Notice of motion to amend the constitution of



Notice of motion to amend the constitution

of

Tuggeranong AUSSI Adult Swimming Club Inc

The amendments are proposed for the following reasons:

To replace references to the now-defunct ACT Branch of AUSSI Masters Swimming with references to Masters Swimming New South Wales;

To change references to the national body reflecting its change of name;

To improve consistency within the Constitution;

To eliminate duplication within the Constitution;

To accommodate the club’s proposed change of name;

To accommodate the club’s proposed change of financial year;

To clarify wording;

To correct spelling and grammatical errors.

Changes are highlighted in bold print. Insertions and deletions are printed in red.

CLAUSE 2 CONDUCT

In the event of any inconsistency between the provisions of the Club constitution and that of Masters Swimming New South Wales, herein after referred to as the Branch, the provisions of the Branch shall prevail. Similarly, in the event of any inconsistency between the provisions of the Branch constitution and that of Masters Swimming Australia, herein after referred to as MSA, the provisions of MSA shall prevail.

Reason for change: Defining State and National bodies, and incorporating their change of name

CLAUSE 3 INTERPRETATION

3.2 “Members” shall mean persons who are registered members of the Club.

3.3 Words importing the singular only shall include the plural and vice versa: words importing the masculine gender shall include the feminine gender and vice versa; and words importing persons shall include corporations.

Reason for change: Consistency of wording

3.4 The term “in writing” shall include electronic communications.

Reason for addition: Updating to embrace modern technology

CLAUSE 5 OBJECTIVES

5.3 To provide assistance to research programmes aimed at finding the effects of exercise, specifically swimming, on health and the ageing process. Thereafter to publish the results of said research.

Reason for deletion: The organisation conducting the research should be doing the publishing, not us; w are just providing assistance

CLAUSE 7 CLUB COMMITTEE

7.1 The Committee shall consist of the President, Honorary Secretary, Honorary Treasurer, Coaching Director, Publicity Officer, Recorder, Club Safety Officer, Race Secretary, Registrar and Club Captain and shall be appointed and hold office as the By-Laws shall describe.

7.3 The committee members shall have one vote each, irrespective of the number of positions held, but in the event of a tied vote, the person presiding may exercise a second, or casting, vote.

Reason for changes: Clarification

7.4 The audited accounts for the financial year shall be submitted to the Annual General Meeting for acceptance and adoption.

Reason for deletion: This duplicates by-Law 5.4.3

CLAUSE 9 ALTERATION TO THE CONSTITUTION

This constitution may be amended at Annual General Meetings or Special General Meetings called for the purpose, by a seventy five percent (75%) majority of voting members present, provided such amendments shall have been submitted to all members at least twenty one (21) days prior to the date of the meeting at which members are to exercise their vote.

Reasons for changes: Compliance with Associations Incorporation Act 1991, and consistency with other Clauses and By-Laws

BY-LAW 3 ADMINISTRATION

3.3 The officers of the Club shall comprise:

1. President,

2. Honorary Secretary,

3. Honorary Treasurer,

4. Coaching Director

5. Publicity Officer, and

6. Recorder.

Reason for change: To reflect current usage; the title was previously Fitness and Coaching Director

BY-LAW 4 DELEGATES TO BRANCH BOARD MEETINGS

One (1) delegate representing the Club shall be appointed by the Committee and shall be a member of the Club.

The committee shall appoint a member of the Club to be its delegate at Branch Board meetings.

Reason for changes: Consistency with Branch constitution; simplification of wording

BY-LAW 5 ANNUAL GENERAL MEETING

5.1 The Annual General Meeting shall be held each year within five (5) months after the end of the financial year of the Club.

Reasons for change: Compliance with Associations Incorporation Act 1991

4. The business of the Annual General Meeting shall be:

1. To confirm the Minutes of the previous Annual General Meeting, and of any Special General Meeting held since, or immediately preceding, the previous Annual General Meeting..

Reasons for change: There was no provision for accepting minutes of special General Meetings.

2. To receive Annual Reports from the following:

a. President

b. Honorary Secretary,

c. Coaching Director,

d. Publicity Officer, and

e. Recorder

3. To receive and review the Annual Audited Reports of Statement of Income and Expenditure, and Balance Sheet.

4. To elect:

President,

Honorary Secretary,

Honorary Treasurer,

Coaching Director,

Publicity Officer, and

Recorder.

5. To appoint:

Club Safety Officer,

Race secretary,

Registrar,

Club Captain, and

Deputies to elected positions when considered necessary.

Reason for changes: Consistency with Clause 7.1

BY-LAW 6

6.6 As soon as practicable after a Special General Meeting, Minutes of the business transacted shall be issued to each Committee office-bearer together with a list of amendments to the Constitution and By-Laws if applicable.

Reason for addition: consistency with Annual general Meeting procedures

BY-LAW 7 CLUB COMMITTEE MEETING

7.3 Each Committee member present shall have one vote on all matters, but in the event of a tied vote, the person presiding may exercise a second, or casting, vote.

Reason for additional wording: clarification

BY-LAW 8 AMENDMENTS TO BY-LAWS

The By-Laws may be amended at Annual General Meetings or Special General Meetings, by a seventy five percent (75%) majority of voting members present, provided such amendments shall have been submitted to all members at least twenty-one (21) days prior to the meeting at which they are to exercise their vote.

Reasons for change: Compliance with Associations Incorporation Act 1991

BY-LAW 9 ELECTIONS

9.4 In the event of no written nominations being received for an office, the Chairman may accept late nominations for that office.

Reason for additional wording: clarification

9.5 Where candidates are unopposed and there is no objection from the floor, they will be declared elected.

Reason for removing words: how can there be anything to object to? It’s a valid election. The word “objection” does not appear in Assoc Inc Act nor in NSW Branch constitution

BY-LAW 10 THE PRESIDENT

The President shall:

10.2 In the event of a tied vote, have a casting vote in addition to his ordinary vote.

10.2 Rule on the Constitutional and By-Law validity of all proposals and actions.

10.3 Guide the other officers in the commission of their duties and shall represent the Club at official functions, when available.

Reason for changes: the wording deleted relates to meeting procedure, not the duties of the president

BY-LAW 11 THE HONORARY SECRETARY

The Secretary shall:

11.6 Keep the Branch informed of the Club’s activities, including the forwarding of the Annual Reports and Financial Statements.

11.6 Keep the Branch informed of the Club’s activities; this includes forwarding to the Branch the Annual Report and Financial Statements.

Reason for change: clarification

BY-LAW 12 THE HONORARY TREASURER

The Treasurer shall:

12.1 Ensure that receipts, duly signed, are given for all moneys received by the Club and that duplicates of all such receipts are retained.

12.2 Cause all moneys received by the Club to be paid to the Bank account with all practicable dispatch.

12.3 Ensure that all accounts payable/paid are submitted to Committee meetings for endorsement.

Reason for change: Allows payments to be approved in retrospect to avoid any delays in payment.

BY-LAW 13 THE AUDITOR

The auditor, who shall not be an Officer of the Club and has not prepared or assisted with the preparation of those accounts, shall examine the account of the Club at least once per year and shall express his opinion as to whether the Financial Statements provide a true and fair view of the Club’s financial position, and shall issue a written statement of opinion to the Annual General Meeting.

Reason for change: The previous wording listed specific statements; it also referred to “correctness” of accounts, and auditors do not give opinions on correctness.

BY-LAW 20 AFFILIATION AND REGISTRATION FEES

20.1 Club member registration fees shall be reviewed each year at the Annual General Meeting.

20.2 Membership registration will be from 1 January to 31 December each year, in accordance with MSA By-Laws.

20.3 The Club’s financial year shall be from 1 July to 30 June in the following year.

Reason for change: The club’s financial year is changed to be consistent with the Branch.

BY-LAW 21 MEMBERSHIP

21.1 Membership is gained by joining the Club. The Club registers the members with the Branch, which then registers the members with MSA.

21.2 Registration of members is limited to persons eighteen (18) years and older.

Reason for change: Compliance with national membership rues

BY-LAW 27 MOTTO

The motto of the Club shall be “Fitness, Friendship and Fun”.

Reason for change: Consistency with New South Wales website.

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