Club Constitution
YASS VALLEY CRUISERS CONSTITUTION
1. NAME OF CLUB AND ABBREVIATION
1.1 The Club shall be called “YASS VALLEY CRUISERS INCORPORATED” and such name shall not be changed without the concurrence of 80% of the financial members present at a general or annual general meeting of which 14 days notice shall be given.
1.2 Not withstanding the above, the Executive Committee shall have the power to authorise abbreviations “YVC.” for example, on plaques, medals or badges as shall be necessary in any special case.
2. INTERPRETATION – MASCULINE / FEMININE, SINGULAR / PLURAL
2.1 In this Constitution, except where the subject matter requires a different interpretation, “Club” means “YASS VALLEY CRUISERS INCORPORATED”, “the Committee” means “the Executive Committee of the YASS VALLEY CRUISERS INCORPORATED”, as set out in the relevant sections of this Constitution. “Member” shall mean and
include every member who has paid all monies due and payable under these rules. The masculine shall be taken to include feminine, the singular shall be taken to include plural. The Act” means the
“Associations Incorporation Act 1985”.
3. POWERS OF ASSOCIATION
3.1 The Association shall have the powers conferred by section 25 of the Act.
4. CLUB OBJECTS AND AIMS
4.1 To promote interest in and use of Club vehicles (see parts 23.1 and 23.2), to promote the preservation, restoration and use of vehicles of historic significance and integrity and to support the use of legally registered modified vehicles.
4.2 To promote, foster and conduct motor sports generally in all its branches.
4.3 To promote friendship and sportsmanship among all members of the Club.
4.4 To form registers or other groupings of members with common interests within the club.
4.5 To promote and hold competitions, meetings and tournaments and to offer, give and contribute towards prizes, medals and awards for drivers and their crews.
4.6 To encourage those who use the roads to become more proficient and courteous.
4.7 To arrange to be given (by experts where possible) driving, navigation, vehicle maintenance, safety and general interest lectures to members and (non-members where so decided) so that all may become more skilful in, more devoted to, and more understanding of sport and motoring in general.
4.8 To promote social activities within the Club.
4.9 To be a non-profit making organisation. Accumulated surplus funds are to be used for the requirements of the Club and be used at the Executive Committees’ discretion for the betterment of the Club.
5. CLUB COLOURS AND CLOTHING
5.1 The Club colours shall be Black and Grey.
5.2 The Club shall have a logo and clothing approved by the membership.
5.3 Partners of members and their family members can wear Club clothing.
6. MEMBERSHIP
6.1 Members must be nominated by a current financial member, and only accepted as a full member after a majority vote at a regular monthly club meeting, and membership fees paid in full.
6.2 Associate Membership shall be open to any person who is the wife, partner or child of a YVC member. His Club number will be the Member’s number with a suffix starting with “A” then “B” etc.
6.3 Associate Membership shall be in two sections, 18 or more years of age, and under 18 years of age as of the First of February in the Club year.
6.4 Fee for part year membership. A person joining between 1 Jan and 30 October will pay the described 12 month fee. A person joining between 1 November and 30 December will pay half the described 12 month fee. A person joining after 1 January will pay the full described 12 month fee and their member ship will expire on 31 January of the following year.
6.5 Subscriptions will fall due on 1st February of any year.
6.6 The YVC will not send out renewal notices.
6.7 The grace period for payment of subscriptions ends at midnight on the day of the Annual General meeting and all the rights and privileges afforded to YVC members are available to midnight on the
day of the Annual General meeting.
6.8 Any member whose subscription remains unpaid after midnight on 30 June shall be deemed to have resigned. In such a case he shall not be permitted to hold office, vote or compete in any Club competition and if the member has a vehicle on a club conditional registration scheme the DPTI (Department of Planning, Transport and Infrastructure and its successors) will be advised and DPTI and its successors, will cancel the registration of the vehicle.
6.9 Applications for membership and renewal of membership shall be in writing and shall be in such form as shall be determined by the Executive Committee.
7. RESIGNATIONS FROM THE CLUB
7.1 Any member may resign his membership, position on the Executive Committee or Non Executive club position by giving notice in writing to the Executive Committee.
8. EXPULSION FROM THE CLUB
8.1 Should the conduct of any member be, in the opinion of the Executive Committee, injurious to the character of the Club or its members, the Secretary shall call a meeting of the Executive Committee to consider the conduct of such member and may invite him to attend and show cause why his membership shall not be terminated. If a two-thirds majority of the Executive Committee vote for the expulsion of such member, the member shall be expelled.
8.2 Any member so expelled shall have the right to appeal to a General or Annual General meeting when a majority of those member’s present and voting, shall vote in confirmation or otherwise of the
Executive Committee’s decision.
9. LINES OF COMMAND AND ELECTION OF OFFICERS
9.1 The management and general conduct of the Club shall be vested in a body known as the Executive Committee. The Executive Committee shall consist of the following officers:-
The President,
The Vice President,
The Secretary,
The Treasurer,
The Assistant Treasurer,
The Southern Motoring Association Reprenstative
The Events’ Manager
The Club Registrar
9.2 The Executive Committee shall have the power to make decisions in respect to management, policy and finance. Any decision made to spend more than $500.00 of the Club’s funds for any single purpose shall be confirmed by the Club at a General or Annual General meeting.
9.3 The Executive Committee of the Club can be assisted by all or any of the Non Executive Officers listed below;
Social Secretary
Assistant Social Secretary
Assistant Events’ Coordinator
Public Relations Officer
Editor
Club Historic Vehicle Registration Registrar
Property Officer
Web Master
9.4 Office bearers shall be elected at the Annual General Meeting or at a General Meeting when resignation makes it necessary.
9.5 All office bearers shall hold office until the next Annual General Meeting.
9.6 All officers who retire at an Annual General Meeting are eligible for re-election.
9.7 Executive Committee Officers can hold only one Executive Committee Position.
9.8 Executive Committee Officers can hold one or more Non Executive Office positions.
9.9 A Non Executive Officer can hold one or more Non Executive Officer positions.
9.10 Non Executive Officers can attend Executive Committee meetings but do not have a vote.
10. DUTIES OF OFFICERS
10.1 THE PRESIDENT; The President shall oversee the running of all aspects of the Club and chair all meetings when he is present. He shall prepare a report for each copy of Cam-torque and present an annual report of the Clubs activities at the Annual General Meeting.
10.2 VICE PRESIDENT; The Vice President is to act as an assistant to the President, work under his direction and carry out the duties of the President in his absence.
10.3 THE SECRETARY; The Secretary shall convene all meetings, conduct the correspondence of the Club, including the correspondence pertaining to the competitions, and work in close collaboration with the Events’ Manager in these matters. He shall keep a complete list of members together with their addresses and date of election.
10.4 THE TREASURER; The Treasurer shall collect all subscriptions and other monies due and payable to the Club and immediately give an official receipt for them. He can retain a sum of money as petty cash at the Executive Committees discretion and all other monies are to be banked in the Club Bank Account as soon as practicable. He shall keep correct account books of monies collected and paid and shall report at General Meetings regarding the financial position. He shall prepare a balance sheet and Audited financial statement for the club’s financial year and submit same to the
Annual General Meeting of the following year.
10.5 THE EVENTS’ COORDINATOR. The Events’ Coordinator shall have an oversight of all events conducted by the FOCC and give ample notice to the Committee of the nature and amount of preliminary work necessary to any forthcoming event. If the organiser of the event is not available the Events’ Coordinator shall report at General Meetings on any event held since the preceding general meeting. If the organiser of a forthcoming event is not available, the Events’ Coordinator shall report at General Meetings on future event(s).
10.6 ASSISTANT EVENTS’ COORDINATOR; The Assistant Events’ Coordinator is to act as assistant to the Events’ Coordinator, work under his direction and carry out the duties of the Events’ Coordinator in his absence.
10.7 MINUTE SECRETARY; The Minute Secretary shall record the minutes of all properly convened meetings, which minutes shall be submitted to the next meeting for confirmation. He shall assist the Secretary with his duties where possible and shall act for the Secretary in his absence. He shall record such other information as shall be directed by the Executive Committee.
10.8 SOCIAL SECRETARY; The Social Secretary shall be in charge of social activities and catering arrangements and shall submit a statement to the Treasurer of monies expended on social activities. He shall also endeavour to meet new members and generally make them welcome to the Club.
10.9 ASSISTANT SOCIAL SECRETARY; The Assistant Social Secretary is to act as assistant to the Social Secretary, work under his direction and carry out the duties of the Social Secretary in his absence.
10.10 EDITOR; The Editor shall cause to be published notices of meetings and forthcoming events and shall endeavour at every opportunity to promote the interests of the Club. He shall edit all material received for publication and liaise with the Publisher in the production of the Clubs’ official magazine, “Camtorque”.
10.11 PUBLISHER; The Publisher shall in collaboration with the Editor cause to be printed and published the Club Camtorque magazine detailing all relevant news of Club affairs. This magazine can be in hard copy and electronic forms.
10.12 PUBLIC RELATIONS OFFICER; The Public Relations Officer shall liaise with the press, other clubs and organisations, for the attainment of the clubs objectives. is affiliated. He shall report on such attendance at General Meetings of the Club.
10.13 CLUB Historic vehicle registrar; He shall operate under the Roads and Maritime services (RMS),
(and its successors) rules and regulations for the registration of Club vehicles (see parts 23.1 and 23.2).
10.14 PROPERTY OFFICER; He shall keep a list of Club assets and arrange the safe keeping of
such assets.
10.15 WEB MASTER: The Web Master shall set up and maintain the FOCC Web Site under the
direction of the Executive Committee.
10.16 PUBLIC OFFICER; The Public Officer shall;
10.16.1 Promptly do such things and sign and execute such other documents as are from time to
time prescribed by law.
10.16.2 Forthwith notify the Secretary of any documents and process delivered to or served on him
and of any other matters affecting the Club coming to his knowledge in his capacity as Public Officer
10.16.3 Take such steps in any proceedings and sign such documents as he is required to do by the
Executive Committee.
10.17.4 Attend any meeting of the Executive Committee, Annual General or General meeting of the
Club which the Secretary requests him to attend.
10.16.5 Subject to law, act under the direction of the Executive Committee in the execution of the
duties of Public Officer.
11. NOMINATIONS FOR EXECUTIVE COMMITTEE OR NON EXECUTIVE OFFICER POSITIONS
11.1 All candidates for office must be financial members of the Club at the time of nomination for
office.
11.2 Members can be nominated as office bearers at the Annual General meeting or General
meeting when resignation makes it necessary.
11.3 In the event of more than one candidate being nominated for any particular office, the election
shall be conducted by ballot. The candidate receiving the greatest number of votes will be deemed
elected, and in the event of an equal number of votes being cast, the chairman shall exercise the
casting vote.
12. POOR ATTENDANCE OR ACHIEVEMENT OF COMMITTEE OFFICERS
12.1 If any member of the Executive Committee fails to attend three consecutive Executive
Committee meetings or three consecutive General meetings without first having obtained leave of
absence, his resignation may be deemed to have been received and accepted by the Club.
12.2 Where the resignation takes effect under this rule, the Committee member concerned shall not
be eligible for re-election to his former or any other office before the next Annual General meeting.
12.3 Should it appear to the Executive Committee that any officer is not properly performing his
duties, the Executive Committee may by a special resolution declare such office to be vacant,
provided that any officer so removed shall have the right of appeal that must be lodged with the
President of the YVC within seven days of receiving the dismissal notice. The appeal shall be heard
at an Annual General or General meeting. If there is a two-thirds majority vote in confirmation of the
Executive Committees’ decision, that decision shall be binding. The member removed from office
under this rule shall not be eligible for re-election to his former or any office before the next Annual
General meeting
13. QUORUMS
13.1 Ten members or 50% of members, whichever is the lesser, shall be a quorum for all General
Meetings of the Club and shall be three members for all meetings of the Executive Committee.
14. RULES FOR EXECUTIVE COMMITTEE OFFICERS
14.1 The Executive Committee shall have sole control of all the monies of the Club subject to
approval by a General or Annual General meeting of the Club to authorize spending over a $500.00
limit.
14.2 The Chairman shall have ultimate authority on every point of order provided such exercise of
authority is consistent with this constitution.
14.3 At Executive Committee meetings, each officer shall be entitled to one vote with the exception
of the Chairman, who shall have a casting vote as well as a deliberate vote.
14.4 The Chairman shall also be entitled to a casting vote at general meetings.
14.5 A member of the Club who has interests (financial or otherwise) in any contract or arrangement
made or proposed with the YVC shall disclose that interest at the first meeting of the Executive
Committee in which the contract or arrangement is first announced. If the person is not at the
Executive Committee meeting, he should advise an Executive Committee member within 5 days of
receiving the minutes of the Executive Committee meeting at which the contract or arrangement was
first reported.
14.6 If a member of the Club becomes interested (financially or otherwise) in a contract or
arrangement after it is made or entered into, the member shall disclose that interest to the first
meeting of the committee after becoming so interested.
14.7 No member of the Executive Committee shall vote as a member of the Executive Committee in
respect of any contract or arrangement in which that member has a financial or otherwise interest.
15. DISQUALIFICATION OF EXECUTIVE COMMITTEE AND NON EXECUTIVE OFFICERS OF
THE CLUB.
15.1 The office of an Executive Committee Officer or a Non Executive Officer shall become vacant if
the Executive Committee Officer or a Non Executive Officer is,
15.1.1 disqualified from being an Executive Committee Officer or a Non Executive Officer by the Act
(becomes bankrupt or applies to take advantage of any law relating to bankrupt or insolvent creditors
or compounds with his or her creditors),
15.1.2 deceased or permanently incapacitated by ill health,
15.1.3 no longer a resident of the Yass region,
15.1.4 expelled from Membership of the Club under this constitution,
16. GENERAL MEETINGS
16.1 General Meetings of the Club shall be held on the first Wednesday of the month in Jan, Feb, Apr,
May, Jun, Jul, Aug, Sep, Oct, Nov, and December.
16.2 The Chairman of any General Meeting shall be the President or the Vice President or in their
absence, a member of the Executive Committee whom the meeting shall elect.
16.3 The minutes of any General Meeting shall be open to any member on giving one weeks notice
to the Secretary.
17. EXECUTIVE COMMITTEE MEETINGS
17.1 The Executive Committee shall meet at such times as considered necessary.
17.2 All Executive Committee members and all Non Executive Officers should be advised of the time
and place of the meeting.
17.3 The Executive Committee shall have the power to make and publish any Management Rules for
the management and control of the Club.
17.4 The Executive Committee shall have the power to pass rules and make regulations for the
conduct and control of any trial, gymkhana or speed event or other events provided that such rules
and regulations shall not be inconsistent with this Constitution or with the Constitution and Rules of
any controlling body with which this Club is affiliated.
17.5 The Executive Committee shall have the power to invite any other person to attend Committee
Meetings who may be of assistance to them in a professional and technical or skilled manner for his
advice and guidance thereon, provided that such person shall not be entitled to a vote on the
Committee.
18. ANNUAL GENERAL MEETING
18.1 The Annual General Meeting will be held on the first Wednesday of the month in February.
18.2 The Chairman of the Annual General Meeting will be the President of the Club or in his absence
the next person in the list under Lines of Command and Election of Officers in Part 9 of this
constitution.
18.3 Form of the Meeting;
Open Meeting.
Call for Apologies
Reports on activities in the preceding financial year of the club by :-
The President including social and competitive highlights and
The Treasurer covering the Club’s financial situation.
18.4 The Annual General meeting then continues with the General meeting format. At the end of the
General meeting format the Chairman then declares all positions vacant and carries out the election
of the new officers as required.
18.5 All officers of the club serve from one Annual General meeting to the next Annual General
meeting.
18.6 The Annual General meeting minutes of any year are confirmed or corrected and confirmed at
the April General meeting.
19. PROXY VOTING
19.1 No proxies shall be allowed at any meetings.
20. FINANCIAL YEAR OF THE CLUB
20.1 The financial year of the Club shall be from the First of January to the Thirty First of December,
of each calendar year.
21. CLUB MONIES ETC.
21.1 All monies received by and on behalf of the Club shall be paid into the Club’s banking account.
21.2 All cheques and/or withdrawal forms drawn on the Club’s banking account, are to be signed by
any two of the following :-
The President, the Secretary, or the Treasurer.
21.3 All cheques, money orders or postal notes requiring endorsement shall be signed by the
Treasurer or the Secretary.
21.4 A General or Annual General meeting of the club may authorise the Committee to invest a sum
of money, for up to 3 years. A decision made at a General or Annual General meeting would be
required to terminate the investment earlier than the original term expiry date.
21.5 The Club can make, draw, accept, endorse, execute and issue bills of exchange, debentures
and other negotiable and transferable instruments.
21.6 The Club can borrow, raise or secure payment of money in such manner as the Club shall think
fit and in particular by the issue of bonds, bills of exchange, promissory notes, securities, mortgages
or debentures charged upon all or any part of the Club’s property and to purchase, redeem or pay off
any such securities.
21.7 The Club can purchase, hire, make or provide and maintain all kinds of vehicles, furniture,
implements, tools, machinery, books, periodicals and stationary and all other things required or which
may be deemed necessary or convenient for any of the purposes of the Club.
21.8 To purchase, take on lease, or exchange, hire, or otherwise acquire any real and personal
property which may be deemed necessary or convenient for any of the purposes of the Club.
21.9 To construct, maintain or alter any buildings or works necessary or convenient for any of the
purposes of the Club.
21.10 To take any gift of property whether subject to any special trust or not for any one or more of
the objects of the Club.
21.11 To take such steps by personal approach, written appeals, public meetings or otherwise, as
may from time to time be deemed expedient for the purpose of procuring contributions to the funds of
the Club, whether by way of donations, sponsorships, subscriptions or otherwise.
22. CLUB PROPERTY AND ASSETS
22.1 The Property Officer shall keep an accurate record of all Club property and its whereabouts at
any time. He shall also see that such equipment or property is kept in good order and not abused.
22.2 Any equipment being used on loan to members shall be properly signed for by the borrower and
he shall see that such equipment is returned by the borrower as soon as possible.
22.3The loss or damage of any equipment is to be replaced or repaired or paid for by the borrower.
22.4 The Executive Committee shall report to the General Meeting the loss of equipment and will also
report to the General Meeting new additions of equipment so that members are aware of the facilities
for their use.
22.5 Any member wishing to have the loan of any such equipment shall apply to the Property Officer.
23. CLUB VEHICLES
23.1 Open to all vehicles built before 1980, that are fitted with steel front and rear bumper bars.
Vehicles can be either standard or modified
23.2 Other Club Accepted Vehicles :- These are vehicles which may be approved from time to time
by the Executive Committee. Such approval may only be granted to a specific vehicle on application
in writing by the member, or prospective member, who is the bona fide owner. The application shall
state the reason for the request. Approval shall lapse on sale of the vehicle or resignation of the
member. Precedent shall not be a valid reason under this clause.
24. THE SEAL.
24.1 The Club shall have a Common Seal upon which its corporate name shall appear in legible
characters.
24.2 The Seal shall not be used without the express authorization of the Executive Committee and
every use of the Seal shall be recorded in the Executive Committee minute book. The affixing of the
seal shall be witnessed by the President or Public Officer.
25. PROHIBITION AGAINST SECURING PROFITS FOR MEMBERS
25.1 The assets and income of the Club shall be applied exclusively to the promotion of its objects
and purposes and no portion shall be paid or distributed directly or indirectly to members of the Club
unless as a reasonable payment for services to the Club.
25. ALTERATION TO THE CONSTITUTION
26.1 All or any of the rules of this constitution may be added to, altered, amended or annulled at any
General or Annual General meeting, provided that 28 days notice of such amendment shall have
been given to the club by publishing the information in the club magazine.
26.2 Propositions to pass new rules or to amend existing rules shall be put in the form of a resolution
at the meeting. Such resolution must be carried by a three-fourths majority of the members present
and voting.
27. DISSOLUTION
27.1 The Club should not be dissolved except by a motion to that effect made in a manner provided
for in the Act, passed by three-quarters of the financial members present and voting at a General
Meeting or the AGM.
27.2 In the event of such dissolution being passed the funds and assets (after payment of liabilities)
may be handed over to any other not-for-profit association which promotes motoring, as may be
decided by the Executive Committee.
1. NAME OF CLUB AND ABBREVIATION
1.1 The Club shall be called “YASS VALLEY CRUISERS INCORPORATED” and such name shall not be changed without the concurrence of 80% of the financial members present at a general or annual general meeting of which 14 days notice shall be given.
1.2 Not withstanding the above, the Executive Committee shall have the power to authorise abbreviations “YVC.” for example, on plaques, medals or badges as shall be necessary in any special case.
2. INTERPRETATION – MASCULINE / FEMININE, SINGULAR / PLURAL
2.1 In this Constitution, except where the subject matter requires a different interpretation, “Club” means “YASS VALLEY CRUISERS INCORPORATED”, “the Committee” means “the Executive Committee of the YASS VALLEY CRUISERS INCORPORATED”, as set out in the relevant sections of this Constitution. “Member” shall mean and
include every member who has paid all monies due and payable under these rules. The masculine shall be taken to include feminine, the singular shall be taken to include plural. The Act” means the
“Associations Incorporation Act 1985”.
3. POWERS OF ASSOCIATION
3.1 The Association shall have the powers conferred by section 25 of the Act.
4. CLUB OBJECTS AND AIMS
4.1 To promote interest in and use of Club vehicles (see parts 23.1 and 23.2), to promote the preservation, restoration and use of vehicles of historic significance and integrity and to support the use of legally registered modified vehicles.
4.2 To promote, foster and conduct motor sports generally in all its branches.
4.3 To promote friendship and sportsmanship among all members of the Club.
4.4 To form registers or other groupings of members with common interests within the club.
4.5 To promote and hold competitions, meetings and tournaments and to offer, give and contribute towards prizes, medals and awards for drivers and their crews.
4.6 To encourage those who use the roads to become more proficient and courteous.
4.7 To arrange to be given (by experts where possible) driving, navigation, vehicle maintenance, safety and general interest lectures to members and (non-members where so decided) so that all may become more skilful in, more devoted to, and more understanding of sport and motoring in general.
4.8 To promote social activities within the Club.
4.9 To be a non-profit making organisation. Accumulated surplus funds are to be used for the requirements of the Club and be used at the Executive Committees’ discretion for the betterment of the Club.
5. CLUB COLOURS AND CLOTHING
5.1 The Club colours shall be Black and Grey.
5.2 The Club shall have a logo and clothing approved by the membership.
5.3 Partners of members and their family members can wear Club clothing.
6. MEMBERSHIP
6.1 Members must be nominated by a current financial member, and only accepted as a full member after a majority vote at a regular monthly club meeting, and membership fees paid in full.
6.2 Associate Membership shall be open to any person who is the wife, partner or child of a YVC member. His Club number will be the Member’s number with a suffix starting with “A” then “B” etc.
6.3 Associate Membership shall be in two sections, 18 or more years of age, and under 18 years of age as of the First of February in the Club year.
6.4 Fee for part year membership. A person joining between 1 Jan and 30 October will pay the described 12 month fee. A person joining between 1 November and 30 December will pay half the described 12 month fee. A person joining after 1 January will pay the full described 12 month fee and their member ship will expire on 31 January of the following year.
6.5 Subscriptions will fall due on 1st February of any year.
6.6 The YVC will not send out renewal notices.
6.7 The grace period for payment of subscriptions ends at midnight on the day of the Annual General meeting and all the rights and privileges afforded to YVC members are available to midnight on the
day of the Annual General meeting.
6.8 Any member whose subscription remains unpaid after midnight on 30 June shall be deemed to have resigned. In such a case he shall not be permitted to hold office, vote or compete in any Club competition and if the member has a vehicle on a club conditional registration scheme the DPTI (Department of Planning, Transport and Infrastructure and its successors) will be advised and DPTI and its successors, will cancel the registration of the vehicle.
6.9 Applications for membership and renewal of membership shall be in writing and shall be in such form as shall be determined by the Executive Committee.
7. RESIGNATIONS FROM THE CLUB
7.1 Any member may resign his membership, position on the Executive Committee or Non Executive club position by giving notice in writing to the Executive Committee.
8. EXPULSION FROM THE CLUB
8.1 Should the conduct of any member be, in the opinion of the Executive Committee, injurious to the character of the Club or its members, the Secretary shall call a meeting of the Executive Committee to consider the conduct of such member and may invite him to attend and show cause why his membership shall not be terminated. If a two-thirds majority of the Executive Committee vote for the expulsion of such member, the member shall be expelled.
8.2 Any member so expelled shall have the right to appeal to a General or Annual General meeting when a majority of those member’s present and voting, shall vote in confirmation or otherwise of the
Executive Committee’s decision.
9. LINES OF COMMAND AND ELECTION OF OFFICERS
9.1 The management and general conduct of the Club shall be vested in a body known as the Executive Committee. The Executive Committee shall consist of the following officers:-
The President,
The Vice President,
The Secretary,
The Treasurer,
The Assistant Treasurer,
The Southern Motoring Association Reprenstative
The Events’ Manager
The Club Registrar
9.2 The Executive Committee shall have the power to make decisions in respect to management, policy and finance. Any decision made to spend more than $500.00 of the Club’s funds for any single purpose shall be confirmed by the Club at a General or Annual General meeting.
9.3 The Executive Committee of the Club can be assisted by all or any of the Non Executive Officers listed below;
Social Secretary
Assistant Social Secretary
Assistant Events’ Coordinator
Public Relations Officer
Editor
Club Historic Vehicle Registration Registrar
Property Officer
Web Master
9.4 Office bearers shall be elected at the Annual General Meeting or at a General Meeting when resignation makes it necessary.
9.5 All office bearers shall hold office until the next Annual General Meeting.
9.6 All officers who retire at an Annual General Meeting are eligible for re-election.
9.7 Executive Committee Officers can hold only one Executive Committee Position.
9.8 Executive Committee Officers can hold one or more Non Executive Office positions.
9.9 A Non Executive Officer can hold one or more Non Executive Officer positions.
9.10 Non Executive Officers can attend Executive Committee meetings but do not have a vote.
10. DUTIES OF OFFICERS
10.1 THE PRESIDENT; The President shall oversee the running of all aspects of the Club and chair all meetings when he is present. He shall prepare a report for each copy of Cam-torque and present an annual report of the Clubs activities at the Annual General Meeting.
10.2 VICE PRESIDENT; The Vice President is to act as an assistant to the President, work under his direction and carry out the duties of the President in his absence.
10.3 THE SECRETARY; The Secretary shall convene all meetings, conduct the correspondence of the Club, including the correspondence pertaining to the competitions, and work in close collaboration with the Events’ Manager in these matters. He shall keep a complete list of members together with their addresses and date of election.
10.4 THE TREASURER; The Treasurer shall collect all subscriptions and other monies due and payable to the Club and immediately give an official receipt for them. He can retain a sum of money as petty cash at the Executive Committees discretion and all other monies are to be banked in the Club Bank Account as soon as practicable. He shall keep correct account books of monies collected and paid and shall report at General Meetings regarding the financial position. He shall prepare a balance sheet and Audited financial statement for the club’s financial year and submit same to the
Annual General Meeting of the following year.
10.5 THE EVENTS’ COORDINATOR. The Events’ Coordinator shall have an oversight of all events conducted by the FOCC and give ample notice to the Committee of the nature and amount of preliminary work necessary to any forthcoming event. If the organiser of the event is not available the Events’ Coordinator shall report at General Meetings on any event held since the preceding general meeting. If the organiser of a forthcoming event is not available, the Events’ Coordinator shall report at General Meetings on future event(s).
10.6 ASSISTANT EVENTS’ COORDINATOR; The Assistant Events’ Coordinator is to act as assistant to the Events’ Coordinator, work under his direction and carry out the duties of the Events’ Coordinator in his absence.
10.7 MINUTE SECRETARY; The Minute Secretary shall record the minutes of all properly convened meetings, which minutes shall be submitted to the next meeting for confirmation. He shall assist the Secretary with his duties where possible and shall act for the Secretary in his absence. He shall record such other information as shall be directed by the Executive Committee.
10.8 SOCIAL SECRETARY; The Social Secretary shall be in charge of social activities and catering arrangements and shall submit a statement to the Treasurer of monies expended on social activities. He shall also endeavour to meet new members and generally make them welcome to the Club.
10.9 ASSISTANT SOCIAL SECRETARY; The Assistant Social Secretary is to act as assistant to the Social Secretary, work under his direction and carry out the duties of the Social Secretary in his absence.
10.10 EDITOR; The Editor shall cause to be published notices of meetings and forthcoming events and shall endeavour at every opportunity to promote the interests of the Club. He shall edit all material received for publication and liaise with the Publisher in the production of the Clubs’ official magazine, “Camtorque”.
10.11 PUBLISHER; The Publisher shall in collaboration with the Editor cause to be printed and published the Club Camtorque magazine detailing all relevant news of Club affairs. This magazine can be in hard copy and electronic forms.
10.12 PUBLIC RELATIONS OFFICER; The Public Relations Officer shall liaise with the press, other clubs and organisations, for the attainment of the clubs objectives. is affiliated. He shall report on such attendance at General Meetings of the Club.
10.13 CLUB Historic vehicle registrar; He shall operate under the Roads and Maritime services (RMS),
(and its successors) rules and regulations for the registration of Club vehicles (see parts 23.1 and 23.2).
10.14 PROPERTY OFFICER; He shall keep a list of Club assets and arrange the safe keeping of
such assets.
10.15 WEB MASTER: The Web Master shall set up and maintain the FOCC Web Site under the
direction of the Executive Committee.
10.16 PUBLIC OFFICER; The Public Officer shall;
10.16.1 Promptly do such things and sign and execute such other documents as are from time to
time prescribed by law.
10.16.2 Forthwith notify the Secretary of any documents and process delivered to or served on him
and of any other matters affecting the Club coming to his knowledge in his capacity as Public Officer
10.16.3 Take such steps in any proceedings and sign such documents as he is required to do by the
Executive Committee.
10.17.4 Attend any meeting of the Executive Committee, Annual General or General meeting of the
Club which the Secretary requests him to attend.
10.16.5 Subject to law, act under the direction of the Executive Committee in the execution of the
duties of Public Officer.
11. NOMINATIONS FOR EXECUTIVE COMMITTEE OR NON EXECUTIVE OFFICER POSITIONS
11.1 All candidates for office must be financial members of the Club at the time of nomination for
office.
11.2 Members can be nominated as office bearers at the Annual General meeting or General
meeting when resignation makes it necessary.
11.3 In the event of more than one candidate being nominated for any particular office, the election
shall be conducted by ballot. The candidate receiving the greatest number of votes will be deemed
elected, and in the event of an equal number of votes being cast, the chairman shall exercise the
casting vote.
12. POOR ATTENDANCE OR ACHIEVEMENT OF COMMITTEE OFFICERS
12.1 If any member of the Executive Committee fails to attend three consecutive Executive
Committee meetings or three consecutive General meetings without first having obtained leave of
absence, his resignation may be deemed to have been received and accepted by the Club.
12.2 Where the resignation takes effect under this rule, the Committee member concerned shall not
be eligible for re-election to his former or any other office before the next Annual General meeting.
12.3 Should it appear to the Executive Committee that any officer is not properly performing his
duties, the Executive Committee may by a special resolution declare such office to be vacant,
provided that any officer so removed shall have the right of appeal that must be lodged with the
President of the YVC within seven days of receiving the dismissal notice. The appeal shall be heard
at an Annual General or General meeting. If there is a two-thirds majority vote in confirmation of the
Executive Committees’ decision, that decision shall be binding. The member removed from office
under this rule shall not be eligible for re-election to his former or any office before the next Annual
General meeting
13. QUORUMS
13.1 Ten members or 50% of members, whichever is the lesser, shall be a quorum for all General
Meetings of the Club and shall be three members for all meetings of the Executive Committee.
14. RULES FOR EXECUTIVE COMMITTEE OFFICERS
14.1 The Executive Committee shall have sole control of all the monies of the Club subject to
approval by a General or Annual General meeting of the Club to authorize spending over a $500.00
limit.
14.2 The Chairman shall have ultimate authority on every point of order provided such exercise of
authority is consistent with this constitution.
14.3 At Executive Committee meetings, each officer shall be entitled to one vote with the exception
of the Chairman, who shall have a casting vote as well as a deliberate vote.
14.4 The Chairman shall also be entitled to a casting vote at general meetings.
14.5 A member of the Club who has interests (financial or otherwise) in any contract or arrangement
made or proposed with the YVC shall disclose that interest at the first meeting of the Executive
Committee in which the contract or arrangement is first announced. If the person is not at the
Executive Committee meeting, he should advise an Executive Committee member within 5 days of
receiving the minutes of the Executive Committee meeting at which the contract or arrangement was
first reported.
14.6 If a member of the Club becomes interested (financially or otherwise) in a contract or
arrangement after it is made or entered into, the member shall disclose that interest to the first
meeting of the committee after becoming so interested.
14.7 No member of the Executive Committee shall vote as a member of the Executive Committee in
respect of any contract or arrangement in which that member has a financial or otherwise interest.
15. DISQUALIFICATION OF EXECUTIVE COMMITTEE AND NON EXECUTIVE OFFICERS OF
THE CLUB.
15.1 The office of an Executive Committee Officer or a Non Executive Officer shall become vacant if
the Executive Committee Officer or a Non Executive Officer is,
15.1.1 disqualified from being an Executive Committee Officer or a Non Executive Officer by the Act
(becomes bankrupt or applies to take advantage of any law relating to bankrupt or insolvent creditors
or compounds with his or her creditors),
15.1.2 deceased or permanently incapacitated by ill health,
15.1.3 no longer a resident of the Yass region,
15.1.4 expelled from Membership of the Club under this constitution,
16. GENERAL MEETINGS
16.1 General Meetings of the Club shall be held on the first Wednesday of the month in Jan, Feb, Apr,
May, Jun, Jul, Aug, Sep, Oct, Nov, and December.
16.2 The Chairman of any General Meeting shall be the President or the Vice President or in their
absence, a member of the Executive Committee whom the meeting shall elect.
16.3 The minutes of any General Meeting shall be open to any member on giving one weeks notice
to the Secretary.
17. EXECUTIVE COMMITTEE MEETINGS
17.1 The Executive Committee shall meet at such times as considered necessary.
17.2 All Executive Committee members and all Non Executive Officers should be advised of the time
and place of the meeting.
17.3 The Executive Committee shall have the power to make and publish any Management Rules for
the management and control of the Club.
17.4 The Executive Committee shall have the power to pass rules and make regulations for the
conduct and control of any trial, gymkhana or speed event or other events provided that such rules
and regulations shall not be inconsistent with this Constitution or with the Constitution and Rules of
any controlling body with which this Club is affiliated.
17.5 The Executive Committee shall have the power to invite any other person to attend Committee
Meetings who may be of assistance to them in a professional and technical or skilled manner for his
advice and guidance thereon, provided that such person shall not be entitled to a vote on the
Committee.
18. ANNUAL GENERAL MEETING
18.1 The Annual General Meeting will be held on the first Wednesday of the month in February.
18.2 The Chairman of the Annual General Meeting will be the President of the Club or in his absence
the next person in the list under Lines of Command and Election of Officers in Part 9 of this
constitution.
18.3 Form of the Meeting;
Open Meeting.
Call for Apologies
Reports on activities in the preceding financial year of the club by :-
The President including social and competitive highlights and
The Treasurer covering the Club’s financial situation.
18.4 The Annual General meeting then continues with the General meeting format. At the end of the
General meeting format the Chairman then declares all positions vacant and carries out the election
of the new officers as required.
18.5 All officers of the club serve from one Annual General meeting to the next Annual General
meeting.
18.6 The Annual General meeting minutes of any year are confirmed or corrected and confirmed at
the April General meeting.
19. PROXY VOTING
19.1 No proxies shall be allowed at any meetings.
20. FINANCIAL YEAR OF THE CLUB
20.1 The financial year of the Club shall be from the First of January to the Thirty First of December,
of each calendar year.
21. CLUB MONIES ETC.
21.1 All monies received by and on behalf of the Club shall be paid into the Club’s banking account.
21.2 All cheques and/or withdrawal forms drawn on the Club’s banking account, are to be signed by
any two of the following :-
The President, the Secretary, or the Treasurer.
21.3 All cheques, money orders or postal notes requiring endorsement shall be signed by the
Treasurer or the Secretary.
21.4 A General or Annual General meeting of the club may authorise the Committee to invest a sum
of money, for up to 3 years. A decision made at a General or Annual General meeting would be
required to terminate the investment earlier than the original term expiry date.
21.5 The Club can make, draw, accept, endorse, execute and issue bills of exchange, debentures
and other negotiable and transferable instruments.
21.6 The Club can borrow, raise or secure payment of money in such manner as the Club shall think
fit and in particular by the issue of bonds, bills of exchange, promissory notes, securities, mortgages
or debentures charged upon all or any part of the Club’s property and to purchase, redeem or pay off
any such securities.
21.7 The Club can purchase, hire, make or provide and maintain all kinds of vehicles, furniture,
implements, tools, machinery, books, periodicals and stationary and all other things required or which
may be deemed necessary or convenient for any of the purposes of the Club.
21.8 To purchase, take on lease, or exchange, hire, or otherwise acquire any real and personal
property which may be deemed necessary or convenient for any of the purposes of the Club.
21.9 To construct, maintain or alter any buildings or works necessary or convenient for any of the
purposes of the Club.
21.10 To take any gift of property whether subject to any special trust or not for any one or more of
the objects of the Club.
21.11 To take such steps by personal approach, written appeals, public meetings or otherwise, as
may from time to time be deemed expedient for the purpose of procuring contributions to the funds of
the Club, whether by way of donations, sponsorships, subscriptions or otherwise.
22. CLUB PROPERTY AND ASSETS
22.1 The Property Officer shall keep an accurate record of all Club property and its whereabouts at
any time. He shall also see that such equipment or property is kept in good order and not abused.
22.2 Any equipment being used on loan to members shall be properly signed for by the borrower and
he shall see that such equipment is returned by the borrower as soon as possible.
22.3The loss or damage of any equipment is to be replaced or repaired or paid for by the borrower.
22.4 The Executive Committee shall report to the General Meeting the loss of equipment and will also
report to the General Meeting new additions of equipment so that members are aware of the facilities
for their use.
22.5 Any member wishing to have the loan of any such equipment shall apply to the Property Officer.
23. CLUB VEHICLES
23.1 Open to all vehicles built before 1980, that are fitted with steel front and rear bumper bars.
Vehicles can be either standard or modified
23.2 Other Club Accepted Vehicles :- These are vehicles which may be approved from time to time
by the Executive Committee. Such approval may only be granted to a specific vehicle on application
in writing by the member, or prospective member, who is the bona fide owner. The application shall
state the reason for the request. Approval shall lapse on sale of the vehicle or resignation of the
member. Precedent shall not be a valid reason under this clause.
24. THE SEAL.
24.1 The Club shall have a Common Seal upon which its corporate name shall appear in legible
characters.
24.2 The Seal shall not be used without the express authorization of the Executive Committee and
every use of the Seal shall be recorded in the Executive Committee minute book. The affixing of the
seal shall be witnessed by the President or Public Officer.
25. PROHIBITION AGAINST SECURING PROFITS FOR MEMBERS
25.1 The assets and income of the Club shall be applied exclusively to the promotion of its objects
and purposes and no portion shall be paid or distributed directly or indirectly to members of the Club
unless as a reasonable payment for services to the Club.
25. ALTERATION TO THE CONSTITUTION
26.1 All or any of the rules of this constitution may be added to, altered, amended or annulled at any
General or Annual General meeting, provided that 28 days notice of such amendment shall have
been given to the club by publishing the information in the club magazine.
26.2 Propositions to pass new rules or to amend existing rules shall be put in the form of a resolution
at the meeting. Such resolution must be carried by a three-fourths majority of the members present
and voting.
27. DISSOLUTION
27.1 The Club should not be dissolved except by a motion to that effect made in a manner provided
for in the Act, passed by three-quarters of the financial members present and voting at a General
Meeting or the AGM.
27.2 In the event of such dissolution being passed the funds and assets (after payment of liabilities)
may be handed over to any other not-for-profit association which promotes motoring, as may be
decided by the Executive Committee.
