status has been transferred to Associate Membership of the association.
3. (14) An associate member may have ordinary status restored automatically by application in writing to the secretary.
3. (15) Upon receipt of an application the secretary will confirm restoration of ordinary membership status in writing and notify the Committee.
3. (16) A right, privilege, or obligation, of a person by membership of the Association: –
                          (a) Is not capable of being transferred or transmitted to another person.
                          (b) Is deferred for the period membership has been transferred to Associate Membership and until such time as ordinary status has                                     been restored.
                          (c) Terminates upon the cessation of their membership whether by death or resignations or otherwise.

ENTRANCE FEE AND ANNUAL SUBSCRIPTION

4. (1)  Entrance fee will be an amount determined by the Committee of the Association and communicated to the membership at each Annual General Meeting for the coming year.

4. (2)  The annual subscription for membership and associate membership will be determined by the Committee of the Association and communicated to the membership at each Annual General Meeting for the coming year.
4. (3)  The annual subscription is payable, in advance, on or before the 1st day of July in each year.
4. (4)  If a new member joins the Association between Anzac Day (25th of April) and the 30th of June that year, the Annual Subscription fee covers the following years subscription.

REGISTER OF MEMBERS

5.  The secretary shall keep and maintain a register of members in which shall be entered the full name, address and date of entry of the name of each member and the register shall be available for inspection of members at the address of the Secretary.

RESIGNATION AND EXPULSION OF MEMBER

6. (1)  A member of the association who has paid all monies due and payable by them to the Association may resign from the Association by first giving one months’ notice in writing to the secretary of their intention to resign and upon the expiration of that period of notice, the member shall cease to be a member.
6. (2)  A member of the association who has failed to pay their annual membership due and payable by them to the Association will after 3 calendar months be contacted by the Association Welfare Officer and offered to transfer their membership to Associate Member in accordance with Rule 3.10 or to resign as a member in accordance with Rule 6. (1).
6. (3)  Upon the expiration of a notice given under sub-clause (1) and the expiration of the period specified in the sub-clauses (2) & (3) The secretary shall make in the register of members an entry recording the date on which the member, ceased to be a member.

7. (1)  Subject to these rules, the Committee may by resolution: –
                          (a) Expel a member from the Association.
                          (b) Suspend a member from membership of the Association for a specific period; or
                          (c) Fine a member in accordance with The Regulations, if the Committee is of the opinion that the member,
                                             (i) Has refused or neglected to comply with these rules; or
                                             (ii) Has been guilty of conduct unbecoming a member or is prejudicial to the interests of the Association.
7. (2)  A resolution of the committee under sub-clause (1):-
                          (a) Does not take effect until the Committee, at a meeting held no earlier than 14 days and not later than the end of the month immediately following the month in which the service on the member of a notice under sub-clause (3) confirms the resolution in accordance with this clause; and;
                          (b) Where a member exercises a right of appeal to the Association under this clause, it does not take effect unless the Association confirms the resolution is in accordance with this clause.
7. (3)  Where the Committee passes a resolution under sub-clause (1), the secretary shall, as soon as practicable, cause to be served on the member a notice in writing: –
                          (a) Setting out the resolution of Committee and grounds on which it is based.
                          (b) Stating that the member may address the Committee at a meeting to be held not earlier than 14 days and not later than the end of the month immediately following the month
after service of the notice.
                          (c) Stating the date, place and time of that meeting.
                          (d) Informing the member that he/she may do one of the following
                                                  (i)  Attend the meeting.
                                                  (ii)  Give to the Committee before the date of that meeting a written statement seeking the revocation of the resolution. 

                                                  (iii)  No later than 24 hours prior to date of the meeting, lodge with the secretary a notice to the effect that they wished to appeal to the Association in a general meeting against the resolution.

7. (4)  At a meeting of the committee held in accordance with sub-clause (2) the Committee: –
                            (a) Shall give to the member an opportunity to be heard.
                            (b) Shall give due consideration to any written statement submitted by the member; and
                            (c) Shall by resolution, determine whether to confirm or to revoke the resolution?
7. (5)  Where the Secretary receives a notice under sub-clause (3), the Secretary shall notify the Committee and the matter will be dealt with at the first general meeting of the Association after which the Secretary received the notice.

7. (6)  At a general meeting of the Association convened under sub-clause (5):-
                           (a) No business other than question of appeal shall be transacted.
                           (b) The Committee may place before the meeting, details of the grounds for the resolution and reasons for the passing of the resolution.
                           (c) The member shall be given an opportunity to be heard; and
                           (d) The members present shall vote by secret ballot on whether the resolution is to be confirmed or revoked.
If at the general meeting: –
                           (a) Two thirds of members present plus proxy votes is in favour of confirmation the resolution is confirmed; and
                           (b) In all other, the resolution is revoked.

DISPUTES AND MEDIATION

7A (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 of the Association.

7A (2) The parties to the dispute must meet and discuss the matter of dispute, and, if possible, resolve the dispute within 14 days after the dispute comes to the attention of all parties.
7A (3) If the parties are unable to resolve the dispute at meeting, or if any party fails to attend that meeting, then the parties must, within 10
days, hold a meeting with a mediator.
7A (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 Association; or
                                            (ii) In the case of a dispute between members of the Association, a person who is a mediator appointed or employed by the Dispute Settlement Centre of Victoria (Department of Justice).
7A (5) A member of the Association can be a mediator.
7A (6) The mediator cannot be a member who is party to the dispute.
7A (7) The parties to the dispute must, in good faith, attempt to settle the dispute by mediation.
7A (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 Natural Justice is accorded to the parties to the dispute throughout the mediation process
7A (9) The mediator must not determine the dispute.
7A (10) If the mediation 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.

ANNUAL GENERAL MEETING

8. (1)  The Association shall in each calendar year convene an annual general meeting of its members.
8. (2)  The annual general meeting shall be held on such a day as the Committee determines.
8. (3)  The annual general meeting shall be specified as such in the notice conveying it and it shall be conducted in accordance with Schedule 2.
The ordinary business of the annual general meeting shall be:-
                              (a) To confirm the minutes of the last preceding annual general meeting and of any annual general meeting held since that meeting.
                              (b) To receive from the Committee reports upon the transactions of the Association during the last preceding financial year.
                              (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 the Act.
8. (4)  The Annual General Meeting may transact special business of which notice given, is in accordance with these rules.
8. (5)  The Annual General Meeting shall be in addition to any other general meetings that may be held in the same year.

SPECIAL GENERAL MEETING

9.  All general meetings other than the Annual General Meeting shall be called special general meetings.
10. (1) The Committee may, whenever it thinks fit, convene a special general meeting of the Association and where, but for this sub-clause, more than 15 months would elapse between annual general meetings, shall convene a special general meeting before the expiration of that period.
10. (2) The committee shall, on requisition in writing of members representing not less than 15% of total members, convene a special general meeting of the Association.
10. (3) Requisition for a special general meeting to state the objects of the meeting and signed by the members making the requisition. This to be sent to the Secretary, which may consist of several Documents in like form, each signed by one or more members
making the requisition.
10. (4) If the Committee does not cause a special general meeting to be held within two months after the date requisition is sent to the address of the Secretary, members making the requisition, or any of them, may convene a special general meeting. This is to be held no later than three months after that date.
10. (5) A special general meeting convened by members in pursuance of these rules shall be convened in the same manner, as near as possible as that in which the Committee convenes these meetings. The Association shall refund all reasonable expenses incurred in convening to the persons incurring the expenses. 

NOTICE OF GENERAL MEETING

11. (1) The Secretary of the Association shall, 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, cause to be sent to each member of the Association. This will be a notice stating place, date and time of the meeting and include nature of the business to be conducted at the meeting.
11. (2) Notice may be prepaid post, facsimile transmission or electronic transmission to the address appearing in the register of members.
11. (3) No business other than that set out in the Notice convening the meeting may notify in writing, or by electronic transmission, the Secretary of that business. Secretary must then include that business in the notice calling for the next general meeting.
11. (4) A member intending to bring any business before a meeting, may notify in writing, or by electronic transmission, to the Secretary of that business. The Secretary must include that business in the notice calling for the next general meeting.

PROCEEEDINGS AT MEETINGS

12. (1) All business that is transacted at a special General Meeting and all business that is transacted at the Annual General Meeting with the exception of that specially referred to in these rules as being the ordinary business of the Annual General Meeting shall be deemed to be special business.

12. (2) No item of the business shall be transacted at a general meeting, unless a quorum of member entitles under these rules to vote is present during the time, when the meeting is considering that item.
12. (3) 33% of members personally present (being members entitled under these rules to vote at a general meeting) constitute a quorum for the transaction of the business of a general meeting.
12. (4) If within half an hour after the appointed time for the commencement of a general meeting, a quorum is not present, the meeting if convened upon the requisition of members shall be dissolved and in any other case shall stand adjourned to the same day in the next week at the same time. Chairperson at time of adjournment can specify another place at the time of the adjournment or by written notice to members given before the day to which the meeting is adjourned. If at the adjourned meeting a quorum is not present within half an hour after
time appointed for commencement of the meeting, members present (not being less than 3) shall be a quorum.
13. (1) The President, or in their absence, the Vice-President, shall preside as Chairperson at each general meeting of the Association
13. (2) If the President or Vice-President are absent from a general meeting, the members present shall elect one of their numbers to preside as Chairperson at the meeting.
14. (1) The Chairperson of a general meeting at which a quorum is present may, with the consent of the meeting, adjourn the meeting from time to time and place to place, but no business shall be transacted at an adjourned meeting other than the business left unfinished at the meeting at which the adjournment took place.
14. (2) Where a meeting is adjourned for 14 days or more, a like notice of the adjourned meeting shall be given as in the case of a general meeting.
14. (3) Except as provided in sub-clauses (1) and (2), it is not necessary to give notice of an adjournment transacted at the adjourned meeting.
15.  A question arising at a general meeting of the Association shall be determined on a show of hands and unless before or on the declaration of the show of hands a poll is demanded. Declaration by the Chairperson that a resolution has on a show of hands, been carried or carried unanimously or carried by a particular majority or lost. An entry to that effect in the record of minutes of the Association is evident of that fact, without proof of the number of proportions of the votes recorded in favor of, or against, that resolution.
16. (1) Upon any question arising at a general meeting of the Association, a member has only one vote.
16. (2) All votes to be given personally or by proxy.
16. (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.
17. (1) If at a meeting a poll on any question is demanded by not less than three members, it shall be taken at that meeting in such manner as the Chairperson may direct. Resolution of the poll shall be deemed a resolution of the meeting on that question.
17. (2) A poll that is demanded on the election of a Chairperson or on a question of an adjournment shall be taken forthwith. A poll demanded on any other question to be at such time before the close of the meeting, as the Chairperson may direct.
18.  A member is not entitled to vote at any general meeting unless all moneys due and payable by the member to the Association have been paid.
19. (1) Each member shall be entitled to appoint another member as his or her proxy by notice given to the secretary no later than the time specified in Schedule 2 before the time of the meeting in respect of which the proxy is appointed.
19. (2) The notice appointing the proxy shall be in the form set out in Appendix 2. 

COMMITTEE OF MANAGEMENT

20. (1) The affairs of the Association shall be managed by a Committee of Management constituted as provided in Rule 22.
20. (2) The Committee:
                         (a) Shall control and manage the business and affairs of the Association.

                         (b) May, subject to these rules, the regulations and the Act, exercise all such powers and functions as may be exercised by general meeting of the members of the Association; and
                         (c) Subject to these rules, the regulations and the Act, 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.

21. (1) The officers of the Association shall be:-
                        (a) A President
                        (b) An Immediate Past President
                        (c) Two Vice-Presidents
                        (d) A Treasurer; and
                        (e) A Secretary.
21. (2) The retiring President will continue in office as Immediate Past President until the annual general meeting next after the date of his /her retirement as President.
21. (3) 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 except Immediate Past President mentioned in sub-clause (1).
21. (4) Each officer of the Association shall hold office until the annual general meeting next after the date upon assuming office as Immediate Past President but is eligible for re-election.
21. (5) In the event of a casual vacancy in an office, except for Immediate Past President, referred to in sub-clause (1), the Committee may appoint one of its members to the vacant office. The member so appointed may continue up to including the conclusion of the annual general meeting next following the date of his/her appointment.
22. (1) Subject to section 23 of the Act, the Committee shall consist of-
                         (a) The officers of the association; and
                         (b) A minimum of four and maximum of nine ordinary members – each of whom shall be elected at the annual general meeting of the Association on each year.

22. (2) Each ordinary member of the Committee shall, subject to these rules, hold office until the annual general meeting next after the date of his election but is eligible for re-election.
22. (3) 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. The member so appointed shall hold office, subject to these rules, until conclusion of the annual general meeting next following the date of his/her appointment.

ELECTION OF OFFICERS AND VACANCY

23. (1) Nominations of candidates for election as officers of the Association or as ordinary members of the Committee: –
                          (a) Shall be 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) Shall be delivered to the secretary of the Association not less than 7 days before the date fixed for the holding of the annual general meeting.
23. (2) If insufficient nominations are received to fill all vacancies on the Committee, the candidates nominated shall be deemed to be elected and further nominations shall be received at the annual general meeting.
23. (3) If the number of nominations received is equal to the number of vacancies to be filled, the person nominated shall be deemed to be elected.
23. (4) If the numbers of nominations exceed the number of vacancies to be filled, a ballot shall be held. The ballot for election of officers and ordinary members of the Committee, shall be conducted at the Annual General Meeting, in such usual and proper manner as the Committee may direct.
24. (1) For the purposes of these rules, the office of an officer of the Association, or of any ordinary member of the Committee becomes vacant if the officer or member: –

                        (a) Ceases to be a member of the Association.
                        (b) Becomes an insolvent under administration within the meaning of the Companies (Victoria) Code; or
                        (c) Resigns his /her office by notice in writing given to the secretary.

PROCEEDING OF COMMITTEE

25. (1) The Committee shall meet at least 3 times in each year at such place and times as the Committee may determine.
25. (2) Special meeting of the Committee may be convened by the president or by any 4 of the members of the Committee.
25. (3) Notice shall be given to members of the Committee of any special meeting specifying the general nature of the business. No other business shall be transacted at such a meeting.
25. (4) Any 4 members of the Committee constitute a quorum for the business of a meeting of the Committee.
25. (5) No business shall be transacted unless a quorum is present. If within half an hour of the time appointed for the meeting a quorum is not present the meeting shall stand adjourned. The meeting will then be held at same place, at the same hour of the same day in the following week, unless the meeting was a special meeting in which case it lapses.
25. (6) At meetings of the Committee: –
                          (a) The President or in his /her absence the Vice-President shall preside; or
                          (b) If the President and Vice-President are absent, such one of the remaining members of the Committee as may be chosen by the members shall preside.
25. (7) Questions arising at a meeting of the Committee or of any sub committee appointed by the Committee, shall be determined on a show of hands, or if deemed by a member, by a poll taken in such a manner as the person presiding at the meeting may determine.

25. (8) Each member present at a meeting of the committee or 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 voted on any question, the person presiding, may exercise a second or casting vote.
25. (9) Written notice of each committee meeting shall be served on each member of the Committee by delivering it to them at a reasonable time before the meeting or sending it by pre-paid post addressed to them at their usual or last known place of abode at least two business days before the date of the meeting.
25.(10) Subject to sub-clause (4) the Committee may act notwithstanding any vacancy on the Committee.

SECRETARY

26. The Secretary of the Association shall keep minutes of the resolutions and the proceedings of each General Meeting and each committee meeting in records provided for that purpose, together with a record of persons present at committee meetings.

TREASURER

27. (1) The Treasurer of the Association: –
                               (a) Shall collect and receive all moneys due to the Association and make all payments authorized by the Association; and
                               (b) Shall 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.
27. (2) The accounts and books referred to in sub-clause (1) shall be available for inspection by members.

REMOVAL OF MEMBER OF COMMITTEE

28. (1) The Association at a General Meeting, may by resolution remove any member of the Committee before the expiration of their term of office and appoint another member in their stead to hold office until the expiration of the term of the first-mentioned member.

28. (2) Where the member to whom a proposed resolution referred sub-clause (1) makes representations in writing to the secretary alternatively, President of the Association (not exceeding a reasonable length of time) and requests that they be notified to the members of the Association, the Secretary or the President may send a copy of the representations to each member of the Association or, if they are not sent, the member may require that they be read, at the meeting.

CHEQUES

29. All cheques, drafts, bills of exchange, promissory notes and other negotiable instruments, shall be signed by two members of the Committee.

SEAL

30. (1) The Common Seal of the Association shall be kept in the custody of the secretary.
30. (2) The Common Seal shall not be affixed to any instrument except by the authority of the Committee and the affixing of the common seal shall be attested by the signatures either of two members of the Committee or of one member of the Committee and the Public Officer of the Association.

ALTERATION OF RULES AND STATEMENT OF PURPOSES

31.  These rules and the statement of purpose of the Association shall not be altered except in accordance with the Act.

NOTICE TO MEMBERS

Except for the requirements in rule 11, any notice that is required to be given to a member, by or 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 pre-paid post, facsimile transmission or electronic transmission to the member at those members address shown in the register of members.

WINDING UP OR CANCELLATION

33.  In the event of the winding up or the cancellation of the incorporation of the Association, the assets of the Association shall be disposed of in accordance with the provisions of the Act. 

CUSTODY OF RECORDS

34.  Except as otherwise provided in these Rules, the Secretary shall keep in their custody or under their control all books, documents and securities of the Association.

FUNDS

35.  The funds of the Association shall be derived from entrance fees, annual subscriptions, donations and such other sources as the Committee determines.

SERVICE AWARDS

36.  The standard or level of service required for a Service Award is the regular performance of a function over the prescribed period for the Committee of Management to recommend a nomination, the nominee should have met one of the following criteria. The nominee must have been a financial member of the Association for a period of not less than 10 years; or

LIFE MEMBERSHIP

37. (1) For Life Membership, the emphasis is on outstanding Service or Contribution to the Association. The nominee should already hold a Service Award.
37. (2) For the Committee of Management to recommend a nomination, the nominee should also meet one or more of the following criteria.

                          (a) Served at least ten years as a member of the Committee of Management; or
                          (b) During this period been directly involved in the administration of the Association; or
                          (c) Rendered any other outstanding service to the Association.

SERVICE CERTIFICATES

38.  A member after 10 yeas of membership will be eligible for a 10-year Certificate of Service; the member must have accumulated 10 years as a member, excluding Associate membership.
39.  Certificates of Service will be awarded to members for each 10 years of membership as a member, excluding Associate membership

SCHEDULE 1

FEES
1. Entrance Fee –
(This is also referred to as Nomination Fee). To be determined by the Committee.
2. Annual Subscription –the Annual Subscription is: –
For Life Members – Nil
For Ordinary Members  – To be determined by the Committee.
For Associate Members – Nil

SCHEDULE 2

AGM Process

1. The Committee shall determine the date of the AGM. The Secretary will write (this may be via email or post) to all members seeking members to nominate for Executive and Committee nominations 8 weeks prior to the AGM. The notice must stipulate a “return by” date, which shall be 2 weeks.
2. Nominations to be returned to the Secretary by returned date specified in two above.
3. The Executive will appoint an Independent Returning Officer who shall be a fully paid member or Life Member who is not seeking election to the Executive or General Committee.
4. The Secretary will give notice in writing (this may be via email or post) to all members advising them of the date, time and venue of the AGM. This notice will outline the agenda and contain minutes of the previous year’s AGM. It will also contain the names and the sought position of members seeking election to Office and General Committee. It shall be sent 5 weeks prior to the AGM and will provide the details of the Independent
Returning Officer (e.g. name and return address details for proxies). Proxy forms will accompany this notice. 
5. Proxy forms must be completed by those members who are unable to attend the AGM, but would like to cast their vote via proxy.
6. Proxies to be received by the Independent Returning Officer no later than 1 week prior to the AGM. Any proxies received after this date will not be considered.
7. The Independent Returning Officer will advise the Secretary of proxies 48 hours prior to the AGM. This advice will include:
The number of proxies received.
Number of proxies received for each position on the Executive
(e.g. President, Treasurer, Secretary, Vice President x2) and Committee positions (maximum allowed is 14 including 6 Executive members).
8. The Secretary will provide an attendance book for the AGM and all members attending the AGM must sign the attendance book.
9. Prior to the AGM, the Executive will appoint a “Chairperson / Governor” to chair the AGM following the presentation by
President, Treasurer, and prior to the Election results.
10. Following presentations by the President and Treasurer, members will elect the Incoming Executive and Committee. At this time, current Executive and Committee will stand down and hand proceedings to the Chairperson/Governor.
11. Once election results are finalized, the new Executive and Committee will come into effect immediately and the incoming President will convene the remainder of the AGM.