Version V1, in force from 24 November 2025. Registered by the Queensland Office of Fair Trading.
1. Interpretation
(1) In these rules—
Act means the Associations Incorporation Act 1981.
aggrieved party see rule 12A(3)
Board means Management Committee
dispute resolution centre means a dispute resolution centre established under the Dispute Resolution Centres Act 1990.
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 Northside Community Voices Inc. (the association).
3. Objects
Northside Community Voices Inc. operates as a community-democracy movement that communicates our community’s desired outcomes to our elected representatives at all levels of government, then holds them accountable. When required, we support independent candidates who align with our values, work towards achieving our outcomes and uphold integrity, transparency, and genuine representation. NCV is independent of all political parties, elected officials, and funding bodies. The objects of the association are—
1. To create a non-partisan organisation for adult residents of the City of Moreton Bay and the entirety of any State electorates or Federal Divisions that lie mainly within that Local Government Area – our area / our community) with the ability to become actively involved (i.e. have a “Voice”) in the democratic processes and decision-making affecting their physical and natural environment and quality of life and that of future generations living in the area.
2. To support Members working to achieve positive and sustainable social, economic, environmental and governance changes for the benefit of our community.
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 Northside Community Voices (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
(2) Membership is limited to those residents of our area, 16 years of age or over, who register on the association’s website and confirm that they are willing to comply with the terms of the association’s Code of Conduct and agree that they have read the association’s Privacy Policy and Terms of Service on the association’s website.
(3) Members are entitled to create outcomes and participate in the rating of satisfaction with any outcomes on the association’s website and vote on proceedings at association meetings.
(4) Members will be able to choose to volunteer and participate in association communications and activities to the extent they see fit.
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 to use the association’s website to become a member of the incorporated association, must be admitted by the management committee as an ordinary member.
7. New membership
7Application for membership is only available online through the association’s website at northsidecommunityvoices.org.au/Register.*
8. Membership fees
(1) The membership fee for membership is nil.
(2) In lieu of fees, members (and members of the public) who can afford to do so are encouraged to make one-off or recurrent donations to help fund the operations of the association (or to contribute to special actions or particular causes) using the Donate link on the association’s website.
9. Admission and rejection of new members
(1) All new members must join using the association’s website, meeting the embodied membership criteria, providing the necessary information and agreeing to abide by the terms of the Code of Conduct and ticking the boxes stating they have read the association’s Privacy Policy and Terms of Service.
(2) Persons wishing to join must declare if they are a current member or employee of a registered political party and, if they are, may only join as an Interested Party.
(3) The management committee may seek approval from a general meeting of members to change the criteria used by the association website that controls the entry of new members and interested parties. Any future changes must not disqualify existing memberships.
(4) The website will reject a registration for membership if the applicant does not tick the boxes requiring acceptance of the age limit, Code of Conduct and Terms of Service or if the applicant’s residential address is outside our area.
10. When membership ends
(1) Anyone wishing to terminate their membership will be able to do so by using the Termination link on the association’s website. This will trigger the termination as of that date and result in cessation of all future communications, but a record of that person’s membership from the date of joining to the date of resignation will be retained for audit purposes and tagged as “Terminated”.
(2) The management committee may terminate a member’s membership if the member—
i. is convicted of an indictable offence; or
ii. does not comply with any of the provisions of these rules, the Code of Conduct or Terms of Service; or
iii. conducts himself or herself in a way considered to be injurious or prejudicial to the character or interests of the association.
(3) 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.
(4) 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 and may then terminate the member’s access to the website.
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.
12A. Grievance procedure
(1) This rule sets out a grievance procedure for dealing with a dispute under the rules between parties as mentioned in section 47A(1) of the Act.
(2) To remove any doubt, it is declared that the grievance procedure can not be used by a person whose membership has been terminated if the rules provide for an appeal process against the termination.
(3) A member (the aggrieved party) initiates the grievance procedure in relation to the dispute by giving a notice in writing of the dispute to—
(a) the other party; and
(b) if the other party is not the management committee—the management committee.
(4) If 2 or more members initiate a grievance procedure in relation to the same subject matter, the management committee may deal with the disputes in a single process and the members must choose 1 of the members (also the aggrieved party) to represent the members in the grievance procedure.
(5) Subject to rule 12B, the parties to the dispute must, in good faith, attempt to resolve the dispute.
(6) If the parties to the dispute can not resolve the dispute within 14 days after the aggrieved party initiates the grievance procedure, the aggrieved party may, within a further 21 days, ask the association’s secretary to refer the dispute to mediation.
(7) Subject to rule 12B, if the aggrieved party asks the association’s secretary to refer the dispute to mediation under subrule (6), the management committee must refer the dispute within 14 days after the request.
(8) If the aggrieved party does not ask the association’s secretary to refer the dispute to mediation under subrule (6), the grievance procedure in relation to the dispute ends.
12B. Grievance procedure not continued in particular circumstances
(1) This rule applies if—
(a) a member initiates a grievance procedure in relation to a dispute and the association or association’s management committee is the other party to the dispute; or
(b) the aggrieved party asks the association’s secretary to refer the dispute to mediation under rule 12A(6).
(2) The management committee does not have to act under rule 12A(5) or (7) if—
(a) the aggrieved party has, within 21 days before initiating the grievance procedure, behaved in a way that would give the management committee grounds for taking disciplinary action under the rules against the aggrieved party in relation to the matter the subject of the grievance procedure; or
(b) before the grievance procedure was initiated, a process had started to take action under the rules against the aggrieved party or terminate the aggrieved party’s membership, as provided for under the rules, and the dispute relates to that process or to a matter relevant to that process; or
(c) the dispute relates to an obligation under the Liquor Act 1992 or any other State law to prevent the entry of the aggrieved party to, or to remove the aggrieved party from, premises used by the association, or to refuse to serve liquor to the aggrieved party at the premises; or
(d) the dispute could reasonably be considered frivolous, vexatious, misconceived or lacking in substance, or relates to a matter that has already been the subject of the grievance procedure.
12C. Appointment of mediator
(1) If a dispute under rule 12A is referred to mediation—
(a) the parties to the dispute must choose a mediator to conduct the mediation; or
(b) if the parties are unable to agree on the appointment of a mediator within 14 days after the dispute is referred to mediation, the mediator must be—
(i) for a dispute between a member and another member—a person appointed by the management committee; or
(ii) for a dispute between a member and the management committee or the association—an accredited mediator or a mediator appointed by the director of a dispute resolution centre.
(2) An accredited mediator may refuse to be the mediator, or the director of a dispute resolution centre may refuse to appoint a mediator, to mediate the dispute.
(3) If subrule (2) applies, the parties may seek to resolve the dispute in accordance with the Act or otherwise at law.
12D. Conduct of mediation
(1) If a mediator is appointed under rule 12C, the mediator must start the mediation as soon as possible after the appointment and try to finish the mediation within 28 days after the appointment.
(2) Subrule (1) does not apply if the mediator is a mediator appointed by the director of a dispute resolution centre.
(3) The mediator—
(a) must give each party to the dispute an opportunity to be heard on the matter the subject of the dispute; and
(b) must comply with natural justice; and
(c) must not act as an adjudicator or arbitrator; and
(d) during the mediation—may see the parties with or without their representatives, together or separately.
(4) The parties to the dispute must act reasonably and genuinely in the mediation and help the mediator to start and finish the mediation within the period mentioned in subrule (1).
(5) The costs of the mediation, if any, are to be shared equally between the parties unless otherwise agreed.
(6) If the mediator can not resolve the dispute, the parties may seek to resolve the dispute in accordance with the Act or otherwise at law.
12E. Representation for grievance procedure
(1) A party to a dispute may appoint any qualified person to act on behalf of the party in the grievance procedure.
(2) For subrule (1), a person is qualified to act on behalf of a party if the person—
(a) has sufficient knowledge of the matter the subject of the dispute to be able to represent the party effectively; and
(b) is authorised to negotiate an agreement for the party.
(3) If a party appoints a person under subrule (1) to act on the party’s behalf, the party must give written notice of the appointment to each of the following entities—
(a) the other party to the dispute;
(b) the management committee;
(c) if a mediator has been appointed before the party appoints the person—the mediator.
12F. Electronic communication for grievance procedure
Any meeting or mediation session required under the grievance procedure may be conducted by electronic means if the parties to the dispute and, for a mediation, the mediator agree.
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—
i. the full name of the member;
ii. the postal or residential address of the member;
iii. the date of admission as a member;
iv. the date of death or time of resignation of the member;
v. details about the termination or reinstatement of membership;
vi. 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—
i. 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
ii. 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—
i. a member of the association elected by the association as secretary; or
ii. any of the following persons appointed by the management committee as secretary—
1. a member of the association’s management committee;
2. another member of the association;
3. 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.
(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, secretary, 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.
(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—
i. any member of the association may nominate another member (the candidate) to serve as a member of the management committee;
ii. the nomination must be—
1. by email to [email protected]; and
2. state that the nominator has spoken to the nominee and that the nominee has agreed to stand for election; and
3. emailed to the secretary at least 7 days before the annual general meeting at which the election is to be held;
iii. 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;
iv. 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—
i. is an adult; and
ii. 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 on the association’s website for at least 6 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—
i. whether or not the association has public liability insurance; and
ii. 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 sending an email of resignation to the secretary.
(2) The resignation takes effect at—
i. the time the notice is received by the secretary; or
ii. 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—
i. increase the number of management committee members to the number required for a quorum; or
ii. 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—
i. to borrow, raise or secure the payment of amounts in a way the members of the association decide; and
ii. to secure the amounts mentioned in paragraph (a) or the payment or performance of any debt, liability, contract, guarantee or other engagement 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
iii. to purchase, redeem or pay off any securities issued; and
iv. to borrow amounts from members and pay interest on the amounts borrowed; and
v. to mortgage or charge the whole or part of its property; and
vi. to issue debentures and other securities, whether outright or as security for any debt, liability or obligation of the association; and
vii. to provide and pay off any securities issued; and
viii. 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—
i. the financial institution for the association; or
ii. 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.
(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—
i. the meeting is to be adjourned for at least 1 day; and
ii. 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—
i. why the special meeting is called; and
ii. the business to be conducted at the meeting.
(4) A notice of a special meeting must state—
i. the day, time and place of the meeting; and
ii. 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 posted into a minute log on the association’s website.
(2) To ensure the accuracy of the minutes, the minutes of each management committee meeting must be noted by 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
(1) 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.
(2) Subrule (1) applies even if the act was performed when—
i. 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
ii. 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.
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—
i. a large incorporated association to which sections 59A and 59AA of the Act apply; or
ii. a medium incorporated association to which sections 59A and 59AA of the Act apply; or
iii. 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—
i. receiving the association’s financial statement, and audit report, for the last reportable financial year;
ii. presenting the financial statement and audit report to the meeting for adoption;
iii. for a large incorporated association—appointing an auditor or an accountant for the present financial year;
iv. 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—
i. receiving the association’s financial statement, and verification statement, for the last reportable financial year;
ii. presenting the financial statement and verification statement to the meeting for adoption;
iii. 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—
i. receiving the association’s financial statement, and verification statement, for the last reportable financial year;
ii. 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—
i. a meeting called to hear and decide the appeal of a person against the management committee’s decision—
1. to reject the person’s application for membership of the association; or
2. to terminate the person’s membership of the association;
ii. 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.
(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—
i. the meeting is to be adjourned for at least 7 days; and
ii. 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—
i. the president is to preside as chairperson; and
ii. 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
iii. 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.
(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) The method of voting is to be decided by the management committee.
(4) However, if at least 20% of the members present demand a secret ballot, voting must be by secret ballot.
(5) If a secret ballot is held, the chairperson must appoint 2 members to conduct the secret ballot in the way the chairperson decides.
(6) 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—
i. being directed to call the meeting by the management committee; or
ii. being given a written request signed by—
1. at least 33% of the number of members of the management committee when the request is signed; or
2. 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
iii. being given a written notice of an intention to appeal against the decision of the management committee—
1. to reject an application for membership; or
2. to terminate a person’s membership.
(2) A request mentioned in subrule (1)(b) must state—
i. why the special general meeting is being called; and
ii. the business to be conducted at the meeting.
(3) A special general meeting must be held within 3 months after the secretary—
i. is directed to call the meeting by the management committee; or
ii. is given the written request mentioned in subrule (1)(b); or
iii. 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.
40. Proxies
(1) An instrument appointing a proxy must be in writing and be in the following or similar form— [Name of association]:
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—
i. if the appointor is an individual—be signed by the appointor or the appointor’s attorney properly authorised in writing; or
ii. if the appointor is a corporation—
1. be under seal; or
2. 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—
[Name of association]:
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
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 the minutes log on the association’s website.
(2) To ensure the accuracy of the minutes—
i. the minutes of each general meeting must be noted by the chairperson of the meeting, or the chairperson of the next general meeting, verifying their accuracy; and
ii. the minutes of each annual general meeting must be noted 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—
i. make the online minutes log for a particular general meeting available for inspection by the member at a mutually agreed time.
(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.
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) All payments by the association must be made by electronic funds transfer (EFT). The persons authorised to operate the association’s account as signatories are the President, Treasurer and Secretary.
(5) When an EFT payment is initiated by one of the three nominated signatories, the payment must be electronically authorised by either one of the other two signatories.
(6) 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.
(7) 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.
(3) No part of the association’s income or property is to be distributed, paid or transferred by way of a bonus, dividend or other similar payment to the association’s members.
(4) Subrule (3) does not apply to—
(a) reasonable remuneration paid to a member of the association for work done by the member for or on behalf of the association; or
(b) any payments or dispositions of property that are incidental to activities of the association in accordance or consistent with the association’s objectives.
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
(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) Subrule (3) applies subject to rule 50.
(5) In this rule— surplus assets see section 92(3) of the Act.
50. Transfer of relevant assets and distribution of other surplus assets on winding-up
(1) This rule applies to an association that has been endorsed as a deductible gift recipient under the Income Tax Assessment Act 1997 (Cwlth) if the association –
(c) is wound-up under part 10 of the Act; and
(d) has surplus assets.
(2) The association must transfer the association’s relevant assets to another entity that has been endorsed as a deductible gift recipient under that Act.
(3) If the association is a charity registered under the Australian Charities and Not-for-profits Commission Act 2012 (Cwlth), the entity to which the association’s relevant assets are transferred must be a charity at law.
(4) Any surplus assets that are not relevant assets must be distributed under rule 49.
(5) In this rule—
relevant assets, of an association, means the association’s surplus assets that are—
(a) gifts of money or property given to the association for use for its principal purpose; or
(b) contributions made in relation to a fund-raising event within the meaning of the Income Tax Assessment Act 1997 (Cwlth) held for the principal purpose of the association; or
(c) money received by the association because of the gifts or contributions mentioned in paragraph (a) or (b).
surplus assets see section 92(3) of the Act.
51. Distribution of relevant assets on revocation of endorsement as deductible gift recipient
(1) This rule applies if an association’s endorsement as a deductible gift recipient under the Income Tax Assessment Act 1997 (Cwlth) is revoked under that Act.
(2) The association must transfer the association’s relevant assets to another entity that has been endorsed as a deductible gift recipient under that Act.
(3) In this rule—
relevant assets, of an association, see rule 50.
surplus assets see section 92(3) of the Act
52. Interested Party
(1) Children under the age of 16 years of age or adults living outside our area who are interested in the activities of the association can login to the association’s website and register an Interested Party
(2) Registration as an Interested Party requires such persons to agree to comply with the terms of the association’s Code of Conduct and agree that they have read the association’s Privacy Policy and Terms of Service of the association’s website.
(3) Interested Parties will be included in NCV communications and are welcome to participate as volunteers at all NCV activities, but are not able to vote at association meetings or rate outcomes on the NCV website.
53. Additional Rules
(1) Shared values: all Members are expected to align with the NCV values as set out in the Code of Conduct and the Business Plan.
(2) Respect and inclusivity: NCV operates on Aboriginal lands and in a spirit of reconciliation with First Nations peoples. Members will operate in accordance with the Code of Conduct and in an inclusive and non-discriminatory manner.
(3) Communication Mode: NCV must act in a non-partisan manner for the purpose of working with elected representatives at local, state and federal level to achieve the desired outcomes of Members. To facilitate this the association is to operate in Communication mode following elections, collecting information from Members and our community, collating, researching and communicating that information about desired outcomes and levels of satisfaction (our voices) to the elected representatives. This phase includes two-way communication with incumbents on outcomes, progress and performance.
(4) Accountability Mode: when an election is called at any level, Communication mode activities must cease and NCV prepares a review of performance of the incumbent in an objective manner as possible (noting constraints where delivery of results may be limited by being in opposition or compliance with party voting discipline etc.). It also includes an assessment of the degree of alignment of all other candidates with NCV values and outcomes agenda. Accountability mode concludes with a decision whether to support the top ranked candidate or to identify and endorse a suitable person to stand as an independent candidate.
(5) Campaign Mode: when nominations for candidates in an election close, NCV enters Campaign mode. If there is no NCV-endorsed independent candidate Members are encouraged to volunteer their services for the top-ranked candidate (most aligned with NCV values and agenda). To become a NCV-endorsed independent the candidate must form their own separate campaign entity, funding arrangements and adopt a platform consistent with NCV values and outcomes agenda. NCV will then assist by providing advice, volunteers and access to NCV campaign software platform.
(6) Maintaining Financial Independence: NCV may seek and accept funding from Members or other persons or organisations that behave and operate in a manner that is compatible with our stated purpose and values. It may not accept funds or maintain relationships with parties that wish to place conditions or obligations on NCV in return for the provision of funds.
(7) Maintaining Political Independence: NCV must maintain clear financial, legal and operational independence from any registered political body or campaign organization.
(8) NCV will operate in accordance with the current version of the NCV Business Plan, as modified and updated by the Board and noted in the Version Control panel at the front of that document.