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Aims, Code of Ethics and Rules and Articles of Association

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CODE OF ETHICS & AIMS

AIMS OF THE CLUB

  1. To promote the Golden Retriever and the improvement thereof.
  2. To educate and encourage members, breeders, exhibitors, and judges to abide by the requirement of and standards for the Golden Retriever.
  3. To promote and support competition in all practical ways and to hold exhibitions, and club events to promote the breed and responsible pet ownership.
  4. To promote public interest in the Golden Retriever and in all ANKC/Dogs Australia -sanctioned activities.
  5. To promote good fellowship among those interested in the Golden Retriever.

These objects are to be achieved under the requirements of and in a manner consistent with both the Rules of the Club, the Rules of Dogs Victoria, and any laws, or by-laws of a relevant state or local government body.

DOGS VICTORIA CODE OF ETHICS

  1. Members must abide by the Dogs Victoria Code of Ethics, and any laws, by-laws and regulations of the federal and state governments and the relevant local council.

STANDARD OF THE BREED

  1. The Breed Standard is a written criterion developed by the Golden Retriever Club of the United Kingdom and accepted by the Victorian Canine Association (VCA)/Dogs Victoria, which describes the ideal Golden Retriever. Members shall breed only for the purpose of improving the quality of the breed and should breed to conform with the Breed standard, and not for the pet shop market or any other commercial purpose.

DOGS VICTORIA RULES & REGULATIONS

  1. Members shall ensure that when selling or transferring a dog to another person documents as required by the Dogs Victoria Inc Rules and/or Regulations, will be provided to the purchaser or transferee.
  2. Members shall ensure that each dog to be used for breeding or to be shown or worked is properly registered with Dogs Victoria in accordance with the understanding of the purchaser.
  3. Members must maintain accurate breeding and litter records.

HEREDITARY DEFECTS, HEALTH & BREEDING

  1. Members owning stud dogs shall be selective in the bitches they accept, in terms of soundness and hereditary defects, and as the owner of a stud dog, ensure that the owner of the dam has the ability and the necessary facilities to successfully whelp, raise, and assure the future wellbeing of any resulting litter. They also have an obligation to assist the breeder as needed and/or requested.
  2. As the owner of the dam, members shall ensure that the owner of the sire has the knowledge and experience to provide a safe and supervised mating, including the diligent care of the dam.
  3. Members shall endeavour to breed dogs that are as free as possible from hereditary defects and must have completed the following hereditary testing prior to any matings taking place:
  • Hip and Elbow scored by an approved scorer under the ANKC CHEDS scheme, or in the case of frozen semen a recognised scheme by the kennel control in the country where the dogs reside.  Breeders shall aspire to only breed from dogs/bitches that have a hip score equal to or lower than the breed average.
  • Hold a Clear Certificate for Hereditary Cataracts, PRA and MRD from a registered Veterinary Ophthalmologist that has been undertaken within 12 months prior to mating. In the case of frozen semen, the sire will have a current clear eye certificate at the time of collection of the semen.
  • Have been DNA tested for PRA1 & PRA2 or is clear by parentage for one generation. Where a dog is a carrier for either PRA1 or PRA2 it will only be mated to a dog that is clear of the same PRA, to ensure there can be no affected puppies from the mating.  In the case of frozen semen from an untested dog it is expected that the semen shall be used only on a clear bitch.
  • Clear Heart Certificate from a registered Veterinary Cardiologist Specialist when a dog is a resident in Australia.
  • Breeders when evaluating the implications of a dog’s health screening results shall also ensure they give equal consideration to important factors such as temperament, genetic diversity, conformation, and general health of the dog when planning their litters.
  1. Members shall always ensure that all dogs under their control are properly housed, fed, watered, exercised, and receive proper veterinary attention.
  2. That excepting in extenuating circumstances, Members shall not allow any bitch kept by them or registered in their name to be mated before it is eighteen months of age. Thereafter Members shall not breed from any bitch kept by them or registered in their name more than twice in any 18-month period except in extenuating circumstances with permission from Dogs Victoria. (DV Rule:20.1.13 A member shall not breed a bitch causing it to whelp more than twice in eighteen months without the prior approval of Dogs Victoria )(amended 15/08/2022). Members will not breed any bitch kept by them or registered in their name more than four times without prior veterinary certification of fitness for further breeding.
  3. Members shall not permit any pure-bred dog owned by them or registered in their name to be mated to a dog of a different breed, to a cross-bred dog, or to an unregistered dog of the same breed.

SELLING OR DONATING

  1. Members shall not sell or allow any dog to be sold to commercial dog wholesalers, retail pet dealers, or directly or indirectly to allow a dog to be given as a prize or donation in a contest of any kind, or auction or allow to be auctioned any dog owned by them or registered in their name.
  2. Members shall ensure that all persons acquiring dogs from them clearly understand their responsibility for the care and welfare of the animal and that they have the time and facilities (i.e., adequate fences, sufficient room, proper shelter, etc.) to meet their obligations. The concept of a dog being a LIFETIME commitment should always be reinforced with the purchaser.
  3. Members shall provide to all purchasers of dogs placed by them, written details of all dietary and immunisation requirements and/or an appropriate publication relating to such requirements and responsible dog ownership. Regardless of age, spaying or neutering of all dogs sold as companions should be actively encouraged.
  4. Members shall not sell or otherwise transfer from their care any puppy under eight weeks of age, thus allowing for vaccination to be given at six weeks of age, and the necessary ten to fourteen days for the vaccine to take effect. Members shall not export a puppy under the age of 12 weeks.

HONESTY IN REPRESENTATION

  1. Members shall not knowingly misrepresent the characteristics of the breed, falsely advertise, or mislead any person regarding the performance of any dog, and at all times shall adhere to proper and ethical business practices when breeding, selling and placing their dogs.

COMMUNITY RELATIONS

  1. Members shall not allow any dogs under their care to roam at large and when away from home ensure they are kept fully leashed, or under effective control, at all times.

Any member failing to observe any provisions of the Code of Ethics may be dealt with under the Rules of the Club.

A0010735W

 

ARTICLES OF ASSOCIATION AND RULES

August 2020

TABLE OF CONTENTS

 

    Regulation                                                                                                                                                      Page

PART 1 — PRELIMINARY  4

  1. Name 4
  2. Purposes 4
  3. Financial year 5
  4. Definitions 5

PART 2 — POWERS OF THE CLUB  6

  1. Powers of The Club 6
  2. Not for profit organisation 6

PART 3 — MEMBERS, DISCIPLINARY PROCEDURES AND GRIEVANCES  7

Division 1 — Membership  7

  1. Minimum number of members 7
  2. Who is eligible to be a member 7
  3. Application for membership 7
  4. Consideration of application 7
  5. New membership 8
  6. Annual subscription and fee on joining 8
  7. General rights of members 8
  8. Associate members 9
  9. Introductory members 9
  10. Life members 9
  11. Rights not transferable 10
  12. Ceasing membership 10
  13. Resigning as a member 10
  14. Register of members 10

Division 2 — Disciplinary action  10

  1. Grounds for taking disciplinary action 10
  2. Disciplinary subcommittee 11
  3. Notice to member 11
  4. Decision of subcommittee 11
  5. Appeal rights 12
  6. Conduct of disciplinary appeal meeting 12

Division 3 — Grievance procedure  12

  1. Application 12
  2. Parties must attempt to resolve the dispute 13
  3. Appointment of mediator 13
  4. Mediation process 13
  5. Failure to resolve dispute by mediation 13

PART 4 — GENERAL MEETINGS OF THE CLUB  14

  1. Annual general meetings 14
  2. Special general meetings 14
  3. Special general meeting held at request of members 15
  4. Notice of general meetings 15
  5. Use of technology 16
  6. Quorum at general meetings 16
  7. Adjournment of general meeting 16
  8. Voting at general meeting 17
  9. Special resolutions 17
  10. Determining whether resolution carried 17
  11. Minutes of general meeting 18

PART 5 — COMMITTEE  18

Division 1 — Powers of Committee  18

  1. Role and powers 18
  2. Delegation 18

Division 2 — Composition of Committee and duties of members 19

  1. Composition of Committee 19
  2. Tenure of Office 19
  3. General Duties 19
  4. President and Vice-President 20
  5. Secretary 20
  6. Treasurer 20
  7. Membership Officer 21

Division 3 — Election of Committee members and tenure of office  21

  1. Who is eligible to be a Committee member 21
  2. Positions to be declared vacant 21
  3. Nominations 21
  4. Election of Office Bearers (Executive) and Ordinary Committee Members. 22
  5. Ballot 22
  6. Term of office 23
  7. Vacation of office 23
  8. Filling casual vacancies 23

Division 4 — Meetings of Committee  24

  1. Meetings of Committee 24
  2. Notice of meetings 24
  3. Extraordinary meetings 24
  4. Procedure and order of business 24
  5. Use of technology 24
  6. Quorum 25
  7. Voting 25
  8. Conflict of interest 25
  9. Minutes of meeting 25
  10. Leave of absence 26

PART 6 — FINANCIAL MATTERS  26

  1. Source of funds 26
  2. Management of funds 26
  3. Financial records 26
  4. Financial statements 27

PART 7 — GENERAL MATTERS  27

  1. Common seal 27
  2. Registered address 27
  3. Notice requirements 27
  4. Custody and inspection of books and records 28
  5. Winding up and cancellation 28
  6. Alteration of Rules 29

 

 

 

PART 1 — PRELIMINARY

  1. Name

The name of the incorporated association is “The Golden Retriever Club of Victoria Incorporated” hereafter referred to as the “Club” or “the GRCV Inc” or “the GRCV”.

  1. Purposes

The purposes of the Club are to promote and encourage responsible ownership and breeding of Golden Retrievers to the highest standards and utilising best practices, by, without limitation;

  1. conducting such activities that promote and encourage interest in the Golden Retriever breed;
  2. developing and providing educational and informational materials which facilitate the highest standards of wellbeing and welfare of individual animals, and improvements to the Breed;
  3. developing and disseminating appropriate Club codes, rules, policies and procedures which support and assist in achieving the Club’s Purposes as described in Part 2;
  4. adopting and disseminating any relevant statutory requirements (Local, State or Federal), and any Rules, Policies and Codes of Conduct issued by ANKC, DV or any other ANKC approved State body which support and promote the Clubs’ Purpose;
  5. adopting as a prerequisite for Club membership a written commitment from all potential members that they do and will continue to comply with all rules, codes, policies and standards of behaviour listed in Part 1.2.c. and d (above);
  6. conducting activities which promote and encourage participation including, but not limited to, conformation shows, working and discipline trials and activities, fun days, socialisation events and educational events and activities;
  7. collecting and publishing information in relation to the activities described in Part 1.2.f, whether those activities are run by the Club or another body;
  8. promoting and fostering good sportsmanship among competitors at officially sanctioned events, trials or activities;
  9. providing awards and prizes for any activity or event listed in Part 1.2.f;
  10. promoting and assisting worthy causes, as determined by the Committee of the Club;
  11. investing the funds of the Club not immediately required in such a manner as members or committee in lieu thereof shall determine.
  12. purchasing, hiring, leasing and any other such things as are conducive or incidental to promoting and achieving the Purposes of the Club;
  13. doing all such things as may be necessary or conducive to carrying out the Purposes of the Club.
  1. Financial year

The financial year of the Club is each period of 12 months ending on 31st March.

  1. Definitions

In these Rules;

Absolute majority of the Committee, means a majority of the committee members currently holding office and entitled to vote at the time (as distinct from a majority of committee members present at a committee meeting);

Associate member means a member referred to in Rule 14

ANKC means the Australian National Kennel Council Ltd

Chairperson, of a general meeting or committee meeting, means the person chairing the meeting as required under Rule 48

Committee means the Committee having management of the business of the Club

Committee meeting means a meeting of the Committee held in accordance with these Rules

Committee member means a member of the Committee elected or appointed under Part 5 Division 3 of these Rules

Disciplinary appeal meeting means a meeting of the members of the Club convened under Rule 23.1

Disciplinary meeting means a meeting of the Committee convened for the purposes of Rule 22

Disciplinary subcommittee means the subcommittee appointed under Rule 20

Dual membership means two adults residing at the same address or holding a joint kennel prefix

DV means Dogs Victoria (Victorian Canine Association trading as Dogs Victoria)

Family membership means two adults and any numbers of children under 18 years of age residing at the same address

Financial year means the 12-month period specified in Rule 3

General meeting means a general meeting of the members of the Club convened in accordance with Part 4 and includes an annual general meeting, a special general meeting and a disciplinary appeal meeting

Honorary member means person/s admitted to the Club at the discretion of the committee for such time as the committee determines and for whom joining and annual fees are waived

Interim member means persons/s who have submitted a valid membership application and relevant fee to the Club and who are awaiting consideration for approval

Introductory member means a person who has satisfied the Club requirements for admission as an Introductory Member for a specified period. The Committee may, at its absolute discretion, make available Introductory Memberships for specific purposes. Introductory Members, once approved, do NOT have voting rights as they are non-financial members for the duration of the Introductory Membership period or until they elect to choose to apply for full financial membership and pay the relevant membership fee.

Life member means a member who has been admitted to the Club as a member for life as per the Club’s Policy and Guidelines for Life Membership

Member means any person admitted to one of the categories of membership provided under Rule 8

Member entitled to vote means a member who under Rule 13.2 is entitled to vote at a general meeting

Pensioner membership means up to two adults residing at the same address or holding a joint kennel prefix who hold Pensioner (aged) Concession Cards

Special resolution means a resolution that requires not less than three-quarters of the members voting at a general meeting to vote in favour of the resolution

Registrar means the Registrar of Incorporated Associations

Rule means any rule or provision specified or referred to in this document

The Act means the Associations Incorporation Reform Act 2012 and includes any regulations made under that Act

PART 2 — POWERS OF THE CLUB

  1. Powers of The Club
    1. Subject to the Act, the Club has power to do all things incidental or conducive to achieve its purposes.
    2. Without limiting Rule 5.1 the Club may;
    3. a) acquire, hold and dispose of real or personal property;
    4. b) open and operate accounts with financial institutions;
    5. c) invest its money in any security in which trust monies may lawfully be invested;
    6. d) raise and borrow money on any terms and in any manner as it thinks fit;
    7. e) secure the repayment of money raised or borrowed, or the payment of a debt or liability;
    8. f) appoint agents to transact business on its behalf;
    9. g) enter into any other contract it considers necessary or desirable.
    10. The Club may only exercise its powers and use its income and assets (including any surplus) for its purposes.
  2. Not for profit organisation
    1. The Club must not distribute any surplus, income or assets directly or indirectly to its members.
    2. Rule 6.1 does not prevent the Club from paying a member
      1. reimbursement for expenses properly incurred by the member; or
      2. for goods or services provided by the member

if this is done in good faith on terms no more favourable than if the member was not a member.

PART 3 — MEMBERS, DISCIPLINARY PROCEDURES AND GRIEVANCES

Division 1 — Membership

  1. Minimum number of members

The Club must have at least 5 members entitled to vote at a general meeting or any other meeting of the Club.

  1. Who is eligible to be a member
    1. Any person who supports the purposes of the Club is eligible to apply for membership.
    2.                                                             Members of the Club shall be in the following categories:
      • Member (single)
      • Dual Member
      • Family Member
      • Pensioner Member
      • Life Member
      • Associate Member
      • Introductory Member (non-financial, no voting rights)
    3. Application for membership
      1. To apply to become a member of the Club, a person must submit a written application stating that the person;
        • wishes to become a member of the Club; and
        • supports the purposes of the Club; and
        • agrees to comply with these Rules and any other rules, legislation and/or policies and procedures as specified or allowed under Part 1 Section 2 of this document.
      2. The application must;
        • be on the Club Membership Application Form which may be in hard copy form or online;
        • be signed, or certified with online agreement option, by the applicant(s); and
        • be accompanied by the applicable fee.

Note: The applicable fee is the fee (if any) determined by the Club under Rule 12.3

  1. Consideration of application
    1. As soon as practicable after an application for membership is received, the Committee must decide by resolution whether to accept or reject the application.
    2. The Committee must notify the applicant in writing of its decision as soon as practicable after the decision is made.
    3. If the Committee rejects the application, it must return any money accompanying the application to the applicant.
    4. No reason need be given for the rejection of an application.
  2. New membership
    1. If an application for membership is approved by the Committee:
      • the resolution to accept the membership must be recorded in the minutes of the committee meeting; and
      • the Membership Officer must, as soon as practicable, enter the name and address of the new member, and the date of becoming a member, in the register of members.
    2. A person becomes a member of the Club and, subject to Rule 13.2, is entitled to exercise his or her rights of membership from the date, whichever is the later, on which :
      • The committee approves the person’s membership; or
      • The person pays the joining fee.
    3. Annual subscription and fee on joining
      1. There shall be a joining fee payable on application for membership of the Club.
      2. There shall be an annual subscription fee due and payable on joining the Club and annually on renewal of membership. Membership fees must be paid annually prior to the anniversary joining. The annual fee may also include an additional fee for the DV Members Services Levy for non-DV members.
      3. Subject to notice of motion first being given by resolution of the committee the members in General Meeting at any time and from time to time may fix the amount of the annual subscription payable by each category of membership and may in like manner determine the amount of the membership joining fee.
      4. The rights of a member (including the right to vote) who has not paid the annual subscription by the due date are suspended until the subscription is paid.
      5. Once a membership application has been approved, the new member will be entitled to vote after a period of three months has elapsed from date of joining.
    4.             General rights of members
      1. A member of the Club who is entitled to vote has the right;
        • to receive notice of general meetings and of proposed special resolutions in the manner and time prescribed by these Rules; and
        • to submit items of business for consideration at a general meeting; and
        • to attend and be heard at general meetings; and
        • to vote at a general meeting; and
        • to have access to the minutes of general meetings and other documents of the Club as provided under rule 77.
      2. A member is entitled to vote if;
        • the member is a current financial member (excludes introductory member or associate /honorary member); and
        • at least three months have elapsed since joining; and
        • the member’s membership rights are not suspended for any reason; and
        • Family and dual memberships will only be entitled to one vote per membership.
      3. Associate members
        1. Associate members of the Club include:
          • Honorary members
          • any other category of member as determined by special resolution at a general meeting
        2. An associate member is not entitled to vote or hold office but may have other rights as determined by the Committee or by resolution at a general meeting.
      4. Introductory members
        1. The Introductory Membership Offer comprises the waiving of both the Joining Fee and First Year Subscription Fee for the Individual Single Member Level only.
        2. The Introductory Membership class may be offered from time to time, at the sole discretion of the Committee.
        3. Specific rules and policies pertaining to this offer and membership class are contained in the Club’s Policy “Terms and Conditions for Introductory Membership”.
        4. Introductory Members do NOT have voting rights and are subject to all other terms and conditions of membership for all other classes of memberships, including, but not limited to, agreement by the applicant member to comply with all Club Rules and policies.
      5. Life members
        1. A member other than an Associate or Introductory member may be nominated by any member of the club for Life Membership.
        2. Nominees for Life Membership must meet the criteria for nomination and be assessed in accordance with the Policy and Guidelines for Life Membership determined by the Committee.
        3. Life Membership may be revoked by the Committee for any breach of, or non-compliance with;
          • the Club Code of Ethics, these rules, any Club policy, or
          • any statutory legislation (including laws, regulations and policies), or
          • any rules, codes of conduct, codes of practice, policies issued by ANKC, DV or any other properly constituted State member body affiliated and authorised by ANKC, or
          • if, as a member of Dogs Victoria or any other State controlling body, is suspended or disqualified, or
          • or any other action or behaviour that, in the reasonable opinion of the Committee, is detrimental to the Club and/or brings the Club into disrepute.
        4. Rights not transferable

The rights of a member are not transferable and end when membership ceases.

  1. Ceasing membership
    1. The membership of a person ceases on resignation, expulsion or death.
    2. Membership (any class) may be revoked by the Committee for any breach of, or non-compliance with;
      • any statutory legislation (including laws, regulations and policies, or)
      • any rules, codes of conduct, codes of practice, policies issued by ANKC, DV or any other properly constituted State member body affiliated and authorised by ANKC, or
      • if as a member of Dogs Victoria or any other State controlling body, is suspended or disqualified, the membership may be revoked for any period which he/she is suspended or disqualified by the State controlling body.
      • the member shall have the right of appeal under Rule 22.
    3. If a person ceases to be a member of the Club, the Membership Officer must, as soon as practicable, enter the date the person ceased to be a member in the register of members.
  2. Resigning as a member
    1. A member may resign by notice in writing given to the Club.
    2. A member is taken to have resigned if the member’s annual subscription has not been paid within 60 days after the due date.
  1. Register of members
    1. The Membership Officer must keep and maintain a register of members that includes:
    2.   for each current member, the member’s name, the address for notice last given by the member and the date of becoming a member;
    3. if the member is an associate or introductory member, a note to that effect;
    4. any other information determined by the Committee; and
    5. for each former member, the date of ceasing to be a member.
    6. Any member may, at a reasonable time and free of charge, inspect the register of members, subject to the limitations in Rule 77.

Division 2 — Disciplinary action

  1. Grounds for taking disciplinary action

The Club may take disciplinary action against a member in accordance with this Division if it is determined that the member;

  1. has failed to comply with these Rules; or
  2. refuses to support the purposes of the Club; or
  3. has engaged in conduct prejudicial to the Club.
  1. Disciplinary subcommittee
    1. If the Committee is satisfied that there are sufficient grounds for taking disciplinary action against a member, the Committee must appoint a disciplinary subcommittee to hear the matter and determine what action, if any, to take against the member.
    2. The disciplinary subcommittee;
      • shall be composed of 5 members – 3 Committee members and 2 members of the Club; but
      • must not be biased against, or in favour of, the member concerned.
  1. Notice to member
    1. Before disciplinary action is taken against a member, the Secretary must give written notice to the member;
      • stating that the Club proposes to take disciplinary action against the member; and
      • stating the grounds for the proposed disciplinary action; and
      • specifying the date, place and time of the meeting at which the disciplinary subcommittee intends to consider the disciplinary action (the disciplinary meeting); and
      • advising the member that he or she may do one or both of the following;
        • attend the disciplinary meeting and address the disciplinary subcommittee at that meeting;
        • give a written statement to the disciplinary subcommittee at any time before the disciplinary meeting; and
      • setting out the member’s appeal rights under rule 25.
    2. The notice must be given no earlier than 28 days, and no later than 14 days, before the disciplinary meeting is held.
  2. Decision of subcommittee
    1. At the disciplinary meeting, the disciplinary subcommittee must;
      • give the member an opportunity to be heard; and
      • consider any written statement submitted by the member.
    2. After complying with Rule 23 the disciplinary subcommittee may;
      • take no further action against the member; or
      • subject to sub-rule (3):
        • reprimand the member; or
        • suspend the membership rights of the member for a specified period; or
        • expel the member from the Club.
  1. The disciplinary subcommittee may not fine the member.
  2. The suspension of membership rights or the expulsion of a member by the disciplinary subcommittee under this rule takes effect immediately after the vote is passed.
  1. Appeal rights
    1. A person whose membership rights have been suspended or who has been expelled from the Club under Rule 18 or Rule 23 may give notice to the effect that he or she wishes to appeal against the suspension or expulsion.
    2. The notice must be in writing and given;
      • to the disciplinary subcommittee immediately after the vote to suspend or expel the person is taken; or
      • to the Secretary not later than 48 hours after the vote.
    3. If a person has given notice under Rule 25.2, a disciplinary appeal general meeting must be convened by the Committee as soon as practicable, but in any event not later than 21 days after the notice is received.
    4. Notice of the disciplinary appeal general meeting must be given to each member of the Club as soon as practicable and must:
      • specify the date, time and place of the meeting; and
      • state;
        • the name of the person against whom the disciplinary action has been taken; and the grounds for taking that action; and
        •  that at the disciplinary appeal meeting the committee members present must vote on whether the decision to suspend or expel the person should be upheld or revoked.
  1. Conduct of disciplinary appeal general meeting
    1. At a disciplinary appeal general meeting;
      • no business other than the question of the appeal may be conducted; and
      • the Committee must state the grounds for suspending or expelling the member and the reasons for taking that action; and
      • the person whose membership has been suspended or who has been expelled must be given an opportunity to be heard.
    2. After complying with Rule 25.1 the Club members present at the meeting must vote by secret ballot on the question of whether the decision to suspend or expel the person should be upheld or revoked.
    3. The decision is valid if not less than three quarters of the Club members voting at the meeting vote in favour of the decision.

Division 3 — Grievance procedure

  1. Application
    1. The grievance procedure set out in this Division applies to disputes under these Rules between a member and;
      • another member;
      • the Committee; or
      • the Club.
    2. A member must not initiate a grievance procedure in relation to a matter that is the subject of a disciplinary procedure until the disciplinary procedure has been completed.
  2. Parties must attempt to resolve the dispute

The parties to a dispute must attempt to resolve the dispute between themselves within 14 days of the dispute coming to the attention of each party.

  1. Appointment of mediator
    1. If the parties to a dispute are unable to resolve the dispute between themselves within the time required by Rule 28, the parties must within 10 days;
      • notify the Committee of the dispute; and
      • agree to or request the appointment of a mediator; and
      • attempt in good faith to settle the dispute by mediation.
    2. The mediator must be;
      • a person chosen by agreement between the parties; or
      • in the absence of agreement;
        •   if the dispute is between a member and another member; a person appointed by the Committee; or
        •   if the dispute is between a member and the Committee or the Club; a person appointed or employed by a recognised third party mediation provider.
  1. A mediator appointed by the Committee may be a member or former member of the Club but in any case must not be a person who;
    • has a personal interest in the dispute; or
    • is biased in favour of or against any party.
  2. Mediation process
    1. The mediator to the dispute, in conducting the mediation, must;
      • give each party every opportunity to be heard; and
      • allow due consideration by all parties of any written statement submitted by any party; and
      • ensure that natural justice is accorded to the parties throughout the mediation process.
    2. The mediator must not determine the dispute.
  1. Failure to resolve dispute by mediation

If the mediation process does not resolve the dispute, the parties may seek to resolve the dispute in accordance with the relevant Acts or Laws, or otherwise at law.

PART 4 — GENERAL MEETINGS OF THE CLUB

  1. Annual general meetings
    1. The Committee must convene an annual general meeting of the Club to be held within 5 months after the end of each financial year.
    2. The Committee may determine the date, time and place of the annual general meeting.
    3. The ordinary business of the annual general meeting is as follows;
    4. to confirm the minutes of the previous annual general meeting and of any special general meeting held since then
    5. to receive and consider
      • the annual report of the Committee on the activities of the Club during the preceding financial year
      • the financial statements of the Club for the preceding financial year submitted by the Committee in accordance with Part 7 of the Act
    6. to elect the members of the Committee
    7. to confirm or vary the amounts (if any) of the annual subscription and joining fee.
    8. The annual general meeting may also conduct any other business of which notice has been given in accordance with these Rules.
    9. A member is entitled to vote if;
      •   the member is a current financial member other than an introductory member or associate /honorary member; and
      • at least three months have elapsed since joining; and
      •   the member’s membership rights are not suspended for any reason.
    10. Voting by proxy is not permitted.
  2. Special general meetings
    1. Any general meeting of the Club, other than an annual general meeting or a disciplinary appeal meeting, is a special general meeting.
    2. The Committee may convene a special general meeting at its discretion.
    3. No business other than that set out in the notice under rule 34 may be conducted at the meeting.
    4. A member is entitled to vote if;
      • the member is a current financial member other than an introductory member or associate /honorary member; and
      • at least three months have elapsed since joining; and
      • the member’s membership rights are not suspended for any reason.
    5. Voting by proxy is not permitted.
  1. Special general meeting held at request of members
    1. The Committee must convene a special general meeting if a request to do so is made in accordance with 34.2 by at least 10% of members.
    2. A request for a special general meeting must:
      • be in writing; and
      • state the business to be considered at the meeting and any resolutions to be proposed; and
      • include the names and signatures of the members requesting the meeting; and
      • be given to the Secretary.
    3. If the Committee does not convene a special general meeting within one month after the date on which the request is made, the members making the request (or any of them) may convene the special general meeting.
    4. A special general meeting convened by members under sub-rule (3):
      • must be held within 3 months after the date on which the original request was made; and
      • may only consider the business stated in that request.
    5. The Club must reimburse all reasonable expenses incurred by the members convening a special general meeting under sub-rule (3).
    6. A member is entitled to vote if;
      • the member is a current financial member other than an introductory member or associate /honorary member; and
      • at least three months have elapsed since joining; and
      • the member’s membership rights are not suspended for any reason.
    7. Voting by proxy is not permitted.
  2. Notice of general meetings
    1. The Secretary (or, in the case of a special general meeting convened under Rule 34, the members convening the meeting) must give to each member of the Club:
      • at least 21 days’ notice of a general meeting if a special resolution is to be proposed at the meeting; or
      • at least 14 days’ notice of a general meeting in any other case.
    2. The notice must;
      • specify the date, time and place of the meeting; and
      • indicate the general nature of each item of business to be considered at the meeting; and
      • Include a call for written nominations for those Committee positions which are required to be filled; and
      • if a special resolution is to be proposed;
        •  state in full the proposed resolution; and
        •  state the intention to propose the resolution as a special resolution.
  1. This rule does not apply to a disciplinary appeal meeting.
  1. Use of technology
    1. Use of technology to facilitate attendance at any meeting is at the sole discretion of the Committee and would only be considered under extraordinary circumstances.
    2. Should the Committee make a decision to allow members to attend a meeting utilising technology (ie. not in person at a single venue), a member not physically present at a general meeting may be permitted to participate in the meeting by the use of technology that allows that member and the members present at the meeting to clearly communicate with each other.
    3. For the purposes of this Part, a member participating in a general meeting as permitted under 36.1 is taken to be present at the meeting and, if the member votes at the meeting, is taken to have voted in person.
  2. Quorum at general meetings
    1. No business may be conducted at a general meeting unless a quorum of members is present.
    2. The quorum for a general meeting is the presence (physically or as allowed under rule 36) of 10% of the members entitled to vote.
    3. If a quorum is not present within 30 minutes after the notified commencement time of a general meeting:
      • in the case of a meeting convened by, or at the request of, members under rule 33 the meeting must be dissolved;
      • in any other case;
        •            the meeting must be adjourned to a date not more than 21 days after the adjournment; and
        •            notice of the date, time and place to which the meeting is adjourned must be given at the meeting and confirmed by written notice given to all members as soon as practicable after the meeting.
  1. If a quorum is not present within 30 minutes after the time to which a general meeting has been adjourned under sub-rule (3)(b), the members present at the meeting (if not fewer than 3) may proceed with the business of the meeting as if a quorum were present.
  1. Adjournment of general meeting
    1. The Chairperson of a general meeting at which a quorum is present may, with the consent of a majority of members present at the meeting, adjourn the meeting to another time at the same place or at another place.
    2. Without limiting sub-rule (1), a meeting may be adjourned;
      • if there is insufficient time to deal with the business at hand; or
      • to give the members more time to consider an item of business.
    3. No business may be conducted on the resumption of an adjourned meeting other than the business that remained unfinished when the meeting was adjourned.
    4. Notice of the adjournment of a meeting under this rule is not required unless the meeting is adjourned for 14 days or more, in which case notice of the meeting must be given in accordance with rule 34.
  2. Voting at general meeting
    1. On any question arising at a general meeting;
      • subject to sub-rule (3), each member who is entitled to vote has one vote; and
      • members may vote personally; and
      • except in the case of a special resolution, the question must be decided on a majority of votes.
    2. If votes are divided equally on a question, the Chairperson of the meeting has a second or casting vote.
    3. If the question is whether or not to confirm the minutes of a previous meeting, only members who were present at that meeting may vote.
    4. Voting by proxy is not permitted.
    5. This rule does not apply to a vote at a disciplinary appeal meeting conducted under rule 25.
  3. Special resolutions

A special resolution is passed if not less than three quarters of the members voting at a general meeting vote in favour of the resolution.

  1. Determining whether resolution carried
    1. Subject to subsection (2), the Chairperson of a general meeting may, on the basis of a show of hands, declare that a resolution has been;
      • carried; or
      • carried unanimously; or
      • carried by a particular majority; or
      • lost

and an entry to that effect in the minutes of the meeting is conclusive proof of that fact.

  1. If a poll (where votes are cast in writing) is demanded by three or more members on any question;
    • the poll must be taken at the meeting in the manner determined by the Chairperson of the meeting; and
    • the Chairperson must declare the result of the resolution on the basis of the poll.
  2. A poll demanded on the election of the Chairperson or on a question of an adjournment must be taken immediately.
  3. A poll demanded on any other question must be taken before the close of the meeting at a time determined by the Chairperson.
  4. Voting by proxy is not permitted.
  1. Minutes of general meeting
    1. The Committee must ensure that minutes are taken and kept of each general meeting.
    2. The minutes must record the business considered at the meeting, any resolution on which a vote is taken and the result of the vote.
    3. In addition, the minutes of each annual general meeting must include:
      • the names of the members attending the meeting; and
      • the financial statements submitted to the members in accordance with Rule 32.3.b; and
      • the certificate signed by two committee members certifying that the financial statements give a true and fair view of the financial position and performance of the Club; and
      • any audited accounts and auditor’s report or report of a review accompanying the financial statements that are required under the Act.

PART 5 — COMMITTEE

Division 1 — Powers of Committee

  1. Role and powers
    1. The business of the Club must be managed by or under the direction of a Committee.
    2. The Committee may exercise all the powers of the Club except those powers that these Rules or the Act require to be exercised by general meetings of the members of the Club.
    3. The Committee may;
      • appoint and remove staff;
      • appoint and remove persons to act as the Club’s representative on external committees;
      • establish subcommittees consisting of members with terms of reference it considers appropriate.
    4. Delegation
      1. The Committee may delegate to a member of the Committee, a subcommittee, member or staff, any of its powers and functions other than;
        • this power of delegation; or
        • a duty imposed on the Committee by the Act or any other law.
      2. The delegation must be in writing and may be subject to the conditions and limitations the Committee considers appropriate.
      3. The Committee may, in writing, revoke a delegation wholly or in part.

Division 2 — Composition of Committee and duties of members

  1. Composition of Committee
    1. The Committee consists of the elected Officers of the Club;
      1. the Executive, comprising: a President;  two Vice-Presidents; a Secretary; an Assistant Secretary and a Treasurer; and
      2. up to 6 (six) ordinary members.
    2. All Committee members must be a member of Dogs Victoria.
    3. All Committee members must be elected under the Rules at Sections 55 and 56, notwithstanding casual vacancies, which may be filled on a temporary basis at the Committee’s discretion.
    4. A Membership Officer must be one of the committee members.
  2. Tenure of Office
    1. A President, one Vice President, Secretary, Assistant Secretary, Treasurer and 3 (three) ordinary members of the committee shall be elected at every annual general meeting to hold office for one year until the next annual general meeting but they will be eligible for re-election.
    2. One Vice President and 3 (three) ordinary members of the committee shall be elected to hold office for 2 (two) years.
    3. A casual vacancy in any office referred to in Rule 45.1.a may be filled by one of the ordinary committee members until the following annual general meeting.
    4. A casual vacancy in an ordinary committee position, referred to in Rule 45.1.b, may be filled by a member of the Club until the next annual general meeting.
  3. General Duties
    1. As soon as practicable after being elected or appointed to the Committee, each committee member must become familiar with these Rules and the Act.
    2. The Committee is collectively responsible for ensuring that the Club complies with the Act and that individual members of the Committee comply with these Rules.
    3. Committee members must exercise their powers and discharge their duties with reasonable care and diligence.
    4. Committee members must exercise their powers and discharge their duties;
      • in good faith in the best interests of the Club; and
      • for a proper purpose.
    5. Committee members and former committee members must not make improper use of;
      • their position; or
      • information acquired by virtue of holding their position

so as to gain an advantage for themselves or any other person or to cause detriment to the Club.

  1. In addition to any duties imposed by these Rules, a committee member must perform any other duties imposed from time to time by resolution at a general meeting.
  1. President and Vice-President
    1. Subject to sub-rule (2), the President or, in the President’s absence, one of the Vice-Presidents is the Chairperson for any general meetings and for any committee meetings.
    2. If the President and both the Vice-Presidents are absent, or are unable to preside, the Chairperson of the meeting must be;
      • in the case of a general meeting — a member elected by the other members present; or
      • in the case of a committee meeting — a committee member elected by the other committee members present.
    3. Secretary
      1. The Secretary must perform any duty or function required under the Act to be performed by the secretary of an incorporated association.
      2. The Secretary must;
        • keep custody of the common seal of the Club and, except for the financial records referred to in Rule 73.3, all books, documents and securities of the Club in accordance with Rules 75 and 78; and
        • subject to the Act and these Rules, provide members with access to the register of members, the minutes of general meetings and other books and documents; and
        • perform any other duty or function imposed on the Secretary by these Rules.
      3. The Secretary must give to the Registrar notice of his or her appointment within 14 days after the appointment.
    4. Treasurer
      1. The Treasurer must:
        • receive all moneys paid to or received by the Club and issue receipts when requested for those moneys in the name of the Club;
        • ensure that all moneys received are paid into the account of the Club within 10 working days after receipt;
        • make any payments authorised by the Committee or by a general meeting of the Club from the Club’s funds;
        • ensure cheques are signed by at least 2 committee members; and
        • ensure electronic payments are authorised by at least 2 committee members.
      2. The Treasurer must;
        • ensure that the financial records of the Club are kept in accordance with the Act; and
        • coordinate the preparation of the financial statements of the Club and their certification by the Committee prior to their submission to the annual general meeting of the Club.
      3. The Treasurer must ensure that at least one other committee member has access to the accounts and financial records of the Club.
    5. Membership Officer
      1. The Membership Officer must;
        • cause a register of members to be maintained in accordance with Rule 19; and
        • present a report detailing new membership applications at each committee meeting; and
        • subject to the Act and these Rules, assist the Secretary as requested to fulfill requirements under Rule 49.2.b to provide members with access to the register of members.

Division 3 — Election of Committee members and tenure of office

  1. Who is eligible to be a Committee member
    1. A member is eligible to be elected or appointed as a Committee member if the member;
      • is 18 years or over; and
      • A member of Dogs Victoria; and
      • is entitled to vote at a general meeting.
    2. Positions to be declared vacant
      1. This rule applies to all annual general meetings of the Club, after the annual report and financial statements of the Club have been received.
      2. The Chairperson of the meeting must declare all positions on the Committee vacant and hold elections for those positions in accordance with rules 54 to 57.
    3. Nominations
      1. Nomination of candidates for election as Officers of the Club or as ordinary members of the Committee:

(a)   Shall be made in writing in such form as the Committee shall prescribe, signed by one member of the Club 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 Club not less than 30 days before the date fixed for the holding of the annual general meeting.

  1. 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 subject to each nominee consenting to such nomination.
  2. The election of the Office Bearers and ordinary Members of the Committee shall be by ballot:
  1. cast by Members present at the Annual General Meeting and eligible to vote thereat,
  2. notwithstanding Clause 54.3.a, any Member who is entitled to vote at the Annual General Meeting, but unable to attend shall be entitled to apply to the Secretary for a postal vote.
  3. application for a postal vote must be in writing and lodged with the Secretary fourteen days prior to the Annual General meeting.
  4. within seven days the Secretary in the presence of the President and one other Committee member appointed by the Committee will forward an initialled ballot paper to each applicant and record their names.
  5. members to whom ballot papers are posted will under no circumstances be given a second ballot paper.
  6. completed ballot Papers are to be returned to the Returning officer or the Secretary in envelopes endorsed, “Ballot Papers”. These envelopes shall be handed (unopened) to the Returning Officer officiating at the poll.
  7. Election of Office Bearers (Executive) and Ordinary Committee Members.
    1. At the annual general meeting, separate elections must be held as per Rule 46.
    2. If only one member is nominated for the position, the Chairperson of the meeting must declare the member elected to the position.
    3. If more than one member is nominated, a ballot must be held in accordance with rule 56.
    4. On his or her election, the new President may take over as Chairperson of the meeting.
  8. Ballot
    1. If a ballot is required for the election for a position, the Chairperson of the meeting must appoint a member to act as returning officer to conduct the ballot.
    2. The returning officer must not be a member nominated for the position.
    3. Before the ballot is taken, each candidate may make a short speech in support of his or her election.
    4. The election must be by secret ballot.
    5. The returning officer must give a blank piece of paper to     each member present in person.
    6. If the ballot is for a single position, the voter must write on the ballot paper the name of the candidate for whom they wish to vote.
    7. If the ballot is for more than one position:
      • the voter must write on the ballot paper the name of each candidate for whom they wish to vote;
      • the voter must not write the names of more candidates than the number to be elected.
    8. Ballot papers that do not comply with sub-rule (7)(b) are not to be counted.
    9. Each ballot paper on which the name of a candidate has been written counts as one vote for that candidate.
    10. The returning officer must declare elected the candidate or, in the case of an election for more than one position, the candidates who received the most votes.
    11. If the returning officer is unable to declare the result of an election under sub-rule (10) because 2 or more candidates received the same number of votes, the returning officer must;
      • conduct a further election for the position in accordance with sub-rules (4) to (10) to decide which of those candidates is to be elected; or
      • with the agreement of those candidates, decide by lot which of them is to be elected.
    12. Term of office
      1. Subject to sub-rule (3) and rule 59, a committee member holds office until the positions of the Committee are declared vacant at the next annual general meeting.
      2. A committee member may be re-elected.
      3. A general meeting of the Club may;
        • by special resolution remove a committee member from office; and
        • elect an eligible member of the Club to fill the vacant position in accordance with this Division.
      4. A member who is the subject of a proposed special resolution under sub-rule (3)(a) may make representations in writing to the Secretary or President of the Club (not exceeding a reasonable length) and may request that the representations be provided to the members of the Club.
      5. The Secretary or the President may give a copy of the representations to each member of the Club or, if they are not so given, the member may require that they be read out at the meeting at which the special resolution is to be proposed.
    13. Vacation of office
      1. A committee member may resign from the Committee by written notice addressed to the Committee.
      2. A person ceases to be a committee member if he or she;
        • ceases to be a member of the Club; or
        • fails to attend 3 consecutive committee meetings (other than special or urgent committee meetings) without leave of absence under rule 70; or
        • otherwise ceases to be a committee member by operation of Section 78 of the Act.
      3. Filling casual vacancies
        1. The Committee may appoint an eligible member of the Club to fill a position on the Committee that;
          • has become vacant under rule 58; or
          • was not filled by election at the last annual general meeting.
        2. If the position of Secretary becomes vacant, the Committee must appoint a member to the position within 14 days after the vacancy arises.
        3. Rule 59 applies to any committee member appointed by the Committee under sub-rule (1) or (2).
        4. The Committee may continue to act despite any vacancy in its membership.

Division 4 — Meetings of Committee

  1. Meetings of Committee
    1. The Committee will normally meet monthly from January to December each year at the dates, times and places determined by the Committee.
    2. The date, time and place of the first committee meeting must be determined by the members of the Committee as soon as practicable after the annual general meeting of the Club at which the members of the Committee were elected.
    3. Special committee meetings may be convened by the President or by any 4 members of the Committee.
    4. The Committee may decide to conduct any meeting remotely utilising streaming technology.
  2. Notice of meetings
    1. Notice of each committee meeting must be given to each committee member no later than 7 days before the date of the meeting.
    2. Notice may be given of more than one committee meeting at the same time.
    3. The notice must state the date, time and place of the meeting.
    4. If a special committee meeting is convened, the notice must include the general nature of the business to be conducted.
    5. The only business that may be conducted at the meeting is the business for which the meeting is convened.
  3. Extraordinary meetings
    1. A meeting can be held without notice being given in accordance with rule 61 provided that as much notice as practicable is given to each committee member by the quickest means practicable.
    2. Any resolution made at the meeting must be passed by an absolute majority of the Committee.
    3. The only business that may be conducted at an extraordinary meeting is the business for which the meeting is convened.
  4. Procedure and order of business
    1. The procedure to be followed at a meeting of a Committee may be determined from time to time by the Committee.
    2. The order of business may be determined by the members present at the meeting.
  5. Use of technology
    1. A committee member who is not physically present at a committee meeting may participate in the meeting by the use of streaming technology that allows that committee member and the committee members present at the meeting to clearly communicate with each other.
    2. For the purposes of this Part, a committee member participating in a committee meeting as permitted under sub-rule (1) is taken to be present at the meeting and, if the member votes at the meeting, is taken to have voted in person.
  6. Quorum
    1. No business may be conducted at a Committee meeting unless a quorum is present.
    2. The quorum for a committee meeting is the presence (in person or as allowed under rule 64) of 50% of the committee members holding office.
    3. If a quorum is not present within 30 minutes after the notified commencement time of a committee meeting;
      • in the case of a special meeting — the meeting lapses;
      • in any other case — the meeting must be adjourned to a date no later than 14 days after the adjournment and notice of the time, date and place to which the meeting is adjourned must be given in accordance with rule 61.
    4. Voting
      1. On any question arising at a committee meeting, each committee member present at the meeting has one vote.
      2. A motion is carried if a majority of committee members present at the meeting vote in favour of the motion.
      3. Sub-rule (2) does not apply to any motion or question which is required by these Rules to be passed by an absolute majority of the Committee.
      4. If votes are divided equally on a question, the Chairperson of the meeting has a second or casting vote.
      5. Voting by proxy is not permitted.
    5. Conflict of interest
      1. A committee member who has a material personal interest in a matter being considered at a committee meeting must disclose the nature and extent of that interest to the Committee.
      2. The member;
        • must not be present while the matter is being considered at the meeting; and
        • must not vote on the matter.
      3. This rule does not apply to a material personal interest;
        • that exists only because the member belongs to a class of persons for whose benefit the Club is established; or
        • that the member has in common with all, or a substantial proportion of, the members of the Club.
      4. Minutes of meeting
        1. The Committee must ensure that minutes are taken and kept of each committee meeting.
        2. The minutes must record the following;
          • the names of the members in attendance at the meeting;
          • the business considered at the meeting;
          • any resolution on which a vote is taken and the result of the vote;
          • any material personal interest disclosed under rule 67.
  1. Leave of absence
    1. The Committee may grant a committee member leave of absence from committee meetings for a period not exceeding 3 months.
    2. The Committee must not grant leave of absence retrospectively unless it is satisfied that it was not feasible for the committee member to seek the leave in advance.

PART 6 — FINANCIAL MATTERS

  1. Source of funds

The funds of the Club may be derived from joining fees, annual subscriptions, donations, fund-raising activities, grants, interest and any other sources approved by the Committee.

  1. Management of funds
    1. The Club must maintain an account with a financial institution from which all expenditure of the Club is made and into which all of the Club’s revenue is deposited.
    2. Subject to any restrictions imposed by a general meeting of the Club, the Committee may approve expenditure on behalf of the Club.
    3. All cheques, drafts, bills of exchange, promissory notes and other negotiable instruments must be signed by 2 committee members. All electronic transfers must be authorised by two committee members.
    4. All funds of the Club must be deposited into the financial account of the Club no later than 10 working days after receipt.
    5. With the approval of the Committee, the Treasurer may maintain a cash float provided that all money paid from or paid into the float is accurately recorded at the time of the transaction.
    6. With the approval of the Committee, the Treasurer may provide a cash float to another Committee member, or other person duly approved by the Committee, for specified purposes to achieve the aims and objectives of the Club.
  2. Financial records
    1. The Club must keep financial records that:
      • correctly record and explain its transactions, financial position and performance; and
      • enable financial statements to be prepared as required by the Act.
    2. The Club must retain the financial records for 7 years after the transactions covered by the records are completed.
    3. The Treasurer must keep in his or her custody, or under his or her control:
      • the financial records for the current financial year; and
      • any other financial records as authorised by the Committee.
    4. Financial statements
      1. For each financial year, the Committee must ensure that the requirements under the Act relating to the financial statements of the Club are met.
      2. Without limiting sub-rule (1), those requirements include:
        • the preparation of the financial statements;
        • if required, the review or auditing of the financial statements;
        • the certification of the financial statements by the Committee;
        • submission of the financial statements to the annual general meeting of the Club;
        • the lodgement with the Registrar of the financial statements and accompanying reports, certificates, statements and fee.

PART 7 — GENERAL MATTERS

  1. Common seal
    1. The Club may have a common seal.
    2. If the Club has a common seal;
      • the name of the Club must appear in legible characters on the common seal;
      • a document may only be sealed with the common seal by the authority of the Committee and the sealing must be witnessed by the signatures of two committee members;
      • the common seal must be kept in the custody of the Secretary.
    3. Registered address

The registered address of the Club is:

  • the address determined from time to time by resolution of the Committee; or
  • if the Committee has not determined an address to be the registered address; the postal address of the Secretary.
  1. Notice requirements
    1. Any notice required to be given to a member or a committee member under these Rules may be given;
      • by handing the notice to the member personally; or
      • by sending it by post to the member at the address recorded for the member on the register of members; or
      • by email.
    2. Sub-rule (1) does not apply to notice given under rule 62.
    3. Any notice required to be given to the Club or the Committee may be given:
      • by handing the notice to a member of the Committee; or
      • by sending the notice by post to the registered address; or
      • by leaving the notice at the registered address; or
      • by email to the email address of the Club or the Secretary.
  1. Custody and inspection of books and records
    1. Members may on request inspect free of charge:
      • the register of members (name, class of membership, date joined);
      • the minutes of general meetings;
      • subject to sub-rule (2), the financial records, books, securities and any other relevant document of the Club, including minutes of Committee meetings.
    2. The Committee may refuse to permit a member to inspect records of the Club that relate to confidential, personal, address and contact details, employment, commercial or legal matters or where to do so may be prejudicial to the interests of the Club.
    3. The Committee must on request make copies of these rules available to members and applicants for membership free of charge.
    4. Subject to sub-rule (2), a member may make a copy of any of the other records of the Club referred to in this rule and the Club may charge a reasonable fee for provision of a copy of such a record.
    5. For purposes of this rule;

relevant documents means the records and other documents, however compiled, recorded or stored, that relate to the incorporation and management of the Club and includes the following;

  • its membership records (name, membership class, date joined), but excludes items listed in 77.2;
  • its financial statements;
  • its financial records;
  • records and documents relating to transactions, dealings, business or property of the Club.
  1. Winding up and cancellation
    1. The Club:
      • may be wound up voluntarily by special resolution.
      • must be wound up if the number of members entitled to vote at three consecutive meetings (general or any other meeting of the Club) is less than 5.
    2. In the event of the winding up or the cancellation of the incorporation of the Club, the surplus assets of the Club must not be distributed to any members or former members of the Club.
    3. Subject to the Act and any court order made under section 133 of the Act, the surplus assets must be given to a body that has similar purposes to the Club and which is not carried on for the profit or gain of its individual members.
    4. The body to which the surplus assets are to be given must be decided by special resolution.
  2. Alteration of Rules

These Rules may only be altered by special resolution of a general meeting of the Club.