Casino & District Family History Group Inc.

The Casino & District Family History Group Inc.
August 2000.


1. THE NAME
The name of the Group shall be known as The Casino and District Family History Group here after called the group.

2. AIMS & OBJECTIVES OF THE GROUP

(a) To assist members in their family history research.

(b) To assist non members in their family history research, within the facilities provided by the group, at rates to be determined by the executive committee from time to time.

(c) To provide a local genealogical source centre for the housing of accumulated aids to research.

(d) To hold regular meetings to foster friendships and exchange knowledge and expertise in research techniques.(e) To arrange speakers, displays etc. for the benefit of members and the general public.

(f) To welcome new members and keep all members informed on group activities.

(g. To publicise the existence of the group and its recourses to the general public to encourage the study of Family History, and new membership.

(h) To publish a newsletter at regular intervals and other and other literature as required to provide information to members and other people.

(I) To affiliate or enter into friendly co-operation with other groups having objectives similar to those of this group.

(1) To enter into arrangements with any authority, Government or otherwise, which may seem conducive to the aims and objectives of this group, and to obtain from any such authority, assistance, privileges or concessions which the group may think desirable, and to carry out and comply with any such assistance, privileges and concessions.

(k) To enter into any fund raising venture with the view of generating income for the furtherance of the groups objectives, providing such venture shall have approval of a majority of financial members at any ordinary general meeting.3. MEMBERSHIP

The group shall consist of:
a) Ordinary members (single, family, pensioners). Family membership includes two people in a family unit at one address. A pensioner being any person receiving a Government pension.

b) Life members. Life membership may be given to a person for their outstanding contribution to the group, upon recommendation of the executive committee, submitted to the Annual General Meeting and ratified by a vote of 75% of the members eligible to vote at the AGM.

c) Honorary Members. Honorary membership may be bestowed upon a person for a specified period of time for their contribution to the group, following a similar submission and ratification as for life membership.

d) A register of members of the group shall be maintained, specifying the name and address of each person who is a member of the group, together with the date on which that person became a member.
e) The register of members will be available for inspection by any member of the group.

f) Membership shall be recorded numerically and all members will receive a receipt and a membership card, with the renewal of their number from year to year. Following payment of their annual fee.

4. FEES

a) An annual fee shall be payable by an ordinary member.

b) The fee shall be determined by the committee and shall be presented for approval at the last general meeting of the subscription year.

c) The subscription year shall be from January 1st. to December 31st in each year.

d) Ordinary members who fail to renew their subscription by the last day of March shall be deemed unfinancial and their name shall be removed from the members register.5. MEMBERS LIABILITIES

The liability of a member of the group to contribute towards payment of debts and liabilities of the group. or the costs, charges and expenses of winding up the group, is limited to the amount, if any, unpaid by a member in respect of membership fees of the group as required by rule 4.

6. POSITIONS & DUTIES OF COMMITTEE

a) The committee shall be called the executive committee.
b) The committee shall control and manage the affairs of the group.

c) The committee shall have the power to act on behalf of the members between general meetings and shall notified members of their activities and decisions at each general meeting.

d) The committee has the power to perform all such things as appear to the committee to be necessary or desirable for the proper management of the affairs of the group. Except those functions that are required by these rules to be exercised by a general meeting of the group.

e) The executive committee shall have the power to form sub-committees, who shall be responsible to the executive committee, and to co-pt additional members to serve on such committees from time to time.
f) The executive committee shall consist of President. Vice President, General Secretary. Treasurer and a minimum of 4 committee members. At no time shall the executive committee exceed more than 14 members. Notwithstanding the above, the position of General Secretary' may be shared between a Correspondence Secretary, and a minutes secretary both of whom shall have equal status as members of the executive committee.

g) The executive committee shall be elected at the Annual General Meeting and all positions shall be honorary.

h) Only financial members are entitled to stand for election to the committee, to vote or to do roster.

i) Nominations of candidates for elections to the executive committee shall be called for after the positions have been declared vacant at the Annual General Meeting..

j) If the number of nominations received, is equal to the number of vacancies to be filled, the person nominated shall be deemed to be elected.

k) If the number of nominations exceeds the number of vacancies to be filled, a ballot shall be held.

l) If insufficient nominations are received, any vacancies remaining on the committee, shall be deemed to be casual.m) Each member of the committee, subject to these rules shall hold office from the time of their election until all positions are declared vacant at the next Annual General Meeting.

n) Retiring officers shall be eligible for re-election subject to rule 6(0).

o) The office of President, Vice President, General Secretary (or Minutes Secretary Correspondence Secretary) or Treasurer may not be held by any one person for more than 4 consecutive years.

p) A committee member shall be deemed to have vacated their office if.

1. They die.
2. Cease to be a member of the group.
3. Resigns office in writing to the secretary.
4.Becomes of unsound mind, or a person whose person or estate is liable to be dealt with in any way under law relating to mental health.
5. In the case of the treasurer, becomes bankrupt or makes a composition with his or her creditors.
6. A committee member shall be deemed to have vacated their office, if absent without the of the consent of the committee for a period of three (3) months.

(q) Meetings of the executive committee:

1. Shall be held at least four (4) times a year.2. Committee meetings shall be held at a convenient time and place as required.
3. A quorum necessary for the transaction of business of the group at an executive committee meeting shall be five(5)

7. GENERAL MEETINGS.

a) There shall be at least 4 general meetings of the group each year.

b) The Annual General meeting shall be held in March each year.

c) Notification of a general meeting or special general meeting shall be given to members two weeks prior to the set date,

d) Notice of the holding of the Annual general meeting shall be published. Publication of such notice in the groups newsletter shall be deemed to be notice to each member.

e) The quorum necessary for the transaction of business of the group at a general meeting shall be eight (8) with at least two (2) executive.

f) No item of business shall be transacted at a general meeting unless a quorum of members eligible to vote is present.

A special general meeting may be called:
1. By the committee at any time.

2. On receipt by the secretary of a written request thereof signed by eight (8) members whose fees, if payable are not in arrears, and stating the reason for which the meeting is required.

8. VOTING & RESOLUTIONS
a) Every motion shall be put through the chair, moved and seconded.
b) The President or Chairperson has the casting vote to decide any issue with equality of votes.

c) Upon any question arising at a general meeting of a group, a member has one vote only.

d) All votes shall be given personally or by proxy but no member may hold more than three proxies.

e) Each member shall be entitled to appoint another member as proxy' by notice given to the secretary' before commencement of the meeting in respect of which the proxy is appointed.

f) Visitors and guests may take part in discussions or group matters. but may not vote

9. FUNDS
a) The funds of the group shall be derived from annual subscriptions, donations and subject to any resolution passed by the group, in general meeting, such other sources as committee determines

b) The executive committee shall choose the financial institution to be used by the group.

c) All money received by the group shall be deposited as soon as practicable to the credit of the group's bank account

d) Subject to any resolution passed by the group in a general meeting, the funds of the group shall be used in pursuance of the objects of the group in such a manner as the committee determines, However the income and property' of the group, howsoever derived shall be applied solely towards the promotion of the group and no portion thereof shall be paid to. or transferred directly or indirectly to the members of the group, provided nothing herein shall prevent the payment in good faith of remuneration to any officer or member of the group for services rendered.

e) All cheques, drafts, bills and other negotiable instruments shall be signed by any two (2) members of the group, being members authorised to do so.

f) The Society shall maintain a Gift Fund

10. PROPERTY
a) The group shall keep a register of all books, software and hardware owned by the group.

b) The executive committee shall ensure that the property' of the group is adequately insured.

e) Access to and usage of the equipment shall be determined from time to time by the executive committee. Any rules are to be prominently displayed.

11. ALTERATION TO THE CONSTITUTION

a) The statement of objects and these rules may only be altered, rescinded or added to by a special resolution of the group.

12. THE COMMON SEAL.

a) The common seal of the group shall be kept in the custody of the Public Officer.

b) The Common Seal shall not be affixed to any instrument except by authority of the committee and the affixing of the common seal shall be attested by' the signatures of two (2) members of the committee.

13. CUSTODY & INSPECTION OF THE BOOKS.

a) Except as otherwise provided by these rules, custody and control of the various bbooks records and other documents relating to each of the executive positions, shall be vested in the person occupying such position, during their tenure of office.

b) The records, books and other documents of the group shall be open for inspection, free of charge by any member of the group at any reasonable hour.

c) The groups books shall be closed at the 31st December each year and audited prior to the Annual General Meeting.

14. DISOLUTION OF THE GROUP.

a) The group shall be deemed to be defunct if the membership of the group falls below eight (8) or if a special meeting called for the purpose decides by a majority of 75% to dissolve it.

(b) If upon winding up or dissolution of the Association there remains after satisfaction of all debts and liabilities any property whatsoever, the same shall not be paid to or distributed amongst the members of the association but shall be given or transferred to some other Association having objects similar to those of this Association and which shall prohibit the distribution of its or their income and property amongst its or their members and which is a authority or Institution approved by the Commissioner of Taxation as a authority or institution referred to in Division 30 of the Income Tax Assessment Act, 1997 (as amended).

(c) In futherance of the objects of the Association to amalgamate with any one or more incorporated organisations having objects similar to those of the Association and which shall prohibit the distribution of its or their income and property amongst its or their members to an extent at least as great as that imposed upon this Association and which is a fund, authority or institution approved by the Commissioner of Taxation as a fun, authority or institution referred to in Division 30 of the Income Tax Assessment Act, 1997 (as amended).

d) If the Gift Fund is wound up or if the endorsement (if any) of the organisation as a deductible gift recipient is revoked, any surplus assets of the Gift Fund remaining after the payment of liabilities attributable to it shall be transferred to a fund authority or institution to which income tax deductible gifts can be made.

AMENDMENTS & ALTERATIONS.

For authorisation. see minutes of meetings cited.


Rule 9d Amended General Meeting 10 April 1996. Carried

Rule 13aAmended AGM. March 1994.Carried

Rule 13c Amended AGM March 1996Carried
Rule 6fAmended AGM March 1998Carried

Rule 6pAmended AGM March 1998Carried

Rule 6fAmended General Meeting 10 February 1999.Carried

Rule 14dAmended General Meeting 12 April 2000Carried

Rule 14cAmended General Meeting 12 April 2000Carried

Rule 4dAmended General Meeting 14 June 2000Carried

Rule 6h Amended General Meeting 14 June 2000Carried

Rule 9f Amended General Meeting 9 August 2000Carried

Rule14b & cAmended General Meeting 9 August 2000Carried

Rule 14dAmended General Meeting 9 August 2000Carried