The Club Club Constitution
Club Constitution 2008 PDF Print
Written by Jonathan Trott   
Tuesday, 19 August 2008 10:53
Club Constitution 2008
 
BALMAIN DOCKERS 
AUSTRALIAN FOOTBALL CLUB INCORPORATED 
 
CONSTITUTION 
 
 
As Adopted by Club members February 2008 - Special General Meeting 
 
THE CLUB 
NAME 
1. The name of the Club shall be “Balmain Dockers Australian Football Club Incorporated”. 
 
AFFILIATION 
2. The Club shall be affiliated with the AFL NSW/ACT - Sydney Football League and its successors. 
 
COLOURS 
3. The colours of the Club shall be Green/White/Red/Purple/Black 
 
UNIFORM 
4. The design of the uniform of the Club shall be determined from time to time by the Board of 
Management. The uniform of the Club shall be - DARK Uniform - Green/White/Red Strip with 
purple shorts/socks and the LIGHT uniform will be the Purple anchor on white with white shorts 
with purple/white hoop socks 
 
OBJECTS 
5. The objects of the Club are: 
 
(a) To foster the Australian National Game of Football, provide facilities for the playing of the 
game and promote the game by maintaining, providing, supporting and controlling a football team 
or teams to compete in the Sydney Football League competition and if necessary or desirable, to 
compete alone or in combination with another club, in any other competition played in the State of 
New South Wales or in any other part of Australia or in the World; 
 
(b) To provide recreational and sporting facilities for its members, to encourage the game of 
football and junior development in its region and country zones and to promote good fellowship 
amongst its members and the community; 
 
(c) To provide and maintain Club premises in Sydney for the accommodation of its members and 
their guests upon premises of which it may be the occupier from time to time; 
 
(d) To provide community based club facilities for the playing of any other games or sports by its 
members and guests of the Club. 
 
POWERS 
6. For the purpose of achieving the aforesaid objects, the Club shall have the following powers: 
 
(a) To make such agreements with local government authorities and or other bodies for the purpose 
of leasing or hiring suitable property or properties for the purposes of the Club and to maintain the 
grounds, lawns and buildings for the use and accommodation of its members; 
 
(b) To borrow money by way of loans or overdraft or by the issue of debentures for the purpose of 
carrying on the work or activities of the Club and to invest any surplus funds of the club not 
immediately required for the purposes of the Club in authorised trustee investments; 
 
(c) To enter into such agreements as are necessary and reasonable or are considered advisable for 
the proper utilisation of the Club’s assets and for the proper carrying out of the other objects 
aforesaid; 
 
(d) To purchase take or lease or exchange hire or otherwise acquire any real and personal property 
any rights or privileges which the Club may think necessary or convenient for the purposes 
aforesaid: To improve, manage, develop, exchange, lease, mortgage, dispose of, turn to account or 
otherwise deal with all or any part of the real and personal property of the Club and in particular, to 
lay out any land and/or buildings of which the Club is owner or over which it has any control, so 
that the same may be used for the objects aforesaid; 
 
(e) To borrow or raise or secure the payment of money in such manner as the Club thinks fit, and in 
particular by the issue of debentures or debenture stock, charged upon all or any of the Club’s 
property, both present and future and to purchase, redeem, or pay off any such debentures; 
 
(f) To draw, make, accept, or endorse, discount and issue promissory notes and bills of exchange; 
 
(g) To enter into and bind all or any part of the assets and undertakings of the Club by guarantees, 
indemnities or similar obligations in any cases where it is thought that the objects of the Club can 
be more fully realised or attained by such obligations; 
 
(h) To sell and dispose of any or all of the real and personal property of the Club for such 
considerations as the Club may think fit; 
 
(i) To insure against all risks, liabilities and eventualities as may seem advisable and to apply the 
proceeds of any claim under any insurance in such manner and for such purpose or purposes as 
shall be thought fit; 
 
(j) To engage and employ players, trainers, coaches, secretaries or managers and all other persons 
considered necessary for carrying on the activities of the club to dismiss such persons and to pay 
such persons in return for services rendered to the Club, salaries, wages, bonuses, gratuities, 
pensions and superannuation; 
 
(k) To ensure that the Club, its officer and staff comply to the requirements of the Liquor Licensing 
Act of NSW and any further amendments to the Act as applied under the Club License; 
 
(l) To carry on, conduct, manage and arrange a social or business committee as well as teams for 
the purpose of competing in competitions and matches in football, cricket, tennis, bowls, darts and 
such other games as the Board of Management may think fit and to form clubs or organisations for 
such purposes which shall be under the control and direction of the Board of Management or any 
sub-committee thereof in which event the sub-committee shall report to and be responsible to the 
Board of Management; 
 
(m) To establish, promote or assist in establishing or promoting or to subscribe to or become a 
member of or amalgamate with any other national or intra-state Club or Association or League or 
the establishment or promotion of or amalgamation with which may be beneficial to the Club and to 
pay any subscription fee or sum payable to such League, Club Association or other entity which 
shall be paid bona fide in furtherance of the objects or some of the objects of the Club; 
 
(n) To do all such things (including the making of Rules and By-Laws) as are incidental or 
conducive to the attainment of its objects or any of them or which may be calculated to advance 
directly or indirectly, the interests of the Club. 
 
ADMINISTRATION 
 
OFFICE BEARERS 
7. The Office Bearers of the Club shall be: 
 
 Executive Committee 
 The President 
 Vice President - Development 
 Vice President - Administration 
 Secretary 
 Treasurer 
 General Committee 
 1. 
 2. 
 3. 
 4. 
 
INDEMNITY 
8. (a) No Office Bearer shall be liable for any and all loss of or damage to the Club’s property 
caused by any act, default or neglect of any other Office Bearer in the performance of his duties for 
the Club. 
 
(b) The Club shall indemnify each Office Bearer to the full extent of their liability for all claims 
whatsoever and howsoever arising against them or any one of them in the performance of their 
duties for the Club including claims by members and their guests, employees of the Club and all 
other third parties. 
 
TEAM CAPTAIN, COACHES, COMMITTEES & OFFICIALS 
9. Prior to the commencement of each season, the Committee shall appoint the necessary coaches, 
support staff and officials for the purposes of the Club’s football activities and define their 
responsibilities. A member of the Committee will be appointed as the club “Football Manager or 
General Manager for this specific role as the major co - ordinator of football responsibilities. 
 
PATRONS 
10. The Committee may appoint Patrons and Vice Patrons of the Club at the beginning of each 
year. 
 
COMMITTEE OF MANAGEMENT 
 
PRESIDENT 
11. (a) The President shall be elected by Members of the Club and shall hold office for two (2) 
years. He/She shall be eligible for re-election. 
 
(b) The duties of the President shall be to preside at all meetings of the Committee and the Club 
(including its Annual and any Special General Meetings), to regulate and keep order in those 
proceedings and to carry into effect any Rules and By-Laws of the Club. In his/her absence, the 
Chair shall be taken by a Vice President of the Club or some other member of the Committee, or in 
their absence the meeting may elect any financial member to take the Chair. 
 
(c) The President, or member who presides at any Annual General Meeting, Special General 
Meeting or Committee Meeting shall have a deliberative vote upon any question and in the event of 
any equality of votes upon any question, shall also have a casting vote. 
 
COMMITTEE MEMBERS 
12. (a) The business of the Club shall be administered by the Committee consisting of the 
President and eight (8) Members elected by Members of the Club at the Annual General meeting. 
 
(b) The office bearers shall hold office for a term of two (2) years and shall be eligible for re- 
election for a further one, two year term. 
 
(c) Four Committee Members will become full time members of the “Board of Management” with 
the Drummoyne Sports Club Pty. Ltd. in the course of the financial year under their Constitution of 
Rules, by-laws and regulations. 
 
Executive Committee 
(d) The Executive Committee consists of President, Vice President, Treasurer, and Secretary . No 
two persons from the same family can be on either the Executive or General Committee at the same 
time, unless at the discretion of the incoming President 
 
(e) No persons can hold two positions on either Committee. 
 
(f) The role of the Executive Committee is to set club policy and direction for present and future 
years. The Executive Committee to meet on no less than two (2) occasions throughout the year of 
office. All motions to be on agenda and “put” to the meeting for resolution. 
 
(g) The Executive meeting is closed to all club and other Committee Members. 
 
(f) The President to hold casting vote, two (2), if any vote is tied. 
 
DISQUALIFICATION OF COMMITTEE & EXECUTIVE MEMBERS 
13. (a) The office of any Committee Member shall be deemed vacated if: 
 
(i) the member becomes bankrupt. 
 
(ii) by reason of age, or mental or physical incapacity, the member is considered by the remaining 
members voting unanimously, to be incapable of carrying out his duties on the Committee. 
 
(iii) he/she engages in conduct rendering it, in the opinion of the Committee, desirable that he/she 
should cease to be a Member of the Committee. 
 
(iv) if he/she commits any breach of the Constitution or Rules of the club resulting in his/her 
expulsion or suspension as a Member of the Club rendering his/her membership liable to be 
forfeited or suspended; and in each case the Committee resolves that his/her office be vacated. 
 
(b) (i) should any member of the Committee be absent for three (3) consecutive meetings of the 
Committee or for four (4) meetings in all in any one year without previously having rendered a 
satisfactory explanation to the Committee, he/she shall be deemed to have vacated his/her office 
 
(ii) He/she shall not be eligible for re-appointment to that year or the following election period. 
 
RESIGNATION 
14. (a) A member of the Committee (including the President) may resign from the Committee 
during his/her term of office by delivering to the Secretary, notice in writing of his/her resignation. 
 
(b) Any such resignation shall take effect from the date of the next Committee Meeting following 
receipt of the notice by the Secretary. 
 
VACANCIES 
15. The Committee shall appoint a member of the Club to fill any Committee vacancy until the 
next following Annual General Meeting, prior to which nominations shall be called to fill the 
vacancy for the balance (if any) of the member’s term (one year) or a two year term, whichever 
applies. 
 
RESPONSIBILITIES 
16. The Committee shall exercise the powers of the Club to appoint and dismiss all officers and 
servants of the Club and shall have power to do all such things as may appear to the Committee to 
be necessary for the efficient management of the Club to permit it to attain its objects, including the 
powers to delegate routine matters or any specific duty to any one or more of its members or to any 
servant or agent of the Club. 
 
REPRESENTATION 
17. (a) The Committee shall annually appoint the number of delegate necessary to represent the 
Club in the NSW/ACT Sydney Football League and such delegate shall report to and be responsible 
to the Committee and comply with the requests and decisions of the Committee in respect of their 
delegations and actions at such league meetings. 
 
(b) The Committee may appoint any of its members to act as proxy delegates in the absence of any 
of the delegates. 
 
SECRETARY 
18. The role of the Secretary is as follows: 
(a) Custody of Records - Both President and Secretary are responsible for the custody of all 
official club records and documentation. Secretary to abide by all laws related to running an 
“Incorporated Association” as laid down by the NSW Department of Fair Trading”. Secretary to be 
listed as the club’s “Public Officer” unless otherwise directed by the President. 
 
(b) Inspection of Books - Any full member can inspect the club records/books with thirty (30) 
days notice to the Secretary in writing. 
 
(c) Service of Notices - Club communications can be in any written and electronic format 
presented to Members by the Secretary and approved by the President or by the appointment of a 
specialised communications Officer. Only these persons can make communication with the 
Membership, Media, AFL or any other official organisation with reference to club business or 
publicity. The Coaches and Team Managers can have direct communications through the President 
for communicating on behalf of the club with/players only. 
 
TREASURER 
19. The role of the Treasurer is as follows: 
(a) Approval of Monies/Expenditure - All expenditure to be approved by the Treasurer. No other 
Committee member can give this approval with out his/her authority under any circumstance. 
 
(b) Annual Return - All financial returns to be lodged with NSW Department of Fair Trading 
within one (1) month of Annual General Meeting. Financial returns to be presented to President for 
inclusion in his/her annual AGM presentation, 21 days before AGM. 
 
(c) Balance Sheet - Treasurer to present updated balance sheet at each Committee meeting with an 
estimated annual budget for each following financial year when appropriate. 
 
(d) Reporting Period - Club to follow normal business financial year July to June. 
 
(e) Assets - All assets purchased for the club funds remain the property of the Club and an asset 
register of all goods over the value of $500 will be kept by the Treasurer 
 
MEETINGS 
20. (a) The Committee shall meet at least once in each two calendar months and otherwise shall 
hold Committee meetings as agreed. 
 
(b) Special Meetings shall be held within 14 days of a request for such being received from the 
President, any other member of the Club. 
 
(c) Notice of Committee Meetings other than those on regular pre-determined dates, shall be 
delivered by hand or electronically to each member of the Committee at least three days prior to the 
date of the meeting but any non-receipt of such notice by a Member of the Committee shall not 
invalidate the proceedings of such meetings. 
 
(d) The Committee shall act by resolutions on its business matters and such resolutions shall 
become binding on all members of the Club. 
 
(e) The Committee shall conduct its meetings within the rules for the conduct of meetings “in 
committee” unless it resolves otherwise in each instance. In the case of any doubt, the Chairman of 
the Committee Meeting shall give a ruling as to the procedure to be followed and any such ruling or 
declaration shall be final. Only Committee Members can reside at meetings, guests and observers 
can be invited for input to agenda items if required. 
 
(f) A quorum of four (4) members shall be present at all times for the Committee to conduct its 
business. If a quorum ceases to be present the meeting will be closed and any incomplete business 
will be deferred to the next meeting when it shall be dealt with before any further business is 
conducted. 
 
(g) A resolution in writing signed by a majority of the members of the Committee shall be valid and 
effective as if it had been passed at a meeting of the Committee duly called and convened. It shall 
be incorporated into the minutes of the ensuing Committee meeting as a record. 
 
(h) Should very urgent business arise, the President, a Vice Presidents or the Secretary together 
with at least two (2) other Members of the Committee shall have authority to take any necessary 
action requiring immediate attention but they shall submit a report on their actions to the next 
meeting of the Board. 
 
(i) No proxy votes to be presented or counted at any meeting, Committee, sub - Committee, Special, 
or Annual General Meetings. Only full members present at any level of meeting have the right to 
cast vote or present a motion for discussion & approval.. 
 
VALIDATION 
21. No act or matter carried out by the Committee or any sub committee shall be invalid by reason 
only of the fact that it shall afterwards be discovered that there was some defect in the appointment 
of such Committee or any of its members or any committee. 
 
MEMBERSHIP 
 
NOMINATIONS 
22. (a) All registered players are automatic “Full Members” of the club, Balmain Dockers 
Australian Football Club Incorporated. Annual players playing fees (as determined annually by the 
Committee) forms part of the players annual membership fee to the club of which $1 is the 
component, the balance of registration fee is for club registration to AFL and club administration. 
 
(b) Each full member has one voting right at general meetings and must have paid annual fees to 
exercise this voting right. The Secretary will keep a full club register of all members’ details of 
address and contact phone numbers. 
 
(c) Membership is ceased automatically if no registration is received within (30) thirty days of the 
new season commencing. Membership for player will also cease when player has completed their 
football career at the club, unless a special condition is obtained from the Committee. 
 
(d) “Associate Members” will be any former member of the club or present club sponsors/ 
supporter who wishes to keep an association with the club. Annual fee to be determined by the 
Committee. 
 
LIFE MEMBERS 
23. Club “Life Members” will be any Full or Associate Member that the Committee sees fit to 
award such prestigious title to. Life Members and meets the requirements as set down. They are to 
be invited to all club functions and kept on a communication line by the Club Secretary. 
 A candidate for Life Membership of the Club shall: 
 
(a) Be not under the age of 21 years. 
 
(b) Qualify for nomination by rendering direct service to the Club as an Office Bearer and/or 
Member for a minimum of ten (10) years. 
 
(c) Be proposed and seconded by current Committee or Life Members of the Club for consideration 
by the Committee. 
 
(e) Upon election be exempted from the payment of any portion of the annual membership 
subscription. 
 
(f) A player who has played 150 Senior League Games will be automatically inducted as a Life 
Member of the Club. 
 
(g) A player who has played 300 Club Games (Seniors/Reserves/Juniors) will be automatically 
inducted as a Life Member of the Club. 
 
REGISTER 
24. The Club shall consist of all members appearing in the Register of Members. Any other person 
may become a member of the Club on being elected in the manner herein provided. 
 
CATEGORIES 
25. Persons may be elected to members of the Club as: 
 
(a) Full Associate Members 
 
(b) Associate Members 
 
(c) Life Members 
 
(d) Corporate Members 
 
(e) Junior Members (No Voting Rights) 
 
TRANSFER 
26. In no circumstances shall the Committee allow any member to transfer or assign his 
Membership of the Club to another person. 
 
DISCIPLINARY ACTION 
27. The Committee may discipline any member of the Club following a proper enquiry and may 
caution, suspend, fine or expel the member without refund of his nomination and subscription fees, 
if the member (after having the right to be heard) is found guilty of: 
 
(a) Conduct which the Committee considers prejudicial to the interests of football or the Club. 
 
(b) A breach by a member of the Rules or By-Laws of the Club, AFL, NSW/ACT AFL 
 
(c) Conduct on the part of the member rendering it desirable that the member cease his 
membership; or 
 
(d) Failing to pay any fine imposed on him by the Committee. 
 
ANNUAL GENERAL MEETING (AGM) 
28. The AGM will be held once a year at end of season and before December 1st for all financial 
members of the club with one vote per member. Members to be notified a minimum seven (7) days 
notice prior to meeting by normal format of club communication including electronic 
communications. 
 
Business of meeting: 
(a) The meeting to elect after nominations received by Secretary, Executive Committee (President, 
Vice President, Treasurer & Secretary) and four (4) General Committee members for 
commencement of duty from completion of the AGM. 
 
(b) The meeting quorum to be 5% of paid up present year club membership including the present 
committee and to be in attendance no longer than fifteen (15 minutes after set down meeting time. 
Failure to provide a quorum, meeting to be held over for fourteen (14) days with new notice to 
membership with seven (7) days notice minimum. 
 
(c) Chairperson can be an independent scrutineer and must be an adult person to supervise the AGM.
President to conduct otherwise. 
 
(d) Club President is to present annual review of club proceedings for the present year with 
Treasurers financial position of the club at the end of financial year. Motions can be “put” to this 
meeting; however they must be lodged with the Secretary in writing seven (7) days prior to the 
meeting. No “general business” or further discussion to be conducted at this Annual General 
Meeting other than election of Committees as required and President's report presented to the 
general membership. 
 
(e) Nominations for positions to be advertised to membership seven (7) days before meeting with 
nomination forms to be completed and presented to the Secretary seven (7) days before meeting. 
 
(f) One nomination received for one position will result in the automatic election to that position. 
Nominations will be taken from the AGM floor if no nomination has been received by the Secretary 
for the position. In the case of more than one nomination received for a position a “silent” ballot 
vote will be conducted by the Chairperson with members submitting a secret written vote to the 
Chairperson of the meeting. In the case of drawn ballot the meeting Chairperson shall draw a 
nomination from a hat. 
 
(g) All Executive positions must be filled at the AGM, if General Committee positions remain 
vacant, the President to fill these positions at his/her discretion before first Committee meeting of 
office term. 
 
(h) The President to hold casting vote, two (2), if any vote on a motion or subject is tied. 
 
SPECIAL GENERAL MEETINGS 
27. (a) A “Special or General Meeting” can be called by a minimum of five (5) Full Members with 
twenty one (21) days notice to the membership through the Secretary. The agenda and motions to be 
presented to the membership and no other topic or motion can be “put” at such meeting other than 
that presented to the membership for resolution. 
 
(b) The meeting quorum is to be no less than ten per cent (10%) of paid up present year club 
membership and to be in attendance no longer than fifteen (15) minutes after set down meeting 
time. Failure to provide a quorum, the meeting to be held over for thirty one (31) days with a new 
notice to the membership. 
 
(c) The meeting to be held at time and place set down by Club President when informed that a 
meeting has been called. No less than three (3) members of Committee must be present at this 
meeting. 
 
(d) The President/Chairperson to hold casting vote, two (2), if any vote is tied on motions to be 
put. 
 
(e) The Vice President/s to act as Chairperson in the case of President not able to attend meeting. 
 
(f) All costs associated to conduct the meeting including transportation of Committee members to 
and from the location to be borne by the Members calling the special meeting. 
 
FINANCE 
 
INCOME & EXPENDITURE 
28. The Committee and Treasure shall prepare estimates of income and expenditure at the 
beginning of each financial year (July), review and up-date these at the end of each month and 
include in the Annual Report the reasons for any significant variations at the end of the year. 
 
ASSETS & LIABILITIES 
29. The assets of the Club are to be kept fully detailed in a register to the requirements of the 
Auditors who are to be kept aware of any significant variations. The non-current liabilities of the 
Club are to be progressively advised to the Auditors. 
 
BANKING 
30. The Club’s banking accounts shall be conducted at such bank as the Committee shall direct 
from time to time: it shall be operated upon jointly by the President, Treasurer and a nominated 
member of the Committee, any two of whom shall be competent to sign cheques to pay the Club’s 
out-goings. 
 
ANNUAL REPORT 
31. The Committee and President shall present a report each year at the Annual General Meeting. 
Such report is to be a comprehensive summary of the Club’s activities for the year and shall include 
Trading and Profit and Loss Statements, Income and Expenditure Statements, Statement of Assets 
and Liabilities together with explanatory notes in accordance with current accounting standards. 
Pictorial record of competing teams. results and the outline of the clubs future plan over the next 
five (5) years. 
 
AUDIT 
32. The financial accounts of the Club shall be audited by registered public accountants appointed 
by the members of the Annual General Meeting. The Auditors shall prepare a report for inclusion 
in the Annual Report and comment on any significant variations of the Club’s financial activities 
over the period of their review. The Auditors remuneration shall be determined each year by the 
Committee. 
 
TRADING 
33. The trading activities of the Club shall be recorded to the Auditors requirements so that they 
may be reported upon in the Annual Report. 
 
FINANCIAL YEAR 
34. The financial year of the Club shall close on the last day of the month of June in each year. 
 
LEVIES 
35. (a) The Committee may upon the authority of a special resolution passed by a majority of at 
least two-thirds of the members present and eligible to vote at a specially convened Special General 
Meeting make such a levy as specified by the meeting to meet any unforeseeable financial 
emergency. 
 
(b) Any such levy may not exceed one-half of the annual subscription payable excluding entrance 
fees. A full explanation of the need for such a levy must be sent to each member in accordance with 
the prescribed manner for calling Special General Meetings. 
 
COMMON SEAL 
36. The Secretary shall have the custody of the common seal of the Club which shall be affixed to 
all such deeds, instruments and official documents as need to be under seal and signed in the 
presence of any two Members of the Board and attested by the Chief Executive Officer. 
 
ANNUAL ELECTIONS 
 
VOTING 
37. (a) Subject to the sub-clause (b), all members over the age of 18 (calculated at the date of 
application for membership), having paid or be deemed to have paid the applicable annual 
subscription fee or its equivalent and any nomination fee, may vote in the Club’s elections. 
 
(b) The Committee may approve applications for membership of the Club in categories having no 
voting rights including junior membership. 
 
RETURNING OFFICER 
38. Prior to the commencement of each season the Committee shall appoint one of the Club’s 
members to be the Returning Officer for the year. The Returning Officer may not be a member of 
the Committee nor a candidate for same, a paid officer of the Club or an appointee in any other 
official capacity. 
 
SCRUTINEERS 
39. The Returning Officer shall appoint two (2) members of the Club to be Scrutineers to assist in 
the conduct of the poll, such Scrutineers also must not hold any other official appointment in the 
Club nor be a Candidate for the same. 
 
ADVERTISEMENTS 
40. A notice of the Club’s Annual Election for positions on the Board shall be advertised in the 
“Club Communication channels to Members ” calling for nominations in accordance with the 
notice. 
 
ELIGIBILITY OF CANDIDATES 
41. (a) Only members eligible to vote in the Club’s elections pursuant to clause 38 are entitled to 
nominate, second a nomination or be nominated to stand for election to the Board of Management. 
 
NOMINATIONS 
42. (a) Every candidate for election to the Committee shall be nominated and seconded by two 
financial members of the Club who are eligible to vote and have duly completed a nomination form 
which must be delivered to the Secretary no later than 5.00pm on the day nominated being seven 
(7) days before the advertised date of the Annual General Meeting. 
 
(b) A copy of all nominations received shall be displayed on the Club noticeboard/website seven (7) 
days before AGM. 
 
(c) A candidate may nominate for both President and Committee. A candidate who is not successful 
in any election for President may nominate for and be elected a Committee Member in the same 
election. 
 
 
POSTAL/PROXY BALLOT VOTING 
43. No postal or proxy voting applicable at any meeting. 
 
CONDUCT OF POLL 
44. (a) The Secretary shall, no less than five (5) days before the date fixed for the Annual General 
Meeting inform each member eligible to vote (as provided in clause 38), the necessary voting 
material and information including a ballot paper or papers showing separately the full name of the 
candidates nominated for each position in such order as shall be decided by lot to be drawn by the 
Returning Officer. 
 
(b) The failure of the Secretary to inform any member of the Club or the non-receipt of the same by 
any member or the loss in the course of post, non-delivery or non-receipt of any ballot paper by the 
Chief Executive Officer or Returning Officer shall not invalidate the ballot. 
(c) Votes shall be cast by a show of hands in the manner prescribed by the Returning Officer in the 
voting instructions. 
 
(d) The candidates having the greatest number of votes shall by duly elected. The positions for two 
(2) year appointments shall be filled by candidates having the greatest number of votes. 
 
(e) When two or more candidates obtain an equal number of votes and the position or positions 
which remain to be filled are less in number than the said candidates, a further ballot or further 
ballots (as the case may require) shall be taken at the Annual General Meeting upon which the 
members present shall vote to determine which of the candidates shall be elected to fill the available 
position or positions. If upon the last of such ballots being taken to fill one remaining vacancy, the 
two candidates left in such ballot again obtain an equal number of votes, the presiding officer shall 
place both names in a hat with the youngest person in the room to draw a name from the hat with so 
being declared the winner and elected to fill such vacancy. 
 
DECLARATION OF POLL 
45. (a) Upon completion of the count, the Returning Officer shall report the results to the Chairman 
of the Annual General Meeting. 
 
(b) The retiring members of the Committee shall hold office until the conclusion of the Annual 
General Meeting. 
 
(c) The Secretary shall publish the results on the “club communication” as soon as possible after 
the results have been announced. 
 
NO ELECTION 
46. (a) Where no more than the required number of candidates are nominated for election to the 
Board of Management, those candidates shall be deemed to be declared by the President, to be 
appointed, at the Annual General Meeting. 
 
(b) In the event of the number of candidates duly nominated being less than the number of 
vacancies to be filled, the President at the Annual General Meeting shall declare the candidates 
already nominated, elected. The remaining vacancy or vacancies shall thereafter be filled by the 
Committee pursuant to clause 15. 
 
CONSTITUTION 
 
CHANGES TO CONSTITUTION 
47. (a) Changes to this Constitution can only be made through the Committee in writing through 
General Business of a Committee meeting. and the motion must be successful for change. Motions 
can be also lodged at the AGM with reference to Rule 2.e 
 
(b) After a rule has been changed a “notice of alteration” must be sent by the Secretary to the 
Registry Co Operatives & Associations as per NSW Fair Trading Department and distributed to the 
membership as notification by normal communication means. 
 
COPY DISPLAYED 
48. A copy of the Constitution amended as applicable shall be displayed in the Club’s internet 
website together with any Rules and By-Laws relevant. Copy to be sent and filed with the NSW 
Department of Fair Trading by the club Secretary. 
 
INTERPRETATION 
49. On any question regarding the meaning and application of any part of the Constitution or any 
Rules or By-Laws arising from it which are not specific, the interpretation of same shall be at the 
discretion of the Committee whose decision shall be final and binding on all members. 
 
END OF DOCUMENT 

 

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