mullins Rowing Queensland Limited Constitution Clean copy 21/05/14 Approved by Membership in 2014 Annual General Meeting (Saturday 14 th June 2014)

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1 mullins Rowing Queensland Limited Constitution Clean copy 21/05/14 Approved by Membership in 2014 Annual General Meeting (Saturday 14 th June 2014) Level 21, Riverside Centre 123 Eagle Street Brisbane Qld 4000 Tel: Fax:

2 1 Definitions and Interpretations 1.1 Definitions In this Constitution unless the context requires otherwise: AGM or Annual General Meeting means the Annual General Meeting of the Company required to be held by the Company in each calendar year under section 250N(2) of the Corporations Act. Appointed Director means a Director appointed in accordance with clause 11. Board or Directors means all or some of the Directors of the Company acting as a board. By-Laws mean the rules and regulations for internal management of the Company. CEO means a person appointed as chief executive officer of the Company by the Directors. Chair, Chairman, Chairperson means the Chairperson elected by the Board. Committee means a committee established by the Directors under clause 16. Company means Rowing Queensland Ltd (RQ). Company Secretary means a person appointed as a company secretary of the Company by the Directors. Constitution means this Constitution as amended from time to time, and a reference to a particular clause is a reference to a clause of this Constitution. Corporations Act means the Corporations Act 2001 (Cth). Director means a director of the Company and includes Elected Directors and Appointed Directors. Elected Director means a Director elected in accordance with clause 11. Financial year means the 12 months period ending the 31 st December each year of the Company. General Meeting means a general meeting of Members and includes the AGM. Life Member means a person admitted to the Company as a life member in accordance with clause

3 Member means a member of the Company in accordance with clause 5. Member Club means a legal entity representing a Club or School Association admitted to the Company as a Member Club in accordance with clause 5.3. Participant means a member of a Member Club for whom a fee has been paid to the Company. Registered has a corresponding meaning. Representative means a person (other than a proxy) appointed in accordance with the Corporations Act to represent a Member Club at a General Meeting of the Company. Resolution means a motion that must be passed by a majority of votes exercisable by Members entitled to vote at the relevant Meeting. Rowing means Rowing as recognised by Rowing Australia from time to time and includes Rowing for athletes with disabilities. School Association Member means a school association consisting of a minimum of three (3) individual schools which has been admitted to the Company as a Member Association pursuant to clause 5.3. Special Resolution means a resolution that must be passed by a majority of at least 75% of votes exercisable by Members entitled to vote at the relevant General Meeting in accordance with this Constitution and/or the Corporations Act. Such a resolution must be given to the Members at least 21 days prior to the General Meeting. Statutes and Regulations means the statutes and regulations of the Rowing Australia in force from time to time. 1.2 Interpretation In this Constitution unless the context requires otherwise: (presence of a Member) a reference to a Member present at a General Meeting means the Member present in person or by proxy, attorney or Representative; (document) a reference to a document or instrument includes any amendments made to it from time to time and, unless the contrary intention appears, includes a replacement; (gender) words importing any gender include all other genders; (person) the word person includes a firm, a body corporate, a partnership, a joint venture, an unincorporated body or association or an authority; 2

4 1.2.5 (singular includes plural) the singular includes the plural and vice versa; (amendments to legislation) a reference to a law or a provision of a law includes amendments, re-enactments or replacements of that law or the provision, whether by a State or the Commonwealth or otherwise; (writing) writing and written includes printing, typing and other modes of reproducing words in a visible form including, without limitation, any representation of words in a physical document or in an electronic communication or form or otherwise. 1.3 Corporations Act In this Constitution, unless the context requires otherwise, an expression has, in a provision of this Constitution that deals with a matter dealt with by a particular provision of the Corporations Act, the same meaning as in that provision of the Corporations Act The provisions of the Corporations Act that apply as replaceable rules are displaced by this Constitution and accordingly do not apply to the Company. 2 Objects 2.1 Objects The objects of the Company shall be: to act as the State affiliated member of Rowing Australia in accordance with the Statutes and Regulations; to conduct, encourage, promote, advance, control and manage Rowing in Queensland interdependently with members and others; to adopt, formulate, issue, interpret and amend by-laws, rules and regulations for the control and conduct of Rowing in Queensland; to encourage the provision and development of appropriate facilities for participation in Rowing; 3

5 2.1.5 to maintain and enhance standards, quality and reputation of Rowing for the collective and mutual benefit and interests of members and Rowing; to promote the sport of Rowing for commercial, government and public recognition and benefits; to be the only body entitled to prepare and enter Queensland teams in national Rowing competitions; to promote, manage and conduct Rowing events, competitions and championships; to undertake other actions or activities necessary, incidental or conducive to advance these objects; Affiliate and otherwise liaise with Rowing Australia Ltd, The Queensland Olympic Committee and any other such organisation in the pursuit of these purposes and the sport of Rowing; Use and protect the intellectual property of the Company, including but not limited to logos, trademarks, copyright and names in any equipment, product, publication or event developed by the company; and To act as an ultimate appellate body for settlement of matters in dispute connected with rowing in Queensland To share services and collaborate with Rowing Australia for the benefit of rowing nationally. 3 Powers Solely for furthering the objects under clause 2.1, the Company, in addition to any other powers it has under the Corporations Act, has the legal capacity and powers of a company as set out under section 124 of the Corporations Act. 4 Income and Property of Company The income and property of the Company shall be applied solely towards the promotion of the objects set out herein and no portion thereof shall be paid or transferred directly or indirectly by way of dividend, bonus or otherwise howsoever by way of profit to the members of the Company provided however that nothing in this Clause shall prevent the Company or its Directors making any 4

6 grant to any Member or person which it deems appropriate in furtherance of these objects. 5 Membership 5.1 Categories of Members Members of the Company shall fall into one of the following categories: Member Clubs; School Association Member; Life Members; or Associate Members. 5.2 Admission of members A Member Club will become a Member, and the Directors will direct the Company Secretary to record their name in the register of Members kept by the Company, only upon meeting the criteria applicable to the relevant category of membership and provided the Member has signed an application, in which the Member undertakes to: be bound by this Constitution, the Statutes and Regulations and the By-Laws of the Company (including By-Laws specific to the relevant category of Membership); pay the fees and subscriptions determined to apply to the Member under clause 6; and support the Company in the encouragement and promotion of its Objects. 5.3 Member Clubs Provided it has complied with these rules a member club shall be a member of the Company and shall conduct and administer Rowing in its particular area in accordance with the objects of the Company Subject to clause 5.2, at the time of adoption of this Constitution, the first Member Clubs of the Company, as the recognised controlling body for the relevant State, will be the legal entities listed in Schedule Each Member Club will: 5

7 be incorporated and have a constitution and a duly elected management committee; have objects that do not conflict with those of the Company as stated in clause 2 and do all that is reasonably necessary to enable the Objects to be achieved, having regard to any legislation applicable to that Member Club; at all times act for and on behalf of the interests of the Company, the Members, and Rowing; provide the Company with copies of its annual report and associated documents following its annual general meeting on reasonable request and notice from the Company; be bound by this Constitution, By-Laws and Rules and the Statutes and Regulations; at all times operate with and promote mutual trust and confidence between the Company and the Members, promoting the economic and sporting success, strength and stability of each other and work cooperatively with each other in the pursuit of the Objects; maintain a database of all coaches, officials and members Registered with it in accordance with the By-Laws and provide a copy to the Company annually or upon request from time to time by the Directors in such means as may be agreed; not do or permit to be done any act or thing which might adversely affect or derogate from the standards, quality and reputation of the Company and of Rowing and its maintenance and development; Rowing Queensland has a reciprocal responsibility to act in accordance with these clauses for the best interests of their Member Clubs. 6

8 5.3.5 Constitutions of Member Clubs: The constituent documents of each Member Club shall reflect the Objects (in whole or in such part as are applicable to the Member Club) with such incidental variations as are necessary or appropriate, having regard to the Incorporations Act applicable to each Member Club Each Member Club shall take all steps necessary to ensure its constituent documents are amended in conformity with future amendments made to these Rules, subject to any prohibition or inconsistency in any relevant Incorporations Act. 5.4 School Association Member Provided it has complied with these rules a School Association Member shall be a member of the Company and shall conduct and administer Rowing in its particular area in accordance with the objects of the Company Subject to clause 5.2, at the time of adoption of this Constitution, the first School Association Member of the Company, as the recognised controlling body for the relevant State, will be the legal entities listed in Schedule Each School Association Member will: be incorporated and have a constitution and a duly elected management committee; have objects that do not conflict with those of the Company as stated in clause 2 and do all that is reasonably necessary to enable the Objects to be achieved, having regard to any legislation applicable to that School Association Member; at all times act for and on behalf of the interests of the Company, the Members, and Rowing; provide the Company with copies of its annual report and associated documents following its annual general meeting on reasonable request and notice from the Company; 7

9 be bound by this Constitution, By-Laws and Rules and the Statutes and Regulations; at all times operate with and promote mutual trust and confidence between the Company and the Members, promoting the economic and sporting success, strength and stability of each other and work cooperatively with each other in the pursuit of the Objects; maintain a database of all coaches, officials and members Registered with it in accordance with the By-Laws and provide a copy to the Company annually or upon request from time to time by the Directors in such means as may be agreed; not do or permit to be done any act or thing which might adversely affect or derogate from the standards, quality and reputation of the Company and of Rowing and its maintenance and development; Rowing Queensland has a reciprocal responsibility to act in accordance with these clauses for the best interests of their School Association Member Constitutions of School Association Member: The constituent documents of each School Association Member shall reflect the Objects (in whole or in such part as are applicable to the School Association Member) with such incidental variations as are necessary or appropriate, having regard to the Incorporations Act applicable to each School Association Member Each School Association Member shall take all steps necessary to ensure its constituent documents are amended in conformity with future amendments made to these Rules, subject to any prohibition or inconsistency in any relevant Incorporations Act. 8

10 5.5 Life Members Life Membership is the highest honour which can be bestowed by the Company for longstanding and valued service to Rowing in Queensland On the nomination of the Board of Directors or Member Clubs, any individual may be elected as a Life Member by a resolution of the Board of Directors Nominations for Life Membership shall include a written report outlining the history of services of any nominee, together with comments on the suitability of the honour The By-Laws will set out: the criteria to be met by individuals to be considered for Life Membership; the privileges and benefits of Life Member which shall include the right to receive notice, attend and speak but not the right to vote at, General Meetings; The circumstances by which a Life Membership may be removed from an individual; and Subject to clause a Life Member may only be removed upon a 75% majority of the Directors Subject to clause 5.2, at the time of adoption of this Constitution, the first Life Members of the Company shall be the persons listed in schedule 3 to this Constitution. 5.6 Associate Members Associate Members will automatically become non-voting members of the Company upon fulfilling the membership requirements of this category of membership. This category of membership shall apply to groups participating in rowing activities, for example but not limited to surfboat rowing, indoor rowing and school sport organisations as determined from time to time. The rights and obligations of these members shall be determined from time to time by the Board but they do not have any voting rights. 5.7 General The Company must keep a register of all Members in accordance with the Corporations Act. 9

11 5.7.2 No Member whose membership ceases has any claim against the Company or the Directors for damages or otherwise arising from cessation or termination of membership. 5.8 Limited Liability Members have no liability in that capacity except as set out in clause Participants Member Clubs shall register their members with the Company as Participants. The Company may determine the categories of Participants. The fees payable in respect of Participants shall be determined in accordance with clause Cessation of Membership 6.1 Cessation A person ceases to be a Member on: resignation; death; the termination of their Membership according to this Constitution; if a body corporate, being dissolved or otherwise ceasing to exist; the date that Member no longer meets the requirements for Membership according to clause 5; and the date that the Membership is terminated by the Company. 6.2 Resignation For the purposes of clause 6.1.1, a Member may resign as a member of the Company by giving 14 days written notice to the Directors. 6.3 Forfeiture of Rights A Member who or which ceases to be a Member shall forfeit all right in and claim upon the Company or the Directors for damages or otherwise, or claim upon its property including its intellectual property rights. 10

12 6.4 Membership Fee The Directors must determine from time to time: the amount (if any) payable by an applicant for membership; the annual subscriptions/membership fees payable by Members including the component of their membership fee which is calculated on a per participant basis; the annual subscription/membership fees applicable to Associate Members; any other amount (including any levies) to be paid by each Member whether of a recurrent or any other nature; and the due date for payment The Directors may, by not less than three (3) months notice to Member Clubs, increase the annual subscription/membership fee: by less than or equal to, four per cent (4%) above the previous Financial Year s annual subscription/membership (without requiring a vote by the Member Clubs); or by more than four per cent (4%) provided that the Member Clubs pass a resolution at a General Meeting in favour of the increase Any increase in the annual subscription fee made pursuant to clause will take effect from the first day of the next Financial Year Each Member must pay to the Company the amounts determined under this clause 6 in accordance with clause Membership fees in force at the date of the adoption of this constitution shall remain in force until the next preceding Annual General Meeting. 11

13 6.5 Non-Payment of Fees The right of a Member Clubs and School Association Member to attend and vote at a General Meeting is suspended while the payment of any subscription or other amount determined under clause 6.4 is in arrears greater than 90 days. 7 Termination or sanctions of membership The Board shall have authority to make By-Laws for the discipline of members. 8 General Meetings 8.1 Annual General Meeting AGMs of the Company are to be held: according to the Corporations Act; within 5 months from the end of the financial year; and at a date and venue determined by the Directors. 8.2 Power to convene General Meeting The Directors by ordinary resolution may convene a General Meeting when they think fit and must do so if required by the Corporations Act The Member Clubs (a minimum of 4) may convene a General Meeting which must comply with the requirements under the Corporations Act. 8.3 Notice of General Meeting Notice of a General Meeting of Members must be given: to all Members entitled to attend the General Meeting, the Directors, and the auditor of the Company; and in accordance with clause 20 and the Corporations Act At least 21 days notice of the time and place of a General Meeting must be given, together with: 12

14 all information required to be included in accordance with the Corporations Act; in the case of a proposed Special Resolution, the intention to propose the Special Resolution and the terms of the proposed Special Resolution; where applicable, any notice of motion received from a Director in accordance with the Corporations Act; where applicable, a list of all nominations received for positions to be elected at the relevant General Meeting. 8.4 No other business No business other than that stated in the notice of meeting may be transacted at a General Meeting. 8.5 Cancellation or postponement of General Meeting Where a General Meeting (including an AGM) is convened by the Directors they may, if they think fit, cancel the meeting or postpone the meeting to a date and time they determine. However, this clause does not apply to a General Meeting convened: by Members according to the Corporations Act; by the Directors at the request of Members; or by a Court. 8.6 Written notice of cancellation or postponement of General Meeting Notice of the cancellation or postponement of a General Meeting must state the reasons for doing so and be given to: each Member entitled to attend the General Meeting; and each other person entitled to notice of a General Meeting under the Corporations Act. 8.7 Contents of notice postponing General Meeting A notice postponing a General Meeting must specify: the new date and time for the meeting; 13

15 the place where the meeting is to be held, which may be either the same as or different to the place specified in the notice originally convening the meeting; and if the meeting is to be held in two or more places, the technology that will be used to hold the meeting in that manner. 8.8 Number of clear days for postponement of General Meeting The number of clear days from the giving of a notice postponing a General Meeting to the date specified in that notice for the postponed meeting must not be less than the number of clear days notice of that General Meeting required to be given by clause 9.8 or the Corporations Act. 8.9 Business at postponed General Meeting The only business that may be transacted at a postponed General Meeting is the business specified in the notice originally convening the meeting Representative at postponed General Meeting Where: by the terms of an instrument appointing a Representative, that Representative is authorised to attend and vote at a General Meeting on behalf of the appointing Member to be held on a specified date or at a General Meeting or General Meetings to be held on or before a specified date; and the date for the meeting is postponed to a date later than the date specified in the instrument, then that later date is substituted for the date specified in the instrument appointing that Representative, unless the appointing Member notifies the Company in writing to the contrary at least 48 hours before the time at which the postponed meeting is to be held Right to appoint representative In accordance with the Corporations Act, each Member Club is entitled to appoint an individual as their Representative to 14

16 attend General Meetings, provided that the Member Club has not appointed a proxy under clause In addition to each Member Club s appointed representative, each Member Club shall be entitled to appoint one further representative to attend meetings on their behalf but not vote Right to appoint proxy A Member Club entitled to attend a General Meeting of the Company is entitled to appoint a person as their proxy to attend the meeting in their place in accordance with the Corporations Act A proxy has the same rights as the Member Club at the meeting and may be appointed in respect of more than one meeting Form of proxy The instrument appointing a proxy may be in a form determined by the Directors from time to time provided it complies with the requirements under the Corporations Act. 9 Proceedings at General Meeting 9.1 Business of General Meetings The business to be transacted by the Company in the Annual General Meeting includes but is not limited to the consideration of the previous year s financial reports and the reports of the Board, Voting Members and auditors, the election of relevant Board Members, the appointment of the auditors and (at its discretion) the appointment of a Patron; All business that is transacted at a General Meeting with the exception of those matters set down in shall be special business; and No business other than that stated on the notices shall be transacted at that meeting. 9.2 Number for a quorum The number of Member Clubs who must be present and eligible to vote for a quorum to exist at a General Meeting is six (6). 15

17 9.3 Requirement for a quorum An item of business may not be transacted at a General Meeting unless a quorum is present at the commencement of the General Meeting. 9.4 Quorum and time If within 30 minutes after the time appointed for a General Meeting, a quorum is not present, the meeting: if convened by, or on requisition of, Members is dissolved; and in any other case stands adjourned to such other day, time and place as the Chair determines. 9.5 Adjourned meeting If a quorum (determined in accordance with this clause 9.2) is not present within 30 minutes after the time appointed for the adjourned meeting, the meeting is dissolved. At an adjourned meeting, the required quorum shall be 3 Member Clubs. If an Annual General Meeting is postponed because a quorum has not been achieved those members attending at a postponed Annual General Meeting will form a quorum. 9.6 Chairman to preside over General Meetings The Chairman is entitled to preside as Chair at General Meetings If a General Meeting is convened and there is no Chair, or the Chair is not present within 15 minutes after the time appointed for the meeting or is unable or unwilling to act, the following may preside as Chair (in order of entitlement): the Deputy Chairman a Director (or other person) chosen by a majority of the Directors present; or a representative of a Member Club who is entitled to vote and is chosen by a majority of the Member Clubs present. 16

18 9.7 Conduct of General Meetings The Chair: has charge of the general conduct of the meeting and of the procedures to be adopted; may require the adoption of any procedure which in his opinion is necessary or desirable for proper and orderly debate or discussion or the proper and orderly casting or recording of votes; and may, having regard where necessary to the Corporations Act, terminate discussion or debate on any matter whenever he considers it necessary or desirable for the proper conduct of the meeting A decision by the Chair under this clause 9.6 is final. 9.8 Adjournment of General Meeting The Chair may with the consent of any meeting at which a quorum is present, and must if so directed by the meeting, adjourn the meeting or any business, motion, question, resolution, debate or discussion being considered or remaining to be considered by the meeting The adjournment may be either to a later time at the same meeting or to an adjourned meeting at any time and place agreed by vote of the members present Only unfinished business is to be transacted at a meeting resumed after an adjournment. 9.9 Notice of adjourned meeting It is not necessary to give any notice of an adjournment or of the business to be transacted at any adjourned meeting unless a meeting is adjourned for 30 days or more In that case, at least the same period of notice as was originally required for the meeting must be given for the adjourned meeting. 17

19 9.10 Questions decided by majority Subject to the requirements of the Corporations Act and except in the case of a Special Resolution, a resolution is carried if a simple majority of the votes cast on the resolution are in favour of it Equality of votes Where an equal number of votes are cast in favour of and against the resolution, the Chairman will have a casting vote Declaration of results At any General Meeting a resolution put to the vote of the meeting must be decided on a show of hands unless a poll is properly demanded and the demand is not withdrawn A declaration by the Chair that a resolution has on a show of hands been carried or carried unanimously, or by a particular majority, or lost and an entry to that effect in the minutes of the meetings of the Company, is conclusive evidence of the fact Neither the Chair nor the minutes need state, and it is not necessary to prove, the number or proportion of the votes recorded for or against the resolution Poll If a poll is properly demanded in accordance with the Corporations Act, it must be taken in the manner and at the date and time directed by the Chair, and the result of the poll is the resolution of the meeting at which the poll was demanded A poll demanded on a question of adjournment must be taken immediately A demand for a poll may be withdrawn A demand for a poll does not prevent the General Meeting continuing for the transaction of any business other than the question on which the poll was demanded Objection to voting qualification An objection to the right of a person to attend or vote at a General Meeting (including an adjourned meeting): 18

20 may not be raised except at that meeting; and must be referred to the Chair, whose decision is final A vote not disallowed under the objection is valid for all purposes Chair to determine any poll dispute If there is a dispute about the admission or rejection of a vote, the Chair must decide it and the Chair s decision is final. 10 Votes of Members 10.1 Votes of Members At a General Meeting, on a show of hands and on a poll, each of the Member Clubs shall have the votes set out in this clause The voting entitlement of each Member Club at all such meetings shall be determined by reference to the number of Participants registered with the Company by that particular Member Club (excluding the Limited category), for the year ending 31 December immediately past, as follows: Number of Participants excluding the Voting entitlement of Limited category Member Club Less than or more but less than or more but less than or more but less than or more A School Association Member has a voting entitlement of two (2) votes Only Member Clubs and School Association Members are entitled to vote at General Meetings Where voting at a General Meeting is equal the Chairman may exercise a casting vote. 19

21 10.2 Election of Directors Any contested elections for Elected Directors shall be determined by secret ballot on papers prepared by the CEO If there are is only one nomination for a position, that person shall be deemed elected to the relevant position. 11 Directors 11.1 Composition of the Board There shall be a maximum of seven (7) Directors, comprising at least five (5) Elected Board Members and shall be elected at an Annual General Meeting and a minimum of one (1) and a maximum of two (2) Appointed Directors Transitional Provisions The Directors elected at the 2014 Annual General Meeting will remain in office until the 2015 Annual General Meeting notwithstanding any provisions of this Constitution to the contrary At the 2015 Annual General Meeting an election shall be held for the one (1) Elected Director position and the following shall apply: The two (2) Directors who have served the longest on the Board shall retire and subject to clause be eligible for re-election At the 2016 Annual General Meeting an election shall be held for the two (2) Elected Director positions and the following shall apply: The two (2) Directors who have served the longest on the Board shall retire (not being the Directors who retired at the 2015 Annual General Meeting) and subject to clause be eligible for re-election At the 2017 Annual General Meeting an election shall be held for the two (2) Elected Director positions and the following shall apply: 20

22 The two (2) Directors who have served the longest on the Board shall retire (not being the Directors who retired at the 2015 or 2016 Annual General Meeting) and subject to clause be eligible for re-election If there is any dispute as to who is to retire this is to be resolved by agreement or failing that determined by lot The Board shall not be required to appoint any Appointed Directors until after the Annual General Meeting in 2015 but may do so prior to then if the Board wishes to do so but may only appoint one (1) Director prior to the Annual General Meeting in Eligibility A person who: is an employee of the Company or a Member Club or a School Association Member; is a President of a Member Club or School Association Member (each a disqualifying position) may not hold office as a Director unless that person complies with clause A Director who accepts a disqualifying position must notify the other Directors of that fact immediately and is deemed to have vacated office as Director A person elected or appointed as a Director at the time of holding a disqualifying position must immediately resign from that disqualifying position A Director who has served a maximum term and has retired as a result of serving the maximum term, that Director cannot be reelected or reappointed to the Board for at least two years following completion of their term Nomination for election At least 45 days prior to the proposed date of the Annual General Meeting at which an election will be held, the CEO will request from Member Clubs and School Association Members nominations (which comply with this clause 11.4) for elections to 21

23 positions falling vacant, which must be received no less than 28 days prior to the AGM Any voting member may nominate an individual, in respect of each vacancy in the position of an Elected Director which is to be the subject of an election at the next AGM, one person for each position A nomination must: be in the form required by the Directors; and signed by the nominator and nominee Office held until end of meeting A retiring Elected Director holds office until the end of the meeting at which that Elected Director retires but, subject to clause 11.15, is eligible for reelection Elected Director elected at General Meeting At an Annual General Meeting: at which an Elected Director retires there will be a vote of the Members conducted in accordance with clause 10.2 to fill the vacancy by electing someone to that office An Elected Director elected under this clause 11.6 takes office at the end of the meeting at which they are elected Appointed Directors In addition to the Elected Directors, the Directors must themselves appoint a minimum of one (1) and a maximum of two (2) other Appointed Directors because of their special business acumen and/or technical skills A person who has been an Appointed Director may stand for election as an Elected Director. 22

24 11.8 Term of office for Directors A person appointed as an Appointed Director will serve a term of one (1) year and will, subject to clause 11.15, have the ability to be re-appointed at the end of that term; and A person elected as an Elected Director is, subject to clause , elected to serve a term of three (3) years and will, subject to clause 11.15, be eligible for re-election at the end of that term Casual vacancy The Directors may at any time appoint a person to be a Director to fill a casual vacancy An Elected Director appointed under this clause 11.9 to fill a casual vacancy shall hold that office until the end of the term of the Elected Director in whose place they were appointed Remuneration of Directors The Company reserves the right to remunerate its Directors who would be linked to performance measures. Such remuneration must be approved in a General Meeting. The Directors may be reimbursed travelling and other expenses that they properly incur: In attending Board meetings or any meetings of committees of the Board; and In connection with the Company business Honorarium The Company may in General Meeting by ordinary resolution determine to pay a Director an ex-gratia payment Removal of Director Subject to the provisions of the Corporations Act, the Company may in General Meeting by ordinary resolution remove any Director prior to the expiration of that Director s term of office Unless otherwise resolved at a General Meeting, a Director removed in accordance with clause cannot be reappointed as a Director within 4 years of their removal. 23

25 11.13 Vacation of office The office of a Director becomes vacant when the Corporations Act says it does and also if the Director: is removed in accordance with clause 11.12; becomes of unsound mind or a person whose person or estate is liable to be dealt with in any way under a law relating to mental health; resigns office by notice in writing to the Company; accepts appointment to, or becomes the holder of, a disqualifying position as set out in clause 11.3 and does not resign from that position; or is not present personally at three consecutive Directors' meetings without leave of absence from the Directors Chairman At the first meeting of the Board after the Annual General Meeting the Board shall elect a Chairman from the members of the Board who shall hold office until the Annual General Meeting in the next year Maximum Terms for Directors The maximum term for an Elected Director is nine (9) years. Any period filling a Casual Vacancy will not be taken into account The maximum term for an Appointed Director is four (4) consecutive one (1) year terms. Any period filling a Casual Vacancy will not be taken into account. 12 Powers and Duties of Directors 12.1 Directors to manage the Company The Directors are to manage the Company's business and may exercise those of the Company's powers that are not required, by the Corporations Act or by this Constitution, to be exercised by the Company in General Meeting. 24

26 12.2 Specific powers of Directors Without limiting clause 12.1, the Directors may exercise all the Company's powers to borrow or raise money, to charge any property or business or give any other security for a debt, liability or obligation of the Company or of any other person Time, etc Subject to the Corporations Act, where this Constitution requires that something be done by a particular time, or within a particular period, or that an event is to occur or a circumstance is to change on or by a particular date, the Directors may in their absolute discretion extend that time, period or date as they think fit Appointment of attorney The Directors may appoint any person to be the Company's attorney for the purposes, with the powers, authorities and discretions, for the period and subject to the conditions they think fit Provisions in power of attorney A power of attorney granted under clause 12.4 may contain any provisions for the protection and convenience of persons dealing with the attorney that the Directors think fit and may also authorise the attorney to delegate (including by way of appointment of a substitute attorney) all or any of the powers, authorities and discretions of the attorney. 13 Proceedings of Directors 13.1 Directors meetings Subject to clause , the Directors may meet together for conducting business, adjourn and otherwise regulate their meetings as they think fit The Directors must meet at least 8 times in each calendar year Questions decided by majority A question arising at a Directors' meeting is to be decided by a majority of votes of the Directors present in person or by proxy and entitled to vote. 25

27 13.3 Chair's casting vote The chair of the meeting will have a casting vote on all matters where a majority votes is not achieved Quorum A simple majority of Directors (minimum of four) serving on the Board at the time and present constitutes a quorum Effect of vacancy The continuing Directors may act despite a vacancy in their number However, if the number of Directors is reduced below the number required for a quorum, the remaining Directors may act only for the purpose of filling the vacancies to the extent necessary to bring their number up to that required for a quorum or to convene a General Meeting Convening meetings Two Directors may, and the CEO on the request of the two Directors must, convene a Directors' meeting Circulating resolutions The Directors may pass an ordinary resolution without a Directors' meeting being held if all of the Directors who are 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. Confirmation received by from the Directors shall suffice for the purposes of this clause Separate copies of the 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. 26

28 13.8 Validity of acts of Directors Everything done at a Directors' meeting or a Committee meeting, or by a person acting as a Director, are valid even if it is discovered later that there was some defect in the appointment, election or qualification of any of them or that any of them was disqualified or had vacated office Conflicts A Director shall declare to the Board of Directors that Director s interest in any matter in which any conflict of interest arises either directly or in relation to their immediate family as defined by the Corporations Act or otherwise, and unless otherwise determined by the Directors, that Director must absent himself or herself from discussion of such matter and shall not be entitled to vote in respect of such matter In the event of any uncertainty in this regard, the issue shall immediately be determined by a vote of the Directors or, if this is not possible, the matter shall be adjourned or deferred to the next meeting The CEO shall maintain a register of declared interests Minutes The Directors must cause minutes of meetings to be made and kept according to the Corporations Act. 14 Telecommunication Meetings of the Company 14.1 Telecommunication Meeting A General Meeting or a Directors Meeting may be held by means of a Telecommunication Meeting, provided that: the number of Members or Directors (as applicable) participating is not less than a quorum required for a General Meeting or Directors Meeting (as applicable); the meeting is convened and held in accordance with the Act. 27

29 All provisions of this Constitution relating to a meeting apply to a Telecommunication Meeting in so far as they are not inconsistent with the provisions of this clause Conduct of Telecommunication Meeting The following provisions apply to a Telecommunication Meeting of the Company: all persons participating in the meeting must be linked by telephone, audio-visual or other instantaneous means for the purpose of the meeting; each of the persons taking part in the meeting must be able to hear and be heard by each of the other persons taking part at the commencement of the meeting and each person so taking part is deemed for the purposes of this Constitution to be present at the meeting; The Chairman of the meeting where persons are attending by telecommunication shall set the guidelines for participation and disconnection a minute of proceedings of a Telecommunication Meeting is sufficient evidence of the proceedings and of the observance of all necessary formalities if the minute is certified to be a correct minute by the Chair. 15 Chief Executive Officer 15.1 Appointment of CEO The Directors may appoint a CEO Powers, duties and authorities of CEO The CEO holds office on the terms and conditions (including as to remuneration) and with the powers, duties and authorities, determined by the Directors The exercise of those powers and authorities, and the performance of those duties, by the CEO is subject at all times to the control of the Directors The CEO s role will be to implement the strategies, plans and policies approved by the Directors and will be responsible for 28

30 the appointment and management of staff and for the management of the day to day finances and business of the company. The CEO shall have regard to all instructions issued to him by the Board; and The CEO shall act and carry out the duties as the Company Secretary for the company and shall administer the company in accordance with the ACT and these rules The CEO upon ceasing to hold that position shall not be eligible for appointment as a director for a period of three years from the time they cease to hold the position Suspension and removal of CEO Subject to the terms and conditions of the appointment, the Directors may suspend or remove the CEO from that office CEO to attend meetings The CEO is entitled, subject to a determination otherwise by the Directors, to attend all meetings of the Company, all meeting of the Directors and any Committees and may speak on any matter, but does not have a vote. 16 Committees 16.1 Committees The Directors may delegate any of their powers to Committees consisting of those persons they think fit (including Directors, individuals and consultants), and may vary or revoke any delegation Powers delegated to Committees A Committee must exercise the powers delegated to it according to the terms of the delegation and any directions of the Directors Committee meetings Committee meetings are governed by the provisions of this Constitution dealing with Directors' meetings, as far as they are capable of application. 29

31 17 By-Laws 17.1 Making and amending By-laws The Directors may from time to time make By-laws which in their opinion are necessary or desirable for the control, administration and management of the Company's affairs and may amend, repeal and replace those By-laws All By-laws and policies adopted by the Company shall be adopted by the Members who shall apply these by-laws and policies to their participants. The Members must ensure that the competitors in their events are bound by these policies and procedures Effect of By-laws A By-law: is subject to this Constitution; must be consistent with this Constitution; and when in force, is binding on all Members and has the same effect as a provision in this Constitution. 18 Inspection of Records 18.1 Right of the Members to Inspect Records Members shall have the right to inspect documents of the Company as permitted by the Act. 19 Accounts 19.1 Accounting Records The Directors will cause proper accounting and other records to be kept and will distribute copies of financial statements as required by the Corporations Act Auditor A properly qualified auditor or auditors shall be appointed by the Directors and the remuneration of such auditor or auditors fixed and duties regulated in accordance with the Corporations Act. 30

32 20 Service of Documents 20.1 Document includes notice In this clause 20, document includes a notice Methods of service on a Member The Company may give a document to a Member: personally; by sending it by post to the address for the Member in the Register or an alternative address nominated by the Member; or by sending it to a fax number or electronic address nominated by the Member Methods of service on the Company A Member may give a document to the Company: by delivering it to the Registered Office; by sending it by post to the Registered Office; or by sending it to a fax number or electronic address nominated by the Company Post A document sent by post: if sent to an address in Australia, may be sent by ordinary post; and if sent to an address outside Australia, or sent from an address outside Australia, must be sent by airmail, and in either case is taken to have been received on the second business day after the date of its posting Fax or electronic transmission If a document is sent by fax or electronic transmission, delivery of the document is taken: to be effected by properly addressing and transmitting the fax or electronic transmission; and to have been delivered on the business day following its transmission. 31

33 21 Indemnity 21.1 Indemnity of officers Every person who is or has been: a Director; or a CEO. is entitled to be indemnified out of the property of the Company against: every liability incurred by the person in that capacity (except a liability for legal costs); and all legal costs incurred in defending or resisting (or otherwise in connection with) proceedings, whether civil or criminal or of an administrative or investigatory nature, in which the person becomes involved because of that capacity, unless: the Company is forbidden by statute to indemnify the person against the liability or legal costs; or an indemnity by the Company of the person against the liability or legal costs would, if given, be made void by statute Insurance The Company may pay or agree to pay, whether directly or through an interposed entity, a premium for a contract insuring a person who is or has been a Director, Company Secretary or CEO against liability incurred by the person in that capacity, including a liability for legal costs, unless: the Company is forbidden by statute to pay or agree to pay the premium; or the contract would, if the Company paid the premium, be made void by statute. 22 Winding Up 22.1 Contributions of Members on winding up Each Member Club must contribute to the Company's property if the Company is wound up while they are a Member or within one year after their membership ceases and the amount is not to exceed $

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