FREEMASONS ASSOCIATION (NSW & ACT) Incorporated CONSTITUTION Approved at the Annual General Meeting of the Association Held On 9 August 2011 The Freemasons Association (NSW & ACT) was formerly the Present and Past Grand Lodge Officers Association of NSW established in 1908. As such, it is the Premier Association of the United Grand Lodge of New South Wales and the Australian Capital Territory. The name was changed to the Freemasons Association (NSW & ACT) at the Annual General Meeting of the Association held on 29 August 2008 to more accurately reflect membership which is now open to Freemasons of Grand Lodge, their wives/partners and widows of former Freemasons of Grand Lodge. Approved at the Annual General Meeting of the Association held on 9 August 2011 Page 1 of 19
Contents PART 1 - PRELIMINARY 3 PART 2 NAME & OBJECTS 1. Name 4 2. Objects 4 3. Patron 4 PART 3 - MEMBERSHIP 4. Membership Generally 5 5. Nomination for Membership 5 6. Cessation of Membership 6 7. Membership Entitlements 6 8. Resignation of Membership 6 9. Register of Members 6 10. Fees & Subscriptions 7 11. Members Liabilities 7 12. Resolution of Internal Disputes 7 13. Disciplining of Members 7 14. Right of Appeal of Disciplined Members 8 PART 4 THE COMMITTEE 15. Powers of the Committee 9 16. Constitution and Membership 9 17. Election of Members 10 18. Secretary 10 19. Treasurer 10 20. Auditors 10 21. Casual Vacancies 10 22. Removal of Member 11 23. Committee Meetings and Quorum 11 24. Delegation by the Committee to a Sub-Committee 11 25 Voting and Decisions 12 PART 5 MEETINGS 26 Ordinary Meetings 13 27 Special Meetings 13 28 Annual General Meetings 14 29. Financial Year 15 PART 6 MISCELLANEOUS 30. Funds 16 31. Alteration of Name, Objects and Constitution 16 32. Custody of Records etc 16 33. Inspection of Records 16 34. Service of Notices 17 35. Application of Assets and Income 17 36. Winding Up and Dissolution 17 37. Signatories 17 Appendices Application for Membership of the Association 18 Postal Ballot Paper 19 Approved at the Annual General Meeting of the Association held on 9 August 2011 Page 2 of 19
PART 1 - PRELIMINARY In this Constitution: the Act means the Associations Incorporation Act 2009. Association means the Freemasons Association (NSW & ACT) Incorporated. Craft means the Ancient Fraternity of Free and Accepted Masons under the Grand Lodge. Craft Associations means Associations other than the Freemasons Association (NSW & ACT) Incorporated, of which membership is predominantly comprised of Freemasons, their wives and partners or widows and which operate within the jurisdiction of New South Wales and the Australian Capital Territory. District Grand Inspectors of Workings means those persons appointed from time to time by the Grand Lodge to administer Districts. Districts means the Masonic Districts established from time to time by the Grand Lodge. Freemason means a Brother who has been made a Mason in accordance with the Book of Constitutions of Grand Lodge and is a subscribing member of a Lodge in the jurisdiction of New South Wales and the Australian Capital Territory. Grand Charity Board means the Board of Grand Lodge responsible for managing the Charity Funds of Grand Lodge. Grand Lodge means the United Grand Lodge of New South Wales and the Australian Capital Territory. Grand Master means the person referred to in this Constitution as holding the office of Grand Master of the Grand Lodge. Lodges means the Private Lodges holding a Warrant of Constitution from the Grand Master. Masonic Widows Associations means Associations of which members are predominantly the widows of former members of Grand Lodge. Senior Grand Warden means the person referred to in this Constitution as holding the office of Senior Grand Warden of the Grand Lodge Junior Grand Warden means the person referred to in this Constitution as holding the office of Junior Grand Warden of the Grand Lodge Jurisdiction means the jurisdiction of the Grand Lodge. Other Masonic Orders means Orders of Freemasonry in the jurisdiction and recognized by Grand Lodge. Patron means the Patron of the Association who shall be the Grand Master President means the person referred to in this Constitution as holding the office of President of the Association. Public Officer means the person who has been elected to the role of Public Officer Regional Grand Counsellors means those persons appointed from to time by the Grand Lodge to administer Regions. Regions means the Masonic Regions established from time to time by the Grand Lodge. Secretary means the person referred to in this Constitution as holding the office of Secretary of the Association. Vice President means either person referred to in this Constitution as holding one of the two offices of Vice President of the Association. Approved at the Annual General Meeting of the Association held on 9 August 2011 Page 3 of 19
PART 2 NAME & OBJECTS 1. Name The name of the Association shall be the Freemasons Association (NSW & ACT). 2. Objects The Objects of the Association shall be: (e) (f) (g) (h) (i) (j) (k) To provide a forum for the meeting of members of the Association for the sharing of ideas, information, advice and experiences and for fraternal and social interaction. To disseminate ideas, information and advice among its members. To make such donations to Masonic and other charitable organisations as the members may from time to time determine. To make such presentations to worthy recipients as members may from time to time determine. To arrange and organise such Grand Lodge social functions and fund raising events upon which the Association and Grand Lodge may from time to time agree. To assist in the dissemination of information throughout the jurisdiction concerning social events arranged by Craft Associations, Craft Lodges and the other Orders of Freemasonry with whom Grand Lodge has entered into formal Agreements. To strengthen the bonds between members of the Craft, their families, other Masonic Orders and Masonic Widows Associations. To work with the Masonic Widows Advisory Committee in encouraging and assisting Regions, Districts and Lodges in the formation of Masonic Widows Associations and in ensuring that Masonic Widows generally remain as important members of the Masonic family. From time to time and subject to the approval of the Grand Charity Board, organize and arrange fund raising events in support of: (i) The Fund of Benevolence (ii) The New South Wales Freemasons Disaster Relief Fund (iii) The New South Wales Freemasons Grand Charity Fund If requested, assist Regional Grand Counsellors, District Grand Inspectors of Workings and Lodges in organising major social functions involving the public and which impact on the well being of the Craft. To further the fraternal rapport between the Association, Grand Lodge and Regional Associations and in so doing create a mutually co-operative relationship. 3. Patron The Patron of the Association shall be the Grand Master Approved at the Annual General Meeting of the Association held on 9 August 2011 Page 4 of 19
PART 3 - MEMBERSHIP 4. Membership Generally A person is qualified to be a member of the Association if: the person is a natural person; who is a Freemason, the wife/partner of a Freemason or the widow of a Freemason who has not ceased to be a member of the Association at any time after incorporation of the Association under the Act; and who has been nominated and approved for membership of the Association in accordance with clause 5. A person is taken to be a member of the association if: the person is a natural person, and the person was: (i). in the case of an unincorporated body that is registered as the association i. a member of that unincorporated body immediately before the registration of the association, or (ii). in the case of an association that is amalgamated to form the relevant association i. a member of that other association immediately before the amalgamation, or (iii). in the case of a registrable corporation that is registered as an association i. a member of the registrable corporation immediately before that entity was registered as an association. A person is taken to be a member of the association if the person was one of the individuals on whose behalf an application for registration of the association under section 6 (1) of the Act was made. 5. Nomination for Membership A nomination of a person for membership of the Association: (i). must be made by a member of the Association in writing in the form set out in Appendix 1 to this Constitution. (ii). must be lodged with the Secretary of the Association. As soon as practicable after receiving a nomination for membership, the Secretary must refer the nomination to the Committee which is to determine whether to approve or to reject the nomination. As soon as practicable after the Committee makes that determination, the Secretary must: (i). notify the nominee, in writing, that the Committee approved or rejected the nomination (whichever is applicable), (ii). if the Committee approved the nomination, request the nominee to pay (within the period of 14 days after receipt by the nominee of the notification) the sum payable under this Constitution by a member as entrance fee and annual subscription. The Secretary must, upon payment by the nominee of the amounts referred to in Clause (ii) within the period referred to in that provision, enter the nominee s name in the Register of Members and, on the name being so entered, the nominee becomes a member of the Association. Approved at the Annual General Meeting of the Association held on 9 August 2011 Page 5 of 19
6. Cessation of Membership A person ceases to be a member of the Association if the person: dies or resigns membership, or is expelled from the Association; or is no longer a subscribing member of a Lodge in this jurisdiction or the wife/partner of a Freemason who ceases to be a subscribing member of a Lodge in this jurisdiction. 7. Membership Entitlements Not Transferable A right, privilege or obligation which a person has by reason of being a member of the Association: is not capable of being transferred or transmitted to another person, and terminates on cessation of the person s membership. 8. Resignation of Membership A member of the Association is not entitled to resign that membership except in accordance with this Rule. A member of the Association who has paid all amounts payable by the member to the Association in respect of the member s membership may resign from membership of the Association by first giving to the Secretary written notice of at least one month (or such other period as the Committee may determine) of the member s intention to resign and, on the expiration of the period of notice, the member ceases to be a member. If a member of the Association ceases to be a member under Clause and in every other case where a member ceases to hold membership, the Secretary must make an appropriate entry in the Register of Members recording the date on which the member ceased to be a member. If such member holds any office, notwithstanding terms under clause 21, that position is to become vacant and an election to be held at the first annual or special general meeting thereafter. 9. Register of Members The Secretary of the Association must ensure the establishment and maintenance of a Register of Members of the Association specifying the name and address of each person who is a member of the Association together with the date on which the person became a member. The Register of Members must be kept at the principal place of administration of the Association and must be open for inspection, free of charge, by any member of the Association at any reasonable hour. Approved at the Annual General Meeting of the Association held on 9 August 2011 Page 6 of 19
10. Fees and Subscriptions A member of the Association must, on admission to membership, pay to the Association a fee of $1.00 or, if some other amount is determined by the Committee, that amount. Annual Subscriptions shall be determined by those members present at the Ordinary Meeting of the Association held in May each year. Members Subscriptions shall be due and payable on or before 1st July each year and may be paid up to three years in advance. Any member twelve (12) months in arrears may be excluded from membership on the recommendation of the Committee which shall have the power to determine whether extenuating circumstances should apply. 11. Members Liabilities The liability of a member of the Association to contribute towards the payment of the debts and liabilities of the Association, or the costs, charges and expenses of the winding up of the Association is limited to the amount, if any, unpaid by the member in respect of membership of the Association as required by Rule 10 12. Resolution of Internal Disputes Disputes between members (in their capacity as members) of the Association, and disputes between members and the Association, are to be referred to the Grand Master for the appointment of a mediator. At least 7 days before a mediation session is to commence, the parties are to exchange statements of the issues that are in dispute between them and supply copies to the mediator. 13. Disciplining of Members (e) A complaint may be made to the Committee by any person that a member of the Association: (i) has persistently refused or neglected to comply with a provision or provisions of this Constitution, or (ii) has persistently and wilfully acted in a manner prejudicial to the interests of the Association On receiving such a complaint, the Committee: (i) must cause notice of the complaint to be served on the member concerned, and (ii) must give the member at least 14 days from the time the notice is served within which to make submissions to the Committee in connection with the complaint, and (iii) must take into consideration any submissions made by the member in connection with the complaint. The Committee may, by resolution, expel the member from the Association or suspend the member from membership of the Association if, after considering the complaint and any submissions made in connection with the complaint, it is satisfied that the facts alleged in the complaint have been proved. If the Committee expels or suspends a member, the Secretary must, within 7 days after the action is taken, cause written notice to be given to the member of the action taken, of the reasons given by the Committee for having taken that action and of the member s right of appeal under Rule 14 The expulsion or suspension does not take effect: (i) until the expiration of the period within which the member is entitled to appeal against the resolution concerned, or (ii) if within that period the member exercises the right of appeal, unless and until the Association confirms the resolution under Rule 14 (e) whichever is the latter. Approved at the Annual General Meeting of the Association held on 9 August 2011 Page 7 of 19
14. Right of Appeal of Disciplined Member A member may appeal to the Association at a Special Meeting of the Association against a resolution of the Committee under Rule 13, within 7 days after notice of the resolution is served on the member, by lodging with the Secretary a notice to that effect. The notice may, but need not, be accompanied by a statement of the grounds on which the member intends to rely for the purposes of the appeal. On receipt of a notice from a member under Clause the Secretary must notify the Committee of Management which is to convene a Special Meeting of the Association to be held within 6 weeks after the date on which the Secretary received the notice. At a Special Meeting of the Association convened under Clause : (i) (ii) (iii) no business other than the question of the appeal is to be transacted, and the Committee and the member must be given the opportunity to state their respective cases orally or in writing or both, and the members present are to vote by secret ballot on the question of whether the resolution should be confirmed or revoked. (e) If the Special Meeting of the Association passes a special resolution in favour of the confirmation of the resolution, the resolution is confirmed. Approved at the Annual General Meeting of the Association held on 9 August 2011 Page 8 of 19
PART 4 THE COMMITTEE 15. Powers of the Committee The Committee is to be called the Committee of Management of the Association and subject to the Act and this Constitution, and to any resolution passed by the Association at the Annual General Meeting: (i) (ii) (iii) is to control and manage the affairs of the Association, and may exercise all such functions as may be exercised by the Association, other than those functions that are required by this Constitution to be exercised by a general meeting of members of the Association, and has power to perform all such acts and do all such things necessary for the proper management of the affairs of the Association. 16. Constitution and Membership The Committee is to consist of: (i) the office bearers of the Association who shall be ordinary members and (ii) at least six (6) other ordinary members The total number of committee members shall be at least 10 The Office Bearers of the Association shall be: (i) President, who generally shall be the Senior Grand Warden (ii) Two Vice-Presidents, one of which will generally be the Junior Grand Warden, the other to be elected at the Annual General Meeting (iii) Secretary (iv) Assistant Secretary, who may also hold another office. (v) Treasurer, who may also hold another office. (vi) Registrar, who may also hold another office. (vii) Membership Officer, who may also hold another office. (iix) Public Officer, who may also hold another office. (e) (f) (g) (h) (i) In the event that the Senior Grand Warden is unable or unwilling to take up the office of President under this Constitution, it shall be taken up by the Junior Grand Warden In the event that the Junior Grand Warden is unable or unwilling to take up the position of Vice-President under this Constitution, or the position of President if that role is vacant in accordance with 16, the office(s) will be declared vacant and an election held. The Roles and Responsibilities of the Office Bearers shall be established by the Committee of Management from time to time. two (2) of the six (6) other ordinary committee members will generally be the immediate past Senior Grand Warden and the immediate past Junior Grand Warden respectively unless they have given notice to the secretary 45 days prior to the Annual General Meeting of their inability or unwillingness to take up these positions. with the exception of committee positions which generally are each of whom is to be elected at the Annual General Meeting of the Association under Rule 17. Each member of the Committee is subject to this Constitution and is to hold office until the Annual General Meeting following the date of the member s election, but is eligible for reelection. Approved at the Annual General Meeting of the Association held on 9 August 2011 Page 9 of 19
17. Election of Members At the Annual General Meeting, there shall be elected: Secretary, Assistant Secretary, Treasurer, Registrar, Membership Officer and Public Officer; President and Vice President if those offices are declared vacant; a Committee consisting of at least four (4) other elected members, six (6) in the event that the immediate past Senior Grand Warden and immediate past Junior Grand Warden leave their positions vacant, in addition to the aforementioned Office Bearers; Nominations for office shall be made at the Annual General Meeting and those nominated shall signify their consent at the time of nomination or in writing before nomination; and In the event there being more than one candidate for any office, a vote shall be taken and determined in accordance with Section 28 of this Constitution. 18. Secretary The Secretary of the Association shall: as soon as practicable after being appointed, lodge notice with the Association of his or her postal address; keep minutes of all appointments of office bearers and committee members; the names and members of the committee present at meetings and the proceedings of all meetings; minutes of proceedings at a meeting must be signed by the chairperson of the meeting or by the chairperson of the next succeeding meeting; and keep records of all matters prescribed under the Act. 19. Treasurer It is the duty of the Treasurer of the Association to ensure: that all money due to the Association is collected and deposited in the Association accounts, and that all payments authorised by the Association are made; and that correct books and accounts are kept showing the financial affairs of the Association, including full details of all receipts and expenditure connected with the activities of the Association. 20. Auditors At least one (1) Auditor shall be elected at the Annual General Meeting, whom shall not be a member of the Committee. 21. Casual Vacancies In the event of a casual vacancy occurring in the membership of the Committee, the Committee may appoint a member of the Association to fill the vacancy and the member so appointed is to hold office until the Annual General Meeting next following the date of the appointment. Approved at the Annual General Meeting of the Association held on 9 August 2011 Page 10 of 19
22. Removal of Member The Association at a Special Meeting may by resolution remove any member of the Committee from the office of member before the expiration of the member s term of office and may by resolution appoint another person to hold office until the expiration of the term of office of the member so removed. If a member of the committee to whom a proposed resolution referred to in Clause relates makes representations in writing to the Secretary or President (not exceeding a reasonable length) and requests that the representation be notified to the members of the Association, the Secretary or the President may send a copy of the representations to each member of the Association or, if the representations are not so sent, the member is entitled to require that the representations be read out at the meeting at which the resolutions are considered. 23. Committee Meetings and Quorum The Committee shall meet at least four times in each period of 12 months at such place and time as the Committee may determine. Additional meetings of the Committee may be convened by the President or by any member of the Committee. Oral or written notice of a meeting of the Committee must be given by the Secretary to each member of the Committee at least forty eight (48) hours before the time appointed for the holding of the meeting. Notice of a meeting given under Clause must specify the general nature of the business to be transacted at the meeting and no business other than that business is to be transacted at that meeting, except business which the Committee members present at the meeting unanimously agree to treat as urgent business. (e) Any five members of the Committee constitute a quorum for the transaction of the business of a meeting of the Committee. (f) No business is to be transacted by the Committee unless a quorum is present and if, within half an hour of the time appointed for the meeting, a quorum is not present, the meeting is to stand adjourned to a time and place as determined by the President and promulgated in accordance with Clause. (g) At a meeting of the Committee the President or, in his absence, a Vice President is to preside. In the absence of the President or Vice Presidents a member of the Committees may be chosen to preside over the meeting. 24. Delegation by the Committee to a Sub-Committee The Committee may appoint sub-committees comprising members of the Association. Such appointments are to be made in writing indicating members of the sub-committee, the purpose for which it is appointed and the extent or its delegated authority. Actions by a sub-committee in the exercise of a delegation under this rule have the same force and effect as they would have if they had been done or suffered by the Committee. Approved at the Annual General Meeting of the Association held on 9 August 2011 Page 11 of 19
25. Voting and Decisions Questions arising at a meeting of the committee or of any sub-committee appointed by the committee are to be determined by a majority of the votes of members of the committee or sub-committee present at the meeting. Each member present at a meeting of the committee or of any sub-committee appointed by the committee (including the person presiding at the meeting) is entitled to one vote but, in the event of an equality of votes on any question, the person presiding may exercise a second or casting vote. Subject to clause 23 (e), the committee may act despite any vacancy on the committee. Any act or thing done or suffered, or purporting to have been done or suffered, by the committee or by a sub-committee appointed by the committee, is valid and effectual despite any defect that may afterwards be discovered in the appointment or qualification of any member of the committee or sub-committee. Approved at the Annual General Meeting of the Association held on 9 August 2011 Page 12 of 19
PART 5 - MEETINGS 26. Ordinary Meetings The Ordinary Meetings of the Association shall be held in the Sydney Masonic Centre or such place as the Committee may determine and advise Association members at least (30) days prior to such meeting. Ordinary Meetings will be held on the second Tuesday of February, May, August, October and December at 12.30 pm or at such other time or place as may be determined by the Committee. Changes to Ordinary Meeting dates or times shall be notified to members at least thirty (30) days prior to such meeting. The purpose of the Ordinary Meetings is to provide a forum for the meeting of members of the Association for the sharing of ideas, information, advice and experiences; for fraternal and social interaction; to strengthen the bonds between members of the Craft, their families, Other Masonic Orders and Masonic Widows Associations. The business of the Association shall not be transacted at an Ordinary Meeting unless included on the agenda for the meeting and notified to members of the Association thirty (30) days prior to the meeting. The cost of the function to those members attending shall be determined by the Committee of Management from time to time as the need arises. 27. Special Meetings Special Meetings may be called by the Committee when deemed necessary, or by a petition signed by ten (10) members, provided that the business for such meeting shall be notified to each member at least thirty (30) days prior to such meeting. Notice of a meeting given under Clause must specify the place, date, time and the nature of the business to be transacted at the meeting. No business other than that business is to be transacted at that Special Meeting. A notice must include the terms of the resolution and a statement to the effect that the resolution is intended to be passed as a Special Resolution. Any five (5) members of the Association present (being members entitled under this constitution to vote at a Special Meeting) constitute a quorum for the transaction of the business of a meeting at a Special Meeting. The presiding member shall be the President or, in his absence, a Vice President. In the absence of the President or both Vice Presidents, a member of the Committees may be chosen to preside over the Special Meeting. (e) Motions before the meeting are to be considered Special Resolutions and are to be determined: (f) a. If the question is to be determined by a show of hands, a declaration by the chairperson that a special resolution has, on a show of hands, been carried or carried unanimously or carried by a particular majority or lost. b. If on the motion of the chairperson or if 5 or more members present at the meeting decide that the question should be determined by a written ballot the ballot is to be conducted in accordance with the directions of the chairperson.. c. If it is supported by at least three-quarters of the votes cast by members of the association who, under the association s constitution, are entitled to vote on the proposed resolution. An entry to that effect is to be placed in the minute book of the association, and is evidence of the fact without proof of the number or proportion of the votes recorded in favour of or against that resolution. (g) On any question arising at a Special Meeting of the association a member has one vote only. Approved at the Annual General Meeting of the Association held on 9 August 2011 Page 13 of 19
a. In the case of an equality of votes on a question at a Special Meeting, the chairperson of the meeting is entitled to exercise a second or casting vote. b. A member is not entitled to vote at any Special Meeting of the association unless all money due and payable by the member to the association has been paid. c. A member is not entitled to vote at any Special Meeting of the association if the member is under 18 years of age. (h) Proxy voting must not be undertaken at or in respect of a Special Meeting. Note: Schedule 1 of the Act provides that an association s constitution is to address whether members of the association are entitled to vote by proxy at general meetings. (i) The association committee of the association may elect to hold a postal ballot to determine any issue or proposal (other than an appeal under clause 14). (j) A postal ballot is to be conducted in accordance with Schedule 3 to the Regulation, ballots to be received by the nominated returns officer no later than seven (7) days prior to the meeting. 28. Annual General Meeting The Annual General Meeting shall be held on the second Tuesday in August each year at the Sydney Masonic Centre or at such other date, time or place as may be determined by the Committee provided that the change(s) ofdate, time or place of meeting is notified to each member at least thirty (30) days prior to such meeting. The business transacted at an Annual General Meeting is to include the following: a. to confirm the minutes of the preceding Annual General Meeting and of any Special Meetings held since that meeting, b. to receive reports on the activities of the Association during the preceding financial year, c. to elect office-bearers of the Association and members of the Committee. d. to receive the previous year s Financial Statements, prepared, where required, under Sections 43 and 47 of the Act and submitted at the Annual General Meeting, where required, under Sections 44 and 48 of the Act, No item of business is to be transacted at an Annual General Meeting unless a quorum of members entitled under this Constitution to vote is present during the time the meeting is considering that item. Any five (5) members of the Association present (being members entitled under this constitution to vote at an Annual General Meeting) constitute a quorum for the transaction of the business of a meeting at an Annual General Meeting. (e) The presiding member shall be the President or, in his absence, a Vice President. In the absence of the President or both Vice Presidents, a member of the Committees may be chosen to preside over the Annual General Meeting. (f) Motions before the Annual General Meeting are to be considered Ordinary Resolutions and are to be determined: a. If the question is to be determined by a show of hands, a declaration by the chairperson that a ordinary resolution has, on a show of hands, been carried or carried unanimously or carried by a particular majority or lost. b. If on the motion of the chairperson or if 5 or more members present at the meeting decide that the question should be determined by a written ballot the ballot is to be conducted in accordance with the directions of the chairperson.. Approved at the Annual General Meeting of the Association held on 9 August 2011 Page 14 of 19
c. If it is supported by at least half of the votes cast by members of the association who, under the association s constitution, are entitled to vote on the proposed resolution. (g) An entry to that effect is to be placed in the minute book of the association, and is evidence of the fact without proof of the number or proportion of the votes recorded in favour of or against that resolution. (h) On any question arising at a Annual General Meeting of the association a member has one vote only. a. In the case of an equality of votes on a question at an Annual General Meeting, the chairperson of the meeting is entitled to exercise a second or casting vote. b. A member is not entitled to vote at any Annual General Meeting of the association unless all money due and payable by the member to the association has been paid. c. A member is not entitled to vote at any Annual General Meeting of the association if the member is under 18 years of age. (i) Proxy voting must not be undertaken at or in respect of any Annual General Meeting. Note: Schedule 1 of the Act provides that an association s constitution is to address whether members of the association are entitled to vote by proxy at general meetings. (j) The association committee of the association may elect to hold a postal ballot to determine any issue or proposal (other than an appeal under clause 14). (k) A postal ballot is to be conducted in accordance with Schedule 3 to the Regulation, ballots to be received by the nominated returns officer no later than seven (7) days prior to the meeting. 29. Financial Year The financial year of the Association shall end on 30 June of that year. Approved at the Annual General Meeting of the Association held on 9 August 2011 Page 15 of 19
PART 6 - MISCELLANEOUS 30. Funds The funds of the Association are to be derived from entrance fees and annual subscriptions of members, donations, and, subject to any resolution passed by the Association at a Special or Annual General Meeting, such other sources as the committee determines. All money received by the Association must be deposited as soon as practicable and without deduction to the credit of the Association s bank account. The Association must as soon as practicable after receiving any money, issue an appropriate receipt. Subject to any resolution passed by the Association at a Special or Annual General Meeting, the funds of the Association are to be used in pursuance of the objects of the Association in such manner as the Committee determines. All cheques, drafts, bills of exchange, promissory notes and other negotiable instruments must be signed by any two members of the Committee being members authorised to do so. 31. Alteration of Name, Objects and Constitution The Name, Objects and Constitution of the Association may be altered, rescinded or added to only by a special resolution of the Association occurring during a Special Meeting of the Association. An application to the Director-General for registration of a change in the association s name, objects or constitution in accordance with section 10 of the Act is to be made by the public officer or a committee member. 32. Custody of Records etc Except as otherwise provided by this Constitution or the Act, the Public Officer or Secretary must keep in his or her custody or under his or her control, books and other documents relating to the Association. 33. Inspection of Records (1) The following documents must be open to inspection, free of charge, by a member of the association at any reasonable hour: records, books and other financial documents of the association, this constitution, minutes of all committee meetings and general meetings of the association. (2) A member of the association may obtain a copy of any of the documents referred to in subclause (1) on payment of a fee of not more than $1 for each page copied. Approved at the Annual General Meeting of the Association held on 9 August 2011 Page 16 of 19
34. Service of Notices For the purpose of this Constitution, a notice may be served on or given to a person: (e) by delivering it to the person personally; or by sending it by pre-paid post to the address of the person; or by sending it by facsimile transmission to an facsimile number specified by the person for giving or serving such notice; or by sending it by electronic mail (email) transmission to an email address specified by the person for giving such notice. For the purposes of this Constitution, a notice is said to be given or served: (i) (ii) (iii) in the case of notice given or served personally, on the date on which it is received by the addressee; or in the case of a notice sent by pre-paid post, on the date when it would have been delivered in the ordinary course of post; or in the case of a notice sent by facsimile transmission or some other form of electronic transmission, on the date it was sent. 35. Applications of Assets and Income The Association being a non-profit organisation, its Assets and Income shall be applied solely in the furtherance of its Objects and no portion shall be distributed directly or indirectly to its members except as bona fide compensation for services rendered or expenses incurred on behalf of the Association; The funds of the Association shall be deposited with a suitable financial institution in a cheque account with the President, Secretary, Treasurer and one member of the Committee as signatories and any two to sign Association cheques; The Patron, if in attendance at any monthly luncheon, will have the cost of same paid from Association Funds; and Any funds surplus to current needs may be deposited in a tax paid deposit account. 36. Winding Up or Dissolution: In the event of Winding Up or Dissolution of the Association, the Net Assets of the Association shall be handed over to the Grand Charity Board or some other Organisation or Organisations having Objects similar to the Objects of the Association and which shall also prohibit the distribution of its or their property among its or their members, such Organisation or Organisations to be determined by the members at or before the time of dissolution, or in default thereof by the Chief Judge of such Court as may have or acquire Jurisdiction in the matter. 37. Signatories: We, the undersigned, being appointed signatories, certify that this is a true copy of the Constitution incorporating Alterations, effected at the Annual General Meeting held on 9 August 2011. President Secretary Registrar Treasurer Approved at the Annual General Meeting of the Association held on 9 August 2011 Page 17 of 19
Appendix 1 FREEMASONS ASSOCIATION (NSW & ACT) INC (Incorporated under the Associations Incorporation Act 2009) APPLICATION FOR MEMBERSHIP APPLICANT I ( Bro / Mr / Mrs / Miss ) (Given Names) (Family Names) hereby apply to become a member of the Freemasons Association (NSW & ACT). In the event of my admission as a member, I agree to be bound by the Constitution of the association for the time being in force. (Signature of Applicant) (Date) SPONSOR I ( Bro / Mr / Mrs / Miss ) (Given Names) (Family Names) a member of the association, nominate the applicant for membership of the association. (Signature of Sponsor) (Date) APPLICANT DETAILS Street address: City / suburb: Postal address: City / suburb: Phone numbers: Email address: Post code: Post code: (h) (w) (m) @ Membership ID: (where applicable) Masonic rank: (where applicable) Current or late partner or spouse s name: Current or late partner or spouse s lodge: Details of lodge membership: (masons only) Lodge: Lodge: Lodge no. ----- Lodge no. ----- Subscriptions are currently $15.00 payable to 30 June, annually. Subscriptions are payable a maximum of three (3) years in advance. Cheques should be made payable to Freemasons Association (NSW & ACT) Amount remitted: Applications to the: $ Secretary, Freemasons Association (NSW & ACT) C/o UGL NSW & ACT PO Box A259, Sydney South NSW 1235 Approved at the Annual General Meeting of the Association held on 9 August 2011 Page 18 of 19
Appendix 2 FREEMASONS ASSOCIATION (NSW & ACT) Postal ballot paper Note: Before completing this ballot paper, please read the How to vote section below. Name of Association: FREEMASONS ASSOCIATION (NSW & ACT) I (Name) of (Address) Seek to vote accordingly in the following proposal/s: [......proposal.........]. YES / NO Postal ballots will need to be received by the returning officer by [time] on [date]. The ballot will close at [time] on [date]. How to vote 1. Read these directions and the ballot paper carefully. 2. If: a. you are in favour of the proposal - write the word YES in the box provided above, or b. you are not in favour of the proposal - write the word NO in the box provided above. 3. After marking the ballot paper, fold it and place it in the inner envelope provided and seal the envelope. Then place the inner envelope in the envelope addressed to the returning officer. 4. Forward this envelope either by post or personal delivery so as to reach the returning officer not later than the time and date set out above. 5. Unless the ballot paper is marked as indicated in 3 above and the details referred to in 2 above are completed in full, your vote may be rejected as informal. (Signature of Member) (Date) Approved at the Annual General Meeting of the Association held on 9 August 2011 Page 19 of 19