RULES of the CHURCHILL & DISTRICT COMMUNITY …

1 | P a g e

CDCA Rules adopted 24/8/2011, Revised 30/8/2016

RULES

of the

CHURCHILL & DISTRICT COMMUNITY ASSOCIATION

ADOPTED: 24 / 8 / 2011 Revised 28/8/2013, 19/8/2014, 30 August 2016

1. NAME

The name of the Association is Churchill & District Community Association (CDCA)

2. DEFINITIONS

In these rules -

“Committee” means the Committee of Management of CDCA.

“Financial Year” means the year ending on 30 June.

“Member” means a member of the Association.

“Executive” means the Executive Committee which comprises President,

Vice-President, Secretary and Treasurer of CDCA.

“Executive Member (Officer)” means a member of the Committee of the

Association, who holds one of the following positions: President, Vice-President,

Secretary and Treasurer of CDCA.

“Ordinary Member of the Committee” means a member of the Committee who

is not an officer of CDCA under Rule 9.4.’

“AGM” means the Annual General Meeting of the CDCA (see Rule 7).

“SGM” means the Special General Meeting of the CDCA (see Rule 8)

“General Meeting” means a meeting of members convened in accordance with

Rule 4.

“Area Served by CDCA” is known as “Churchill and District”, and means the

communities of Churchill, Hazelwood, Hazelwood Heights, Hazelwood North,

Hazelwood South, Jeeralang and Jeeralang Junction, as defined by Latrobe City.


3. OBJECTIVES

CDCA will promote at local, regional, state, national, and international levels, the

interests of the people of Churchill and its district.

CDCA’s objectives are:

To actively promote the area as a great place to live and raise a family.

To act as a voice on issues of strategic significance to the whole area.

To advocate for open, transparent, inclusive and responsive processes to be adopted in planning and decision making to Churchill and District.

To establish and encourage forums for discussion on issues specific to Churchill and District.

To assist organisations based in Churchill and District to further their interests by encouraging interaction between groups and stakeholders.

To act as a voice for groups and individuals to present specific issues to Council,

State and Commonwealth agencies and/or other relevant organisations.

To act as an impartial body with membership drawn from the community and relevant interest groups in Churchill & District.

In achieving these objectives, CDCA will actively monitor and assist in any review of

strategic planning for Churchill and District. It will work closely with governments,

community, business organisations and sporting organisations at all levels, with

Federation University Australia

and Latrobe City, in achieving good outcomes for Churchill as a university town.

4. MEMBERSHIP

4.1. Membership of CDCA is open to those who reside in or who have an interest in

the area served by CDCA, abide by these rules, and have paid the current annual

membership fee. Membership includes the following categories of members:

Family membership is defined as two or more family members residing

in the same household or who have a direct interest in the area served by

CDCA. Such members shall be entitled to one vote but all family members

shall be entitled to attend meetings and speak.

Individual membership is defined as a natural person resides in or who

has a direct interest in the area the area served by CDCA.

Business, Community or Sporting Group membership is defined as a

Business, Community or Sporting Group having an interest in the area

served. Such memberships shall be entitled to one vote each and shall

notify the CDCA Committee as to who their representative is.

Federation University Australia, Gippsland Campus and Latrobe City

will have a standing invitation to attend all meetings of CDCA, be entitled


to speak, shall constitute numbers for a quorum but not be entitled to vote

or be a Committee Member or Executive Member of CDCA.

Monash University Gippsland Student Union Inc. and Neighbourhood

Watch will each be asked to nominate one representative, such members

shall have speaking rights at any meeting of CDCA and be entitled to vote

and stand for election. These organisations will be asked to confirm their

representative at the Annual General Meeting.

Other organisations can be invited to nominate a representative as

required by the Committee.

4.2. Persons applying for memberships will complete the Application form set out in

Schedule 3, and pay the membership fee.

4.3. As soon as practicable after the receipt of an application and fee, the Secretary

must enter the applicant’s name in the Register of Members, upon which the

applicant becomes a member. The Register of members must include the full

name, address, contact details and date of application for membership.

4.4. A list of the names of members must be available to members to view upon

request.

4.5. The Executive may review applications for membership and has the right to refuse

membership if the Committee believes that the applicant/s will not further the

Objectives of CDCA. The Executive shall report the reasons for such decisions to

the next Committee Meeting, the portion of such meeting being “in camera”.

4.6. The Executive may review current memberships if it believes a member has

breached the Code of Conduct (Schedule 1), has brought CDCA into disrepute, or

has acted in a way which does not further the Objectives of CDCA. The

Executive will report the reasons for such a review and any recommendation for

cancellation of membership to the next Committee meeting, the portion of such

meeting being “in camera”, for approval.

4.6.1. Any member whose membership is cancelled must be notified in

writing and has the right of appeal to the next Committee Meeting, or at

some other time which the Committee shall decide.

4.7. Membership is not transferable to another person

4.8. Members must hold membership for at least 30 days before the date of the AGM

to be entitled to vote at the AGM.

4.9. All memberships shall not be financial at the end of each AGM unless members

have renewed their membership and paid the annual fee at or before the AGM.

4.10. Ceasing membership

A member of the Association who has paid all monies due and payable by a

member of the Association may resign from the Association by giving one

month’s notice in writing to the Secretary.

4.11. After the period referred to in 4.10, the member ceases to be a member, and the

Secretary must record in the register of members the date on which the member

ceased to be a member.


5. ANNUAL MEMBERSHIP FEES

5.1. The Annual membership fees shall be set at the AGM (see Schedule 4).

5.2. Members may renew their membership by payment of a new annual membership

fee without having to complete a new Application form.

6. COMMITTEE OF MANAGEMENT.

6.1. The Committee of Management shall manage the affairs of CDCA to achieve the

Aims and Objectives in accordance with its Rules. The Committee shall:

6.1.1. Authorise the budget of CDCA funds for each financial year

6.1.2. Appoint an Auditor, to review the financial affairs of CDCA if required

6.1.3. Establish and manage a Code of Conduct (Schedule 1) to govern the

behaviour at meetings and other activities of CDCA

6.1.4. To establish additional schedules, or amend existing schedules, to these

Rules as required.

6.1.5. Consider community issues, reports from residents and other

organisations which may impact on the area served

6.1.6. Identify and manage risks to CDCA or the community it serves.

6.1.7. Make recommendations on membership fees to the AGM

6.1.8. Authorise any expenditure of funds of CDCA

6.1.9. Approve a Schedule of Allowable Expenses (Schedule 2), prepared

from time to time by the Treasurer, for which CDCA Committee

members and others may be reimbursed

6.1.10. Conduct a review of the performance of CDCA and its Rules, at least

every five years

6.1.11. Consider the creation of designated Committee positions or new

Executive positions as required, to be approved by the AGM.

6.2. The Committee shall consist of a minimum of 6 CDCA members. Members of

the Association will elect Ordinary Committee members at the Annual General

Meeting.

6.3. The Committee may appoint from time to time sub-committees or co-opt non

Committee members or non members to assist in dealing with specific issues.

The structure of any sub-committee will include:

6.3.1. At least one Executive member who will convene and chair meetings

6.3.2. A majority of Committee members

6.3.3. At the discretion of the Committee, members of CDCA who are not

Committee members and non members who may have particular

expertise.

6.4. Any sub-committee must report back to the Committee for final action or

approval unless otherwise authorised by the Committee.


6.5. Vote of No Confidence in Committee

6.5.1. In the event of a vote of No Confidence in the Committee of Management

(majority of two thirds of CDCA membership), there will be a spill of all

positions.

6.5.2. The meeting at which the No Confidence motion has been passed will

appoint an interim officer to conduct the affairs of CDCA to enable a SGM

to be convened.

6.5.3. Following a spill of all positions, Committee positions shall be filled at a

Special General Meeting which will be held within one month.

6.6. In the event of a casual vacancy occurring in the office of a Committee member

(including Executive members), the Committee may appoint a member of the

Association to fill the vacancy and the member so appointed shall hold office for

the remainder of the elected term, subject to these rules.

6.7. Election of members of the Committee shall be conducted in accordance with the

following process:

a. Nominations shall be in writing, signed by a member and the consenting

candidate

b. Nominations shall be delivered to the secretary not less than seven days

before the date set for the Annual General Meeting

c. If the number of nominations exceeds the number of vacancies to be filled, a

ballot shall be held

d. If insufficient nominations are received to fill all vacancies the candidates

nominated shall be deemed elected and further nominations shall be called for

at the Annual General Meeting

e. The ballot for the election of ordinary members of the committee will be

conducted at the Annual General Meeting in such usual and proper manner as

the Committee may direct.

7. EXECUTIVE COMMITTEE

7.1. The Executive will act on behalf of the Committee of Management to conduct the

ordinary business of CDCA, and address any urgent matters which may arise.

7.2. The Executive will report to every Committee of Management meeting.

7.3. Executive Committee Members (Officers) of CDCA shall be elected by the

Committee from within its members and shall consist of:

a. a President

b. a Vice-President

c. a Treasurer

d. a Secretary

e. Other such positions as created from time to time by the Committee and

approved by the AGM (see 6.1.11)

7.3.1. This election should occur at, or as soon as practicable after, the AGM.

The elected officers shall hold office for one year, or until the next

AGM whichever comes first.


7.3.2. Executive members may not hold more than four consecutive terms of

office for same position. Under exceptional circumstances, this rule

may be waived at the discretion of the Committee.

8. ROLES OF THE OFFICERS

8.1. PRESIDENT

The role of the President is:

a. To lead the CDCA

b. To chair meetings, in accordance with the CDCA Code of Conduct

c. In consultation with the Secretary, to prepare meeting agendas

d. To speak on behalf of CDCA (this role may be delegated by the President or

Executive to another Member

e. To engage with media on behalf of CDCA unless otherwise specified.

8.2. VICE-PRESIDENT

The role of the Vice-President is:

a. To chair meetings in the absence of the President or where the President

vacates the chair due to a conflict of interest

b. To support the President and to act on their behalf as requested by the

President or the Committee.

8.3. SECRETARY

The role of the Secretary is:

a. To keep minutes of the resolutions and proceedings of each general meeting

and each committee meeting in books provided for that purpose together

with a record of the names of persons present at Committee meetings

b. In consultation with the President, to prepare meeting agendas, stating the

type of meeting; date, time and location; and items of business

c. To maintain a register of members, from which a list of names only will be

made available upon request from members

d. Except where otherwise provided in these rules, to keep in their custody or

under their control all books, documents and securities of the Association

e. To ensure that all accounts, books documents and securities of CDCA shall

be available for inspection by any member of CDCA upon request

f. To carry out administrative duties, including collecting, filing and issuing

general correspondence of CDCA unless otherwise specified by the

Committee.

8.4. TREASURER

The role of the Treasurer is:

a. To collect and receive all money due to CDCA


b. To make recommendations to the Committee on the expenditure and

banking of CDCA funds

c. To prepare a draft budget for the endorsement of the Committee (see 6.1.1)

d. To make all routine payments in accordance with the budget

e. To reimburse expenses incurred by Members of CDCA in accordance with

the budget

f. To prepare a draft schedule of allowable expenses for the endorsement of

the Committee

g. To provide recommendation on expenditure of funds required outside the

scope of the budget

h. To make all other authorised payments (see 6.1.8)

i. To keep correct records and account books showing the financial affairs of

the Association with full details of all receipts and expenditure connected

with the activities of CDCA

j. Where practicable, to provide written and/or verbal reports of the financial

state of all CDCA transactions at each Committee meeting.

9. MEETINGS OF CDCA

9.1. Meetings of the CDCA shall occur from time to time as determined by the

Committee of Management. The meetings will be one of six categories of

meetings:

Annual General Meeting

Special General Meeting

Committee Meeting

Executive Committee Meeting

General Meeting of the Association

Public Forum

9.2. The President has the right to vacate the chair at a meeting and delegate this role

to the Vice-President.

9.3. If the President and the Vice President are absent from a General Meeting, or

unable to preside, the members must select one of their members to preside as

chairperson.

9.4. Attendance at Meetings

9.4.1. The AGM, SGM, Committee and General Meetings may admit visitors on

the ruling of the Chair

9.4.2. Executive Meetings are limited to Executive members or invitees

9.4.3. If Committee Meetings are held in conjunction with a General Meeting,

visitors and non-Committee members may be asked to leave by the Chair if

the Committee needs to consider confidential matters

9.4.4. Public Forums are open to all members of the public.

9.5. If there is no quorum for a Committee, Executive or General Meeting, the


meeting may proceed but no resolution may be adopted.

10. ANNUAL GENERAL MEETING.

10.1. The Annual General Meeting of the Association is to be held on a day between 1

July and 30 September on such a day as the Committee determines. The Annual

General Meeting shall be specified as such in the notice convening it.

10.2. The ordinary business of the Annual General Meeting shall be:

10.2.1. To confirm the minutes of the last Annual General Meeting and of any

Special General Meeting held since that meeting

10.2.2. To receive reports from the Committee members upon the activities of

the association during the last year.

10.2.3. To set key activities and priorities of CDCA for the next year.

10.2.4. To consider any resolution or matter that has been provided to the

Secretary at least 28 days in advance of the AGM.

10.2.5. To approve any changes to the Rules of the Association. Any proposed

changes shall be provided to the Secretary at least 28 days in advance of

the AGM and included in the Notice of Meeting. Any changes to the

Rules of the Association will require two thirds of the members at the

AGM to vote in favour of the resolution for it to be carried.

10.2.6. To set the annual subscription fees (see Schedule 4).

10.3. Notice of Meeting:-

The Secretary shall at least 14 days before the date fixed for holding an Annual

General Meeting of the Association cause to be published in the local media a

notice stating the place, date and time of the meeting and the nature of the

business to be transacted at the meeting.

10.4. AGM Elections

10.4.1. All Committee members must be elected and appointed at the AGM

until the date of the next AGM.

10.4.2. Nominations shall be called for positions on the Committee. In the

event that there are more nominations than positions, a ballot shall be

conducted.

10.4.3. The Executive shall appoint a chair who shall preside at the meeting of

the AGM during the conduct of any election. The chair may appoint a

Returning Officer to distribute and count ballots, if required, and to

announce the results. Upon election of the new president this person

shall resume the chair of the AGM.

10.4.4. All ballots for Committee positions shall be conducted as secret ballots.

10.4.5. Vacancies on the Committee between AGM’s may be filled on a casual

basis (see 6.6).


10.4.6. All financial CDCA Members in attendance at the AGM are entitled to

vote in a ballot if a ballot is necessary.

10.5. Quorum

10.5.1. A quorum shall constitute any 6 members eligible to vote, and 4 must

be members of the Committee of Management.

11. SPECIAL GENERAL MEETING

11.1. A Special General Meeting of CDCA may be called to consider urgent matters

affecting CDCA including:

11.1.1. Changes to the Rules - any changes to the Rules of the Association will

require two thirds of the members at the SGM to vote in favour of the

resolution for it to be carried

11.1.2. Election of the Committee, in the event of a vote of no confidence in

the Committee

11.1.3. The winding up or the decision to go into recess of CDCA.

11.2. If an AGM has not been held in the previous 15 months, the Committee must call

an SGM.

11.3. The Committee must, on the request in writing, stating reasons for the request, of

members representing not less than one fifth of the total number of members,

convene a meeting of CDCA, within one month of receiving the request.

11.4. A Special General Meeting shall be called in accordance with the following

process:

11.4.1. The Secretary shall at least 14 days before the date fixed for holding a

Special General Meeting of the Association cause to be published in the local

media a notice stating the place, date and time of the meeting and the nature of

the business to be transacted at the meeting.

11.5. All elections, voting and quorum requirements for a SGM shall be the same as the

AGM.

12. COMMITTEE MEETING

12.1. The Committee shall meet throughout the year, on a quarterly basis at a minimum,

at such place and times as the Committee may determine. Additional Committee

meetings may also be held via telephone, email or on-line.

12.1.1. Any 4 members of the Committee shall constitute a quorum of the

Committee.

12.1.2. Meetings of the Committee will be called by the President or any 3

committee members.

12.2. The Committee is required to respond to any resolution of a General Meeting and

report back to the next General Meeting.

12.3. Committee meetings may occur as part of a General Meeting of CDCA.


12.4. A Committee Meeting shall be called to discuss and if necessary counteract any

attempt to take control of the Association by special interest groups.

12.5. Adjournment of meetings

12.5.1. The person presiding may, with the consent of a majority of members

present at the meeting, adjourn the meeting to a time and place to be

determined.

12.5.2. No business may be conducted at an adjourned meeting other than the

unfinished business from the meeting that was adjourned.

13. EXECUTIVE COMMITTEE MEETINGS

13.1. Executive Committee Meetings may occur at a frequency and place as determined

by the president or at least two other members of the Executive.

13.2. A quorum for the Executive shall be 3 members of the Executive.

14. GENERAL MEETING

14.1. General Meetings may be called:

14.1.1. To inform members of matters of interest within the scope of CDCA’s

Objectives

14.1.2. To inform members of the conduct of the business of the CDCA by the

Committee

14.1.3. To discuss matters of public importance or current interest

14.1.4. To enable members to voice opinions about the conduct of the CDCA

14.1.5. To provide recommendations and resolutions for the consideration and

response of the Committee.

14.2. General Meetings will be held at such time as determined by the Committee.

14.2.1. There must be a minimum of one general meeting (excluding the AGM)

per year.

14.2.2. A quorum shall constitute any 6 members eligible to vote, and 4 must

be members of the Committee.

14.2.3. Members of the public who are not members of CDCA may attend but

shall not be eligible to vote. Visitors may speak with the permission of

the Chair. The Chair may refuse such visitors right of entry if the Chair

believes the visitors do not support or will undermine the Objectives of

CDCA.

15. PUBLIC FORUM

15.1. In promoting its Objectives, CDCA may convene public forums to enable matters

of public interest to be discussed.


15.2. The Committee or General Meeting may adopt the recommendations arising from

these forums, and will action these accordingly.

16. SPEAKING & VOTING OF MEMBERS AT MEETINGS.

16.1. All meetings shall be conducted in accordance with the CDCA Code of Conduct.

16.2. Each member shall be entitled to one vote only and proxy voting is not allowed.

16.3. Attendees at meetings must be current paid up members to be entitled to vote.

16.4. At meetings, all motions except those involving contested elections to the

Committee, are to be determined by a show of hands. However, upon the request

of three members present, a secret ballot shall be held to determine the outcome of

the motion.

16.5. The Chair has a deliberate vote and, in the event of there being a tied vote on any

motion, has a casting vote.

16.6. Manner determining whether a resolution is carried:

16.6.1. If a question arising at a general meeting of the Association is put to a

vote, the chairperson will declare that the resolution has been:

(i) carried; or

(ii) carried unanimously; or

(iii) carried by a particular majority; or

(iv) lost.

16.6.2. An entry to that effect is to be included in the minutes of CDCA.

16.7. All members are entitled to speak at General Meetings unless ruled out of order

by the Chair, in accordance with the Code of Conduct.

16.8. It is the prerogative of the Chair to allow observers to speak at General Meetings.

16.9. At Committee Meetings, only Committee Members may vote and it will be the

prerogative of the chair to allow members or observers to speak.

16.10. Vote of No Confidence

16.10.1. At a General Meeting any member may move a motion that a Vote of

No Confidence in the Committee or Executive member be held. Such a

motion may pass with a simple majority.

16.10.2. If the motion passes and at least two thirds of the membership is

present, the Meeting shall proceed to the Vote of No Confidence.

16.10.3. If there is not two thirds of the membership present, the motion for a

Vote of No Confidence will lay on the table until the next General

Meeting. If the next General Meeting does not have two thirds of

members in attendance, the motion for a Vote of No Confidence shall

lapse.

16.10.4. A Vote of No Confidence in the Committee or Executive member shall

require a majority of two thirds of CDCA members (see 6.5).

16.10.5. If a Vote of No Confidence in the Committee succeeds, a Special

General Meeting shall be called (see 11.1.2).


17. FUNDS.

17.1. The funds of CDCA shall be derived from annual subscriptions, donations,

sponsorships and such other sources as the Committee determines.

17.2. CDCA may seek or accept sponsorship from organisations or individuals if the

Committee believes such sponsorships will further the Objectives of CDCA.

17.3. All cheques shall be signed by two members of the Committee, one of whom shall

be a member of the Executive, as nominated.

17.4. The Committee will determine how many signatories shall be authorised.

18. OBSERVER STATUS.

Any official representatives of any organisation or local body may be permitted to

attend any General Meeting, AGM or SGM of CDCA in an “Observer” capacity

if approved by the President or two other members of the Executive. The chair has

the right to determine if such visitors may speak (see 16.8)

19. ENDORSEMENT OF CANDIDATES FOR PUBLIC OFFICE

CDCA will not endorse candidates for Federal and State Parliament or Local

Government.

20. DISPUTE RESOLUTION

If a dispute arises between two members, or between a member/s and the Committee or

Executive of CDCA, the Committee will determine if such disputes relate to the aims and

objectives of CDCA. If the dispute does not pertain to CDCA business, members will be

directed by the Committee that CDCA meetings are not the place for such issues and

members may be ruled out of order or directed not to attend. If the dispute does relate to

CDCA business, the Committee shall:

20.1. Attempt to resolve the dispute internally.

20.2. Refer the matter to the following Dispute Resolution process:

20.2.1. Parties must meet within 14 days and attempt to resolve dispute by

discussion.

20.2.2. If no resolution is reached, then within 10 days there must be a meeting

with a mediator.

20.2.3. The mediator will be chosen:

(a) with the agreement between the parties, or

(b) in the absence of an agreement, by referring the dispute to the

Dispute Settlement Centre of Victoria (Department of Justice) which


will appoint a mediator. A member of the Association can be a

mediator if they are not party to the dispute.

20.2.4. The mediator must:

(a) give the parties every opportunity to be heard

(b) allow consideration of any written statement submitted

(c) ensure natural justice is accorded to the parties.

20.2.5. The mediator must not determine the dispute.

20.2.6. If the dispute is not resolved, the parties may seek resolution at law.

21. RECESS

21.1. CDCA may decide to go into recess for the following reasons:

a. In the event the CDCA is not able to fill sufficient number of Executive or

Committee positions to be able to fulfill the aims and objectives of CDCA, the

Committee shall call a SGM of members to decide on whether the CDCA

shall be go into recess.

b. An irreconcilable dispute about CDCA between two parties, or such a dispute

is before the courts.

c. Another organisation is better positioned to fulfill the aims and objectives of

CDCA.

21.2. The decision to go into recess will be taken at a SGM (see 11.1.3) and will be for

a specified period of time. If this period exceeds the annual term of office of the

Committee, the decision to come out of recess shall be taken at a public forum. If

the period of recess does not exceed the annual term of office, once the period of

recess expires, the Committee members will resume their duties.

21.3. If CDCA votes to go into recess, a guardian of the assets will be appointed.

22. WINDING UP

22.1. CDCA may decide to wind up if:

a. CDCA is unable to form an Executive or Committee

b. There is an irreconcilable dispute about CDCA between two parties

c. Another organisation is better positioned to fulfill the aims and objectives of

CDCA.

22.2. The decision to wind up will be taken at a SGM (see 11.1.6). Such a vote will

require a two-thirds majority of the SGM.

22.3. If CDCA votes to wind up, this process will be deemed complete when:

a. Assets have been disposed of

b. A Notice is lodged in the local paper.

22.4. In the event of the winding up of CDCA, the Committee shall dispose of the

assets in accordance with any funding agreements and the wishes of the SGM;


and the balance of assets may be disposed of, at the discretion of the Committee,

to other appropriate local community organisations. No surplus assets can go to

members or former members.


SCHEDULE 1: Code of Conduct

1 Meeting format

(i) All meetings will be conducted in accordance with the CDCA Rules

(ii) Meeting Agendas will clearly identify the type of meeting (e.g.

Committee, General Meeting, etc)

(iii) Meeting Agendas will establish agreed meeting start & completion

times

(iv) A motion is required to be passed for an extension of meeting time

(v) The quorum will be clearly identified & established prior to

commencement.

2 Conduct of Meeting

(i) An agenda will be provided for each meeting

(ii) Additional agenda items may be submitted either prior to, or at the

commencement of a meeting, otherwise they will not normally be

dealt with

(iii) At the commencement of a meeting, the order of agenda items may be

reviewed to enable agreed items of importance to be addressed within

the meeting timeframe

(iv) Some agenda items may be deferred to a future meeting if there is

insufficient time to consider all items

(v) Agenda items may also be referred to the Executive or an appointed

working group for consideration or decision

(vi) Eligible voting members will be clearly identified at each meeting.

Other attendees will not be entitled to vote

(vii) All non-voting members, guests and visitors will be identified as

observers and recorded as such and may, with the permission of the

chair, be entitled to speak

(viii) Closed meetings, or “in camera” sections of meetings, may be held at

any time at the discretion of the Executive and/or at the direction of

the Chair.

3 Speaking at Meetings

(i) One person will speak at a time

(ii) Speakers at meetings will be identified by the Chair to speak in order


(iii) The Chair may request assistance in identifying the order of speakers

by appointing a member to list the order of members raising their

hands

(iv) Debate and discussion amongst members will always be conducted

through the Chair

(v) Visitors or observers may be invited to speak to specific agenda items

or to respond with information at the discretion of the Chair.

4 Conduct of individuals

(i) All attendees will, at all times, act in a manner that is courteous, polite

and respectful of others and their rights and responsibilities

(ii) All attendees will respect the role of the Chair

(iii) All attendees will adhere to the Meeting Code of Conduct

(iv) Attendees will not engage in personal attack, personal insult,

threatening, intimidating or disrespectful behaviour

(v) All mobile phones are to be turned off or on silent prior to the

commencement of the meeting, unless permission is granted through

the Chair

(vi) Any attendee may be issued with a warning by the Chair, if their

conduct is considered in breach of the Code of Conduct

(vii) In the event of any person, member or non member, showing disruptive

behaviour or refusing to comply with the direction of the Chair, the

person can be requested to leave the meeting on the Chair’s ruling

(viii) If any attendee’s behaviour is repeatedly inappropriate at meetings

subsequent to the meeting they were asked to leave (4vii), the Chair

may call for a vote that the person be excluded from further meetings

for a minimum period of 2 meetings

(ix) If a person is excluded from meetings for a second time (i.e. 4viii is

invoked twice), the Committee may invoke Rule 4.6 and cancel a

person’s membership

(x) Where attendees are in conflict and this is disruptive to meetings or the

organisation as a whole, they may be referred to mediation if willing,

or subject to CDCA’s Dispute Resolution process

(xi) Members who by their actions either within a meeting or external to a

meeting bring CDCA into disrepute, or act in a way that does not

further the objectives of CDCA, may be subject to the above sanctions

at subsequent meetings and may have their membership cancelled in

accordance with Clause 4.6.


SCHEDULE 2: Schedule of Allowable Expenses

This Schedule may be adjusted from time to time on the recommendation of the

Treasurer and approved by the Committee.

(i) All members of the Executive will be eligible to claim reasonable expenses on

the provision of supporting receipts.

(ii) Other CDCA Committee members and /or members must have any claims

individually approved by the Committee prior to incurring the expense.

(iii)The Treasurer is authorised to spend up to $20 per month petty cash on

stationery, stamps etc and the Secretary will arrange distribution to those who

require these items.

(iv) Internet connection, printer cartridges and telephone expenses of up to $20 per

month may be claimed by the Secretary and the President.

SCHEDULE 3 - Forms:

1. Application for Membership

2. Nomination for Committee

3. Nomination for Executive


APPLICATION FOR MEMBERSHIP

Current Annual Membership Fee $_______ Date Paid ___/____/_____

Full Name/s __________________________________________________

Residential Address____________________________________________

Mailing Address _______________________________________________

Telephone ____________________ Mobile ___________________

Email________________________________________________________

Type Membership

Individual ________

Family (names)__________________________________________

Business, Community, Sporting Group _____________________

Nominated Representative ________________________________

Direct interest in area served by CDCA

Your privacy is important to CDCA. This privacy statement provides information about the personal information that CDCA

collects, and the ways in which CDCA uses that personal information.

CDCA may use your personal information to:

Maintain a list of members – names only

Send to you messages about CDCA activities, including notices of meetings, minutes of meetings, using Australia

Post and or emails with Undisclosed Distribution List addressees

In addition to the disclosures reasonably necessary for the purposes identified elsewhere above, CDCA may disclose your

personal information to the extent that it is required to do so by law, in connection with any legal proceedings or prospective

legal proceedings, and in order to establish, exercise or defend its legal rights.


NOMINATION FORM FOR COMMITTEE

I,...................................................................................................................................

BEING A FINANCIAL MEMBER OF THE CDCA, WISH TO NOMINATE

......................................................................................................................................

FOR THE POSITION OF COMMITTEE PERSON, YEAR: ……………

SIGNED ......................................................................DATE …....../.........../............

I,...................................................................................................................................

BEING A FINANCIAL MEMBER OF THE CDCA, WISH TO SECOND THE

ABOVE NOMINATION.

SIGNED ......................................................................DATE …....../.........../............

I,.................................................................................................................................

BEING A FINANCIAL MEMBER OF THE CDCA, ACCEPT THE ABOVE

NOMINATION.

SIGNED ......................................................................DATE …....../.........../............


NOMINATION FORM FOR EXECUTIVE

I,.........................................................................................................................

BEING A FINANCIAL MEMBER OF THE CDCA AND AN ELECTED

COMMITTEE PERSON, WISH TO NOMINATE

..................................................................................................................................

FOR THE POSITION OF (select from) PRESIDENT

VICE-PRESIDENT

SECRETARY

TREASURER

………………………………………………………….., YEAR: …………

SIGNED ......................................................................DATE …....../.........../............

I,.................................................................................................................................

BEING A FINANCIAL MEMBER OF THE CDCA AND AN ELECTED

COMMITTEE PERSON, WISH TO SECOND THE ABOVE NOMINATION.

SIGNED ......................................................................DATE …....../.........../............

I,..................................................................................................................................

BEING A FINANCIAL MEMBER OF THE CDCA AND A COMMITTEE

PERSON, ACCEPT THE ABOVE NOMINATION FOR THE POSITION OF

………………………………………………………………………….…………..

SIGNED ......................................................................DATE …....../.........../............


SCHEDULE 4: Membership Fees

Effective from: 19/8/2014

$2 $0 (AGM 19/8/2014, 30/8/2016) Individual or Family

Membership

$10 $0 (AGM 19/8/2014, 30/8/2016) Business, Community or

Sporting Group

RULES of the CHURCHILL & DISTRICT COMMUNITY …

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