Constitution of Australia New Zealand Gynaecological Oncology Group

Transcription

1 Constitution of Australia New Zealand Gynaecological Oncology Group ACN Original Revised Holman Webb October 2016

2 Contents 1. PREAMBLE 5 2. PRELIMINARY Replaceable rules do not apply Definitions Interpretation of this document Interaction between the ACNC Act and the Corporations Act 7 3. NAME AND STRUCTURE OF THE COMPANY Name of the Company Company limited by guarantee 8 4. PURPOSE AND OBJECTS OF THE COMPANY Purpose of the Company Objects of the Company Application of income and property Certain payments allowed 9 5. MEMBERSHIP Membership Limited liability of members Full Member Industry Members Community Members Associate Members Application for membership Consideration of application Fees Resigning as a Member Power to suspend or expel a Member Cessation of membership Declaration of member's interests Conversion of membership Recording in Register DIRECTORS Number of Directors Board composition Chairperson Residency and other requirements Board Appointed Directors Elected Directors Committee Chair Process for electing Elected Directors Term of appointment Time of retirement Cessation of Director's appointment Casual vacancies Removal from office _7 Constitution of Australia New Zealand Gynaecological Oncology Group

3 6.14 Too few Directors POWERS AND DUTIES OF DIRECTORS Powers of the Board Exercise of powers Delegation of powers Terms of delegation Appointment of attorney Committees Executing negotiable instruments DIRECTORS' DUTIES AND INTERESTS Compliance with duties under the Corporations Act and general law Director can hold other offices etc Disclosure of interests Director interested in a matter Agreements with third parties DIRECTORS' REMUNERATION Restrictions on payments to Directors Payments to Directors with Board approval OFFICERS' INDEMNITY AND INSURANCE Indemnity Insurance Former officers Deeds BOARD MEETINGS Convening Board meetings Notice of Board meeting Use of technology Chairing Board meetings Frequency Quorum Majority decisions Procedural rules Written resolution Valid proceedings GENERAL MEETINGS Annual general meeting Calling meetings of members Notice of meeting Short notice Postponement or cancellation Business at postponed meeting Proxy, attorney or Representative at postponed meeting Technology Non-receipt of notice PROCEEDINGS AT GENERAL MEETINGS _7 Constitution of Australia New Zealand Gynaecological Oncology Group

4 13.1 Quorum Quorum not present Appointment of chairperson of general meeting Attendance at general meetings Conduct of general meetings Adjournment of general meeting Notice of adjourned meeting PROXIES, ATTORNEYS AND REPRESENTATIVES Appointment of proxies Member's attorney Deposit of proxy appointment forms and powers of attorney Representatives Appointment for particular meeting, standing appointment and revocation Suspension of proxy or attorney's powers if member present Priority of conflicting appointments of attorney or Representative More than two current proxy appointments Continuing authority ENTITLEMENT TO VOTE Number of votes Casting vote of chairperson of general meeting Voting restrictions Member s rights suspended while membership fee in arrears Decision on right to vote HOW VOTING IS CARRIED OUT Method of voting Demand for a poll When and how polls must be taken Questions decided by majority SECRETARY Appointment of Secretary Suspension and removal of Secretary Powers, duties and authorities of Secretary MINUTES Minutes must be kept Minutes as evidence Inspection of minute books EXECUTION OF DOCUMENTS Execution of documents FINANCIAL REPORTS AND AUDIT Company must keep financial records Financial reporting Audit Conclusive reports INSPECTION OF RECORDS _7 Constitution of Australia New Zealand Gynaecological Oncology Group

5 21.1 Inspection by members Right of a member to inspect REGISTER WINDING UP DEDUCTIBLE GIFT RECIPIENT STATUS Compliance with Tax Act requirements Compliance with applicable guidelines and directives NOTICES Notices by Company Overseas members When notice is given Business days Counting days FURTHER OBLIGATIONS UNDER AUSTRALIAN CHARITIES LEGISLATION BY-LAWS AND RULES _7 Constitution of Australia New Zealand Gynaecological Oncology Group

6 Constitution of Australia New Zealand Gynaecological Oncology Group 1. PREAMBLE This constitution was adopted by special resolution passed at the annual general meeting of members on 2 April 2009, and takes effect from the date of the Company's incorporation. It was revised in 2016 and the revisions adopted by special resolution at the annual general meeting of members on 20 October PRELIMINARY 2.1 Replaceable rules do not apply The provisions of the Corporations Act that apply as replaceable rules are displaced by this document and do not apply to the Company. 2.2 Definitions The following definitions apply in this document. ACNC Act means the Australian Charities and Not for Profits Commission Act 2012 (Commonwealth). Associate Member means a member of the Company who is eligible to become a member under rule 5.7. Audit Risk and Compliance Committee means a Committee which is responsible for (among other things)assisting the Board to discharge its corporate governance responsibilities to exercise due care, diligence and skill on financial management, internal controls, risk management, compliance with constitution, laws and regulations. Board means the Directors acting collectively under this document. Board Appointed Director means a person is appointed as a Director pursuant to rule 6.5. Chairperson means the chairperson of the Board from time to time. Charities Legislation means the ACNC Act and all laws, regulations, rules and compulsory guidelines which apply to charities in Australia, as amended and replaced from time to time. Company means the company named at the beginning of this document whatever its name is for the time being. Committee means a committee of persons (including at least one Director) constituted under rule 7.3. Committee Chair means the chairperson of a Committee. Committee Chair Director means a Committee Chair who is appointed as a Director pursuant to rule 6.8, 6.8, 6.8, 6.8(d) or 6.8(e). Community Member means a member of the Company who is eligible to become a member under rule _7 Constitution of Australia New Zealand Gynaecological Oncology Group 5

7 Corporations Act means the Corporations Act 2001 (Cth). Director means a person who is, for the time being, a director of the Company. Elected Director means a person who is appointed as a Director pursuant to rule 6.9. Full Member means a member of the Company who is eligible to become a member under rule 5.3. Industry Member means a member of the Company who is eligible to become a member under rule 5.4. Institution means a hospital, medical centre or research institute. Member means a person whose name is entered in the Register as a member of the Company from time to time. Nominations Committee means a Committee which is responsible for (among other things) assisting the Board with the appointment of Directors, Committee Chairs and other key roles as required within the organisation. Ordinary Resolution means a resolution of the Board or Voting Members passed by a majority of the votes cast by Directors or Voting Members (whichever is applicable) entitled to vote on the resolution. Pharmaceutical Industry means the industry which develops and/or markets pharmaceutical products and devices. Register means the register of Members of the Company under the Corporations Act. Representative means a person appointed to represent a corporate member at a general meeting of the Company in accordance with the Corporations Act. Research and Advisory Committee means a Committee which is responsible for (among other things) providing recommendations to the Board to proceed with clinical trials and reviewing approved clinical trials. Scientific Meeting means a meeting of the Company where research and scientific objectives of the Company are discussed, considered and developed (and does not include a general meeting of Members). Secretary means, during the term of that appointment, a person appointed under rule 17.1 as a secretary of the Company. special resolution means a resolution of the Board or Voting Members passed or required to be passed by Directors or Voting Members (whichever is applicable) that together hold not less than 75% of the total voting rights of all Directors or Voting Members (whichever is applicable) entitled to vote on the resolution. Study Coordinators Committee means the Committee which is responsible for identifying and facilitating the needs of study coordinators and data managers and providing necessary guidance, support and information. Tax Act means, jointly, the Income Tax Assessment Act 1936 (Cth) and the Income Tax Assessment Act 1997 (Cth). Voting Member in relation to a general meeting, or meeting of a class of members, means a Member who has the right to be present and to vote on at least one item of business to be considered at that meeting. For the avoidance of doubt, Voting Members include all _7 Constitution of Australia New Zealand Gynaecological Oncology Group 6

8 Full Members and Associate Members (and excludes Community Members and Industry Members). 2.3 Interpretation of this document Headings and marginal notes are for convenience only, and do not affect interpretation. The following rules also apply in interpreting this document, except where the context makes it clear that a rule is not intended to apply. A reference to: (iv) legislation (including subordinate legislation) is to that legislation as amended, modified in relation to the Company, re-enacted or replaced, and includes any subordinate legislation issued under it; a document or agreement, or a provision of a document or agreement, is to that document, agreement or provision as amended, supplemented, replaced or novated; a person includes any type of entity or body of persons, whether or not it is incorporated or has a separate legal identity, and any executor, administrator or successor in law of the person; and anything (including a right, obligation or concept) includes each part of it. (d) (e) (f) (g) (h) (j) A singular word includes the plural, and vice versa. A word which suggests one gender includes the other genders. If a word is defined, another part of speech has a corresponding meaning. If an example is given of anything (including a right, obligation or concept), such as by saying it includes something else, the example does not limit the scope of that thing. The word agreement includes an undertaking or other binding arrangement or understanding, whether or not in writing. A power to do something includes a power, exercisable in the like circumstances, to revoke or undo it. A reference to a power is also a reference to authority or discretion. A reference to something being written or in writing includes that thing being represented or reproduced in any mode in a visible form. A reference to a Chapter, Part, Division, or section is a reference to a Chapter, Part, Division or section of the Corporations Act. 2.4 Interaction between the ACNC Act and the Corporations Act This Constitution is designed for a public company limited by guarantee which is: incorporated under the Corporations Act; and a charity registered under the ACNC Act. A word or expression (other than a word defined in rule 2.2) that is defined in the Corporations Act or the ACNC Act has the same meaning as in this Constitution _7 Constitution of Australia New Zealand Gynaecological Oncology Group 7

9 3. NAME AND STRUCTURE OF THE COMPANY 3.1 Name of the Company The name of the Company is Australia New Zealand Gynaecological Oncology Group. 3.2 Company limited by guarantee The Company is limited by guarantee and the liability of Members is limited as provided in this document. 4. PURPOSE AND OBJECTS OF THE COMPANY 4.1 Purpose of the Company The Company has been formed with the charitable purpose of improving the outcomes and quality of life for women with gynaecological cancers through conducting and promoting cooperative clinical trials and undertaking multidisciplinary research into the causes, prevention and treatments of gynaecological cancers. 4.2 Objects of the Company In pursuit of the charitable purpose described in rule 4.1, the objects of the Company are set out in rules 4.2 and 4.2. Scientific objects The scientific objects of the Company are: (iv) (v) (vi) (vii) (viii) to encourage the community to participate in the conduct of clinical trials in gynaecological cancers; to promote the use of clinical trials in evaluating new treatments in gynaecological cancer in an effort to improve the standard of care and outcomes of women with gynaecological cancers; to promote, design and conduct medical research for the prevention and treatment of gynaecological cancers; to foster the advancement of knowledge and the professional expertise of its Members; to improve clinical practice through professional meetings and educational symposia by working in collaboration with Institutions, professional societies, to pursue the objectives in rules 4.2 to 4.2(iv) (inclusive); to encourage and promote the best practice and highest ethical standards in the design and conduct of clinical trials; to promote public education and awareness of clinical trials in gynaecological cancer; to support and represent its Members at professional meetings and educational symposia and at State, Territory and other levels of government levels to further the objectives of the Company to assist and promote good liaison and communication between all bodies and professional organisations including State, Territory and federal health authorities to further the objectives of the Company; _7 Constitution of Australia New Zealand Gynaecological Oncology Group 8

10 (ix) (x) to widely publish the results of research; and to act in an advisory capacity with regard to the management of gynaecological malignancies in Australia and New Zealand. Administrative objects The administrative objects of the Company are: (iv) (v) (vi) (vii) (viii) (ix) (x) (xi) to open and operate financial and other bank accounts and to enter into financial transactions necessary to achieve the purpose and objects of the Company; subject to such consents as may be required by law, to borrow and raise money for the purpose and objects of the Company on such terms and conditions and on such security as may be thought fit by the Board; to invest the monies of the Company not immediately required for its objects in or upon such investments, securities or property as may be thought fit by the Board, subject nevertheless to such conditions (if any) and such consents (if any) as may be imposed or required by law to accept monies by way of grants, gifts, bequests or otherwise for the purpose and the objects of the Company; to fundraise to meet the purpose and objects of the Company; to appoint, employ, remove or suspend staff as may be necessary for the purpose and objects of the Company; to make all necessary steps for the provision and payment of benefits and entitlements for staff all applicable laws; to prepare, print and publish and release any material that the Company deems necessary for the promotion of its purpose and objects; to cooperate with Institutions, voluntary bodies, charities and statutory authorities to further the purpose and objects of Company; to enter into collaborative agreements and or service contracts with Institutions and authorities at national, international and local levels which will enable the Company to carry out its purpose and objects; and to buy, lease, take in, exchange or dispose of or mortgage any property and equip such property for any use necessary to achieve the purpose and objects of the Company. 4.3 Application of income and property Subject to rules 4.4 and 10, the Company must apply its receipts and income solely towards promoting the purpose and object of the Company as stated in rules 4.1 and 4.2. No part of the Company's income may be paid or transferred directly or indirectly by way of dividend, bonus or otherwise to Members. 4.4 Certain payments allowed Rule 4.3 does not prevent the payment of reasonable remuneration to any officer or employee of the Company or to any Member of the Company or other person in return for service rendered to the Company. In addition, rule 4.3 does not prevent the Company paying to a Member: _7 Constitution of Australia New Zealand Gynaecological Oncology Group 9

11 interest on money lent by the Member to the Company at a rate not exceeding the prevailing bank interest rate for similar amounts and circumstances; reasonable remuneration for goods supplied by the Member to the Company in the ordinary course of business; and reasonable rent for premises lent by the Member to the Company. 5. MEMBERSHIP 5.1 Membership Subject to rules 5.11 and 5.13, the Members are: the initial members named in the application for the Company's registration; and any other person the Board admits to membership in accordance with this document. 5.2 Limited liability of members If the Company is wound up, each Member undertakes to contribute to the assets of the Company up to an amount not exceeding $100, plus any additional outstanding membership fees payable subject to rule 5.9, for payment of the debts and liabilities of the Company, including the costs of the winding up. This undertaking continues for one year after a person ceases to be a Member. 5.3 Full Member (d) Subject to rule 5.3, a person is eligible to become a Full Member if they are involved with gynaecological cancer research and/or treatment in a professional capacity. This includes medical oncologists, gynaecological oncologists, radiation oncologists, pharmacists, psycho oncologists, psychologists, pathologists, nurses, data managers, research nurses, clinical trial staff or other clinical, scientific or professional disciplines that relate to the purpose and objects of the Company in rules 4.1 and 4.2. A person is not eligible to be a Full Member if they are an employee or director of an organisation operating in the Pharmaceutical Industry, or a related industry. A person who serves on a scientific advisory board of, or has a limited consultancy with, an organisation in the Pharmaceutical Industry is eligible to become a Full Member. Subject to rule 5.9, a Full Member must pay an annual membership fee. A Full Member is entitled to: (iv) (v) (vi) vote at meetings of Members; participate in clinical trials run by the Company; put forward concepts for new clinical trials; participate in protocol design of clinical trials; where appropriate, register and treat patients in accordance with appropriate protocols; be invited to attend and vote at Scientific Meetings and general meetings; _7 Constitution of Australia New Zealand Gynaecological Oncology Group 10

12 (vii) (viii) (ix) receive Company newsletters and correspondence including communications in relation to clinical trials; participate in determining the policies and strategic direction of the Company; and participate in the fundraising and promotional activities of the Company. 5.4 Industry Members A person is eligible to become an Industry Member if they are an employee or director of an organisation operating in the Pharmaceutical Industry or a related industry, and are interested in the purpose and objects of the Company. Subject to rule 5.9, an Industry Member must pay an annual membership fee. An Industry Member is entitled to: (iv) attend Scientific Meetings; receive Company newsletters and general communications; participate in the fundraising and promotional activities of the Company; and access the Members only section of the Company's website, except for any Board of Committee papers and documents. (d) An Industry Member is not entitled to: attend or vote at meetings of Members; or be nominated or appointed to any position on the Board of the Research and Advisory Committee. 5.5 Community Members A person is eligible to become a Community Member if they: (iv) wish to support the purpose and objects of the Company; have been personally affected by some form of gynaecological cancer; have been or are a carer of someone who diagnosed with any form of gynaecological cancer; or otherwise have an interest in gynaecological cancers and their treatment and prevention. Subject to rule 5.9, a Community Member must pay an annual membership fee A Community Member is entitled to: (iv) attend general meetings; participate in clinical trials run by the Company; participate in the fundraising and promotional activities of the Company; put forward concepts for new clinical trials; _7 Constitution of Australia New Zealand Gynaecological Oncology Group 11

13 (v) (vi) be invited to attend and vote at Scientific Meetings; and receive Company newsletters and correspondence including information on clinical trials. (d) A Community Member is not entitled to: vote at meetings of Members; be nominated or appointed to any position on: (A) (B) the Board, unless the Member is a Committee Chair; or the Research and Advisory Committee. 5.6 Associate Members The Board may (in its absolute discretion) from time to time, invite a person to be an Associate Member where that person is not eligible to be a Full Member, and is a Director or a member of a Committee. Subject to rule 5.9, an Associate Member must pay an annual membership fee. An Associate Member is entitled to: (iv) (v) (vi) (vii) vote at meetings of Members; participate in clinical trials run by the Company; put forward concepts for new clinical trials; be invited to attend and vote at Scientific Meetings and general meetings; receive Company newsletters and correspondence including communications in relation to clinical trials; participate in determining the policies and strategic direction of the Company; and participate in the fundraising and promotional activities of the Company. 5.7 Application for membership If a person meets the eligibility criteria to become a Member, including, Full Member (as set out in rule 5.3), Industry Member (as set out in rule 5.4) or Community Member (as set out in 5.5), then that person must apply for membership in accordance with the process determined by the Board from time to time. 5.8 Consideration of application Once an application for membership as a Voting Member is received, the Board must: consider the application at the next meeting of the Board; consider whether the applicant is fit and proper to be a Member (which will involve considering factors such as whether, for example, the applicant meets the eligibility criteria and supports the purpose and objects of the Company in rule 4); _7 Constitution of Australia New Zealand Gynaecological Oncology Group 12

14 (d) notify the applicant in writing of the outcome of the application, but it need not provide reasons why an applicant was rejected; and where an application is accepted cause the required details to be entered in the Register. 5.9 Fees The amounts payable for annual membership fees, if any, shall be determined by the Board. The Board may in its discretion: determine that no annual membership fee is payable by a Member or class of Members (in whole or in part) for any given year; determine the time for payment of an annual membership fee; and extend the time for payment of any annual membership fee by any Member or class of Members Ongoing Member Obligations and Rights (d) The Members of the Company agree to be bound by the provisions of this Constitution and relevant by-laws and rules approved by the Board from time to time. For so long as a Member abides by the provisions of this Constitution, the Member shall enjoy the rights and privileges of membership under this Constitution and the Act. The rights and privileges of every Member are personal to that Member and are not transferrable by any act of that Member or by operation of law. Each Member shall notify the Secretary of any change in contact details or the circumstances of the Member which may affect the Member s continued entitlement to membership or class of membership Resigning as a Member A Member may resign from the Company by giving 28 days written notice to the Board. Notwithstanding rule 5.10, a Member will be deemed to have resigned from being a Member if : the Member notifies the Company in writing that they no longer wish to be contacted by the Company; or the Company has failed to contact the Member after three attempts in writing (including the electronic means) and by telephone to the Member at the address and telephone number supplied to the Company by the Member Power to suspend or expel a Member The Board may, by Ordinary Resolution: suspend a Member with immediate effect; and/or _7 Constitution of Australia New Zealand Gynaecological Oncology Group 13

15 resolve to call a Board meeting for the purpose of considering a resolution to expel a member from the Company or expel from the Company, where the member: (iv) (v) (vi) does not comply with this document or any Board-approved codes or protocols of the Company; is found guilty of an indictable offence; has a condition or restriction imposed by an authority on the member's registration or right to practice their profession; or engages inappropriate conduct, including conduct which, in the opinion of the Board, is prejudicial to the interests of the Company. (d) (e) If a member is suspended, then they are not entitled to vote at meetings of members or all of their member entitlements will be suspended, unless otherwise determined by resolution of the Board. The Board may at any time resolve, by Ordinary Resolution, to lift a suspension made under rule 5.13 with immediate effect. A suspension made by the Board under rule 5.13 will lapse after 28 days unless the Board has made a determination under rule If the Board makes a determination under rule 5.13: the Company must send a notice to the member which must state: (A) (B) (C) the proposed resolution of the Board to expel the member and the grounds on which it is based; the date, time and place of the meeting at which the resolution to expel the member will be considered by the Board; and that the member, or the member s representative, has an opportunity at the meeting to address the allegations either orally or in writing; the Board meeting must be held no less than 14 days and no more than 28 days after the date of the notice sent by the Company under rule 5.13(e); at the meeting, the Board must: (A) (B) give due consideration to any oral address or written statement given by the member, or the member s representative; and vote on the resolution to expel the member; and (iv) if the resolution to expel the member is passed, then the expulsion of the member takes immediate effect. (f) A member expelled from the Company does not have any claim on the Company, its funds or property Cessation of membership A member will automatically cease to be a member of the Company if they: _7 Constitution of Australia New Zealand Gynaecological Oncology Group 14

16 (d) die or become incapacitated by illness or a mental defect; become insolvent, bankrupt or subject to any form of insolvent administration; subject to rule 5.9, fail to pay the annual membership fee within 3 months of the date of receiving a written reminder from the Company that the annual membership fee is overdue; are determined by the Board as no longer holding the qualifications that are required for holding the category of membership; or (e) are expelled by resolution of the Board pursuant to rule Declaration of member's interests Any member serving on a Committee must declare to the Board any potential conflicts of interest, including advisory board and consultancy appointments in accordance with the Company s conflict of interest policy, as amended from time to time Conversion of membership Where a member (other than an Industry Member) becomes an employee or director in an organisation operating in the Pharmaceutical Industry or any related industry, that person s membership will be automatically converted to that of an Industry Member, save where any potential conflict of interest has been cleared by the Board in accordance with the Company s conflict of interest policy Recording in Register The Board must procure the necessary entries be made in the Register to record the suspension and/or removal of a member under rule 5.13 or rule DIRECTORS 6.1 Number of Directors The Company must at all times consist of a minimum of eight (8) Directors and a maximum of twelve (12) Directors. 6.2 Board composition The Board is to consist of: the Board Appointed Directors, who may be appointed by the Board under rule 6.5; the Elected Directors, who must be appointed upon election by the members of the Company under rule 6.8; and the Committee Chair Directors who must be appointed by the Board under rule Chairperson The Chairperson is to be selected from amongst the Directors on a bi-yearly appointment basis by the majority of the Board. The Chairperson: _7 Constitution of Australia New Zealand Gynaecological Oncology Group 15

17 is appointed for the term specified in their appointment which must not exceed two (2) years; and may be reappointed by the Board for a maximum of three (3) terms (total of six (6) years). 6.4 Residency and other requirements At all times there must be: at least one (1) Director who is a New Zealand resident; and at least six (6) Directors who are Full Members; An Industry Member or a person who is an employee or director of an organisation in the Pharmaceutical Industry or a related industry must not be appointed as a Director. 6.5 Board Appointed Directors The Board may, by Ordinary Resolution, appoint up to four (4) Board Appointed Directors to ensure that the Board possesses an appropriate range of skills and expertise. A Board Appointed Director is not required to be a member. 6.6 Elected Directors Each Elected Director must be a member at all times while they hold the office as an Elected Director. An Elected Director will immediately cease to be a Director if they are suspended, expelled or otherwise cease to be a member. Each Elected Director must be elected as a Director in accordance with rule Committee Chair The Board must appoint the Committee Chair for each Committee. The Chair of ANZGOG or their nominee will also chair the Nominations Committee and the Operations Executive Committee. The Board must appoint a non-executive Finance Director 6.8 Process for electing Elected Directors The Elected Directors must be elected according to the following process: At least 21 clear days before the date of each annual general meeting: (iv) the number of Elected Director positions on the Board that will be vacant at the next annual general meeting; any residency or membership requirements referred to in rule 6.3 that must be satisfied for any of the vacancies on the Board; a request for nominations for the vacant positions on the Board; and a copy of the form approved by the Board for nomination of Elected Directors _7 Constitution of Australia New Zealand Gynaecological Oncology Group 16

18 Any Voting Member may nominate any person to serve as an Elected Director, provided that person is not: an Industry Member; employed by the Company; or employed by a coordinating centre conducting clinical trials on behalf of the Company. The nomination must be: in writing; signed by the nominating member and the candidate; and lodged with the Secretary at least 14 days before the meeting at which the election is to take place. (d) (e) (f) (g) (h) If the number of candidates is equal to or less than the number of vacancies, the Board may appoint the candidates on the appointment date without holding a ballot. If a ballot is required, the Secretary must notify the Voting Members in writing or by electronic means of the list of candidates in alphabetical order at least 7 days before the date of the annual general meeting. Subject to rule 6.9(h), Voting Members may vote in person at the annual general meeting or by an electronic method prescribed by the Board. Subject to rule 5.9, a Voting Member is not entitled to vote if the member s annual membership fee is in arrears. The election of Directors shall take place at each AGM. If a ballot is necessary, it will be held in such a manner as the Chair of the meeting shall decide. Where there are more nominees for the position for Director at an AGM than there are vacant positions for Directors, then person or persons elected shall be those persons receiving both a majority of votes on the resolution, and the greatest number of votes as between those persons nominated for the vacancy or vacancies. The candidates with the highest number of votes in the ballot will be elected to fill each vacancy on the Board unless their election would conflict with the residency and other requirements set out in rule 6.3, in which case the candidate with the highest number of votes that satisfies the relevant requirement will be elected to the Board even if that candidate does not have the highest number of votes overall. 6.9 Term of appointment There shall be a rotational system of elections of Elected Directors so that at each AGM, one half of the Elected Directors (rounded up to the nearest whole number if necessary) must retire. The Elected Directors to retire at each AGM are those who have been the longest in office since their last election. If two or more persons became Elected Directors on the same day, those to retire must be determined by lot unless they otherwise agree among themselves _7 Constitution of Australia New Zealand Gynaecological Oncology Group 17

19 (d) (e) (f) An Elected Director retiring at an AGM, and who is not disqualified by law or by this Constitution from being reappointed, is eligible for re-election. A retiring Director shall hold office until the dissolution of the meeting at which his or her successor is appointed. Newly elected Directors shall take office at the conclusion of the meeting at which they were elected (or where results of the election were declared). Despite this rule, and subject to the resignation of Directors in the ordinary course of business and the replacement of those Directors who have resigned, the Board elected to the Company shall hold office for [two] years. At the second AGM of the Company, one-half of the Elected Directors (rounded up to the nearest whole number if necessary) shall retire from office, having served only up to two years since they were elected, but shall be eligible to stand for re-election. Which of the Elected Directors is to retire under this rule will be decided by lot unless the Board of Directors otherwise agree amongst themselves Time of retirement A Director's retirement under rule 6.9 takes effect at the end of the relevant annual general meeting unless the Director is re-elected at that meeting Cessation of Director's appointment A person automatically ceases to be a Director if the person: (d) (e) is not permitted by the Corporations Act (or an order made under the Corporations Act) to be a director; becomes disqualified from managing corporations under law and is not given permission or leave to manage the Company; becomes of unsound mind or physically or mentally incapable of performing the functions of that office; fails to attend 3 consecutive Board meetings (not including meetings of a committee of the Board) without providing notice to the Board; resigns by notice in writing to the Company; (f) is removed from office under rule 6.13; (g) (h) ceases to be eligible to act as a Director under rule 6.5; or is a Committee Chair Director and ceases to be a Committee Chair Casual vacancies Any casual vacancy occurring in the office of an Elected Director may be filled by the Board provided that the person who fills the vacancy will hold office only until the next annual general meeting following the person s appointment and will be eligible for relection at the next annual general meeting Removal from office Whether or not a Director's appointment was expressed to be for a specified period, the Company by Ordinary Resolution may remove a Director from office. The power to remove a Director under this rule is in addition to section 203D of the Corporations Act _7 Constitution of Australia New Zealand Gynaecological Oncology Group 18

20 6.14 Too few Directors If the number of Directors is reduced below the minimum required by rule 6.1, the continuing Directors may act as the Board only: to appoint Directors up to that minimum number; to convene a meeting of members; and in emergencies. 7. POWERS AND DUTIES OF DIRECTORS 7.1 Powers of the Board The business of the Company is to be managed by the Board, who may exercise all such powers of the Company as are not, by the Corporations Act or this document, required to be exercised by the Company in general meeting. 7.2 Exercise of powers A power of the Board can be exercised only: by resolution passed at a meeting of the Board or otherwise in accordance with rule 11; or in accordance with a delegation of the power under rule Delegation of powers The Board may delegate any of its powers to: an attorney in accordance with rule 7.6; a Committee in accordance with rule 7.7; and otherwise, as the Board see fit, in accordance with section 198D of the Corporations Act. 7.4 Terms of delegation A delegation of powers under rule 7.3, may be made for any period, to be exercised for any objects and purposes on any terms and subject to any conditions and restrictions as they think fit, and may revoke, withdraw, alter or vary the delegation of any of those powers (whether or not the delegation is expressed to be for a specified period). 7.5 Appointment of attorney The Board may, by power of attorney, appoint any person or persons to be the attorney or attorneys of the Company for the purposes and with the powers, authorities and discretions vested in or exercisable by the Directors for such period and subject to such conditions as the Board thinks fit. 7.6 Committees The Board may delegate any of their powers, other than powers required by law to be dealt with by Directors as a board, to a Committee or Committees consisting of at least one Director and may include persons who are not Directors (as agreed by the Board) _7 Constitution of Australia New Zealand Gynaecological Oncology Group 19

21 Committees the Company must include are the: Research Advisory Committee; Audit Risk and Compliance Committee; and Nominations Committee. (d) (e) The Board must appoint a Committee Chair to each of the Committees. A Committee must exercise any powers which have been delegated by the Board in accordance with any lawful directions of the Board. The Board must approve a written charter for each Committee, which must set out: (iv) the role of the Committee; the composition of the Committee; the rules that apply to the Committee; and the procedures that must be followed by the Committee. (f) (g) An Industry Member must not be appointed to any Committee of the Board. In the exercise of any powers delegated to it, a committee formed by the Board: must conform to the directions of the Board; must provide such reports as required by the Board; and otherwise shall conduct its meetings and proceedings in accordance with the provisions of this Constitution, as far as practicable, as if they were meetings and proceedings of the Board. 7.7 Executing negotiable instruments The Board may determine the manner in which and persons by whom cheques, promissory notes, bankers drafts, bills of exchange and other negotiable instruments, and receipts for money paid to the Company, may be signed, drawn, accepted, endorsed or otherwise executed. 8. DIRECTORS' DUTIES AND INTERESTS 8.1 Compliance with duties under the Corporations Act and general law Each Director must comply with his or her duties under the ACNC Act, the Corporations Act and under the general law. 8.2 Director can hold other offices etc Subject to rules 6.4 and 8.1, a Director may: hold any office or place of profit or employment other than that of the Company's auditor or any director or employee of the auditor; be a member of any corporation (including the Company) or partnership other than the Company's auditor; be a creditor of any corporation (including the Company) or partnership; or _7 Constitution of Australia New Zealand Gynaecological Oncology Group 20

22 (d) enter into any agreement with the Company. 8.3 Disclosure of interests Each Director must comply with the general law in respect of disclosure of conflicts of interest and in respect of disclosure of material personal interests. 8.4 Director interested in a matter Each Director must comply with the law in relation to being present, and voting, at a Board meeting that considers a matter in which the Director has a material personal interest. Subject to law: (d) a Director may be counted in a quorum at a Board meeting that considers, and may vote on, any matter in which that Director has an interest; the Company may proceed with any transaction that relates to the interest and the Director may participate in the execution of any relevant document by or on behalf of the Company; the Director may retain benefits under the transaction even though the Director has the interest; and the Company cannot avoid the transaction merely because of the existence of the interest. If the interest is required to be disclosed under law, it applies only if it is disclosed before the transaction is entered into. 8.5 Agreements with third parties The Company cannot avoid an agreement with a third party merely because a Director: fails to make a disclosure of an interest; or is present at, or counted in the quorum for, a Board meeting that considers or votes on that agreement. 9. DIRECTORS' REMUNERATION 9.1 Restrictions on payments to Directors Subject to rules 9.2 and 10, the Company must not pay fees or other remuneration to a Director. 9.2 Payments to Directors with Board approval With the approval of the Board the Company may pay to a Director: reasonable expenses (including travelling and accommodation) incurred in carrying out duties as a Director; reasonable remuneration for any service rendered by the Director to the Company (other than in their capacity as a director of the Company); interest on money lent by the Director to the Company at the prevailing bank interest rate for similar amounts and circumstances; _7 Constitution of Australia New Zealand Gynaecological Oncology Group 21

23 (d) (e) reasonable remuneration for goods supplied by the Director to the Company in the ordinary course of business; and reasonable rent for premises leased by the Director to the Company. 10. OFFICERS' INDEMNITY AND INSURANCE 10.1 Indemnity Subject to and so far as permitted by Corporations Act, the Competition and Consumer Act 2010 (Cth) and any other applicable law: the Company must, to the extent the person is not otherwise indemnified, indemnify every officer of the Company and its wholly owned subsidiaries and may indemnify its auditor against a Liability incurred as such an officer or auditor to a person (other than the Company or a related body corporate) including a Liability incurred as a result of appointment or nomination by the Company or subsidiary as a trustee or as an officer of another corporation, unless the Liability arises out of conduct involving a lack of good faith; and the Company may make a payment (whether by way of advance, loan or otherwise) in respect of legal costs incurred by an officer or employee or auditor in defending an action for a Liability incurred as such an officer, employee or auditor or in resisting or responding to actions taken by a government agency or a liquidator. In this rule, Liability means a liability of any kind (whether actual or contingent and whether fixed or unascertained) and includes costs, damages and expenses, including costs and expenses incurred in connection with any investigation or inquiry by a government agency or a liquidator Insurance Subject to the Corporations Act and any other applicable law, the Company may enter into, and pay premiums on, a contract of insurance in respect of any person Former officers 10.4 Deeds The indemnity in favour of officers under rule 10.1 is a continuing indemnity. It applies in respect of all acts done by a person while an officer of the Company or one of its wholly owned subsidiaries even though the person is not an officer at the time the claim is made. Subject to the Corporations Act, the Competition and Consumer Act 2001 (Cth) and any other applicable law, the Company may, without limiting a person's rights under this rule 10, enter into an agreement with a person who is or has been an officer of the Company or any of the Company's subsidiaries, to give effect to the rights of the person under this rule 10 on any terms and conditions that the Board thinks fit. 11. BOARD MEETINGS 11.1 Convening Board meetings A Director may at any reasonable time, and a Secretary must on reasonable request from a Director, convene a Board meeting _7 Constitution of Australia New Zealand Gynaecological Oncology Group 22

24 11.2 Notice of Board meeting The convenor of each Board meeting: must give at least 48 hours notice of the meeting (and, if it is adjourned for more than 7 days, of its resumption) individually to each Director who is in Australia; and may give that notice orally (including by telephone) or in writing and must give the notice in writing in the case of a special meeting, but failure to give notice to, or non-receipt of notice by, a Director does not result in a Board meeting being invalid Use of technology A Board meeting may be called or held using any technology providing each Director participating can hear and be heard by each and every other Director or in any other way permitted by the Corporations Act Chairing Board meetings If the Chairperson is not present within 15 minutes after the time for which a Board meeting is called or is unwilling to act, the Directors present must elect a Director present to chair the meeting Frequency The Board must meet at least 4 times during each 12 month period at such place and time as determined by the Board Quorum Unless the Board decides otherwise, the quorum for a Board meeting is one-third of the total number of Directors and a quorum must be present for the whole meeting. A Director is treated as present at a meeting held by audio or audio-visual communication if the Director is able to hear and be heard by all others attending. If a meeting is held in another way permitted by law, the Board must resolve the basis on which Directors are treated as present Majority decisions A resolution of the Board must be passed by Ordinary Resolution, unless otherwise specified by this document or the Corporations Act. The Chairperson has a casting vote if an equal number of votes is cast for and against a resolution Procedural rules The Board may adjourn and, subject to this document, otherwise regulate its meetings as it decides Written resolution The Directors may pass a resolution without a Board meeting being held if all of the Directors entitled to vote on the resolution sign a document containing a statement that they are in favour of the resolution set out in the document. Separate copies of a _7 Constitution of Australia New Zealand Gynaecological Oncology Group 23

25 document may be used for signing by the Directors if the wording of the resolution and statement is identical in each copy. The resolution is passed when the last Director signs Valid proceedings Each resolution passed or thing done by, or with the participation of, a person acting as a Director or member of a Committee is valid even if it is later discovered that: there was a defect in the appointment of the person; or the person was disqualified from continuing in office, voting on the resolution or doing the thing. 12. GENERAL MEETINGS 12.1 Annual general meeting The Company must hold an annual general meeting at least once in each calendar year at a place and time determined by the Board Calling meetings of members The Chair or any Director may at any time request the Secretary to convene a general meeting of the members and the Secretary must comply with all such requests Notice of meeting Notice of the meeting of members must be given individually to each member entitled to vote at the meeting and to each Director. Notice of a general meeting: may be given by any form of communication permitted by the Corporations Act; and must specify the place, the day and the hour of meeting, the general nature of the business to be transacted and any other matters as are required by the Corporations Act Short notice Subject to law if the Company has elected to convene a meeting of members as the annual general meeting, if all the members entitled to attend and vote agree; or otherwise, if members who together have power to cast at least 95% of the votes that may be cast at the meeting agree, a resolution may be proposed and passed at a general meeting of which less than 21 days' notice has been given Postponement or cancellation The Board may postpone or cancel a general meeting by written notice given individually to each person entitled to be given notice of the meeting. If a meeting of members is _7 Constitution of Australia New Zealand Gynaecological Oncology Group 24