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| RULES NAME: The name of the Club shall be the St Lukes Railway Modellers' Club, hereinafter called "the Club". 1. OBJECT A Christian, church based club for hobbyists and people interested in model railways. Provide support and fellowship to the members while guiding, teaching and sharing the interest and enthusiasm for model railways. 2. AGE LIMIT The minimum age shall be 10 years unless special approval has been granted by the Management Committee. Junior members shall be those who have not attained the age of 18 years. Senior members shall be those members aged 18 years and above. Persons aged under 10 years may attend meetings only when accompanied by one of their parents or guardian. 3. MEMBERSHIP Membership shall be granted after application has been made to the Management Committee and annual fees have been paid. The Management Committee may reject any application for membership if it sees fit without supplying any reason. Annual fees shall be refunded to persons whose application for membership has been rejected. Club members shall abide by the rules set by the Church and ensure a level of conduct is displayed which is considered acceptable by the Management Committee and the Church. Members and applicants over the age of 18 shall sign a Prohibited Employment Declaration, as supplied by the Commission for Children and Young People, which shall be lodged with the St Lukes Parish Council. Membership fees shall be set at the Club Annual General Meeting. 4. MANAGEMENT COMMITTEE The Management Committee shall consist of at least a President, a Secretary and a Treasurer. A majority of the Management Committee shall be regular attending parishioners of the congregation of the Church. Persons shall not be eligible for nomination for election to the Management Committee until they have been financial members for at least two calendar years. Management Committee meetings may be called from time to time to discuss issues prior to presentation to General Meetings. Such meetings may be requested by a simple majority of Management Committee members. The Management Committee shall be elected at the Annual General Meeting. All financial members are eligible to attend and vote. The quorum for all general meetings shall be 30% of financial members. The election of any person to a position upon the Management Committee shall be subject to stipulations by the church from time to time. Office bearers shall retire from office annually but shall be eligible for re election. The Management Committee shall have control of all matters pertaining to the Club. It shall make decisions in respect of the day to day operation of the Club, subject to its Rules and shall plan Club activities. Each Management Committee member shall be empowered to conduct their portfolio and shall be held responsible and accountable for their delegated activities. Each member of the Management Committee shall hold office from the date of election until the next Annual General Meeting. A member of the Management Committee shall cease to hold office upon: • submission of resignation in writing; • removal from membership of the Club; • absence from three successive Management Committee meetings without prior approval by the Management Committee; • election of another member to fill that committee position at the next General Meeting. Any casual vacancy shall be temporarily filled by a member appointed by the Management Committee until a General Meeting of members can be held so as to elect a permanent replacement. 5. NON-EXECUTIVE COMMITTEE A non executive committee may be elected at the Annual General Meeting by the members. This committee shall be comprised of such positions as the members present at the Annual General Meeting see fit to recommend, to assist the Management Committee to conduct Club activities. At least one non-executive committee member shall be a junior Club member. Casual vacancies may be filled by appointment by the Management Committee or by election by the members present at a General Meeting. Temporary positions may, be created and filled by decision of the Management Committee to fulfil short-term needs. Such positions shall terminate at the next General Meeting unless the General Meeting sees fit to prolong them. Should the positions be so prolonged, they shall be filled by members nominated and elected at the same General Meeting. 6. ANNUAL GENERAL MEETING An Annual General Meeting shall be held after the last day of December and no later than the last day of February each year. The agenda of each Annual General Meeting shall include: • presentation of audited annual financial accounts; • nomination and election of Management Committee; • nomination and election of non executive committee. A quorum for an Annual General Meeting shall be 30% of the financial members. If a quorum is not present within one hour of the advertised starting time, the meeting shall not proceed. The meeting shall be reconvened within 35 days. At least 28 days' notice of all General and Annual General Meetings shall be given to all financial members. Voting shall be by show of hands unless a secret ballot is requested and seconded. Decisions shall be made by a simple majority vote. All votes shall be made personally. There shall be no voting by proxy. In the event of a tied vote, the president shall have the casting vote. 7. GENERAL MEETINGS At least three General Meetings shall be held during each financial year. A Special General Meeting shall be convened by the Management Committee within 28 days of receipt of a written request to do so from at least two financial members of the Club or to fill a casual vacancy on the Management Committee. General Meetings shall be conducted in the same manner as Annual General Meetings. 8. ASSETS (Reserved) 9. DONATIONS Subject to the Church Parish Council prior endorsement, the Club Management Committee may cause financial and/or material donations to be given. Donations do not require the endorsement of a Club General Meeting. 10. CLUB ACTIVITIES Regular activities shall be held at St Lukes Anglican Church, Galston Road, Hornsby Heights and other venues as required at advertised times and dates. Each member shall be encouraged to make a financial donation to cover costs of meetings. Members shall abide by the Club and Church rules and by-laws. Members and their guests shall respect Church and private property. No loud noises shall be emitted by members on the premises, after 10 pm, to maintain community goodwill. All premises, fittings, equipment etc, wherever it is should be returned to its original state or better, after use, in a prompt manner. Each member should wear his/her name badge at Club activities. At least one Management or non executive committee member shall be present at each Club activity or meeting, who must be a financial senior member. Visitors shall be permitted to attend all Club activities. Visitors shall be under the guidance of a Club member whilst operating a Club model railway layout (hereinafter referred to as "layout") and while at club activities. 11. EXHIBITIONS Exhibitions shall be organised by an Exhibitions Officer. Members attending shall abide by the directions of respective Layout Officers. Members must be proficient in the detailed operation of any layout they control during any exhibition. Members shall be rostered to operate Club layouts. This shall be waived for such layouts as is specified, intended or designed for some other use or operation. Members shall be encouraged to wear Club uniform while operating layouts at Club exhibitions or representing the Club at other exhibitions. Each Club layout shall be under the control of an appointed Layout Officer. Each layout officer may appoint another member or members to assist with the layout as may be required. All members involved in the individual layouts shall be responsible for the setting up, maintenance and storage of their respective layouts. All layout running shall be carried out on a rostered basis. This applies for all club and group layouts. Members shall not be bound to one, particular layout or area of interest. Members may purchase module benches (that is, sections of modular layouts) for a fee set by the Management Committee. A member may resell their module bench to another member at any time for a minimum of 60% its original cost, or some other rate as is considered reasonable by the Management Committee. 12. LIBRARY The Club may gather a library of documents, publications, videos or other recordings, which shall be placed in the care of the Club Librarian (defined to be a non-executive committee member, elected at the Annual General Meeting). Members may borrow magazines, books or video recordings from the Club Librarian. All borrowed materials shall be returned within one month or by arrangement. Articles not returned shall be paid for at the cost of replacement. 13. AMENDMENT OF CLUB RULES These rules shall be amended only by way of a resolution passed by 75% of the financial members present at an Annual or Special General Meeting. By laws may be made from time to time by the Management Committee, subject to confirmation at the next General or Annual General Meeting (whichever is held first). Any rule changes shall be submitted to the Church Parish Council for final confirmation and ratification. 14. CESSATION PROCEDURE Cessation Procedures shall commence upon the recommendation of the Management Committee. A Special General Meeting shall be convened to consider the recommendation. Members shall be given 21 days' notice of the meeting (specifying date, time, place and purpose of the meeting). This notice shall be provided in writing to each member in person or by post, facsimile or e-mail to their last known address. The quorum for the Special General Meeting shall be 75% of the financial members. The Club shall be wound up upon the passing of a resolution to that effect by 75% of the financial members present. Upon the passing of that resolution, all Club property shall be sold by auction to the highest bidder. The proceeds of the auction and all other monies shall then be handed over to the Church Parish Council. The Club may also be wound up by resolution of the Church Parish Council. Upon the written advice of that resolution, all Club property shall be sold by auction to the highest bidder. The proceeds of the auction and all other monies shall then be handed over to the Church Parish Council. By-Laws 1. Duties of Office Bearers The duties of the President shall include: • Chairing all formal meetings of Management Committee and the Club; • Providing strong leadership to all Club members; • Overseeing the efficient operation of the Club; The duties of the Treasurer shall include: • formally receiving all monies on behalf of the Club; • issuing prompt payments on behalf of the Club, subject to the prior and minuted approval of the Club; • keeping full and proper accounts of all financial matters; • preparation of periodic accounts for presentation to the General Meetings; • preparation of accounts for audit for presentation to the Annual General Meeting. The treasurer or other nominated Club member shall count all moneys received in the presence of another Club member and both shall sign the receipt book. All payments shall require the passing of a resolution at a regular General Meeting. The duties of the Secretary shall include: • administering all correspondence; • keeping all formal Club records, including minutes of Club and Committee meetings; • maintaining a register of all Club and Committee members, including names, addresses and telephone numbers; • maintaining an attendance register for every Club meeting, notifying Club members and other interested parties of Club activities and meetings; • formally notifying the Church Parish Council in advance of all meetings and functions conducted in the Club's name; • maintain a register of all the Club assets. |