3. Alteration of the rules
4. Membership, entry fees and subscription
5. Register of members
6. Ceasing membership
7. Discipline, suspension and expulsion of members
8. Disputes and mediation
9. Annual general meetings
10. Special general meetings
11. Special business
12. Notice of general meetings
13. Quorum at general meetings
14. Presiding at general meetings
15. Adjournment of meetings
16. Voting at general meetings
17. Poll at general meetings
18. Manner of determining whether resolution carried
20. Committee of Management
21. Office holders
22. Ordinary members of the committee
23. Election of officers and ordinary committee members
25. Meetings of the committee
26. Notice of committee meetings
27. Quorum for committee meetings
28. Presiding at committee meetings
29. Voting at committee meetings
30. Removal of committee member
31. Minutes of meetings
34. Notice to members
35. Winding up
36.Custody and inspection of books and records
The name of the incorporated association is "Australian Delphi User Group
(in these Rules called "the Association").
- In these Rules, unless the contrary intention appears:
- "Act" means the Associations Incorporation Act 1981;
- "committee" means the committee of management of the Association;
- "financial year" means the year ending on 30 June;
- "general meeting" means a general meeting of members convened in accordance
with rule 12.
- "member" means a member of the Association;
- "ordinary member of the committee" means a member of the committee who is not
an officer of the Association under Rule 21;
- "Regulations" means regulations under the Act;
- "relevant documents" has the same meaning as in the Act.
- In these Rules, a reference to the Secretary of an Association is a reference:
- if a person holds office under these Rules as Secretary of the Association--to that
- in any other case, to the public officer of the Association.
Alteration of the rules
These Rules and the statement of purposes of the Association must not be altered except
in accordance with the Act.
Membership, entry fees and subscription
- A person who applies and is approved for membership as provided in these Rules is
eligible to be a member of the Association on payment of the entrance fee and annual
subscription payable under these Rules.
- A person who is not a member of the Association at the time of the incorporation of the
Association (or who was a member at that time but has ceased to be a member) must not be
admitted to membership unless:
- he or she applies for membership in accordance with sub-rule (3); and
- the admission as a member is approved by the committee.
- An application of a person for membership of the Association must:
- be made in a form approved by the committee; and
- be lodged with the Secretary of the Association.
- As soon as practicable after the receipt of an application, the Secretary must refer the
application to the committee.
- The committee must determine whether to approve or reject the application.
- If the committee approves an application for membership, the Secretary must, as soon as
- notify the applicant in writing of the approval for membership; and
- request payment within 28 days after receipt of the notification of the sum payable
under these Rules as the entrance fee and the first year's annual subscription.
- The Secretary must, within 28 days after receipt of the amounts referred to in sub-rule
(6), enter the applicant's name in the register of members.
- An applicant for membership becomes a member and is entitled to exercise the rights of
membership when his or her name is entered in the register of members.
- If the committee rejects an application, the committee must, as soon as practicable,
notify the applicant in writing that the application has been rejected.
- A right, privilege, or obligation of a person by reason of membership of the Association
- is not capable of being transferred or transmitted to another person; and
- terminates upon the cessation of membership whether by death or resignation or
- The entrance fee is an amount determined by the committee.
- The annual subscription is an amount determined by the committee and is payable in
advance, each year, on or before the anniversary of the date the member became a member.
- The Secretary of the Association may accept payment of the entrance fee and annual
subscription with an application for membership. Upon acceptance of this payment, the
applicant for membership may be allowed the rights of a member, other than the right to
vote at general meetings or to stand for election to the committee, until his or her
application is considered pursuant to sub-rule 5. If the application is rejected, or if
the application is not considered within 3 months, the applicant shall be entitled to a
full refund of the payment, and on receipt of this refund shall cease to be allowed the
rights of a member.
- A general meeting of members may, on the recommendation of the committee, appoint a
person to be a life member of the association. A life member is not required to pay the
entrance fee or annual subscription.
Register of members
- The Secretary must keep and maintain a register of members containing:
- the name and address of each member; and
- the date on which each member's name was entered in the register.
and which may contain other information about the member, including email address and
- The register is available for inspection free of charge by any member upon request.
- A member may make a copy of entries in the register.
- A member of the Association may resign from the Association by giving notice in writing
to the secretary of his or her resignation and upon the receipt of the notice by the
secretary, the member shall cease to be a member.
- Upon a member ceasing to be a member, whether by resignation or otherwise, the secretary
shall make in the register of members an entry recording the date on which the person
ceased to be a member.
- A member shall cease to be a member if the member
- has failed to pay any amount due to the association by the due date; and
- is notified to the most recent address or email address in the register of members that
the amount is overdue, and that the membership of that person will be terminated unless
the outstanding amount is paid by a stated date, being not less than four weeks from the
date of posting or delivering the notice; and
- the member fails to pay the outstanding amount by the stated date.
Discipline, suspension and expulsion of members
- Subject to these Rules, if the committee is of the opinion that a member has refused or
neglected to comply with these Rules, or has been guilty of conduct unbecoming a member or
prejudicial to the interests of the Association, the committee may by resolution:
- fine that member an amount not exceeding $500; or
- suspend that member from membership of the Association for a specified period; or
- expel that member from the Association.
- A resolution of the committee under sub-rule
- does not take effect unless:
- at a meeting held in accordance with sub-rule (3), the committee confirms the
- if the member exercises a right of appeal to the Association under this rule, the
Association confirms the resolution in accordance with this rule.
- A meeting of the committee to confirm or revoke a resolution passed under sub-rule(1)
must be held not earlier than 14 days, and not later than 28 days, after notice has been
given to the member in accordance with sub-rule (4).
- For the purposes of giving notice in accordance with sub-rule (3), the Secretary must,
as soon as practicable, cause to be given to the member a written notice:
- setting out the resolution of the committee and the grounds on which it is based; and
- stating that the member, or his or her representative, may address the committee at a
meeting to be held not earlier than 14 days and not later than 28 days after the notice
has been given to that member; and
- stating the date, place and time of that meeting; and
- informing the member that he or she may do one or both of the following:
- attend that meeting;
- give to the committee before the date of that meeting a written statement seeking the
revocation of the resolution;
- informing the member that, if at that meeting, the committee confirms the resolution, he
or she may, not later than 48 hours after that meeting, give the Secretary a notice to the
effect that he or she wishes to appeal to the Association in general meeting against the
- At a meeting of the committee to confirm or revoke a resolution passed under sub-rule
(1), the committee must:
- give the member, or his or her representative, an opportunity to be heard; and
- give due consideration to any written statement submitted by the member; and
- determine by resolution whether to confirm or to revoke the resolution.
- If at the meeting of the committee, the committee confirms the resolution, the member
may, not later than 48 hours after that meeting, give the Secretary a notice to the effect
that he or she wishes to appeal to the Association in general meeting against the
- If the Secretary receives a notice under sub-rule (6), he or she must notify the
committee and the committee must convene a general meeting of the Association to be held
within 21 days after the date on which the Secretary received the notice.
- At a general meeting of the Association convened under sub-rule (7):
- no business other than the question of the appeal may be conducted; and
- the committee may place before the meeting details of the grounds for the resolution and
the reasons for the passing of the resolution; and
- the member, or his or her representative, must be given an opportunity to be heard; and
- the members present must vote by secret ballot on the question whether the resolution
should be confirmed or revoked.
- A resolution is confirmed if, at the general meeting, not less than two-thirds of the
members present and voting vote in favour of the resolution. In any other case, the
resolution is revoked.
Disputes and mediation
- The grievance procedure set out in this rule applies to disputes under these Rules
- a member and another member; or
- a member and the Association.
- The parties to the dispute must meet and discuss the matter in dispute, and, if
possible, resolve the dispute within 14 days after the dispute comes to the attention of
all of the parties.
- If the parties are unable to resolve the dispute at the meeting, or if a party fails to
attend that meeting, then the parties must, within 10 days, hold a meeting in the presence
of a mediator.
- The mediator must be:
- a person chosen by agreement between the parties; or
- in the absence of agreement:
- in the case of a dispute between a member and another member, a person appointed by the
committee of the Association; or
- in the case of a dispute between a member and the Association, a person who is a
mediator appointed or employed by the Dispute Settlement Centre of Victoria (Department of
- A member of the Association can be a mediator.
- The mediator cannot be a member who is a party to the dispute.
- The parties to the dispute must, in good faith, attempt to settle the dispute by
- The mediator, in conducting the mediation, must:
- give the parties to the mediation process every opportunity to be heard; and
- allow due consideration by all parties of any written statement submitted by any party;
- ensure that natural justice is accorded to the parties to the dispute throughout the
- The mediator must not determine the dispute.
- If the mediation process does not result in the dispute being resolved, the parties may
seek to resolve the dispute in accordance with the Act or otherwise at law.
Annual general meetings
- The committee may determine the date, time and place of the annual general meeting of
- The notice convening the annual general meeting must specify that the meeting is an
annual general meeting.
- The ordinary business of the annual general meeting shall be:
- to confirm the minutes of the previous annual general meeting and of any general meeting
held since that meeting; and
- to receive from the committee reports upon the transactions of the Association during
the last preceding financial year; and
- to elect officers of the Association and the ordinary members of the committee; and
- to receive and consider the statement submitted by the Association in accordance with
section 30(3) of the Act.
- The annual general meeting may conduct any special business of which notice has been
given in accordance with these Rules.
Special general meetings
- In addition to the annual general meeting, any other general meetings may be held in the
- All general meetings other than the annual general meeting are special general meetings.
- The committee may, whenever it thinks fit, convene a special general meeting of the
- If, but for this sub-rule, more than 15 months would elapse between annual general
meetings, the committee must convene a special general meeting before the expiration of
- The committee must, on the request in writing of members representing not less than 5
per cent of the total number of members, convene a special general meeting of the
- The request for a special general meeting must:
- state the objects of the meeting; and
- be signed by the members requesting the meeting; and
- be sent to the address of the Secretary.
- If the committee does not cause a special general meeting to be held within one month
after the date on which the request is sent to the address of the Secretary, the members
making the request, or any of them, may convene a special general meeting to be held not
later than 3 months after that date.
- If a special general meeting is convened by members in accordance with this rule, it
must be convened in the same manner so far as possible as a meeting convened by the
committee and all reasonable expenses incurred in convening the special general meeting
must be refunded by the Association to the persons incurring the expenses.
All business that is conducted at a special general meeting and all business that is
conducted at the annual general meeting, except for business conducted under the rules as
ordinary business of the annual general meeting, is deemed to be special business.
Notice of general meetings
- The Secretary of the Association, at least 14 days, or if a special resolution has been
proposed at least 21 days, before the date fixed for holding a general meeting of the
Association, must cause to be sent to each member of the Association, a notice stating the
place, date and time of the meeting and the nature of the business to be conducted at the
- Notice may be sent by any of the means listed in clause 34.
- No business other than that set out in the notice convening the meeting may be conducted
at the meeting.
- A member intending to bring any business before a meeting may notify in writing, or by
electronic transmission, the Secretary of that business, who must include that business in
the notice calling the next general meeting.
Quorum at general meetings
- No item of business may be conducted at a general meeting unless a quorum of members
entitled under these Rules to vote is present at the time when the meeting is considering
- Seven members personally present (being members entitled under these Rules to vote at a
general meeting) constitute a quorum for the conduct of the business of a general meeting.
- If, within half an hour after the appointed time for the commencement of a general
meeting, a quorum is not present:
- in the case of a meeting convened upon the request of members--the meeting must be
- in any other case--the meeting shall stand adjourned to the same day in the next week at
the same time and (unless another place is specified by the Chairperson at the time of the
adjournment or by written notice to members given before the day to which the meeting is
adjourned) at the same place.
- If at the adjourned meeting the quorum is not present within half an hour after the time
appointed for the commencement of the meeting, the members personally present (being not
less than 3) shall be a quorum.
Presiding at general meetings
- The President, or in the President's absence, the Vice-President, shall preside as
Chairperson at each general meeting of the Association.
- If the President and the Vice-President are absent from a general meeting, or are unable
to preside, the members present must select one of their number to preside as Chairperson.
Adjournment of meetings
- The person presiding may, with the consent of a majority of members present at the
meeting, adjourn the meeting from time to time and place to place.
- No business may be conducted at an adjourned meeting other than the unfinished business
from the meeting that was adjourned.
- If a meeting is adjourned for 14 days or more, notice of the adjourned meeting must be
given in accordance with rule 12.
- Except as provided in sub-rule (3), it is not necessary to give notice of an adjournment
or of the business to be conducted at an adjourned meeting.
Voting at general meetings
- Upon any question arising at a general meeting of the Association, a member has one vote
- All votes must be given personally or by proxy.
- In the case of an equality of voting on a question, the Chairperson of the meeting is
entitled to exercise a second or casting vote.
- A member is not entitled to vote at a general meeting unless all moneys due and payable
by the member to the Association have been paid.
Poll at general meetings
- If at a meeting a poll on any question is demanded by not less than 3 members, it must
be taken at that meeting in such manner as the Chairperson may direct and the resolution
of the poll shall be deemed to be a resolution of the meeting on that question.
- A poll that is demanded on the election of a Chairperson or on a question of an
adjournment must be taken immediately and a poll that is demanded on any other question
must be taken at such time before the close of the meeting as the Chairperson may direct.
Manner of determining whether resolution carried
If a question arising at a general meeting of the Association is determined on a show
- a declaration by the Chairperson that a resolution has been:
- carried; or
- carried unanimously; or
- carried by a particular majority; or
- lost; and
- an entry to that effect in the minute book of the Association:
is evidence of the fact, without proof of the number or proportion of the votes
recorded in favour of, or against, that resolution.
- Each member is entitled to appoint another member as a proxy by notice given to the
Secretary, or lodged in the Secretary's mail or email box, no later than 5.00 pm of the
day prior to the meeting in respect of which the proxy is appointed.
- The notice appointing the proxy must be in the form set out in Appendix 1.
- A member may not appoint a proxy for a meeting of the Association convened under rule
Committee of Management
- The affairs of the Association shall be managed by the committee of management.
- The committee:
- shall control and manage the business and affairs of the Association; and
- may, subject to these Rules, the Act and the Regulations, exercise all such powers and
functions as may be exercised by the Association other than those powers and functions
that are required by these Rules to be exercised by general meetings of the members of the
- subject to these Rules, the Act and the Regulations, has power to perform all such acts
and things as appear to the committee to be essential for the proper management of the
business and affairs of the Association.
- Subject to section 23 of the Act, the committee shall consist of:
- the officers of the Association; and
- up to five ordinary members:
each of whom shall be elected at the annual general meeting of the Association in each
- The officers of the Association shall be:
- a President;
- a Vice-President;
- a Treasurer; and
- a Secretary.
- The provisions of rule 23, so far as they are applicable and with the necessary
modifications, apply to and in relation to the election of persons to any of the offices
referred to in sub-rule (1).
- Each officer of the Association shall hold office until the annual general meeting next
after the date of his or her election but is eligible for re-election.
- In the event of a casual vacancy in any office referred to in sub-rule (1), the
committee may appoint one of its members to the vacant office and the member appointed may
continue in office up to and including the conclusion of the annual general meeting next
following the date of the appointment.
Ordinary members of the committee
- Subject to these Rules, each ordinary member of the committee shall hold office until
the annual general meeting next after the date of election but is eligible for
- In the event of a casual vacancy occurring in the office of an ordinary member of the
committee, the committee may appoint a member of the Association to fill the vacancy and
the member appointed shall hold office, subject to these Rules, until the conclusion of
the annual general meeting next following the date of the appointment.
Election of officers and ordinary committee members
- Nominations of candidates for election as officers of the Association or as ordinary
members of the committee must be:
- made in writing, signed by two members of the Association and accompanied by the written
consent of the candidate (which may be endorsed on the form of nomination); and
- delivered to the Secretary of the Association not less than 7 days before the date fixed
for the holding of the annual general meeting.
- A candidate may only be elected to one office, or as an ordinary member of the
committee, at the annual general meeting.
- If insufficient nominations are received to fill all vacancies on the committee, the
candidates nominated shall be deemed to be elected and further nominations may be received
at the annual general meeting.
- If the number of nominations received is equal to the number of vacancies to be filled,
the persons nominated shall be deemed to be elected.
- If the number of nominations exceeds the number of vacancies to be filled, a ballot must
- The ballot for the election of officers and ordinary members of the committee must be
conducted at the annual general meeting in such manner as the committee may direct.
The office of an officer of the Association, or of an ordinary member of the committee,
becomes vacant if the officer or member:
- ceases to be a member of the Association; or
- becomes an insolvent under administration within the meaning of the Corporations Law; or
- resigns from office by notice in writing given to the Secretary.
Meetings of the committee
- The committee must meet at least 3 times in each year at such place and such times as
the committee may determine.
- Special meetings of the committee may be convened by the President or by any 4 members
of the committee.
- The committee may meet by telephone, or by means of electronic communication, and the
procedures shall be the same as for a normal meeting, except that the members need not be
in the same room.
Notice of committee meetings
- Written notice of each committee meeting must be given to each member of the committee
at least 2 business days before the date of the meeting.
- Written notice must be given to members of the committee of any special meeting
specifying the general nature of the business to be conducted and no other business may be
conducted at such a meeting.
Quorum for committee meetings
- Any 4 members of the committee constitute a quorum for the conduct of the business of a
meeting of the committee.
- No business may be conducted unless a quorum is present.
- If within half an hour of the time appointed for the meeting a quorum is not present:
- in the case of a special meeting--the meeting lapses;
- in any other case--the meeting shall stand adjourned to the same place and the same time
and day in the following week.
- The committee may act notwithstanding any vacancy on the committee.
Presiding at committee meetings
At meetings of the committee:
- the President or, in the President's absence, the Vice-President presides; or
- if the President and the Vice-President are absent, or are unable to preside, the
members present must choose one of their number to preside.
Voting at committee meetings
- Questions arising at a meeting of the committee, or at a meeting of any sub-committee
appointed by the committee, shall be determined on a show of hands or, if a member
requests, by a poll taken in such manner as the person presiding at that meeting may
- Each member present at a meeting of the committee, or at a meeting of any sub-committee
appointed by the committee (including the person presiding at the meeting), is entitled to
one vote and, in the event of an equality of votes on any question, the person presiding
may exercise a second or casting vote.
Removal of committee member
- The Association in general meeting may, by resolution, remove any member of the
committee before the expiration of the member's term of office and appoint another member
in his or her place to hold office until the expiration of the term of the first-mentioned
- A member who is the subject of a proposed resolution referred to in sub-rule (1) may
make representations in writing to the Secretary or President of the Association (not
exceeding a reasonable length) and may request that the representations be provided to the
members of the Association.
- The Secretary or the President may give a copy of the representations to each member of
the Association or, if they are not so given, the member may require that they be read out
at the meeting.
Minutes of meetings
The Secretary of the Association must keep minutes of the resolutions and proceedings
of each general meeting, and each committee meeting, together with a record of the names
of persons present at committee meetings.
- The Treasurer of the Association must:
- collect and receive all moneys due to the Association and make all payments authorised
by the Association; and
- keep correct accounts and books showing the financial affairs of the Association with
full details of all receipts and expenditure connected with the activities of the
- Payments made by the association must be made by cheque or electronic funds transfer. If
a payment is made by cheque, the cheque must be crossed not negotiable and signed by one
of the members of the association who has been authorised by the Committee of Management
to sign cheques issued by the association.
- The funds of the Association shall be derived from entrance fees, annual subscriptions,
donations and such other sources as the committee determines.
- The common seal of the Association must be kept in the custody of the Secretary.
- The common seal must not be affixed to any instrument except by the authority of the
committee and the affixing of the common seal must be attested by the signatures either of
two members of the committee or, of one member of the committee and of the public officer
of the Association.
Notice to members
Any notice that is required to be given to a member, by or on behalf of the
Association, under these Rules may be given by:
- delivering the notice to the member personally; or
- sending it by prepaid post addressed to the member at that member's address shown in the
register of members; or
- facsimile transmission, sent to the member using that member's fax number shown in the
register of members; or
- electronic transmission, sent to the member using the appropriate addressing details for
that member as shown in the register of members.
In the event of the winding up or the cancellation of the incorporation of the
Association, the assets of the Association must be disposed of in accordance with the
provisions of the Act.
Custody and inspection of books and records
- Except as otherwise provided in these Rules, the Secretary must keep in his or her
custody or under his or her control all books, documents and securities of the
- All accounts, books, securities and any other relevant documents of the Association must
be available for inspection free of charge by any member upon request.
- A member may make a copy of any accounts, books, securities and any other relevant
documents of the Association.
FORM OF APPOINTMENT OF PROXY
being a member of
(name of Incorporated Association)
(name of proxy holder)
(address of proxy holder)
being a member of that Incorporated Association, as my proxy to vote for me on my
behalf at the annual / special* general meeting of the association to be held on
(date of meeting)
and at any adjournment of that meeting.
My proxy is authorised to vote in favour of* / against* the following resolution**.
(insert details of resolution).
If any of the above resolutions are substantially amended my proxy is authorised to
vote at their discretion* / authorised not to vote* / not authorised to vote*.
In any election of officers and ordinary committee members of the association, my proxy
is authorised to vote for candidates as follows:
*delete as necessary ** Repeat as necessary.
Committee Nomination Form: download.