RULES OF THE SS&A WODONGA GOLF CLUB INCORPORATED
1. Name
The name of the incorporated association is the SS&A Wodonga Golf Club Incorporated (in these Rules called "the Association").
2. Definitions
(1) In these Rules, unless the contrary intention appears-
"Act" means the Associations Incorporation Act 1981;
"committee" means the committee of management of the Association;
"financial year" means the year ending on 30 June;
"general meeting" means a general meeting of members convened in accordance with Rule 11.
"member" means any male or female member of the Association
"officer” means an Executive member of the committee;
"ordinary member of the committee" means a member of the committee who is not an officer of the Association under Rule 22;
"Regulations" means regulations under the Act;
"relevant documents" has the same meaning as in the Act.
“SS&A Club” means the Albury Sailors, Soldiers and Airmen’s Club Ltd.
“SS&A Club Board” means the Board of the Albury Sailors, Soldiers and Airmen’s Club Ltd
(2) In these Rules, a reference to the Secretary of an Association is a reference--
(a) if a person holds office under these Rules as Secretary of the Association--to that person; and
(b) in any other case, to the public officer of the Association.
(3) Words or expressions contained in these Rules shall be interpreted in accordance with the provisions of the Acts Interpretation Act 1958 and the Act as in force from time to time.
3. Objects
(1) To promote the game of golf in the local area.
(2) To conduct and control events in the sphere of golf in accordance with Rules set down by the Royal and Ancient Club of St Andrews, except in so far as they are modified by the Committee or Competitions Committee from time to time by rules to suit local conditions, shall be adopted.
(3) To affiliate with The North Eastern District Golf Association and the North East District Ladies Golf Association and the respective State Associations to which they be, or become affiliated with.
(4) To provide such other past times and social activities as the committee may consider desirable or as the SS&A Club Ltd. may direct
(5) To promote and support junior club members within the golf club
(6) To encourage more members to the club both adult and junior.
4. Alteration of the rules
(1) These Rules and the statement of purposes of the Association must not be altered except in accordance with the Act.
(2) Any alteration to the Rules and statement of purposes of the Association in accordance with sub-clause (1) will require a 75% majority of members present at an Annual General Meeting or Special General Meeting voting in the affirmative.
5. Membership
(1) All persons who are financial members of the SS & A Club shall be eligible to join the Association.
(2) Membership of the Association shall comprise the following categories:
(a) FULL MEMBER (PLATINUM): A full member shall be entitled to unrestricted use of the facilities of the Association plus such additional benefits and privileges as the SS&A Club Board may from time to time determine.
(b) SEVEN DAY MEMBER: A seven day member shall be entitled to the unrestricted use of the facilities of the Association.
(c) SIX DAY MEMBER: A six day member shall be entitled to the unrestricted use of the facilities of the Association from Sundays to Fridays in each week.
(d) COUNTRY MEMBER: A country member shall be entitled to the unrestricted use of the facilities of the Association but must be ordinarily resident outside a radius of 100 kilometers of the facilities of the Association.
(e) DEFENCE MEMBER: A defence member shall be entitled to the unrestricted use of the facilities of the Association but must be a serving member of the Australian Defence Force.
(f) JUNIOR MEMBER: A junior member shall be entitled to the unrestricted use of the facilities of the Association but must be under the age of eighteen years as at 1st July in the year of membership.
(g) LIFE MEMBER: A life member shall be selected as such by the SS&A Club Board and shall be entitled to the privileges of a seven day member.
(3) Only full, seven day and life members shall be entitled to vote at any annual, general or special meeting of the Association.
6. Entrance Fee and Annual Subscription
(1) The entrance fee, annual subscription and any other payments payable by members of the club shall be such as the SS&A Club Board may from time to time prescribe,
(2) The SS&A Club Board shall from time to time prescribe the time and manner of payment of the entrance fee, annual subscription and any other payment payable by the members.
7. Register of members
(1) The Secretary is to liaise with SS&A in regards to obtaining a list of current members containing:
(a) the name and address of each member; and
(b) category of membership.
8. Ceasing membership
(1) Any member who has not paid his or her subscription as provided for in Rule 6(1) by the date determined by the SS&A Club Board shall cease to be entitled to the privileges of membership of the Club and cease to be a member of the Club.
9. Discipline, suspension and expulsion of members
(1) Subject to these Rules, if the sub-committee, consisting of the Captain, Vice Captain and Secretary, is of the opinion that a member has refused or neglected to comply with these Rules, or has been guilty of conduct unbecoming a member or prejudicial to the interests of the Association, the sub-committee may by resolution--
(a) suspend that member from membership of the Association for a specified period; or
(b) expel that member from the Association.
(2) A resolution of the sub-committee under sub-rule (1) does not take effect unless--
(a) at a meeting held in accordance with sub-rule (3), the sub-committee confirms the resolution; and
(b) if the member exercises a right of appeal to the full committee under this rule, the full committee confirms the resolution in accordance with this rule.
(3) A meeting of the sub-committee to confirm or revoke a resolution passed under sub-rule (1) must be held not earlier than 14 days, and not later than 28 days, after notice has been given to the member in accordance with sub-rule (4).
(4) For the purposes of giving notice in accordance with sub-rule (3), the Secretary must, as soon as practicable, cause to be given to the member a written notice-
(a) setting out the resolution of the sub-committee and the grounds on which it is based; and
(b) stating that the member, or his or her representative, may address the sub-committee at a meeting to be held not earlier than 14 days and not later than 28 days after the notice has been given to that member; and
(c) stating the date, place and time of that meeting; and
(d) informing the member that he or she may do one or both of the following-
(i) attend that meeting;
(ii) give to the sub-committee before the date of that meeting a written statement seeking the revocation of the resolution;
(e) informing the member that, if at that meeting, the sub-committee confirms the resolution, he or she may, not later than 48 hours after that meeting, give the Secretary a notice to the effect that he or she wishes to appeal to the full committee against the resolution.
(5) At a meeting of the sub-committee to confirm or revoke a resolution passed under sub-rule (1), the sub-committee must-
(a) give the member, or his or her representative, an opportunity to be heard; and
(b) give due consideration to any written statement submitted by the member; and
(c) determine by resolution whether to confirm or to revoke the resolution.
(6) If at the meeting of the sub-committee, the sub-committee confirms the resolution, the member may, not later than 48 hours after that meeting, give the Secretary a notice to the effect that he or she wishes to appeal to the full committee against the resolution.
(7) If the Secretary receives a notice under sub-rule (6), he or she must notify the full committee, which must convene a meeting of the full committee to be held within 21 days after the date on which the Secretary received the notice.
(8) At a the meeting convened under sub-rule (7)--
(a) no business other than the question of the appeal may be conducted; and
(b) the sub-committee may place before the meeting details of the grounds for the resolution and the reasons for the passing of the resolution; and
(c) the member, or his or her representative, must be given an opportunity to be heard; and
(d) the committee members present must vote by secret ballot on the question whether the resolution should be confirmed or revoked.
(9) A resolution is confirmed if, at the meeting, a majority of those committee members present vote in favour of the resolution. In any other case, the resolution is revoked.
(10) The Association may notify the SS&A Board of any disciplinary action taken
(11) For serious breeches where a member has refused or neglected to comply with these Rules, or has been guilty of conduct unbecoming a member or prejudicial to the interests of the Association the Committee may immediately suspend a member pending procedures under sub-clause (1).
10. Disputes and mediation
(1) The grievance procedure set out in this rule applies to disputes under these Rules between-
(a) a member and another member; or
(b) a member and the Association.
(2) The parties to the dispute must meet and discuss the matter in dispute, and, if possible, resolve the dispute within 14 days after the dispute comes to the attention of all of the parties.
(3) If the parties are unable to resolve the dispute at the meeting, or if a party fails to attend that meeting, then the parties must, within 10 days, hold a meeting in the presence of a mediator.
(4) The mediator must be-
(a) a person chosen by agreement between the parties; or
(b) in the absence of agreement-
(i) in the case of a dispute between a member and another member, a person appointed by the committee of the Association; or
(ii) in the case of a dispute between a member and the Association, a person who is a mediator appointed or employed by the Dispute Settlement Centre of Victoria (Department of Justice).
(5) A member of the Association can be a mediator.
(6) The mediator cannot be a member who is a party to the dispute.
(7) The parties to the dispute must, in good faith, attempt to settle the dispute by mediation.
(8) The mediator, in conducting the mediation, must--
(a) give the parties to the mediation process every opportunity to be heard; and
(b) allow due consideration by all parties of any written statement submitted by any party; and
(c) ensure that natural justice is accorded to the parties to the dispute throughout the mediation process.
(9) The mediator must not determine the dispute.
(10) If the mediation process does not result in the dispute being resolved, the parties may seek to resolve the dispute in accordance with the Act or otherwise at law.
11. Annual general meetings
(1) The committee may determine the date, time and place of the annual general meeting of the Association which must be convened within five (5) months of the last proceeding Financial Year.
(2) The notice convening the annual general meeting must specify that the meeting is an annual general meeting.
(3) The ordinary business of the annual general meeting shall be-
(a) to confirm the minutes of the previous annual general meeting and of any general meeting held since that meeting; and
(b) to receive from the committee reports upon the transactions of the Association during the last preceding financial year; and
(c) to elect officers of the Association and the ordinary members of the committee; and
(d) to receive and consider the statement submitted by the Association in accordance with section 30(3) of the Act.
(4) The annual general meeting may conduct any special business of which notice has been given in accordance with these Rules.
12. Special general meetings
(1) In addition to the annual general meeting, any other general meetings may be held in the same year.
(2) All general meetings other than the annual general meeting are special general meetings.
(3) The committee may, whenever it thinks fit, convene a special general meeting of the Association.
(4) If, but for this sub-rule, more than 15 months would elapse between annual general meetings, the committee must convene a special general meeting before the expiration of that period.
(5) The committee must, on the request in writing of 20 members entitled to vote under these rules, convene a special general meeting of the Association.
(6) The request for a special general meeting must--
(a) state the objects of the meeting; and
(b) be signed by the members requesting the meeting; and
(c) be sent to the address of the Secretary.
(7) If the committee does not cause a special general meeting to be held within one month after the date on which the request is sent to the address of the Secretary, the members making the request, or any of them, may convene a special general meeting to be held not later than 3 months after that date.
(8) If a special general meeting is convened by members in accordance with this rule, it must be convened in the same manner so far as possible as a meeting convened by the committee and all reasonable expenses incurred in convening the special general meeting must be refunded by the Association to the persons incurring the expenses.
13. Special business
All business that is conducted at a special general meeting and all business that is conducted at the annual general meeting, except for business conducted under the rules as ordinary business of the annual general meeting, is deemed to be special business.
14. Notice of general meetings
(1) The Secretary of the Association shall, at least 21 days before the date fixed for holding a general meeting of the Association, either advertise in the press or cause to be sent to each member of the Association, a notice stating the place, date and time of the meeting and the nature of the business to be conducted at the meeting.
(2) Notice may be sent--
(a) by prepaid post to the address appearing in the register of members; or
(b) if the member requests, by facsimile transmission or electronic transmission.
(3) No business other than that set out in the notice convening the meeting may be conducted at the meeting.
(4) A member, entitled to vote under these rules desiring to bring any business before a meeting shall forward to the Secretary 14 days at least before such meeting a notice in writing signed by himself as proposer and by one other member entitled to vote under these rules as seconder stating in concise terms the motion or motions he wishes to move.
(5) Details of Notice(s) of Motion shall be displayed in the clubhouse at least 7 days prior to the date of the General Meeting.
15. Quorum at general meetings
(1) No item of business may be conducted at a general meeting unless a quorum of members entitled under these Rules to vote is present at the time when the meeting is considering that item.
(2) Thirty members personally present (being members entitled under these Rules to vote at a general meeting) constitute a quorum for the conduct of the business of a general meeting.
(3) If, within half an hour after the appointed time for the commencement of a general meeting, a quorum is not present-
(i) in the case of a meeting convened upon the request of members--the meeting must be dissolved; and
(ii) in any other case--the meeting shall stand adjourned to the same day in the next week at the same time and (unless another place is specified by the Chairperson at the time of the adjournment or by written notice to members given before the day to which the meeting is adjourned) at the same place.
(4) If at the adjourned meeting the quorum is not present within half an hour after the time appointed for the commencement of the meeting, the members personally present (being not less than 3) shall be a quorum.
16. Presiding at general meetings
(1) The Captain, or in the Captain’s absence, the Vice-Captain, shall preside as Chairperson at each general meeting of the Association.
(2) If the Captain and the Vice-Captain are absent from a general meeting, or are unable to preside, the members present must select one of their number to preside as Chairperson.
17. Adjournment of meetings
(1) The person presiding may, with the consent of a majority of members present at the meeting, adjourn the meeting from time to time and place to place.
(2) No business may be conducted at an adjourned meeting other than the unfinished business from the meeting that was adjourned.
(3) If a meeting is adjourned for 14 days or more, notice of the adjourned meeting must be given in accordance with rule 14.
(4) Except as provided in sub-rule (3), it is not necessary to give notice of an adjournment or of the business to be conducted at an adjourned meeting.
18. Voting at general meetings
(1) Upon any question arising at a general meeting of the Association, a member entitled to vote under these rules has one vote only.
(2) All votes must be given personally. .
(3) In the case of an equality of voting on a question, the Chairperson of the meeting is entitled to exercise a second or casting vote.
(4) A member otherwise entitled to vote under these rules is not entitled to vote at a general meeting unless all moneys due and payable by the member to the Association have been paid, other than the amount of the annual subscription payable in respect of the current financial year.
19. Poll at general meetings
(1) If at a meeting a poll on any question is demanded by not less than 3 members entitled to vote under these rules, it must be taken at that meeting in such manner as the Chairperson may direct and the resolution of the poll shall be deemed to be a resolution of the meeting on that question.
(2) A poll that is demanded on the election of a Chairperson or on a question of an adjournment must be taken immediately and a poll that is demanded on any other question must be taken at such time before the close of the meeting as the Chairperson may direct.
20. Manner of determining whether resolution carried
If a question arising at a general meeting of the Association is determined on a show of hands-
(a) a declaration by the Chairperson that a resolution has been-
(i) carried; or
(ii) carried unanimously; or
(iii) carried by a particular majority; or
(iv) lost; and
(b) an entry to that effect in the minute book of the Association--
is evidence of the fact, without proof of the number or proportion of the votes recorded in favour of, or against, that resolution.
21. Committee of Management
(1) The affairs of the Association shall be managed by the committee of management.
(2) The committee--
(a) shall control and manage the business and affairs of the Association; and
(b) may, subject to these Rules, the Act and the Regulations, exercise all such powers and functions as may be exercised by the Association other than those powers and functions that are required by these Rules to be exercised by general meetings of the members of the Association; and
(c) subject to these Rules, the Act and the Regulations, has power to perform all such acts and things as appear to the committee to be essential for the proper management of the business and affairs of the Association.
(3) Subject to section 23 of the Act, the committee shall consist of:
(a) the executive officers of the Association under Rule 22 (1); and
(b) seven ordinary members
22. Office holders
(1) The officers of the Association shall be--
(a) Captain;
(b) Vice Captain;
(c) Secretary; and
(d) Treasurer
(2) The provisions of rule 24 so far as they are applicable and with the necessary modifications, apply to and in relation to the election of persons to any of the offices referred to in sub-rule (1).
(3) Each officer of the Association shall hold office until the annual general meeting next after the date of his or her election but is eligible for re-election.
(4) In the event of a casual vacancy in any office referred to in sub-rule (1), the committee may appoint one of its members to the vacant office and the member appointed may continue in office up to and including the conclusion of the annual general meeting next following the date of the appointment.
23. Ordinary members of the committee
(1) Subject to these Rules, each ordinary member of the committee shall hold office until the annual general meeting next after the date of election but is eligible for re-election.
(2) In the event of a casual vacancy occurring in the office of an ordinary member of the committee, the committee may appoint a member of the Association to fill the vacancy and the member appointed shall hold office, subject to these Rules, until the conclusion of the annual general meeting next following the date of the appointment.
24. Election of officers and ordinary committee members
(1) Nominations of candidates for election as officers of the Association or as ordinary members entitled to vote under these rules of the committee must be--
(a) made in writing, signed by two members of the Association and accompanied by the written consent of the candidate (which may be endorsed on the form of nomination); and
(b) delivered to the Secretary of the Association not less than 14 days before the date fixed for the holding of the annual general meeting.
(2) If insufficient nominations are received to fill all vacancies on the committee, the candidates nominated shall be deemed to be elected and further nominations may be received at the annual general meeting.
(3) If the number of nominations does not exceed the number of vacancies to be filled the management committee has the power to appoint a member or members of the Association to fill such a vacancy or vacancies and the member appointed shall hold office, subject to these Rules, until the conclusion of the annual general meeting next following the date of appointment.
(4) If the number of nominations received is equal to the number of vacancies to be filled, the persons nominated shall be deemed to be elected.
(5) If the number of nominations exceeds the number of vacancies to be filled, a ballot must be held.
(6) A list of candidate' names in alphabetical order with the proposers' and seconders' names shall be posted in a conspicuous place in the Clubhouse of the Association for at least seven days immediately preceding the Annual General Meeting
(7) Balloting lists shall be prepared (if necessary) containing the names of candidates only in alphabetical order and each member present at the Annual General meeting shall be entitled to vote for any number of such candidates not exceeding the number of vacancies
(8) If two or more candidates obtain an equal number of votes, the Chairman of the meeting shall have a casting vote in addition to his deliberative vote
(9) The ballot for the election of officers and ordinary members of the committee must be conducted at the annual general meeting in such manner as the committee may direct.
25. Vacancies
The office of an officer of the Association, or of an ordinary member of the committee, becomes vacant if the officer or member--
(a) ceases to be a member of the Association; or
(b) becomes an insolvent under administration within the meaning of the Corporations Law; or
(c) resigns from office by notice in writing given to the Secretary.
26. Meetings of the committee
(1) The committee must meet at least 3 times in each year at such place and such times as the committee may determine.
(2) Special meetings of the committee may be convened by the Captain or by any 4 members of the committee.
27. Notice of committee meetings
(1) Notice of each committee meeting must be given to each member of the committee at least 2 business days before the date of the meeting.
(2) Notice must be given to members of the committee of any special meeting specifying the general nature of the business to be conducted and no other business may be conducted at such a meeting.
28. Quorum for committee meetings
(1) Any 5 members of the committee constitute a quorum for the conduct of the business of a meeting of the committee.
(2) No business may be conducted unless a quorum is present.
(3) If within half an hour of the time appointed for the meeting a quorum is not present--
(i) in the case of a special meeting--the meeting lapses;
(ii) in any other case--the meeting shall stand adjourned to the same place and the same time and day in the following week.
(4) The committee may act notwithstanding any vacancy on the committee.
29. Presiding at committee meetings
At meetings of the committee-
(a) the Captain or, in the Captain’s absence, the Vice-Captain presides; or
(b) if the Captain and the Vice-Captain are absent, or are unable to preside, the members present must choose one of their number to preside.
30. Voting at committee meetings
(1) Questions arising at a meeting of the committee, or at a meeting of any sub-committee appointed by the committee, shall be determined on a show of hands or, if a member requests, by a poll taken in such manner as the person presiding at that meeting may determine.
(2)Each member present at a meeting of the committee, or at a meeting of any sub-committee appointed by the committee (including the person presiding at the meeting), is entitled to one vote and, in the event of an equality of votes on any question, the person presiding may exercise a second or casting vote.
31. Delegations to Sub-Committee
a. The Committee may from time to time delegate any of its powers to such Sub-Committees consisting of members entitled to vote under these rules of the Association as it sees fit.
b. Any act or undertaking discharged by a Sub-Committee under this Rule has the same force and effect as it would have been if it had been authorised by the Committee.
c. Sub-Committee’s may meet and adjourn as they think proper.
d. The Committee may by notice in writing revoke wholly or in part any delegation under this Rule
32. Delegates
The Committee shall appoint Delegates to represent the Club at District Associations to which it is affiliated.
33. Removal of committee member
(1) The Association in general meeting may, by resolution, remove any member of the committee before the expiration of the member's term of office and appoint another member in his or her place to hold office until the expiration of the term of the first-mentioned member.
(2) A member who is the subject of a proposed resolution referred to in sub-rule (1) may make representations in writing to the Secretary or Captain of the Association (not exceeding a reasonable length) and may request that the representations be provided to the members of the Association.
(3) The Secretary or the Captain may give a copy of the representations to each member of the Association or, if they are not so given, the member may require that they be read out at the meeting.
34. Minutes of meetings
The Secretary of the Association must keep minutes of the resolutions and proceedings of each general meeting, and each committee meeting, together with a record of the names of persons present at committee meetings.
35. Funds
(1) The Treasurer of the Association must-
(a) collect and receive all moneys due to the Association and make all payments authorised by the Association; and
(b) keep correct accounts and books showing the financial affairs of the Association with full details of all receipts and expenditure connected with the activities of the Association.
(2) All cheques, drafts, bills of exchange, promissory notes and other negotiable instruments must be signed by two members of the committee.
(3) The funds of the Association shall be derived from entrance fees, annual subscriptions, donations and such other sources as the committee determines.
36. Notice to members
Except for the requirement in rule 14, any notice that is required to be given to a member, by on behalf of the Association, under these Rules may be given by-
(a) delivering the notice to the member personally; or
(b) sending it by prepaid post addressed to the member at that member's address shown in the register of members; or
(c) facsimile transmission, if the member has requested that the notice be given to him or her in this manner; or
(d) electronic transmission, if the member has requested that the notice be given to him or her in this manner.
37. Winding up
In the event of the winding up or the cancellation of the incorporation of the Association, the assets of the Association must be disposed of in accordance with the provisions of the Act.
38. Custody and inspection of books and records
(1) Except as otherwise provided in these Rules, the Secretary must keep in his or her custody or under his or her control all books, documents and securities of the Association.
(2) All accounts, books, securities and any other relevant documents of the Association must be available for inspection free of charge by any member upon request.
39. Interpretation
(1) Subject at all times to sub rule (3) of Rule 2, in the event of any doubt or difficulty arising as to the meaning of any Rule, By-Law or Regulation or, should any question arise as to their interpretation the Committee shall have power to pronounce a decision thereon, and its decision shall be final and binding on its members, subject only to affirmation or reversal by a general meeting called for that purpose.
(2) Throughout these rules unless otherwise appearing by the context the singular shall include the plural and plural shall include the singular and the masculine shall include the feminine.
40. Honorary Life members.
(1) Life members may be nominated by members entitled to vote under these rules or life members.
(2) The committee shall consider and if thought warranted submit a recommendation to the SS&A Board for approval of the Life Membership.
(3) Life memberships will be presented at the next Annual general Meeting of the SS&A Wodonga Golf Club.
(4) Life members shall enjoy all privileges of ordinary member without payment of the annual subscription.
(5) Existing life members, even though they may have been elected not in accordance with the procedure in that behalf herein contained, shall be deemed to have been so elected.
(6) Life Membership applies to the existing Golf Club only and does not apply to the SS&A Club Incorporated.
(7) The committee shall be responsible for payment of the annual golf subscription fee for Life members as set by the SS&A Club Board.
(correct as at 29 November 2009)
