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Page updated 23 Oct 2018
Constitution of the
OBJECT OF THE QCC
MANAGEMENT OF THE QCC
a. The office bearers shall consist of the President, the Secretary, the Treasurer and the Vice President. Members may hold two office bearer positions but the President cannot also be the Vice-President.
b. The President shall:
§ ensure that all members of the committee fulfil their responsibilities.
§ preside over the Annual General Meeting and Committee, Special and General Meetings.
c. The Secretary shall ensure:
§ factual minutes are recorded of all committee meetings, Special General Meetings and Annual General Meetings.
§ committee members are provided with copies of committee meeting minutes.
§ a copy of committee meeting minutes are available for QCC members at General Meetings.
§ all QCC correspondence is received and passed to the appropriate committee or QCC members for action.
§ outgoing QCC correspondence is prepared and sent.
§ a file of all QCC correspondence is maintained.
§ That the minutes of proceedings at a meeting are signed by the chairperson of the meeting or by the chairperson of the next succeeding meeting
§ a register of members is maintained and a copy is kept in NSW at the club registered address.
d. The Treasurer shall:
§ receive all monies for the QCC and deposit it promptly in the QCC accounts or request another committee member to do so.
§ ensure all payments as authorised by the committee are made and all cheques are signed by any two authorised signatories.
§ ensure a full and accurate record of income and expenditure is maintained.
§ ensure a financial statement is available at each committee meeting.
§ provide a financial report for each Annual General Meeting and as required by the committee.
e. The committee shall meet at least three times in each twelve month period at the place and time that the committee may determine.
f. The committee shall manage and conduct the affairs of the QCC to achieve the objectives of the QCC cited in clause 2. above, in conformity with this constitution.
g. Any four members of the committee shall constitute a quorum of the committee provided that at least one of the quorum must be an office bearer as defined in clause 5a. above.
h. The election of office bearers and committee shall take place at the Annual General Meeting.
i. A Public Officer shall be appointed at the Annual General Meeting.
j. Should any member of the office bearers be absent, such member may delegate his or her authority to any other member of the committee by written notice or email to the Secretary or the President.
k. Should any office bearer resign, or a vacancy otherwise occur, the vacancy may be filled by a member invited by the committee to carry out the functions of that office on a temporary basis until the next Annual General Meeting.
l. There is no maximum number of consecutive terms for which a committee member may hold office.
a. Members shall only be entitled to stand for election to the committee if they have been nominated for the position by another member of the QCC.
b. A person nominated as a candidate for election as an office-bearer or as an ordinary committee member of the QCC must be a member of the QCC.
c. All members shall be entitled to vote at an Annual General, Special or General meeting. Each member has a single vote.
d. The Chairperson of the meeting shall have a casting vote which shall only be used to decide a motion upon which the voting of the membership or the committee is equally divided between those 'for' and 'against' the motion.
e. Proxy voting is not permitted for General Meetings but is permitted at the Annual General Meeting or Special General Meetings. Any proxy votes shall be in writing.
f. The QCC may hold a postal or electronic ballot (as the committee determines) to determine any issue or proposal.
a. A Financial Statement shall be prepared by the Treasurer, and a copy made available to all members with the Notice of the Annual General Meeting. The Financial Statement shall be presented to the membership of the QCC for endorsement at the Annual General Meeting or at any other time specified by a majority of the members of the committee of the QCC.
b. An individual, who shall not be a member of the committee, shall be appointed by the committee and shall review the QCC accounts before the Financial Statement is presented to the Annual General Meeting. An audit may also be carried out at the discretion of the committee.
c. The committee can invest the QCC funds in credit union, building society or bank accounts, or in interest bearing deposits and maintain a cheque account.
d. All cheques, drafts, bills of exchange, promissory notes and other negotiable instruments must be signed by two authorised signatories.
e. The QCC’s income is derived from social activities, donations, the interest on accounts and investments.
a. The Annual General Meeting of the QCC shall be held within six months of the end of the financial year.
b. Special meetings may be held as required by the committee or when requested by 5% of the members.
c. A quorum at Annual General Meetings and Special Meetings shall be formed by not less than five members.
d. All QCC members shall be notified in writing or by email at their last known address or email address at least fourteen days in advance of the date and place of QCC meetings.
e. Meetings of members will be held as decided by the committee. At these meetings the committee will report on the QCC's management activities. Such meetings will be known as General Meetings.
f. The frequency of committee meetings is specified in clause 5.
a. A dispute between a member and another member (in their capacity as members) of the QCC, or a dispute between a member or members and the QCC, are to be referred to a Community Justice Centre for mediation under the Community Justice Centres Act 1983.
b. If a dispute is not resolved by mediation within three months of the referral to a Community Justice Centre, the dispute is to be referred to arbitration.
c. The Commercial Arbitration Act 2010 applies to a dispute referred to arbitration.
a. A committee meeting may be held at two or more venues using any technology approved by the committee that gives each of the committee’s members a reasonable opportunity to participate.
b. A committee member who participates in a committee meeting using that technology is taken to be present at the meeting and, if the member votes at the meeting, is taken to have voted in person.
c. A General Meeting may be held at two or more venues using any technology approved by the committee that gives each of the QCC’s members a reasonable opportunity to participate.
d. A member of the QCC who participates in a General Meeting using that technology is taken to be present at the meeting and, if the member votes at the meeting, is taken to have voted in person.
CUSTODY OF BOOKS
a. The period of time commencing on the date of incorporation of the QCC and ending on the following 30 June, and
b. Each period of twelve months after the expiration of the previous financial year of the QCC, commencing on 1 July and ending on the following 30 June.
ALTERATIONS TO THE CONSTITUTION
a. The constitution, minutes of all committee meetings and General Meetings, records, books and other financial documents of the QCC may be inspected by members, free of charge at a reasonable hour by contacting the Secretary or Treasurer.
b. If copies are requested a fee of up to $1 per page may be charged
c. Despite subclauses (a) and (b), the committee may refuse to permit a member of the QCC to inspect or obtain a copy of records of the QCC that relate to confidential, personal, employment, commercial or legal matters or where to do so may be prejudicial to the interests of the QCC.
Document Update History
March 2017 – Initial draft from existing QCC Constitution and Office of Fair Trading Model Constitution
24 April 2017 – Sub-committee reviewed and recommended changes