HTML MakerThe Rules of the Queensland Vintage Vehicle Association Inc.
1 Interpretation
(1) In these rules—
Act means the Associations Incorporation Act 1981.
present—
(a) at a management committee meeting, see rule 23(6); or
(b) at a general meeting, see rule 37(2).
(2) A word or expression that is not defined in these model rules, but is defined in the
Act has, if the context permits, the meaning given by the Act.
2 Name
The name of the incorporated association is Queensland Vintage Vehicle
Association Inc. (the association).
3 Objects
The objects of the association are—
1) To assist members in locating, restoring or maintaining their vehicles by
acting as a medium for exchange of parts, ideas and information.
2) To encourage and sponsor social activities for members and their families.
4 Powers
(1) The association has the powers of an individual.
(2) The association may, for example—
(a) enter into contracts; and
(b) acquire, hold, deal with and dispose of property; and
(c) make charges for services and facilities it supplies; and
(d) do other things necessary or convenient to be done in carrying out its affairs.
(3) The association may take over the funds and other assets and liabilities of the
present unincorporated association known as the ‘Queensland Vintage Vehicle
Association’ (the unincorporated association).
(4) The association may also issue secured and unsecured notes, debentures and
debenture stock for the association.
5 Classes of members
(1) The membership of the association consists of ordinary members, and any of the
following classes of members—
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(1) The membership of the association consists of ordinary
members, family members, honorary members and life
members defined as follows—
(a) Ordinary Membership. One member with full voting rights and their
dependent children who will not have voting rights.
(b) Family Membership. Two principal family members, resident at one
address, each with full voting rights and their dependent children who will
not have voting rights.
(c) Honorary Membership. Any person who, in the opinion of the
Management ommittee, has made an outstanding contribution to the
vintage vehicle movement may be recommended for Honorary
Membership of the Association.
(d) Life Membership. Any financial member of the Association who, in the
opinion of the Management Committee, has made outstanding contribution
towards the advancement of the Association, may be recommended for
Life Membership.
(2) The number of ordinary members is unlimited.
6 Automatic membership
A person who, on the day the association is incorporated, was a member of the
unincorporated association and who, on or before a day fixed by the management
committee, agrees in writing to become a member of the incorporated association,
must be admitted by the management committee—
(a) to the equivalent class of membership of the association as the member held
in the unincorporated association; or
(b) if there is no equivalent class of membership—as an ordinary member.
7 New membership
4 An applicant for membership of the association must be proposed by 1 member
of the association (the proposer) and seconded by another member (the seconder).
5 An application for membership must be—
a. in writing; and
b. signed by the applicant and the applicant’s proposer and seconder; and
c. in the form decided by the management committee.
8 Membership fees
(1) The membership fee for each ordinary membership and for each other class of
membership (if any)—
(a) is the amount decided by the members from time to time at a general
meeting; and
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(b) is payable when, and in the way, the management committee decides.
(2) A member of the incorporated association who, before becoming a member, has
paid the member’s annual subscription for membership of the unincorporated
association on or before a day fixed by the management committee, is not liable
to pay a further amount of annual subscription for the period before the day fixed
by the management committee as the day on which the next annual subscription
is payable.
9 Admission and rejection of new members
(1) The management committee must consider an application for membership at the
next committee meeting held after it receives—
(a) the application for membership; and
(b) the appropriate membership fee for the application.
(2) The management committee must ensure that, as soon as possible after the person
applies to become a member of the association, and before the management
committee considers the person’s application, the person is advised—
(a) whether or not the association has public liability insurance; and
(b) if the association has public liability insurance—the amount of the
insurance.
(3) The management committee must decide at the meeting whether to accept or
reject the application.
(4) If a majority of the members of the management committee present at the meeting
vote to accept the applicant as a member, the applicant must be accepted as a
member for the class of membership applied for.
(5) The secretary of the association must, as soon as practicable after the management
committee decides to accept or reject an application, give the applicant a written
notice of the decision.
10 When membership ends
(1) A member may resign from the association by giving a written notice of
resignation to the secretary.
(2) The resignation takes effect at—
(a) the time the notice is received by the secretary; or
(b) if a later time is stated in the notice—the later time.
(3) The management committee may terminate a member’s membership if the
member—
(a) is convicted of an indictable offence; or
(b) does not comply with any of the provisions of these
rules; or
(c) has membership fees in arrears for at least 2 months; or
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(d) conducts himself or herself in a way considered to be injurious or prejudicial
to the character or interests of the association.
(4) Before the management committee terminates a member’s membership, the
committee must give the member a full and fair opportunity to show why the
membership should not be terminated.
(5) If, after considering all representations made by the member, the management
committee decides to terminate the membership, the secretary of the committee
must give the member a written notice of the decision.
11 Appeal against rejection or termination of membership
(1) A person whose application for membership has been rejected, or whose
membership has been terminated, may give the secretary written notice of the
person’s intention to appeal against the decision.
(2) A notice of intention to appeal must be given to the secretary within 1 month after
the person receives written notice of the decision.
(3) If the secretary receives a notice of intention to appeal, the secretary must, within
1 month after receiving the notice, call a general meeting to decide the appeal.
12 General meeting to decide appeal
(1) The general meeting to decide an appeal must be held within 3 months after the
secretary receives the notice of intention to appeal.
(2) At the meeting, the applicant must be given a full and fair opportunity to show
why the application should not be rejected or the membership should not be
terminated.
(3) Also, the management committee and the members of the committee who rejected
the application or terminated the membership must be given a full and fair
opportunity to show why the application should be rejected or the membership
should be terminated.
(4) An appeal must be decided by a majority vote of the members present and eligible
to vote at the meeting.
(5) If a person whose application for membership has been rejected does not appeal
against the decision within 1 month after receiving written notice of the decision,
or the person appeals but the appeal is unsuccessful, the secretary must, as soon
as practicable, refund the membership fee paid by the person.
13 Register of members
(1) The management committee must keep a register of members of the association.
(2) The register must include the following particulars for each member—
(a) the full name of the member;
(b) the postal or residential address of the member;
(c) the date of admission as a member;
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(d) the date of death or time of resignation of the member;
(e) details about the termination or reinstatement of membership;
(f) any other particulars the management committee or the members at a
general meeting decide.
(3) The register must be open for inspection by members of the association at all
reasonable times.
(4) A member must contact the secretary to arrange an inspection of the register.
(5) However, the management committee may, on the application of a member of the
association, withhold information about the member (other than the member’s full
name) from the register available for inspection if the management committee has
reasonable grounds for believing the disclosure of the information would put the
member at risk of harm.
14 Prohibition on use of information on register of members
(1) A member of the association must not—
(a) use information obtained from the register of members of the association to
contact, or send material to, another member of the association for the
purpose of advertising for political, religious, charitable or commercial
purposes; or
(b) disclose information obtained from the register to someone else, knowing
that the information is likely to be used to contact, or send material to,
another member of the association for the purpose of advertising for
political, religious, charitable or commercial purposes.
(2) Subrule (1) does not apply if the use or disclosure of the information is approved
by the association.
15 Appointment or election of secretary
(1) The secretary must be an adult residing in Queensland, or in another State but not
more than 65km from the Queensland border, who is—
(a) a member of the association elected by the association as secretary; or
(b) any of the following persons appointed by the management committee as
secretary—
(i) a member of the association’s management committee;
(ii) another member of the association; (iii) another person.
(2) If the association has not elected an interim officer as secretary for the association
before its incorporation, the members of the management committee must ensure
a secretary is appointed or elected for the association within 1 month after
incorporation.
(3) If a vacancy happens in the office of secretary, the members of the management
committee must ensure a secretary is appointed or elected for the association
within 1 month after the vacancy happens.
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(4) If the management committee appoints a person mentioned in subrule (1)(b)(ii)
as secretary, other than to fill a casual vacancy on the management committee, the
person does not become a member of the management committee.
(5) However, if the management committee appoints a person mentioned in subrule
(1)(b)(ii) as secretary to fill a casual vacancy on the management committee, the
person becomes a member of the management committee.
(6) If the management committee appoints a person mentioned in subrule (1)(b)(iii)
as secretary, the person does not become a member of the management committee.
(7) In this rule— casual vacancy, on a management committee, means a vacancy that
happens when an elected member of the management committee resigns, dies or
otherwise stops holding office.
16 Removal of secretary
(1) The management committee of the association may at any time remove a person
appointed by the committee as the secretary.
(2) If the management committee removes a secretary who is a person mentioned in
rule 15(1)(b)(i), the person remains a member of the management committee.
(3) If the management committee removes a secretary who is a person mentioned in
rule 15(1)(b)(ii) and who has been appointed to a casual vacancy on the
management committee under rule 15(5), the person remains a member of the
management committee.
17 Functions of secretary
The secretary’s functions include, but are not limited to—
(a) calling meetings of the association, including preparing notices of a meeting
and of the business to be conducted
at the meeting in consultation with the president of the association; and
(b) keeping minutes of each meeting; and
(c) keeping copies of all correspondence and other
documents relating to the association; and
(d) maintaining the register of members of the association.
18 Membership of management committee
(1) The management committee of the association consists of a president, treasurer,
and any other members the association members elect at a general meeting.
(2) A member of the management committee, other than a secretary appointed by the
management committee under rule 15(1)(b)(iii), must be a member of the
association.
(3) At each annual general meeting of the association, the members of the
management committee must retire from office, but are eligible, on nomination,
for re-election.
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(4) A member of the association may be appointed to a casual vacancy on the
management committee under rule 21.
19 Electing the management committee
(1) A member of the management committee may only be elected as follows—
(a) any 2 members of the association may nominate another member (the
candidate) to serve as a member of the management committee;
(b) the nomination must be—
(i) in writing; and
(ii) signed by the candidate and the members who nominated him or her;
and
(iii) given to the secretary at least 14 days before the annual general
meeting at which the election is to be held;
(c) each member of the association present and eligible to vote at the annual
general meeting may vote for 1 candidate for each vacant position on the
management committee;
(d) if, at the start of the meeting, there are not enough candidates nominated,
nominations may be taken from the floor of the meeting.
(2) A person may be a candidate only if the person—
(a) is an adult; and
(b) is not ineligible to be elected as a member under section 61A of the Act.
(3) A list of the candidates’ names in alphabetical order, with the names of the
members who nominated each candidate, must be posted in a conspicuous place
in the office or usual place of meeting of the association for at least 7 days
immediately preceding the annual general meeting.
(4) If required by the management committee, balloting lists must be prepared
containing the names of the candidates in alphabetical order.
(5) The management committee must ensure that, before a candidate is elected as a
member of the management committee, the candidate is advised—
(a) whether or not the association has public liability insurance; and
(b) if the association has public liability insurance—the amount of the
insurance.
20 Resignation, removal or vacation of office of management committee
member
(1) A member of the management committee may resign from the committee by
giving written notice of resignation to the secretary.
(2) The resignation takes effect at—
(a) the time the notice is received by the secretary; or
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(b) if a later time is stated in the notice—the later time.
(3) A member may be removed from office at a general meeting of the association if
a majority of the members present and eligible to vote at the meeting vote in
favour of removing the member.
(4) Before a vote of members is taken about removing the member from office, the
member must be given a full and fair opportunity to show cause why he or she
should not be removed from office.
(5) A member has no right of appeal against the member’s removal from office under
this rule.
(6) A member immediately vacates the office of member in the circumstances
mentioned in section 64(2) of the Act.
21 Vacancies on management committee
(1) If a casual vacancy happens on the management committee, the continuing
members of the committee may appoint another member of the association to fill
the vacancy until the next annual general meeting.
(2) The continuing members of the management committee may act despite a casual
vacancy on the management committee.
(3) However, if the number of committee members is less than the number fixed
under rule 24(1) as a quorum of the management committee, the continuing
members may act only to—
(a) increase the number of management committee members to the number
required for a quorum; or
(b) call a general meeting of the association.
22 Functions of management committee
(1) Subject to these rules or a resolution of the members of the association carried at
a general meeting, the management committee has the general control and
management of the administration of the affairs, property and funds of the
association.
(2) The management committee has authority to interpret the meaning of these rules
and any matter relating to the association on which the rules are silent, but any
interpretation must have regard to the Act, including any regulation made under
the Act.
Note—
The Act prevails if the association’s rules are inconsistent with the Act—see section 1D of the
Act.
(3) The management committee may exercise the powers of the association—
(a) to borrow, raise or secure the payment of amounts in a way the members of
the association decide; and
(b) to secure the amounts mentioned in paragraph (a) or the payment or
performance of any debt, liability, contract, guarantee or other engagement
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incurred or to be entered into by the association in any way, including by
the issue of debentures (perpetual or otherwise) charged upon the whole or
part of the association’s property, both present and future; and
(c) to purchase, redeem or pay off any securities issued; and
(d) to borrow amounts from members and pay interest on the amounts
borrowed; and
(e) to mortgage or charge the whole or part of its property; and
(f) to issue debentures and other securities, whether outright or as security for
any debt, liability or obligation of the association; and
(g) to provide and pay off any securities issued; and
(h) to invest in a way the members of the association may from time to time
decide.
(4) For subrule (3)(d), the rate of interest must not be more than the current rate being
charged for overdrawn accounts on money lent (regardless of the term of the loan)
by— (a) the financial institution for the association; or
(b) if there is more than 1 financial institution for the association—the financial
institution nominated by the management committee.
23 Meetings of management committee
(1) Subject to this rule, the management committee may meet and conduct its
proceedings as it considers appropriate.
Note—
See also sections 70B and 70C of the Act about requirements relating to the proceedings of the
management committee if a member of the committee has a material personal interest in a
matter being considered at a meeting of the committee.
(2) The management committee must meet at least once every 4 months to exercise
its functions.
(3) The management committee must decide how a meeting is to be called.
(4) Notice of a meeting is to be given in the way decided by the management
committee.
(5) The management committee may hold meetings, or permit a committee member
to take part in its meetings, by using any technology that reasonably allows the
member to hear and take part in discussions as they happen.
(6) A committee member who participates in the meeting as mentioned in subrule (5)
is taken to be present at the meeting.
(7) A question arising at a committee meeting is to be decided by a majority vote of
members of the committee present at the meeting and, if the votes are equal, the
question is decided in the negative.
(8) The president is to preside as chairperson at a management committee meeting.
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(9) If there is no president or if the president is not present within 10 minutes after
the time fixed for a management committee meeting, the members may choose 1
of their number to preside as chairperson at the meeting.
24 Quorum for, and adjournment of, management committee meeting
(1) At a management committee meeting, more than 50% of the members elected to
the committee as at the close of the last general meeting of the members form a
quorum.
(2) If there is no quorum within 30 minutes after the time fixed for a management
committee meeting called on the request of members of the committee, the
meeting lapses.
(3) If there is no quorum within 30 minutes after the time fixed for a management
committee meeting called other than on the request of the members of the
committee—
(a) the meeting is to be adjourned for at least 1 day; and
(b) the members of the management committee who are present are to decide
the day, time and place of the adjourned meeting.
(4) If, at an adjourned meeting mentioned in subrule (3), there is no quorum within
30 minutes after the time fixed for the meeting, the meeting lapses.
25 Special meeting of management committee
(1) If the secretary receives a written request signed by at least 33% of the members
of the management committee, the secretary must call a special meeting of the
committee by giving each member of the committee notice of the meeting within
14 days after the secretary receives the request.
(2) If the secretary is unable or unwilling to call the special meeting, the president
must call the meeting.
(3) A request for a special meeting must state—
(a) why the special meeting is called; and
(b) the business to be conducted at the meeting.
(4) A notice of a special meeting must state—
(a) the day, time and place of the meeting; and
(b) the business to be conducted at the meeting.
(5) A special meeting of the management committee must be held within 14
days after notice of the meeting is given to the members of the management
committee.
26 Minutes of management committee meetings
(1) The secretary must ensure full and accurate minutes of all questions, matters,
resolutions and other proceedings of each management committee meeting are
entered in a minute book.
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(2) To ensure the accuracy of the minutes, the minutes of each management
committee meeting must be signed by the chairperson of the meeting, or the
chairperson of the next management committee meeting, verifying their accuracy.
27 Appointment of subcommittees
(1) The management committee may appoint a subcommittee consisting of members
of the association considered appropriate by the committee to help with the
conduct of the association’s operations.
(2) A member of the subcommittee who is not a member of the management
committee is not entitled to vote at a management committee meeting.
(3) A subcommittee may elect a chairperson of its meetings.
(4) If a chairperson is not elected, or if the chairperson is not present within 10
minutes after the time fixed for a meeting, the members present may choose 1 of
their number to be chairperson of the meeting.
(5) A subcommittee may meet and adjourn as it considers appropriate.
(6) A question arising at a subcommittee meeting is to be decided by a majority vote
of the members present at the meeting and, if the votes are equal, the question is
decided in the negative.
28 Acts not affected by defects or disqualifications
(2) An act performed by the management committee, a subcommittee or a person
acting as a member of the management committee is taken to have been validly
performed.
(3) Subrule (1) applies even if the act was performed when—
(a) there was a defect in the appointment of a member of the management
committee, subcommittee or person acting as a member of the management
committee; or
(b) a management committee member, subcommittee member or person acting
as a member of the management committee was disqualified from being a
member.
29 Resolutions of management committee without meeting
(1) A written resolution signed by each member of the management committee is as
valid and effectual as if it had been passed at a committee meeting that was
properly called and held.
(2) A resolution mentioned in subrule (1) may consist of several documents in like
form, each signed by 1 or more members of the committee.
30 First annual general meeting
The first annual general meeting must be held within 6 months after the end date
of the association’s first reportable financial year.
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31 Subsequent annual general meetings
Each subsequent annual general meeting must be held—
(a) at least once each year; and
(b) within 6 months after the end date of the association’s reportable financial
year.
31A Management committee members to be elected at annual
general meeting
The association must elect the members of the management committee at each
annual general meeting of the association.
32 Other business for annual general meeting of large incorporated
associations and particular medium and small incorporated
associations
(1) This rule applies if the association is—
(a) a large incorporated association to which sections 59A and 59AA of the Act
apply; or
(b) a medium incorporated association to which sections
59A and 59AA of the Act apply; or
(c) a small incorporated association to which sections 59A and 59AA of the Act
apply.
(2) The following business must be conducted at each annual general meeting of the
association—
(a) receiving the association’s financial statement, and audit report, for the last
reportable financial year;
(b) presenting the financial statement and audit report to the meeting for
adoption;
(c) for a large incorporated association—appointing an
auditor or an accountant for the present financial year;
(d) for a medium or small incorporated association—
appointing an auditor, an accountant or an approved person for the present
financial year.
33 Other business for annual general meeting of other medium
incorporated associations
(1) This rule applies if the association is a medium incorporated association to which
sections 59A and 59AB of the Act apply.
(2) The following business must be conducted at each annual general meeting of the
association—
(a) receiving the association’s financial statement, and verification statement,
for the last reportable financial year;
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(b) presenting the financial statement and verification statement to the meeting
for adoption;
(c) appointing an auditor, an accountant or an approved person for the present
financial year.
34 Other business for annual general meeting of other small
incorporated associations
(1) This rule applies if the association is a small incorporated association to which
sections 59A and 59AB of the Act apply.
(2) The following business must be conducted at each annual general meeting of the
association—
(a) receiving the association’s financial statement, and verification statement,
for the last reportable financial year;
(b) presenting the financial statement and verification statement to the meeting
for adoption.
35 Notice of general meeting
(1) The secretary may call a general meeting of the association.
(2) The secretary must give at least 14 days notice of the meeting to each member of
the association.
(3) If the secretary is unable or unwilling to call the meeting, the president must call
the meeting.
(4) The management committee may decide the way in which the notice must be
given.
(5) However, notice of the following meetings must be given in writing—
(a) a meeting called to hear and decide the appeal of a person against the
management committee’s decision—
(i) to reject the person’s application for membership of the association; or
(ii) to terminate the person’s membership of the association;
(b) a meeting called to hear and decide a proposed special resolution of the
association.
(6) A notice of a general meeting must state the business to be conducted at the
meeting.
36 Quorum for, and adjournment of, general meeting
(1) The quorum for a general meeting is at least the number of members elected or
appointed to the management committee at the close of the association’s last
general meeting plus 1.
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(2) However, if all members of the association are members of the management
committee, the quorum is the total number of members less 1.
(3) No business may be conducted at a general meeting unless there is a quorum of
members when the meeting proceeds to business.
(4) If there is no quorum within 30 minutes after the time fixed for a general meeting
called on the request of members of the management committee or the association,
the meeting lapses.
(5) If there is no quorum within 30 minutes after the time fixed for a general meeting
called other than on the request of members of the management committee or the
association— (a) the meeting is to be adjourned for at least 7 days; and
(b) the management committee is to decide the day, time and place of the
adjourned meeting.
(6) The chairperson may, with the consent of any meeting at which there is a quorum,
and must if directed by the meeting, adjourn the meeting from time to time and
from place to place.
(7) If a meeting is adjourned under subrule (6), only the business left unfinished at
the meeting from which the adjournment took place may be conducted at the
adjourned meeting.
(8) The secretary is not required to give the members notice of an adjournment or of
the business to be conducted at an adjourned meeting unless a meeting is
adjourned for at least 30 days.
(9) If a meeting is adjourned for at least 30 days, notice of the adjourned meeting
must be given in the same way notice is given for an original meeting.
37 Procedure at general meeting
(1) A member may take part and vote in a general meeting in person, by proxy, by
attorney or by using any technology that reasonably allows the member to hear
and take part in discussions as they happen.
(2) A member who participates in a meeting as mentioned in subrule (1) is taken to
be present at the meeting.
(3) At each general meeting—
(a) the president is to preside as chairperson; and
(b) if there is no president or if the president is not present within 15 minutes
after the time fixed for the meeting or is unwilling to act, the members
present must elect 1 of their number to be chairperson of the meeting; and
(c) the chairperson must conduct the meeting in a proper and orderly way.
38 Voting at general meeting
(1) At a general meeting, each question, matter or resolution, other than a special
resolution, must be decided by a majority of votes of the members present.
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(2) Each member present and eligible to vote is entitled to 1 vote only and, if the votes
are equal, the chairperson has a casting vote as well as a primary vote.
(3) A member is not entitled to vote at a general meeting if the member’s annual
subscription is in arrears at the date of the meeting.
(4) The method of voting is to be decided by the management committee.
(5) However, if at least 20% of the members present demand a secret ballot, voting
must be by secret ballot.
(6) If a secret ballot is held, the chairperson must appoint 2 members to conduct the
secret ballot in the way the chairperson decides.
(7) The result of a secret ballot as declared by the chairperson is taken to be a
resolution of the meeting at which the ballot was held.
39 Special general meeting
(1) The secretary must call a special general meeting by giving each member of the
association notice of the meeting within 14 days after—
(a) being directed to call the meeting by the management committee; or
(b) being given a written request signed by—
(i) at least 33% of the number of members of the management committee
when the request is signed; or
(ii) at least the number of ordinary members of the association equal to
double the number of members of the association on the management
committee when the request is signed plus 1; or
(c) being given a written notice of an intention to appeal against the decision of
the management committee—
(i) to reject an application for membership; or
(ii) to terminate a person’s membership.
(2) A request mentioned in subrule (1)(b) must state—
(a) why the special general meeting is being called; and (b) the business to be
conducted at the meeting.
(3) A special general meeting must be held within 3 months after the secretary—
(a) is directed to call the meeting by the management committee; or
(b) is given the written request mentioned in subrule (1)(b); or
(c) is given the written notice of an intention to appeal mentioned in subrule
(1)(c).
(4) If the secretary is unable or unwilling to call the special meeting, the president
must call the meeting.
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40 Proxies
(1) An instrument appointing a proxy must be in writing and be in the following or
similar form— [Queensland Vintage Vehicle Association Inc.]:
I, _________________ of __________________ being a member
of the association, appoint
___________________________________ of
______________________ as my proxy to vote for me on my behalf at the
(annual) general meeting of the association, to be held on the ________ day
of _____________________ 20_____ and at any adjournment of the
meeting.
Signed this _______ day of _______________ 20_____
___________________________________ Signature
(2) The instrument appointing a proxy must—
(a) if the appointor is an individual—be signed by the appointor or the
appointor’s attorney properly
authorised in writing; or
(b) if the appointor is a corporation—
(i) be under seal; or
(ii) be signed by a properly authorised officer or attorney of the
corporation.
(3) A proxy may be a member of the association or another person.
(4) The instrument appointing a proxy is taken to confer authority to demand or join
in demanding a secret ballot.
(5) Each instrument appointing a proxy must be given to the secretary before the start
of the meeting or adjourned meeting at which the person named in the instrument
proposes to vote.
(6) Unless otherwise instructed by the appointor, the proxy may vote as the proxy
considers appropriate.
(7) If a member wants a proxy to vote for or against a resolution, the instrument
appointing the proxy must be in the following or similar form—
[Queensland Vintage Vehicle Association Inc.]:
I,___________________ of _________________ being a member of the
association, appoint __________________________________ of
_______________________ as my proxy to vote for me on my behalf at the
(annual) general meeting of the association, to be held on the ________ day
of _______________________ 20_____ and at any adjournment of the
meeting.
Signed this _______ day of _______________ 20_____
___________________________________ Signature
Page 17 Current as at 29 July 2022 (Version 7)
This form is to be used *in favour of/*against [strike out whichever is not
wanted] the following resolutions—
[List relevant resolutions]
41 Minutes of general meetings
(1) The secretary must ensure full and accurate minutes of all questions, matters,
resolutions and other proceedings of each general meeting are entered in a minute
book.
(2) To ensure the accuracy of the minutes—
(a) the minutes of each general meeting must be signed by the chairperson of
the meeting, or the chairperson of the next general meeting, verifying their
accuracy; and
(b) the minutes of each annual general meeting must be signed by the
chairperson of the meeting, or the chairperson of the next meeting of the
association that is a general meeting or annual general meeting, verifying
their accuracy.
(3) If asked by a member of the association, the secretary must, within 28 days after
the request is made—
(a) make the minute book for a particular general meeting available for
inspection by the member at a mutually agreed time and place; and
(b) give the member copies of the minutes of the meeting.
(4) The association may require the member to pay the reasonable costs of providing
copies of the minutes.
42 By-laws
(1) The management committee may make, amend or repeal by-laws, not inconsistent
with these rules, for the internal management of the association.
(2) A by-law may be set aside by a vote of members at a general meeting of the
association.
43 Alteration of rules
(1) Subject to the Act, these rules may be amended, repealed or added to by a special
resolution carried at a general meeting.
(2) However an amendment, repeal or addition is valid only if it is registered by the
chief executive.
44 Omitted
Page 18 Current as at 29 July 2022 (Version 7)
45 Funds and accounts
(1) The funds of the association must be kept in an account in the name of the
association in a financial institution decided by the management committee.
(2) Records and accounts must be kept in the English language showing full and
accurate particulars of the financial affairs of the association.
(3) All amounts must be deposited in the financial institution account as soon as
practicable after receipt.
(4) A payment by the association of $100 or more must be made by cheque or
electronic funds transfer.
(5) If a payment of $100 or more is made by cheque, the cheque must be signed by
any 2 of the following—
(a) the president;
(b) the secretary;
(c) the treasurer;
(d) any 1 of 3 other members of the association who have been authorised by
the management committee to sign cheques issued by the association.
(6) However, 1 of the persons who signs the cheque must be the president, the
secretary or the treasurer.
(7) Cheques, other than cheques for wages, allowances or petty cash recoupment,
must be crossed ‘not negotiable’.
(8) A petty cash account must be kept on the imprest system, and the management
committee must decide the amount of petty cash to be kept in the account.
(9) All expenditure must be approved or ratified at a management committee meeting.
46 General financial matters
(1) On behalf of the management committee, the treasurer must, as soon as
practicable after the end date of each financial year, ensure a financial statement
for its last reportable financial year is prepared.
(2) The income and property of the association must be used solely in promoting the
association’s objects and exercising the association’s powers.
47 Documents
The management committee must ensure the safe custody of books, documents,
instruments of title and securities of the association.
48 Financial year
The end date of the association’s financial year is 30 June in each year.
49 Distribution of surplus assets to another entity
Page 19 Current as at 29 July 2022 (Version 7)
(1) This rule applies if the association—
(a) is wound-up under part 10 of the Act; and
(b) has surplus assets.
(2) The surplus assets must not be distributed among the members of the
association.
(3) The surplus assets must be given to another entity—
(a) having objects similar to the association’s objects; and
(b) the rules of which prohibit the distribution of the entity’s income and assets
to its members.
(4) In this rule— surplus assets see section 92(3) of the Act.
Page 20 Current as at 29 July 2022 (Version 7)
BY-LAWS OF
QUEENSLAND VINTAGE VEHICLE
ASSOCIATION INC.
Contents
1. SUBSCRIPTIONS
2. INSURANCE
3. MEETINGS
4. THE COMMITTEE
5. HONORARY AND/OR LIFE MEMBERSHIPS
6. BY-LAWS
These by-laws are to be read in conjunction with the Rules of the
Queensland Vintage Vehicle Association Inc (the Association), herein
referred to as ‘the Rules’ and ‘Rule’. The by-laws are intended to be
consistent with the Rules. Should there be an apparent inconsistency,
the Rules take precedent [refer to clause 42 of the Rules].
1. SUBSCRIPTIONS
This clause is to be read in conjunction with clause 8 of the Rules.
1. Annual subscriptions [fees] are payable on or before July 1st
.
2. New members will pay a joining fee. The initial subscription will be 100% of the annual
advertised rate from July to December and 50% of the advertised rate from January to June.
3. Member means a financial member. Membership will be considered to have lapsed after a
person has not paid their subscription within three months of the due date. Such a person
wishing to rejoin the Association will be treated as a new applicant.
2. INSURANCE
1. The Association shall maintain a public liability and officer’s insurance policy, and any change
to this requirement will be approved by the management committee.
2. Members are strongly advised to insure their vehicles with a minimum third party property
policy, [as distinct from the compulsory third party personal insurance], and preferably a
comprehensive policy.
Page 21 Current as at 29 July 2022 (Version 7)
3. MEETINGS
This clause is to be read in conjunction with clauses 30 to 41 in the Rules.
1. General meetings will be held on the fourth Wednesday of each month or such other day as the
management committee nominates except December, for the purpose of conducting the ordinary
business of the Association.
4. THE COMMITTEE
This clause is to be read in conjunction with clauses 18 to 27 in the Rules.
1. A sub-committee formed in accordance with Rule 27 will include at least one member of the
Management Committee.
2. Both nominators and nominees for Management Committee positions shall be financial
members with more than one complete year’s membership.
5. HONORARY AND/OR LIFE MEMBERSHIPS
This clause is to be read in conjunction with clause 5 in the Rules.
1. Nominations for Honorary and/or Life Memberships: All nominations for consideration by
the Management Committee shall be submitted in writing, signed by five financial members
who have been members of the Association for at least one year, with detailed supporting
statement.
2. A Management Committee recommendation shall be voted upon at the next Annual General
Meeting.
3. Honorary members have all the rights and privileges of full members but without voting rights
and do not pay a joining fee or annual subscriptions.
4. Life members have all the rights and privileges of full members but do not pay annual
subscriptions.
6. BY-LAWS
This clause is to be read in conjunction with clause 42 in the Rules.
1. A By-law shall deal with an aspect of the operation and function of the Association which is
not specifically contained in the Rules, nor contravenes the Rules.
2. By-laws may be changed at any general meeting.
Page 22 Current as at 29 July 2022 (Version 7)
3. A notice of motion for a change to the by-laws, in writing from a financial full member with at
least one year’s membership, is to be submitted to the Secretary. The President shall present the
motion for discussion at the next general meeting.
4. Any final motion must be put at the next general meeting following notice of such final motion
provided to all paid members.
5. On rejection by members of a proposed alteration to the Rules and/or By-laws, such an
alteration, or one aiming at similar results, cannot be presented again for a period of not less
than twelve months.
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