CONSTITUTION OF THE COUNTRY WOMEN S ASSOCIATION OF NEW SOUTH WALES

Transcription

1 CONSTITUTION OF THE COUNTRY WOMEN S ASSOCIATION OF NEW SOUTH WALES REGULATIONS AND RULES (May 2016)

2 2 MOTTO: Honour to God, Loyalty to the Throne Service to the Country Through Country Women, For Country Women, By Country Women.

3 CONTENTS REGULATIONS 1. DEFINITIONS 2-4. NAME 5-6. AIMS EXECUTIVE AND ADMINISTRATION STATE PRESIDENT ANNUAL GENERAL MEETING MEMBERSHIP LIFE MEMBERSHIP 41. SERVICE BARS AND MEDALLIONS GROUP CONFERENCES GROUP COUNCILS GROUP PRESIDENT 68. GROUP SECRETARY 69. GROUP TREASURER 70. GROUP VICE-PRESIDENTS BRANCHES BRANCH FINANCE BRANCH OFFICE BEARERS - GENERAL BRANCH PRESIDENT BRANCH SECRETARY 109. BRANCH TREASURER 110. BRANCH VICE-PRESIDENT BRANCH ANNUAL MEETINGS PROPERTY 3 RULES I-II III-VII VIII-X XI-XV XVI-XVIII XIX XX XXI XXII XXIII XXIV XXV XXVI-XXXII XXXIII XXXIV XXXV XXXVI XXXVII-XXXIX XL-XLI XLII XLIII-XLIV XLV RULES ANNUAL GENERAL MEETING DELEGATES GENERAL MEETING PROCEEDINGS AT GENERAL MEETINGS VOTES OF ANNUAL GENERAL MEETING DELEGATES PRIVILEGES OF MEMBERS LIABILITIES OF MEMBERS CONTRIBUTIONS OFFICERS DUTIES OF OFFICERS ELECTION OF OFFICERS CASUAL VACANCY IN OFFICE OF PRESIDENT EXECUTIVE COMMITTEE POWERS OF THE EXECUTIVE COMMITTEE PROCEEDINGS OF THE EXECUTIVE COMMITTEE COMMITTEES GENERAL PROVISIONS AS TO FUNDS GROUP CONFERENCES BRANCHES NOTICES ALTERATIONS TO RULES DISSOLUTION

4 4 THE COUNTRY WOMEN S ASSOCIATION OF NEW SOUTH WALES Founded 21 st April 1922, and incorporated by private Act of Parliament being Country Women s Association of New South Wales Incorporation Act 1931 (herein called the Act ) REGULATIONS

5 5 DEFINITIONS 1. In this Constitution unless there be something in the subject or inconsistent therewith: (a) The Act means the Country Women s Association of New South Wales Incorporation Act assented to 31 July 1931 by the New South Wales Parliament. (b) The Association means the association known as The Country Women s Association of New South Wales. (c) Words importing the singular number only also include the plural and vice versa. (d) Words importing the masculine gender also include the feminine gender. (e) In writing and written include printing typing lithography electronic transmission or such means and other modes of representing or reproducing words in visible form in the English language. (f) Member means a member for the time being of the Association. (g) Month means calendar month. (h) Present at a meeting means being in attendance either personally or, by prior arrangement with and consent of the chair or convenor of the meeting by teleconference or other means of communication. (i) The registered office of the Association will be situated at Sydney in the State of New South Wales. (j) Auditor means a person who is lawfully qualified in the State of New South Wales to audit financial accounts. (k) The Chief Executive Officer means the person employed in that capacity from time to time. NAME 2. The name of the Association shall be The Country Women s Association of New South Wales referred to hereafter as the Association. 3. The Association shall be non-party political and non-sectarian. 4. The Association shall invite patronage from any eminent person or persons as may from time to time be nominated by the Executive Committee and approved at the Annual General Meeting.

6 6 5. The Aims of the Association shall be: AIMS (a) To bring all women and families together and form a network of support. (b) To provide a forum for the voice of all women in New South Wales. (c) To improve conditions and welfare of all women and families especially in country areas. (d) To support schemes which enhance the value of country living, especially health and educational facilities. (e) To encourage development in regional areas and to increase the viability of rural communities and the environment. (f) To provide a voice to Government at all levels. (g) To promote International goodwill friendship understanding and tolerance between all people. 6. Branches of the Association may assist the following activities provided the Association Fund is supported: (a) Ambulances and Child Flight Helicopter Services. (b) Town planning and town improvement schemes and all country development within the aims of the Association. (c) The Royal Flying Doctor Service and The Royal Far West Children s Health Scheme. (d) The Guide and Scout Movements. (e) Accredited programmes for homeless youth. (f) Life Education programmes. (g) Projects for the provision of aged care and other services for aged persons. EXECUTIVE and ADMINISTRATION 7. The Management of the Association shall be vested in an Executive Committee. 8. The work of the Association shall be carried on by the Executive Committee, Group Councils and Branches. 9. The administration, general funds, general management and supervision of the affairs of the Association shall be under the control of the Executive Committee. 10. The Executive Committee shall meet not less than three times a year.

7 7 11. Minutes of all Executive Committee Meetings shall be forwarded to all Group Presidents. 12. The State office bearers shall be empowered to deal with all business which in their opinion is required to be dealt with between meetings of the Executive Committee and they shall seek ratification at the next Executive Committee Meeting. 13. The Executive Committee shall keep accurate accounts and present same, duly audited, to the Annual General Meeting. 14. The Executive Committee shall open such Banking and Investment Accounts in the name of the Association as may be necessary. The Honorary Treasurer and any one of the following President, Honorary Secretary or Chief Executive Officer for the time being, or another person duly appointed by the Executive Committee for the purpose - shall have power to sign cheques, bills and other negotiable instruments on behalf of the Association. Any one of the abovementioned persons may endorse cheques bills or other negotiable instruments for collection through an account of the Association. 15. DISCIPLINING OF MEMBERS (1) A complaint may be made to the Executive Committee by any person that a member of the Association: (a) has persistently refused or neglected to comply with a provision or provisions of the rules and regulations, or (b) has persistently and wilfully acted in a manner prejudicial to the interests of the Association. (2) On receiving such a complaint, the Executive Committee: (a) must cause notice of the complaint to be served on the member concerned, and (b) must give the member at least 14 days from the time the notice is served within which to make submissions to the Executive Committee in connection with the complaint, and (c) must take into consideration any submissions made by the member in connection with the complaint. (3) The Executive Committee may, by resolution, expel the member from the Association or suspend the member from membership of the Association if, after considering the complaint and any submissions made in connection with the complaint, it is satisfied that the facts alleged in the complaint have been proved.

8 8 (4) If the Executive Committee expels or suspends a member, the secretary must, within 7 days after the action is taken, cause written notice to be given to the member of the action taken, of the reasons given by the Executive Committee for having taken that action and of the member s right of appeal under sub-regulation (6). (5) The expulsion or suspension does not take effect: (a) until the expiration of the period within which the member is entitled to appeal against the resolution concerned, or (b) if within that period the member exercises the right of appeal, unless and until the Association confirms the resolution under sub-regulation (6)(v), whichever is the later. (6) (i) A member may appeal to the Association in general meeting against a resolution of the Executive Committee made under this regulation within 7 days after notice of the resolution is served on the member, by lodging with the Secretary a notice to that effect. (ii) The notice may, but need not, be accompanied by a statement of the grounds on which the member intends to rely for the purposes of the appeal. (iii) On receipt of a notice from a member under paragraph (i), the secretary must notify the Executive Committee which is to convene a general meeting of the Association to be held within 28 days after the date on which the Secretary received the notice. (iv) At a general meeting of the Association convened under paragraph (iii): (a) no business other than the question of the appeal is to be transacted, and (b) the Executive Committee and the member must be given the opportunity to state their respective cases orally or in writing, or both, and (c) the members present are to vote by secret ballot on the question of whether the resolution should be confirmed or revoked. (v) If at the general meeting the Association passes a special resolution in favour of the confirmation of the resolution, the resolution is confirmed. 16. The Executive Committee shall have power to take such other action not specifically provided for as may be found necessary subject to ratification at the ensuing Annual General Meeting. 17. State Officers shall be ex-officio members of their own Group Council.

9 9 STATE PRESIDENT 18. Nominations for the State President shall be in the hands of the Chief Executive Officer and circulated to the branches two months before the State Annual General Meeting. A member nominated for State President must be living or have lived in rural or regional areas and have had three years experience representing a group on Executive 19. When a Motion of which Notice has been given comes before General Conference to amend Regulation 18 voting shall be by secret ballot. 20. The President shall be entitled to be reimbursed for such of her expenses as the Executive Committee shall determine during her year of office. 21. The President has the right to vote on any subject, and may also give a casting vote when necessity arises. ANNUAL GENERAL MEETING 22. Motions pertaining to Registered Rules and Regulations must be carried by Group Conference. Other matters for the Annual General Meeting shall be discussed at any Group Meeting and if passed thereat shall be forwarded by the Group Secretary to the Chief Executive Officer at least three months before the Annual General Meeting, and subject to the approval of the Executive Committee, shall be printed on the agenda paper which shall be forwarded to the Branches for consideration at least six weeks before Annual General Meeting, provided that no motion shall be submitted for the Annual General Meeting unless the mover is fully conversant with the subject matter and effect thereof. (a) The Executive Committee may of its own motion propose Resolutions pertaining to Rules and Regulations for the decision of delegates at Special General Meetings convened in accordance with Rule XLIII. (b) The Executive Committee may of its own motion propose Resolutions pertaining to Association policy for the decision of delegates at the Annual General Meeting. 23. Unless it is a matter of urgency no motion shall be brought forward as business not on the agenda at the Annual General Meeting after the Executive Committee Meeting which deals with the Agenda. 24. The Executive Committee has power to decide if any motions for the Annual General Meeting agenda are within the Aims of the Association and its Constitution or not and shall in the event of a decision that any such motion is not within such aims promptly notify the Group Council of its decision.

10 The Annual General Meeting shall be held annually and such Meeting shall: (a) Present an Annual Report and Balance Sheet duly audited. (b) Confirm the appointment of the Auditor. (c) Elect a President, other officers, committee members and representatives of the Association as required. (c) Confer for purposes of information and discussion as to the best way to carry out the Aims of the Association. (d) Determine the Association s policy on issues of concern to members so giving the Executive Committee power to take action on such matters. 26. In the event of less than 59% of the Branches of the Association being represented by those present at the Annual General Meeting no definite change of policy shall be made and no change in the Regulations and Rules shall be proposed. 27. No Annual General Meeting shall accept as notices of motion motions affecting Branch or Group matters which have not passed through a Branch Meeting and Group Council or Group Conference. 28. Each Delegate to the Annual General Meeting from a Branch must be elected from amongst the members of such Branch. 29. Branches are permitted to send to the Chief Executive Officer amendments to Notices of Motion given at the Annual General Meeting. Such amendments are to be printed and circularised at the same time as Motions of which Notice has been given. VOTING 29A. (a) The election of all State Office Bearers and of all other members of the State Executive Committee, and of members of State Project Committees, and the election of all officers and other representatives of Groups and Branches, shall be by secret ballot. In each case, the person elected to the position shall be the person receiving the highest number of votes according to the simple majority ( first past the post ) system of voting. (b) Except as may otherwise be provided in this Constitution, all Motions that are put to a vote at any Annual, Special or General Meeting of the Association or at any meeting of the State Executive Committee, or at any meeting of members of any Group or Branch or any other organ of the Association, shall be decided by a simple majority of votes cast for or against such Motion.

11 11 MEMBERSHIP 30. All women living within the State of New South Wales and the Australian Capital Territory may become full members subject to the provision of the Act provided however that a woman living within the States of Queensland, South Australia and Victoria may also become full members of the Branch subject to the following conditions: (a) Application shall be made for membership of a particular Branch, which unless special circumstances exist shall be the Branch nearest by ordinary means of travel to the usual place of residence of the applicant. (b) The Branch shall forward such application to the Executive Committee together with a full statement as to the circumstances which in the opinion of the Branch justify approval being given to the application. (c) The Executive Committee shall consider each application on its merits and may approve or disapprove the application in its discretion considering all such matters as seem to it relevant in the circumstances including the matter whether or not in its view the Branch selected by the applicant is the appropriate Branch. (d) The decision of the Executive Committee shall be final. 31 (a) The Subscription of every member of the Association shall be such sum, to be paid in advance, as is fixed by the Annual General Meeting of the Association and, unless the Annual General Meeting determines otherwise, the sum fixed shall be increased by the CPI and shall be paid to the respective Branches who shall pay to the Association s account in Sydney such proportion as shall be agreed upon by the Annual General Meeting from time to time. (b) New members joining after the first six months in any year shall pay half the annual subscription. (c) Student concessions are available for young women aged who are full time students. (d) All girls under 18 years of age may become junior members. Junior members are permitted to attend branch functions accompanied by or with written consent from a parent or guardian and take part in any discussion thereat but may not vote on any matter relating to property. Each junior member shall pay a sum which is fixed from time to time by the Annual General Meeting the whole of which shall be retained by the branch. 32 (a) The information database or any other relevant files or records containing names, addresses and other details of the members of the Association shall not be traded, sold or supplied to any party or person or corporation except with the approval of a resolution passed at an Annual General Meeting.

12 12 (b) That individual members of CWA of NSW must obtain the permission of the Branch or Group President before circulating any letters or s to other Branches and/or Groups of the Association. (c) All members are bound by the social media policy as outlined in the procedures manual. 33. A member may belong to one Branch only. After resignation from a Branch such resigned member should carry a letter of introduction from the Branch Secretary before joining another Branch. 34. If a financial member is leaving to reside in another State, the Branch to which she belongs shall give her a letter to the Association in the other State, asking that she be given Honorary Membership until the end of their financial year. Branches shall similarly accept as Honorary Members members of the Country Women's Association of another State who have come to reside in their district. 35. No honorariums shall be paid to any voting member of the Association. LIFE MEMBERSHIP 36. All Life Members are members of the Association but must be attached to a particular Branch, for the purpose of voting in that Branch and of exercising the other privileges of Branch Membership. 37. If a Life Member transfers to another Branch the Branch Secretary must notify her new Branch of the transfer. 38. Branches may present a Life Membership to a member who has given 30 years active service to the Association and who is 60 or more years of age. This shall be by a Branch nomination and voted on at Branch by secret ballot with an 80% majority to be recorded. The Group to be advised. 38A. A Branch may request Group permission to grant Life Membership to a member, irrespective of age, who has given outstanding service to the Association. A secret ballot must be held at both Branch and Group with an 80% majority at Branch and a simple majority at Group to be recorded. 39. A Group may nominate a member who has given outstanding service to the Association. This to be voted on at a Group meeting by secret ballot with a simple majority to be recorded. There can only be one such Life Membership per Group per annum.

13 The cost of Life Membership shall be based on a sum calculated at ten times the annual subscription of a full member as fixed in accordance with Regulation 31 together with the cost of the Life Membership badge. The total cost is to be paid by the Branch in the case of Branch Life Membership except where the nomination has been adopted by the Branch s Group, in which case the cost will be borne by Group. SERVICE BARS AND MEDALLIONS 41. Branches shall be permitted to present a Bar for Long Service to members who have given twenty or more years of genuine service to the Association and a Medallion for fifty years genuine service. GROUP REGULATIONS GROUP CONFERENCES 42. The Executive Committee shall decide which Branches shall be grouped together for Group Conference purposes subject to the approval of each Branch within the Group. 43. Group Conferences shall be held annually, and at all Group Conferences the Association form of procedure governing meetings shall be used. 44. Each Group Conference shall arrange, if possible, the approximate time and place of the next Group Conference. 45. A Group Conference shall consist of the Group Council and Branch delegates elected at a properly constituted Branch Meeting. The Group Council is to decide the number of Branch delegates to Group Conferences, up to a maximum of five. 46. Nominations at Group Conferences shall be sent to the table in writing and all elections shall be by ballot. All nominees for Group Office must be members of branches within that Group. 47. When Branches meet for the purpose of inaugurating a new Group their first business shall be to elect officers for the duration of that meeting. The election of Group officers for the ensuing year must take place before the close of the meeting.

14 Group Representatives to Executive Committee: Each Group shall elect at its Group Conference one member to the Executive Committee, who shall take office from Annual General Meeting to Annual General Meeting. The travelling expenses of such member of the Executive Committee to and from meetings of the Executive will be borne by each of the Groups in equal proportions. Each Group shall exercise its own discretion in allowing expenses, other than travelling expenses, to Executive Committee Meetings. 49. A Group Fund shall be established to defray necessary expenses of the Group. 50. All members of the Association are encouraged to attend as many Group Conferences as possible as visitors but shall not take part in discussion unless invited to do so. 51. Each Group shall arrange affairs within its own boundaries subject to the Constitution and within the Aims of the Association. 52. All resolutions sent by the Branches for Group Conference shall be classified according to subject matter as is done with the Annual General Meeting agenda, printed on an Agenda Paper and be in the hands of the Secretaries of the Branches at least one month before the Group Conference. 53. All resolutions carried at Group Conference dealing with the Association as a whole shall be forwarded to the Chief Executive Officer to be placed on the agenda for the Annual General Meeting as provided in Regulation 22. Local matters shall be dealt with by the Group and matters with Government bodies shall be attended to by the Executive Committee. All resolutions must be within the Aims of the Association. 54. Resolutions from Branches shall be in the hands of the Group Secretary at least two months before the Group Conference. 55. Each Branch shall submit a brief report of the year s work to the Group Conference. 56. Groups are encouraged to arrange seminars and awareness days which are open to the whole community.

15 15 GROUP COUNCILS 57. The Management of a Group shall be vested in a Council composed of: (a) A President an Honorary Secretary and an Honorary Treasurer who shall be elected during the Group Conference for the next year. These officers may or may not belong to the same Branch and may be elected independently of the Branch Councillors and need not be present at the Group Conference, provided that a group officer who is not present at the Group Conference at which she was elected has given the convenor of the Group Conference at which she is elected her prior consent in writing to such election. (b) Two Councillors from each Branch within the Group who must have been elected at a Branch Annual Meeting. (c) Four or six Vice-Presidents who shall be chosen from the Branch Councillors or Substitute Councillors and the retiring Group Office bearers; the elected Councillors to have attended at least two Group Council Meetings in that year. (d) The Group Representative to the Executive Committee who shall be a member of the Group Council. The duty of the Group Representative to the Executive Committee shall be to represent the Group on the Executive Committee, and to regularly report in respect thereof to the Group Council and Group Conference. (e) The Group Publicity Officer the Group Handicraft Officer the Group International Officer the Group Agricultural and Environmental Officer the Group Cultural Officer and the Group Cookery Officer if any. (f) The quorum of a Group Council Meeting shall be at least one-third of the Branches within the Group which are represented by at least one person present with a minimum of five persons so present. (g) No member shall hold any Group Office for more than three consecutive years. 58. Vacancies on the Group Council: (a) In the event of any vacancy occurring in the office-bearers on the Group Council the Council shall fill the vacancy. (b) In the event of a Branch Councillor on the Group Council resigning her position, the Branch shall be responsible for appointing another Councillor to the Group Council. (c) In the event of a Branch Councillor being unable to attend a Group Council Meeting the Branch President shall appoint a substitute Councillor. That substitute Councillor shall be eligible for nomination as a Group Vice President.

16 Group Councils have authority to finalise all matters concerning their Branches other than those involving financial liabilities. 60. Minutes of all Group Meetings shall be sent to all Branch Secretaries within the Group. 61. Each Group Council shall hold at least two meetings per year. 62. A Group may appoint a Patron or Patrons if so desired whose presence shall be recognised and treated with courtesy. The appointment is for life or until the Patron wishes to terminate the honour. GROUP PRESIDENT 63. The Group President shall be the chief officer of the Group and shall have power to convene Special Meetings of Delegates from Branch Group or Group Council at her discretion. She shall preside at Group Council Meetings, and see that the decisions of meetings are carried out according to the Constitution of the Association, and shall generally further the well-being of the Group. The ruling of the Group President shall be final unless a motion of disagreement with the Group President's ruling be carried by the meeting. 64. A Group President has the right to vote on any subject and may also give a casting vote when necessary. The Group President has the right to vacate the chair at any time but she must call on the meeting to appoint a substitute to continue with the proceedings before she vacates the Chair. 65. The books, correspondence and records shall be open for inspection by the Group President whenever she so desires. 66. At the discretion of the Group, the Group President may also be the Group Representative to the Executive Committee. 67. In order to be eligible for nomination as a Group President or Group Representative on the Executive Committee a member must have had at least two years experience on Council in any Group of the Association. GROUP SECRETARY 68. The Group Secretary shall attend all meetings of the Group and shall prepare all business for same. The Group Secretary shall also: (a) Enter all Minutes of Group Council Meetings and Group Conferences in a book kept for the purpose and enter in the Minutes the amounts of bills passed for payment at Group Council Meetings.

17 17 (b) Keep a Petty Cash Book. (c) Receive the correspondence and read same to the Group Council Meeting and reply as directed. (d) Preserve all papers and documents of the Group. (e) Prepare an annual report of the Group for the Group Conference and forward a copy to Head Office not later than 31st October in each year. (f) Perform all duties pertaining to her office as her Group President shall from time to time direct. GROUP TREASURER 69. The Group Treasurer shall - (a) Receive all monies issue receipts and bank promptly not holding any monies as cash in hand. (b) Present bills to be passed for payment to each Group Council Meeting pay such accounts and secure receipts for all monies paid out. (c) Render a financial statement to each Group Council Meeting that is money received and paid out since the last Group Council Meeting and the account balance to date. (d) See that the amounts are duly entered in the Cash Book. (e) At each Group Council Meeting present a statement reconciling the balance shown in the Cash Book with the balance shown in the Account Book and Account Statement. The President and Secretary shall make a like comparison and sign the Cash Book to note that comparison has been made and date of entry of their signatures. (f) Prepare a statement of receipts and expenditure, duly audited by an auditor, of the monies under her control, and present it to the Annual Group Conference and then forward it to Head Office by no later than 31st October in each year. (g) Collect and check all Branch Financial Statements. (h) Forward all Branch and Group Financial Statements with supporting documentation to the Association s Auditors (both Group and State) by no later than two months after the end of the financial year. GROUP VICE-PRESIDENTS 70. The duty of the Group Vice-President shall be to assist the Group President and confer with her in regard to the advancement of the Group's interests. Should the Group President be absent or wish to vacate the chair a Vice-President shall be elected to take the chair. Should none be present the meeting shall elect a chairman from among those present.

18 18 BRANCHES 71. A Branch of the Association shall consist of not less than five members, and the approval of the Group President must be obtained before a new branch is formed. 72. The meeting at which a Branch is formally inaugurated, or revived shall be convened by a notice published in a local newspaper, if available, at least fourteen days prior to such meeting. This notice should state the time and place of the meeting, and be read at that inaugural meeting. Members may be enrolled at such meeting. 73. Members of a new Branch formed within three months of the end of the financial year shall be allowed fifteen months' membership for the first year's annual subscription, and the office-bearers shall be elected for the same term. 74. Each Branch shall meet at least once monthly except during recess. A quorum of a Branch Meeting shall be five; but in Branches of twelve members and less it shall be three. 75. The National Anthem shall be sung and the Motto of the Association shall be repeated at every meeting. 76. Not more than one Branch may be formed or meet in a country town municipal area or urban area unless the approval of the Executive Committee is obtained. 77. In the event of a Branch in a Group ceasing to function the Group Council shall have the power to finalise the affairs of that Branch and forward to Head Office funds remaining in the Branch account after all debts have been cleared. 78. All badges and reports and other orders from head Office shall be paid for by the Branches when ordering. 79. In the event of anyone wishing to hold a function to raise funds for the Branch, the consent of the Branch must be obtained, but if this is not possible the President may approve such function and report the fact to the next Branch Meeting. 80. All Branches shall manage their own affairs within the aims and subject to the Constitution of the Association. 81. Any member of a Branch having a grievance or who desires to settle a difficulty after having stated same at a Branch meeting may put the matter before the Council of her group. Should the Group Council fail to arrive at a decision the member may ask the Group Council to bring the matter before the Executive Committee, whose decision shall be final.

19 The Group President and Group Representative must be advised about Branch matters within the Group for inclusion on the Executive Committee Agenda. 83. No individual member shall be permitted to address the Executive Committee unless she has special permission from the Executive. 84. No member of a Branch may speak on Association matters unless approved for that purpose by the Group President and only matters of general Association interest should be broadcast. Reference to personalities must be avoided. 85. Branches desirous of changing to another Group may only do so with the consent of the Group Council, who will submit the matter to the Executive Committee. New Branches are allowed to decide for themselves which Group is most convenient for them to join. 86. No Branch shall approach a Government Department excepting with the consent and approval of the Executive Committee. A personal approach to a Government Department when approved by the Executive Committee, shall be made only by the President of the Association or her deputy or such other person as is authorised by the Executive Committee, all of whom shall be accompanied by another member of the Executive Committee or other person approved by it. Nothing in this Regulation prohibits Branches in the Australian Capital Territory from making representations to, or otherwise approaching, the ACT Legislative Assembly in relation to matters that pertain exclusively to Local Government Issues. BRANCH FINANCE 87. Each Branch shall decide for itself the sum which it shall allow to each of its Delegates to Group Conference and to the Annual General Meeting. 88. The matter of paying visitors' expenses to Branches or Conferences shall be left to the discretion of the Branch or Group. 89. A Branch shall open such banking accounts in the name of that Branch of the Association as may be necessary. The Honorary Treasurer and any one of the following:- President, or Honorary Secretary for the time being, or duly appointed person acting in like capacity, shall have the power to sign cheques on behalf of the Branch. Endorsement may be made by any one of the abovementioned office bearers. 90. A Branch shall not open any Special Account or collect funds for a special purpose without first having obtained the approval of the Group Council and Executive Committee.

20 No money shall be spent by Branches or any indebtedness incurred without the authority of a Branch meeting. Ratification must be obtained at the next Branch meeting for any accounts paid between meetings. 92. The financial objectives of a Branch should be to repay any monies owing to any Financial Institution or to the Association then to give to Association projects. A Branch may give to Association aims or outside organizations provided a similar amount is given to the Association fund. BRANCH OFFICE BEARERS - GENERAL 93. Each Branch shall elect from amongst its members a President, two to six Vice- Presidents (if any) an Honorary Secretary and an Honorary Treasurer. All members of the Branch shall constitute a General Committee. 94. Any officer absenting herself from three consecutive meetings without adequate reason shall be deemed to have resigned from that office. 95. In the absence of an honorary officer a relieving officer shall be appointed by the remaining officers and her appointment shall be ratified at the next Branch meeting. 96. A Branch may appoint a Patron or Patrons if so desired whose presence shall be recognized and treated with courtesy. The appointment is for life or until the Patron wishes to terminate the honour. 97. Vacancies - (a) Should the position of an Office Bearer become vacant it shall be filled by the appointment of a member of the Branch at a properly constituted Branch meeting. (b) In the absence of the President the meeting shall elect a chairman from among its Vice-Presidents. Should none be present the meeting shall elect a chairman from among those present. 98. Any Branch or Group Officer leaving her Branch or Group may at the discretion of the Branch or Group complete her current term of office. 99. Collections for any purpose other than for the Association should not be conducted at meetings of the Association No office bearer of the Association may have any electronic communication equipment installed or rent paid on such equipment by the Association without the consent of the Group Council Branches shall endeavour to restrict the terms of Branch office bearers to not more than three consecutive years for any one office.

21 21 BRANCH PRESIDENT 102. The Branch President shall be the chief officer of the Branch and shall have power to convene special meetings at her discretion and shall do so on the written requisition of five financial members. She will preside at meetings and see that decisions of meetings are carried out according to the Constitution of the Association and shall generally further the well-being of the Branch. The ruling of the President shall be final, unless a motion of disagreement with such ruling is carried by the meeting. The President may vacate the chair at any time but she must call on the Meeting to appoint a substitute to continue with the proceedings before she vacates the Chair A Branch President has the right to vote on any subject, and may give a casting vote when necessity arises, but may not move a motion from the Chair All notices concerning the business of a Branch for publication shall be signed by the President or Secretary of the Branch The Branch books all branch documentation and correspondence shall be open for inspection by the President when she so desires The Branch President shall ensure that Minutes of the Group Meetings as they affect the Branch are read at the Branch Meeting and Group informed of any inaccuracies in those Minutes. BRANCH SECRETARY 107. The Secretary shall (a) Enter all Minutes of meetings in a book kept for the purpose and enter in the Minutes the amounts of bills passed for payment at Branch meetings. (b) Keep a Petty Cash Book. (c) Receive the correspondence and read it to the meeting and reply as directed. (d) Preserve all relevant papers and documents. (e) Keep a complete list of members names and addresses and forward a copy annually to Head Office. (f) Prepare the annual report of the Branch for the Annual Meeting and forward a report to the Group Secretary. (g) Perform all duties pertaining to her office as her President shall from time to time direct Branch Secretaries should notify their Group President when they are to have a visit from the State President.

22 22 BRANCH TREASURER 109. The Branch Treasurer shall (a) Receive all monies issue receipts and bank promptly not holding any monies as cash in hand. (b) Present bills to be passed for payment to each Branch Meeting, pay such accounts by cheque except for small amounts under twenty dollars which may be paid from petty cash and entered in a petty cash book and obtain receipts for all monies paid out. (c) Render a financial statement to each Branch Meeting of money received and paid out since the last Branch Meeting and the account balance to date. (d) See that the amounts are duly entered in the Cash Book. (e) At each meeting present the monthly statement and the President and Secretary shall compare the balance shown in the cash book with the balance shown in the passbook or account statement and affix their signatures to the cash book and account statement. (f) At the close of the financial year prepare a statement of receipts and expenditure of the monies under her control and attach to the statement a certificate or statement of accounts from the financial institution showing the balance of the Branch account at the end of the financial year. (g) Submit the financial statement and supporting information to the Honorary Group Treasurer no later than one month after the end of the financial year. BRANCH VICE-PRESIDENT 110. The duty of Branch Vice-President shall be to assist the President and confer with her in regard to the advancement of the interests of the Branch. Should the President be absent or wish to vacate the chair a Vice-President shall be elected to take the chair. Should none be present the meeting shall elect a chairman from among those present. BRANCH ANNUAL MEETINGS 111. Only members of three months' financial standing shall vote at an Annual General Meeting or Special Meeting Each Branch shall hold its Annual Meeting each year in October and at such a meeting the statement of receipts and expenditure as at 30th September must be presented.

23 113. Procedure at an Annual Meeting - 23 (A) (1) National Anthem and Motto. (2) Apologies. (3) Minutes of the last Annual Meeting to be read. (4) Confirmation of the Minutes. (5) Business arising from the Minutes. (6) Correspondence. (7) Reports - (a) President. (b) Honorary Secretary. (c) Financial Statement and Honorary Treasurer s Report. (d) Other Officers. (8) Elections - Nominations for all Branch Office Bearers are to be presented in writing, followed by an election for each position. All such elections shall be by secret ballot. (9) Any other business, such as new projects. (10) Business not on the Agenda. (B) A member need not be present at an Annual Meeting to be elected to office provided her consent has been secured. PROPERTY 114. Branches wishing to embark on new ventures must have seventy five per centum of the required money available not borrowed. Branches wishing to sell property or spend funds on major repairs/renovations to property must be approved by the Group Council and placed before the Executive Committee for approval Only members of at least six months financial standing shall vote on matters of property.

24 24 COUNTRY WOMEN S ASSOCIATION OF NEW SOUTH WALES (Country Women s Association of New South Wales Incorporation Act 1931) RULES (duly passed at Conference and confirmed 18th March 1923 and as subsequently amended) The Rules following refer only to the Association, the Conference, the Executive Committee and Groups.

25 25 I. The President of The Country Women s Association of New South Wales hereinafter referred to as ( the Association ) is elected at the Annual General Meeting and shall hold office until the next Annual General Meeting. II. The present Executive Committee of the Association are those persons shown in the Register of Officers of the Association which is kept for identification purposes and signed by the said President. ANNUAL GENERAL MEETING DELEGATES III. A Register of Branches of the Association is kept for identification purposes and signed by the President. Each of the Branches of the Association shown in the Register of Branches shall each year nominate two persons to act as Annual General Meeting Delegates of the Association together with up to two substitute delegates if it is the wish of the Branch, and such substitutes will be allowed to take the place of delegates for that Branch at any time during the Annual General Meeting. These persons must be recorded in the Register of Annual General Meeting Delegates which is a record for the purpose of identification signed by the President. Subject to these rules those Annual General Meeting Delegates elected, who register and attend the Annual General Meeting, to remain delegates until the next Annual General Meeting. The State Office Bearers, Members of the Executive Committee, Group Presidents, Group Secretaries and Group Treasurers shall continue to be Annual General Meeting Delegates until the next Annual General Meeting. If Group Presidents, Group Secretaries and Group Treasurers are unable to attend the Annual General Meeting and it is the wish of the Group, suitable substitute/s may be appointed. Past State Presidents shall continue to be Annual General Meeting Delegates for life. IV. All nominations made under Rule III shall be made one month prior to the date fixed for the Annual General Meeting in each year and the nominations shall be to act as Annual General Meeting Delegates for the year commencing on the date of that Meeting. V. The delegates nomination form endorsed by the Branch Secretary or Acting Branch Secretary of any Branch of the Association shall be conclusive evidence of the nomination of such person by that Branch of the Association.

26 26 VI. On receipt of such nomination, the Chief Executive Officer shall enter the nominee s name in the Register of Annual General Meeting Delegates of that Annual Meeting; such Annual General Meeting Delegate status shall be retained until the next Annual Meeting. Annual General Meeting Delegates shall be eligible for re-appointment. VII. Only financial members are eligible for nomination as Annual General Meeting Delegates or for any office. Any Annual General Meeting Delegate or officer of the Association ceasing to be a member of the Association shall vacate her seat as an Annual General Meeting Delegate or officer and her name shall be removed from the Register of Annual General Meeting Delegates. GENERAL MEETING VIII. The Annual General Meeting and Special General Meetings shall proceed for discussion of business regardless of the failure of any Branch to attend. IX. The Annual General Meeting shall be held once in every year at such time and place as the previous Meeting shall decide. The purposes of the Meeting shall be the election of the President and other officers and committee and representatives of the Association and Auditors, to determine the policies of the Association and to receive reports on the affairs of the Association and to transact any other business. All other meetings of the Association shall be called Special General Meetings. Such Meetings shall be governed by regulations at present in force relating to Meetings and such regulations as shall be duly passed by Annual General Meetings from time to time. Such regulations, however, shall not for the purposes of the Country Women s Association of New South Wales Incorporation Act (hereinafter called the Act ) or this Constitution form part of this Constitution, and may be amended, added to, and altered by any subsequent Annual General Meeting. Such regulations however shall be approved by the Executive Committee and shall be consistent with and compatible with any provisions of the Act and any laws in force in New South Wales and this Constitution. X. A Special General Meeting may be convened by the Executive Committee at any time and shall be convened upon a request made in writing by not less than 5% of the Annual General Meeting Delegates of the Association who registered and attended the Annual General Meeting. Any request made by the Annual General Meeting Delegates shall express the object of the Meeting proposed to be called and shall be delivered to the Chief Executive Officer. Upon such request the Executive Committee shall proceed to convene a Special General Meeting. If they fail to do so within 21 days, those Annual General Meeting Delegates who requested a meeting may themselves convene a Special General Meeting.

27 XI. XII. 27 PROCEEDINGS AT GENERAL MEETINGS At least fourteen days notice specifying the place, date and hour of meeting and in case of special business the general nature of such business, shall be given to the Annual General Meeting Delegates but the non-receipt of such notice by any Annual General Meeting Delegate shall not invalidate the proceedings of any General Meeting. All business shall be deemed special if it is transacted at a Special Meeting or if it is transacted at an Ordinary Meeting with the exception of the consideration of accounts, balance sheets and the ordinary reports of the Executive Committee and other Committees and the election of officers of the Association. No business shall be transacted at any General or Special Meeting unless a quorum of Annual General Meeting Delegates is present at the time when the meeting proceeds to business and a quorum shall be twenty Annual General Meeting Delegates. XIII. If within fifteen minutes from the time appointed for a meeting a quorum is not present the meeting, if convened upon a request of the Annual General Meeting Delegates, shall be dissolved and in any other case it shall stand adjourned to the next day at the same time and place and if at such adjourned meeting a quorum is not present it shall be adjourned to a day to be determined. XIV. In the absence of the President Vice-President or Immediate Past President the Annual General Meeting Delegates then present shall choose someone of the number to be the Chairman. XV. The Chairman may with the consent of the meeting adjourn any meeting from time to time and place to place and no business shall be transacted at any adjourned meeting other than the business left unfinished at the meeting from which the adjournment took place. VOTES OF ANNUAL GENERAL MEETING DELEGATES XVI. Every Annual General Meeting Delegate shall have one vote. Votes must be given personally. XVII. At any General Meeting unless a poll is demanded by at least ten Annual General Meeting Delegates a declaration by the Chairman that a resolution has been carried and an entry to that effect in the books of proceedings of the Association shall be sufficient evidence of the fact without proof of the number or proportion of the votes recorded in favour of or against such resolution.

28 28 XVIII. If a poll is demanded by ten or more Annual General Meeting Delegates it shall be taken in such manner as the Chairman directs and the result of each poll shall be deemed to be a resolution of the Association in the General Meeting and in the case of an equality of votes at any General Meeting the Chairman shall be entitled to a second or casting vote. XIX. XX. XXI. XXII. PRIVILEGES OF MEMBERS Members shall have the right to attend all meetings of the Association and to take part subject to the control of the President or Chairman in the business of such meetings including the discussion of all questions discussed at such meetings. LIABILITIES OF MEMBERS Members shall not be liable to contribute any entrance fee to attend meetings. CONTRIBUTIONS Every Branch of the Association shall contribute to the funds of the Association, such contributions to be at the rate fixed from time to time by the Annual General Meeting, or Special General Meeting. OFFICERS (a) The Officers of the Association shall be the President, the Immediate Past President (if any) who shall hold office for twelve months after she ceases to be President, Honorary Secretary, Honorary Treasurer, State International Officer, State Agricultural/Environmental Officer and four Vice Presidents. (b) No Officer of the Association shall hold any one office for more than three consecutive years. (c) No one person shall occupy two positions on the Executive Committee except as a result of the filling of vacancies between State Meetings. (d) In the event of a casual vacancy occurring in the office of any State Office bearer but not including the office of State President then: if at the time of the casual vacancy occurring there is a State Vice President who is willing and able to assume the Office in which the casual vacancy has occurred, that member of the executive shall relinquish the role of State Vice President and may be appointed in a caretaker role by the executive committee to act in the office in which the casual vacancy has occurred pending the election of a person to fill that office at the next Annual General Meeting.