GMS Constitution

Model Rules for association incorporated under the

Director-General means the Director-General of the Department of Fair Trading.

ordinary member means a member of the association who is not an office- bearer of the association, as referred to in rule 14(2).

(a) the person holding office under these rules as secretary of the association, or

(b) if no such person holds that office - the public officer of the association.

Special general meeting means a general meeting of the association other than an annual general meeting.

the Act means the Associations Incorporation Act 1984.

the regulation means the Associations Incorporation Regulation 1999.

(a) a reference to a function includes a reference to a power, authority and duty, and

(b) a reference to the exercise of a function includes, if the function is a duty, a reference to the performance of the duty.

3) The provisions of the Interpretation Act 1987 apply to and in respect of these rules in the same manner as those provisions would so apply if these rules were an instrument made under the Act.

A person is qualified to be a member of the association if, but only if:

(a) the person is a person referred to in section 15(1)(a), (b) or (c) of the Act and has not ceased to be a member of the association at any time after incorporation of the association under the Act.

(b) the person who has been nominated for membership of the association as provided by rule 3, and

(i) who has been approved for membership of the association by the committee of the association.

(ii) Family membership- a family deemed to reside at the same address.

(iv) Honorary membership

(1) A nomination of a person for membership of the association:

(a) (i) must be made by a financial member of the association in writing on the application for membership form set out in Appendix 1 of these rules, and

(ii) a CPA form must be completed (Appendix 2)

(b) must be lodged with the membership coordinator of the association.

(2) As soon as practicable after receiving a nomination for membership, the membership coordinator must refer the nomination to the committee which is to determine whether to approve or to reject the application and fees must accompany the application.

(3) As soon as practicable after the committee makes that determination, the membership coordinator must:

(a) notify the nominee that the committee approved or rejected the nomination (whichever is applicable), and fees refunded if applicable.

(4) the membership coordinator, must, on approval of membership, enter the nominee's name in the register of members and issue a receipt and membership card. On the name being so entered, the nominee becomes a member of the association.

May be conferred upon a Financial Member who has rendered outstanding

service to the Society. To be eligible for Life Membership a member must

be nominated by a Financial Member and seconded by another. The

nomination shall then be forwarded to the committee of the Society for

approval.The nominator shall be invited to present their nomination to

management committee at least 60 days prior to the AGM. If such

nomination is approved by the committee the award shall be announced to

the Annual General Meeting. The person nominated shall be a Life Member.

Life Members shall have all rights and privileges of Financial Members.

 

Suggested Criteria for Life Membership:

1. In excess of ten years service as a financial member

2. Demonstrated deep commitment to the values and ethics of GMS

3. Shall have distinguished him/herself in a particular area of service to GMS 

 

3c. Honorary Members

Any person, upon a decision of the Committee shall be eligible for Honorary Membership for any period of time.

A person ceases to be a member of the association if the person:

(d) if membership fees are not paid (refer clause 8 (1a).

5. Membership entitlements not transferable 4

A right, privilege or obligation which a person has by reason of being a member of the association:

(a) is not to be transferred or transmitted to another person, and

(b) terminates on cessation of the person's membership.

(1) A member of the association is entitled to resign that membership by giving written notice to the secretary.

(2) The secretary must ensure an appropriate entry in the register of members is made, recording the date on which the member ceased to be a member.

(1) The Membership Coordinator of the association must establish and maintain a register of members of the association specifying the name and address of each person who is a member of the association together with the date on which the person became a member.

(1) A member of the association must pay to the association an annual membership fee determined by the committee, that amount:

(a) except as provided by paragraph (b), before 1 July in each calendar year, or

(b) if the member becomes a member on or after 1 July in any calendar year - on becoming a member and before 1 July in each succeeding calendar year.

(c) Fees must be paid within one calendar month of the first rehearsal.

The liability of a member of the association to contribute towards the payment of the debts and liabilities of the association or the costs, charges and expenses of the winding up of the association is limited to the amount, if any, unpaid by the member in respect of membership of the association as required by rule 8.

The following Conflict resolution strategies will apply

1. Every effort should be made by members to resolve conflict independently.

2. If the dispute is specific to a Production, the Production Manager shall act as mediator. If the dispute is not satisfactorily resolved, it is then referred to a committee member agreeable to both parties, then to the president.

3. In other circumstances the dispute may be referred to a committee member then to the president.

(1) A complaint may be made to the committee by any person that a member of the association:

(a) has persistently refused or neglected to comply with a provision or provisions of these rules, or

(b) has persistently and wilfully acted in a manner prejudicial to the interests of the association.

(2) On receiving such a complaint, the committee:

(a) must cause notice of the complaint to be served on the member concerned; and

(b) must give the member at least fourteen (14) days from the time the notice is served within which to make submissions to the committee in connection with the complaint, and

(c) must take into consideration any submissions made by the member in connection with the complaint.

(3) The committee may, by resolution, expel the member from the association or suspend the member from membership of the association if, after considering the complaint and any submissions made in connection with the complaint, it is satisfied that the facts alleged in the complaint have been proved.

(4) If the committee expels or suspends a member, the secretary must, within seven (7) days after the action is taken, cause written notice to be given to the member of the action taken, of the reasons given by the committee for having taken that action and of the member's right of appeal under rule 12.

(5) The expulsion or suspension does not take effect:

(a) until the expiration of the period within which the member is entitled to appeal against the resolution concerned, or

(b) if within that period the member exercises the right of appeal, unless and until the association confirms the resolution under rule 12(5), whichever is the later.

(1) A member may appeal to the association at a monthly committee meeting against a resolution of the committee under rule 11, within seven (7) days after notice of the resolution is served on the member, by lodging with the secretary a notice to that effect.

(2) The notice may, but need not, be accompanied by a statement of the grounds on which the member intends to rely for the purposes of the appeal.

(3) On receipt of a notice from a member under clause (1), the secretary must notify the committee which is to convene a meeting of the committee to be held within twenty eight (28) days after the date on which the secretary received the notice.

(4) At a committee meeting of the association convened under clause (3):

(a) the committee and the member must be given the opportunity to state their respective cases orally or in writing, or both, and

(b) the members present are to vote by secret ballot on the question of whether the resolution should be confirmed or revoked.

(5) If at the committee meeting the association passes a special resolution in favour of the confirmation of the resolution, the resolution is confirmed.

The committee is to be called the management committee of the association and, subject to the act, the Regulation and these rules and to any resolution passed by the association in general meeting:

(a) is to control and manage the affairs of the association, and

(b) may exercise all such functions as may be exercised by the association, other than those functions that are required by these rules to be exercised by a special general meeting of members of the association, and

(c) has power to perform all such acts and do all such things as appear to the committee to be necessary or desirable for the proper management of the affairs of the association.

(1) Subject in the case of the first members of the committee to section 21 of the Act, the committee is to consist of:

(a) the office-bearers of the management committee, and

(b) four (4) members each of whom is to be elected to a position of ‘Floor Member’ at the Annual General Meeting of the Association under rule 5.

(2) The office-bearers of the association are to be:

(e) Life Member of the committee (To be known henceforth as "The Patron")

These office bearers must have been financial for the previous two consecutive years.

(3) All committee members must be 18 years of age or over.

(4) Option 1: Each member of the committee is, subject to these rules, to hold office until the conclusion of the Annual General Meeting following the date of the member's election, but is eligible for re-election.

Option 2: A maximum of 4 concurrent years for Office Bearers and 3 years for Floor Members.

Option 3: Any vacancies as a result of the above will be elected at the AGM

(5) In the event of a casual vacancy occurring in the membership of the committee, the committee may appoint a member of the association to fill the vacancy and the member so appointed is to hold office, subject to these rules, until the conclusion of the Annual General Meeting next following the date of the appointment.

(1) Nominations of candidates for election as office-bearers of the association or as floor members of the committee:

(a) must be made in writing, signed by two (2) financial members of the association and accompanied by the written consent of the candidate (which may be endorsed on the form of the nomination), and

(b) must be delivered to the secretary of the association at least seven (7) days before the date fixed for the holding of the Annual General Meeting at which the election is to take place.

(2) If insufficient nominations are received to fill all vacancies on the committee, the candidates nominated are taken to be elected and further nominations are to be received at the annual general meeting.

(3) If there are insufficient nominations, any vacant positions remaining on the committee are taken to be casual vacancies.

(4) If the number of nominations received is equal to the number of vacancies to be filled, the persons nominated are taken to be elected.

(5) If the number of nominations received exceeds the number of vacancies to be filled, a ballot is to be held.

(6) The ballot for the election of office-bearers and ordinary members of the committee is to be conducted at the Annual General Meeting in such usual and proper manner as the committee may direct.The minimum voting age at the AGM is 18 years of age on the day of the AGM.

(7) In the event of a deadlock for any one position, a second written ballot will take place including only those initially present and postal votes. If a deadlock remains the nominees names will be drawn from ‘A suitable container’.

(8) Membership of the association cannot be effected on the day of the AGM.

(9) The Returning Officer and two scrutineers who officiate at the Annual General Meeting election of officers should be financial members of the Association and must be approved by voting members present.

(1) The Secretary of the association must, as soon as practicable after being appointed as secretary, lodge notice with the Association of his or her address.

(2) It is the duty of the Secretary to keep minutes of:

(a) all appointments of office-bearers and members of the committee.

(b) the names of members of the committee present at a committee meeting or a General Meeting, and

(c) all proceedings at committee meetings and General Meetings.

(3) Minutes of proceedings at a meeting must be signed by the Chairperson of the meeting or by the Chairperson of the next succeeding meeting.

It is the duty of the treasurer of the association to ensure:

(a) that all money due to the association is collected and received and that all payments authorised by the association are made;

(b) that correct books and accounts are kept showing the financial affairs of the Association, including full details of all receipts and expenditure connected with the activities of the Association, and

(c) that an annual audit report be presented to members at the Annual General Meeting.

For the purpose of these rules, a casual vacancy in the office of a member of the committee occurs if the member:

(b) ceases to be a member of the Association, or

(c) becomes an insolvent under administration within the meaning of the Corporations Law, or

(d) resigns office by notice in writing given to the secretary, or

(f) becomes a mentally incapacitated person, or

(g) is absent without the consent of the committee from all meetings of the committee held during a period of six (6) months.

(1) The Association in General Meeting may, by resolution, remove any member of the committee from the position of member before the expiration of the member's term of office and may, by resolution, appoint another person to hold office until the expiration of the term of office of the member so removed.

(2) If a member of the committee to whom a proposed resolution referred to in clause (1) relates makes representations in writing to the Secretary or Chairman and request that the representation be notified to the members of the association, the Secretary or Chairman may send a copy of the representations to each member of the Association or, if the representations are not so sent, the member is entitled to require that the representations be read out at the meeting at which the resolution is considered.

(1) The committee must meet at least four (4) times in each period of twelve (12) months at such place and time as the committee may determine.

(2) Additional meetings of the committee may be convened by the President or by any member of the committee.

(3) Oral or written notice of a meeting of the committee must be given by the Secretary to each member of the committee at least 48 hours (or such other period as may be unanimously agreed on by the members of the committee) before the time appointed for the holding of the meeting.

(4) Notice of a meeting given under clause (3) must specify the general nature of the business to be transacted at the meeting and no business other than that business is to be transacted at the meeting, except business which the committee members present at the meeting unanimously agree to treat as urgent business.

(5) Any five (5) members of the committee constitute a quorum for the transaction of the business of a meeting of the committee.

(6) No business is to be transacted by the committee unless a quorum is present and if, within half an hour of the time appointed for the meeting, a quorum is not present, the meeting is to stand adjourned to the same place and at the same hour of the same day in the following week.

(7) If at the adjourned meeting a quorum is not present within half an hour of the time appointed for the meeting, the meeting is to be dissolved.

(a) The President or, in the presidents’ absence, a Vice-President, is to preside, or

(b) if the President and both Vice-Presidents are absent, one of the remaining members of the committee as may be chosen by the members present at the meeting is to preside.

(9) Minutes of the general meeting will be posted on the GMS noticeboard and website within 14 days of the meeting.

(1) The committee may, by instrument in writing, delegate to one or more sub-committees (consisting of such member or members of the Association as the committee thinks fit) the exercise of such of the functions of the committee as are specified in the instrument, other than:

(b) a function which is a duty imposed on the committee by the Act or by any other law.

(2) A function, the exercise of which has been delegated to a sub-committee under this rule may, while the delegation remains unrevoked, be exercised from time to time by the sub-committee in accordance with the terms of the delegation.

(3) A delegation under this section may be made subject to such conditions or limitations as to the exercise of any function, or as to time or circumstances, as may be specified in the instrument of delegation.

(4) Despite any delegation under this rule, the committee may continue to exercise any function delegated.

(5) Any act or thing done or suffered by a sub-committee acting in the exercise of a delegation under this rule has the same force and effect as it would have if it had been done or suffered by the committee.

(6) The committee may, by instrument in writing, revoke wholly or in part any delegation under this rule.

(7) A sub-committee may meet and adjourn, as it thinks proper.

(1) Questions arising at a meeting of the committee, or of any sub-committee appointed by the committee are to be determined by a majority of the votes of members of the committee or sub-committee present at the meeting.

(2) Each member present at a meeting of the committee or of any sub-committee appointed by the committee (including the person presiding at the meeting) is entitled to one vote but, in the event of an equality of votes on any question, the person presiding may exercise a second or casting vote.

(3) Subject to rule 20(5), the committee may act despite any vacancy on the committee.

(4) Any act or thing done or suffered, or purporting to have been done or suffered, by the committee or by a sub-committee appointed by the committee, is valid and effectual despite any defect that may afterwards be discovered in the appointment or qualification of any member of the committee or sub-committee.

With the exception of the first Annual General Meeting of the Association, the Association must, at least once in each calendar year and within the period of six (6) months after the expiration of each financial year of the Association, convene an Annual General Meeting of its members.

24. Annual General Meetings - Calling of and Business at

(1) The Annual General Meeting of the Association is, subject to the Act and to rule 23, to be convened on such date and at such place and time as the committee thinks fit.

(2) In addition to any other business which may be transacted at an Annual General Meeting, the business of an Annual General Meeting is to include the following:

(a) to confirm the minutes of the last preceding Annual General Meeting and of any special General Meeting held since that meeting.

(b) to receive from the committee reports on the activities of the Association during the last preceding financial year,

(c) to elect office-bearers of the Association and ordinary members of the committee,

(d) to receive and consider the statement which is required to be submitted to members under section 26(6) of the Act.

(3) An Annual General Meeting must be specified as such in the notice convening it.

(4) Expressions of interest for a Social Committee will be accepted at the AGM. The committee will establish the Social Committee as soon as practicable after the AGM.

(1) The committee may, whenever it thinks fit, convene a Special General Meeting of the Association.

(2) The committee must, on the requisition in writing of at least five (5) per cent of the total number of members, convene a Special General Meeting of the Association.

(3) A requisition of members for a Special General Meeting:

(a) must state the purpose or purposes of the meeting, and

(b) must be signed by the members making the requisition, and

(d) may consist of several documents in a similar form, each signed by one or more of the members making the requisition.

(4) If the committee fails to convene a Special General Meeting to be held within one (1) month after that date on which a requisition of members for the meeting is lodged with the Secretary, any one or more of the members who made the requisition may convene a Special General Meeting to be held not later than three (3) months after that date.

(5) A Special General Meeting convened by a member or members as referred to in clause (4) must be convened as nearly as is practicable in the same manner as General Meetings are convened by the committee and any member who consequently incurs expenses is entitled to be reimbursed by the Association for any expense so incurred.

(1) Except if the nature of the business proposed to be dealt with at a monthly Committee Meeting requires a special resolution of the Association, the Secretary must, at least 14 days before the date fixed for the holding of the monthly Committee Meeting, give a notice to each member specifying the place, date and time of the meeting and the nature of the business proposed to be transacted at the meeting.

(2) If the nature of the business proposed to be dealt with at a Special General Meeting requires a special resolution of the Association, the Secretary must, at least 21 days before the date fixed for the holding of the General Meeting, cause notice to be given to each member specifying, in addition to the matter required under clause (1), the intention to propose the resolution as a special resolution.

(3) No business other than that specified in the notice convening a Special General Meeting is to be transacted at the meeting except, in the case of an Annual General Meeting, business which may be transacted under rule 24(2).

(4) A member desiring to bring any business before a Special General Meeting may give notice in writing of that business to the Secretary who much include that business in the next notice calling a Special General Meeting given after receipt of the notice from the member.

(1) No item of business is to be transacted at a Special General Meeting and/or AGM unless a quorum of members entitled under these rules to vote is present during the time the meeting is considering that item.

(2) Thirty (30) members present in person (being members entitled under these rules to vote at a Special General Meeting) constitute a quorum for the transaction of the business of a Special General Meeting and/or AGM.

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(3) If, within half an hour after the appointed time for the commencement of a Special General Meeting a quorum is not present, the meeting:

(a) if convened on the requisition of members, is to be dissolved, and

(b) in any other case, is to stand adjourned to the same day in the following week at the same time and (unless another place is specified at the time of the adjournment by the person presiding at the meeting or communicated 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 a quorum is not present within half an hour after the time appointed for the commencement of the meeting, the members present (being at least three (3)) is to constitute a quorum.

28. Presiding Member

(1) The President or, in the Presidents absence, a Vice-President is to preside as Chairperson at each Special General Meeting and/or AGM of the Association.

(2) If the President and both Vice- Presidents are absent or unwilling to act, the members present must elect one of their number to preside as chairperson at the meeting.

29. Adjournment

(1) The Chairperson of a Special General Meeting at which a quorum is not present may, with the consent of the majority of members present at the meeting, adjourn the meeting from time to time and place to place, but no business is to be transacted at an adjourned meeting other than the business left unfinished at the meeting at which the adjournment took place.

(2) If a Special General Meeting is adjourned for 14 days or more, the Secretary must give written or oral notice of the adjourned meeting to each member of the Association stating the place, date and time of the meeting and the nature of the business to be transacted at the meeting.

(3) Except as provided in clauses (1) and (2), notice of an adjournment of a Special General Meeting or of the business to be transacted at an adjourned meeting is not required to be given.

30. Making of Decisions

(1) A question arising at a meeting of the Association is to be determined on a show of hands and, unless before or on the declaration of the show of hands a poll is demanded, a declaration by the chairperson that a resolution has, on a show of hands, been carried or carried unanimously or carried by a particular majority or lost, or 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 the resolution.

(2) At a meeting of the Association, a poll may be demanded by the President or by at least three (3) members present in person at the meeting.

(3) If a poll is demanded at a General Meeting, the poll must be taken:

(a) immediately in the case of a poll which relates to the election of the chairperson of the meeting or to the question of an adjournment, or

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(b) if any other case, in such manner and at such time before the close of the meeting as the chairperson directs.

and the resolution of the poll on the matter is taken to be the resolution of the meeting on that matter.

31. Special Resolution

A resolution of the Association is a special resolution:

(a) if it is passed by a majority which comprises at least three-quarters of such members of the Association as, being entitled under these rules so to do, vote in person at a General Meeting of which at least 21 days' written notice specifying the intention to propose the resolution as a special resolution was given in accordance with these rules, or

(b) where it is made to appear to the Director-General that it is not practicable for the resolution to be passed in the manner specified in paragraph (a) if the resolution is passed in a manner specified by the Director-General.

32. Voting

(1) On any question arising at a Meeting of the Association a member who is 18 years or over has one vote only.

(2) All votes must be given personally.

(3) In the case of an equality of votes on a question at a Meeting, the chairperson of the meeting is entitled to exercise a second or casting vote.

(4) A member is not entitled to vote at a Meeting of the Association unless all money due and payable by the member to the Association has been paid, other than the amount of the annual subscription payable in respect of the then current year.

33. Postal Vote

Any financial member who is unable to attend the Annual General Meeting is entitled to an absentee vote, copies of which are available from the secretary. This can either be posted to the Secretary or presented to the Returning Officer in an envelope that is sealed and signed across the seal by the member. It is not to be opened prior to the AGM.

Option 1. Delete the option of Postal voting.

Option 2. Postal votes are to be issued and endorsed by the Secretary only.

Option 3. Postal votes will only be accepted in extenuating circumstances upon application to the Committee. This written application must be made to the Committee within 14 days of the AGM.

PART 5 MISCELLANEOUS 14

34. Insurance

(1) The Association must effect and maintain insurance under section 44 of the Act.

(2) In addition to the insurance required under clause (1), the Association may effect and maintain other insurance.

35. Funds - Source

(1) The funds of the Association are to be derived from entrance fees and annual subscriptions of members, donations and, subject to any resolution passed by the Association in General Meeting, such other sources as the committee determines.

(2) All money received by the Association must be deposited as soon as practicable and without deduction to the credit of the Association's bank account.

(3) The Association must, as soon as practicable after receiving any money, issue an appropriate receipt.

36. Funds - Management

(1) Subject to any resolution passed by the Association in General Meeting, the funds of the Association are to be used in pursuance of the objects of the Association in such manner as the committee determines.

(2) All cheques, drafts, bills of exchange, promissory notes and other negotiable instruments must be signed by any two (2) members of the committee.

37. Alteration of Objects and Rules

The Statement of objects and these rules may be altered, rescinded or added to only by a special resolution of the Association.

38. Common Seal

(1) The Common Seal of the Association must be kept in the custody of the Secretary.

(2) The Common Seal must not be affixed to any instrument except by the authority of the committee and the affixing of the Common Seal must be attested by the signature of either of two (2) members of the committee or of one (1) member of the committee and of the Public Officer or Secretary.

39. Custody of Books

Except as otherwise provided by these rules, the financial documents must be held by the Treasurer, minutes and correspondence by the Secretary and membership details by the Membership Coordinator.

40. Inspection of Books

The records, books and other documents of the Association must be open to inspection, free of charge, by a member of the Association at any reasonable hour (except where it contravenes the current Privacy Laws).

41. Service of Notices 15

(1) For the purpose of these rules, a notice may be served on or given to a person:

(a) by delivering it to the person personally, or

(b) by sending it by pre-paid post to the address of the person, or

(c) by sending it by facsimile transmission or some other form of electronic transmission to an address specified by the person for giving or serving the notice.

(2) For the purpose of these rules, a notice is taken, unless the contrary is proved, to have been given or served:

(a) in the case of a notice given or served personally, on the date on which it is received by the addressee, and

(b) in the case of a notice sent by pre-paid post, on the date when it would have been delivered in the ordinary course of post, and

(c) in the case of a notice sent by facsimile transmission or some other form of electronic transmission, on the date it was sent, or if the machine from which the transmission was sent produces a report indicating that the notice was sent on a later date, on that date.

42. GMS Junior Theatre

1a) Performers in GMS Junior theatre must not have turned 19 years of age by the opening performance (No exceptions).

2b) The youngest acceptable age is 9 years of age, however if the show requires younger performers, this age may be negotiated between the Production Manager and the committee.

3c) With a view to practicalities the Management Committee, with the Director and Production Manager, will determine the number of cast members for each Junior production.

4d) In the interests of show organisation and the health and well-being of the performers, no juniors will generally be permitted to rehearse two GMS shows concurrently.

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Appendix 1

(Rule 3(1))

APPLICATION FOR MEMBERSHIP OF ASSOCIATION

........................................................ Incorporated (incorporated under the Associations Incorporation Act 1984.

I,...........................................................................................................................

(full name of applicant)

of...........................................................................................................................

(address)

........................................................................................... hereby apply to become a

(occupation)

member of the above named incorporated association. In the event of my admission as a member, I agree to be bound by the rules of the association for the time being in force.

.........................................................................

Signature of applicant

Date: ................................................................

I,.................................................................................... a member of the association,

(full name)

nominate the applicant, who is personally known to me, for membership of the association.

.......................................................................

Signature of proposer

Date: .............................................................

I,....................................................................................... a member of the association,

(full name)

second the nomination of the applicant, who is personally known to me, for membership of the association.

.....................................................................

Signature of seconder

Date: ............................................................