About Us
The activities of the Singleton Poultry Club can be traced back as far as March 1905. In that year the club staged its annual show on the 27th of May, and it is reported that the committee had received a large entry of fowls. The annual show was opened by the club patron, Mr Albert Augustus Dangar, a well known property owner in the Whittingham - Singleton area. In that year, as well as holding an annual show, the club conducted various other activities, including a laying competition, in order to increase interest in the keeping of poultry.
Reports from the Muswellbrook Chronicle in the 1930s indicate that a friendly rivalry existed between the Muswellbrook fanciers and those from Singleton, and in both 1931 and 1932 the successes of Muswellbrook exhibitors at the Singleton Poultry Club show were reported.
Although the club has a history that dates back over one hundred years, for a period of time its activities fell into abeyance. However, thanks to the efforts of a group of interested and enthusiastic fanciers, the Singleton Poultry Club bounced back, and now their annual show is a feature on the calendar of many poultry enthusiasts.
At the 2013 annual show, the refurbished poultry and pigeon pavilion was officially opened by the Mayor of Singleton, John Martin OAM. Thanks to the hard work of the committee and members, together with support from a number of local businesses and the NAA, the pavilion now offers first rate facilities.
Reports from the Muswellbrook Chronicle in the 1930s indicate that a friendly rivalry existed between the Muswellbrook fanciers and those from Singleton, and in both 1931 and 1932 the successes of Muswellbrook exhibitors at the Singleton Poultry Club show were reported.
Although the club has a history that dates back over one hundred years, for a period of time its activities fell into abeyance. However, thanks to the efforts of a group of interested and enthusiastic fanciers, the Singleton Poultry Club bounced back, and now their annual show is a feature on the calendar of many poultry enthusiasts.
At the 2013 annual show, the refurbished poultry and pigeon pavilion was officially opened by the Mayor of Singleton, John Martin OAM. Thanks to the hard work of the committee and members, together with support from a number of local businesses and the NAA, the pavilion now offers first rate facilities.
Office Bearers 2023 - 2024
President
Vice President Secretary / Public Officer Treasurer Show Secretary Chief Steward Publicity Officers |
Robert Bendeich
Robert Johnstone Carolyn Barker Leanne Bendeich Carolyn Barker Grant Andrews Robert Johnstone - Press Grant Andrews - Facebook David Smith - Website Admin |
Constitution and Rules of Conduct Of
The Singleton Poultry Club Inc
1. Preliminary
Name
The club is called “The Singleton Poultry Club Inc” - hereinafter called the “Club”
Purpose
The aims of the Club are to encourage the keeping, breeding, exhibiting and judging of poultry according to the Standards as laid down by the Australian Poultry Standards. This statement also includes any amendments made to the Standards by the Club at any time.
The club is called “The Singleton Poultry Club Inc” - hereinafter called the “Club”
Purpose
The aims of the Club are to encourage the keeping, breeding, exhibiting and judging of poultry according to the Standards as laid down by the Australian Poultry Standards. This statement also includes any amendments made to the Standards by the Club at any time.
2. Membership
An application must be made in writing on the “Application for Membership” form and lodged with the Club Secretary and accompanied by the appropriate membership fee.
As soon as practicable after receipt of the application form, the Secretary must notify the nominee, in writing (via mail or email), that they have been accepted, welcome them to the Club and forward a copy of the club constitution.
The Secretary must then enter the member’s name and details in the register of members. The Club membership year runs from the 1st July to the 30th June. All fees are due on or before the 1st July.
As soon as practicable after receipt of the application form, the Secretary must notify the nominee, in writing (via mail or email), that they have been accepted, welcome them to the Club and forward a copy of the club constitution.
The Secretary must then enter the member’s name and details in the register of members. The Club membership year runs from the 1st July to the 30th June. All fees are due on or before the 1st July.
(a) Grades of membership
1. Full membership
This may be a single person, a couple, a family or a designated group (e.g. a school). One membership entitles the members to one vote per membership at all club meetings.
2. Honorary life membership - no fee payable.
Any Club member to receive this honour must be nominated by three full Club members, each with a minimum of two years continuous membership. This nomination must be voted upon at the next Annual General Meeting of the Club, unless the nomination is withdrawn beforehand.
(b) Membership fees - As set from time to time by a vote of the members at the Annual General Meeting by a majority decision. Such changes will not be effective immediately but date from the start of the following membership year.
(c) Renewal of Membership
Each year a copy of the Membership Renewal Form shall be sent to each member before 1st June. All members are required to complete the membership renewal form and post it, with their yearly subscription, to the Club Secretary before the 1st July each year. Any member not complying will receive one further notice, to be sent to that member during September. If their subscription is not received by 1st November they will be deemed to have resigned from the Club and all their details will be removed from the current membership list forthwith.
(d) Cessation of membership
A person ceases to be a member of the Club if the person dies, resigns membership, is expelled from the Club or fails to pay the annual membership fee by 1st November.
(e) Resignation of membership
A member of the Club who has paid all amounts due by the member of the Club may resign from membership of the Club at any time by notifying the Secretary in writing of the intention to resign. The Secretary must make an appropriate entry in the register of members. No refund of yearly subscription will be given to any member at any time.
(f) Register of members
The Club Secretary must establish and maintain a register of Club members specifying the name and address, contact details and the date on which the person became a member.
This register will also contain where possible details of all the breeds, types and colours of poultry owned by the member, as per details contained in the membership application or subsequent renewal forms. However, members do have the right to ask that some or all of their contact details, other than their name, be withheld from the published list.
This register of members must be kept up-to-date by the Club Secretary and a copy made available, at any time, to any Club member requesting it.
(g) Members’ Liabilities
The liabilities of a member of the club to contribute towards the payment of the debts of the club and or the costs, charges and expenses of the winding up of the club is limited to the amount, if any, unpaid by the member in respect of membership of the club as required by
clause 2.
(h) Resolution of internal disputes
Disputes between individual Club members or between members and officers of the Club are to be referred to the Club Secretary for resolution by the Club Committee. Written depositions from all parties in dispute are to be sent to all Committee members for comment and advice on how to resolve the dispute. The Committee, if required, may also appoint an external community based mediator to deal with the dispute. Any dispute not resolved in this manner must then be put before the Annual General Meeting of the Club, either in person or by written deposition.
(i) Disciplining of members
A complaint may be made to the Committee by any person that a member of the Club:
(i) Has persistently refused or neglected to comply with provisions contained in this Constitution.
or
(ii) Has persistently and wilfully acted in a manner prejudicial to the interests of the Club.
On receiving such a complaint, the Committee:
(i) May refuse to deal with a complaint if it considers the complaint to be trivial or vexatious in nature.
(ii) Must cause notice of the complaint to be served on the member concerned.
(iii) Must give the member twenty one days from the time the notice is served within which to make submissions to the Committee in connection with the complaint.
(iv) Must take into consideration any submissions made by the member in connection with the complaint.
The Committee may, by resolution, issue a reprimand in writing or, if deemed necessary, expel the member from the Club if, after considering the complaint and any submissions made in connection with the complaint, it is satisfied that the facts alleged in the complaint have been proved.
If the Committee expels a member, the Secretary must, within seven days, cause written notice to be given to the member of the action taken and the reasons given by the Committee for taking that action.
(j) Right of appeal of disciplined member
A member may appeal to the club in general meeting against a resolution of the committee under clause (i), within 7 days after notice of the resolution is served on a member, by lodging with the secretary a notice to that effect.
The notice should be accompanied by a statement of the grounds on which the member intends to rely for the purposes of the appeal.
On receipt of such a notice from a member, the secretary must notify the committee which is to convene a general meeting of the club to be held within 28 days after the date on which the secretary received the notice.
At this general meeting, the committee and the member must be given the opportunity to state their respective cases orally or in writing, or both. The members present are to vote by secret ballot on the question of whether the resolution should be confirmed or revoked. The appeal is to be determined by a simple majority of votes cast by member of the association present at the meeting.
This may be a single person, a couple, a family or a designated group (e.g. a school). One membership entitles the members to one vote per membership at all club meetings.
2. Honorary life membership - no fee payable.
Any Club member to receive this honour must be nominated by three full Club members, each with a minimum of two years continuous membership. This nomination must be voted upon at the next Annual General Meeting of the Club, unless the nomination is withdrawn beforehand.
(b) Membership fees - As set from time to time by a vote of the members at the Annual General Meeting by a majority decision. Such changes will not be effective immediately but date from the start of the following membership year.
(c) Renewal of Membership
Each year a copy of the Membership Renewal Form shall be sent to each member before 1st June. All members are required to complete the membership renewal form and post it, with their yearly subscription, to the Club Secretary before the 1st July each year. Any member not complying will receive one further notice, to be sent to that member during September. If their subscription is not received by 1st November they will be deemed to have resigned from the Club and all their details will be removed from the current membership list forthwith.
(d) Cessation of membership
A person ceases to be a member of the Club if the person dies, resigns membership, is expelled from the Club or fails to pay the annual membership fee by 1st November.
(e) Resignation of membership
A member of the Club who has paid all amounts due by the member of the Club may resign from membership of the Club at any time by notifying the Secretary in writing of the intention to resign. The Secretary must make an appropriate entry in the register of members. No refund of yearly subscription will be given to any member at any time.
(f) Register of members
The Club Secretary must establish and maintain a register of Club members specifying the name and address, contact details and the date on which the person became a member.
This register will also contain where possible details of all the breeds, types and colours of poultry owned by the member, as per details contained in the membership application or subsequent renewal forms. However, members do have the right to ask that some or all of their contact details, other than their name, be withheld from the published list.
This register of members must be kept up-to-date by the Club Secretary and a copy made available, at any time, to any Club member requesting it.
(g) Members’ Liabilities
The liabilities of a member of the club to contribute towards the payment of the debts of the club and or the costs, charges and expenses of the winding up of the club is limited to the amount, if any, unpaid by the member in respect of membership of the club as required by
clause 2.
(h) Resolution of internal disputes
Disputes between individual Club members or between members and officers of the Club are to be referred to the Club Secretary for resolution by the Club Committee. Written depositions from all parties in dispute are to be sent to all Committee members for comment and advice on how to resolve the dispute. The Committee, if required, may also appoint an external community based mediator to deal with the dispute. Any dispute not resolved in this manner must then be put before the Annual General Meeting of the Club, either in person or by written deposition.
(i) Disciplining of members
A complaint may be made to the Committee by any person that a member of the Club:
(i) Has persistently refused or neglected to comply with provisions contained in this Constitution.
or
(ii) Has persistently and wilfully acted in a manner prejudicial to the interests of the Club.
On receiving such a complaint, the Committee:
(i) May refuse to deal with a complaint if it considers the complaint to be trivial or vexatious in nature.
(ii) Must cause notice of the complaint to be served on the member concerned.
(iii) Must give the member twenty one days from the time the notice is served within which to make submissions to the Committee in connection with the complaint.
(iv) Must take into consideration any submissions made by the member in connection with the complaint.
The Committee may, by resolution, issue a reprimand in writing or, if deemed necessary, expel the member from the Club if, after considering the complaint and any submissions made in connection with the complaint, it is satisfied that the facts alleged in the complaint have been proved.
If the Committee expels a member, the Secretary must, within seven days, cause written notice to be given to the member of the action taken and the reasons given by the Committee for taking that action.
(j) Right of appeal of disciplined member
A member may appeal to the club in general meeting against a resolution of the committee under clause (i), within 7 days after notice of the resolution is served on a member, by lodging with the secretary a notice to that effect.
The notice should be accompanied by a statement of the grounds on which the member intends to rely for the purposes of the appeal.
On receipt of such a notice from a member, the secretary must notify the committee which is to convene a general meeting of the club to be held within 28 days after the date on which the secretary received the notice.
At this general meeting, the committee and the member must be given the opportunity to state their respective cases orally or in writing, or both. The members present are to vote by secret ballot on the question of whether the resolution should be confirmed or revoked. The appeal is to be determined by a simple majority of votes cast by member of the association present at the meeting.
3. Committee
(a) Powers of the Committee
The Committee is to be called the “Committee of The Singleton Poultry Club”, and
(i) Is to control and manage affairs of the club.
(ii) Will carry out such functions as may be set out in this Constitution.
(iii) Has the power to perform all such acts and do all such things as appear to the Committee to be necessary or desirable for the proper management of the affairs of the Club.
(b) Composition and Membership of the Committee
The Committee shall consist of:
(1) President
(2) Vice-Presidents (up to three)
(3) Secretary / Public Officer
(4) Treasurer
(5) Show Secretary
(6) Chief Steward
(7) Publicity Officer (if appointed)
Each member of the Committee is to hold office until the conclusion of the Annual General Meeting following the date of the member’s election, but is then eligible for re-election.
With the exception of the President all Committee members may hold more than one Committee position if required. Where one Committee member is elected to more than one position on the Committee that person shall still only be entitled to one vote at any Committee meeting, general meeting or Annual General Meeting.
In the event of a casual vacancy occurring in the Committee, the Committee may appoint a member of the Club to that vacancy if required and the member so appointed is to hold office until the conclusion of the next Annual General Meeting following that appointment.
The Committee is to be called the “Committee of The Singleton Poultry Club”, and
(i) Is to control and manage affairs of the club.
(ii) Will carry out such functions as may be set out in this Constitution.
(iii) Has the power to perform all such acts and do all such things as appear to the Committee to be necessary or desirable for the proper management of the affairs of the Club.
(b) Composition and Membership of the Committee
The Committee shall consist of:
(1) President
(2) Vice-Presidents (up to three)
(3) Secretary / Public Officer
(4) Treasurer
(5) Show Secretary
(6) Chief Steward
(7) Publicity Officer (if appointed)
Each member of the Committee is to hold office until the conclusion of the Annual General Meeting following the date of the member’s election, but is then eligible for re-election.
With the exception of the President all Committee members may hold more than one Committee position if required. Where one Committee member is elected to more than one position on the Committee that person shall still only be entitled to one vote at any Committee meeting, general meeting or Annual General Meeting.
In the event of a casual vacancy occurring in the Committee, the Committee may appoint a member of the Club to that vacancy if required and the member so appointed is to hold office until the conclusion of the next Annual General Meeting following that appointment.
4. Committee Meetings and Quorum
Any two members of the Committee may call for a Committee meeting to be held at such time and place as the Committee may determine. Oral or written notice of a meeting of the Committee must be given by the Secretary to each member of the Committee at least fourteen days before the time appointed for the holding of an official Committee meeting. Notice of a meeting must specify the general nature of the business to be discussed at the meeting.
Any four members of the Committee constitute a quorum for the transaction of business at a meeting of the Committee. No business is to be transacted by the Committee unless a quorum is present.
At a meeting of the Committee the President or, in the President’s absence, a Vice-President is to preside. If the President or Vice-Presidents are absent or unwilling to act, one of the remaining members of the Committee may be chosen by the members present at the meeting to preside. Questions arising at a meeting of the Committee or of any sub-committee appointed by the Committee are to be determined by a majority of the votes of members of the Committee or sub-committee present at the meeting. Each Committee member present at a meeting of the Committee or of any subcommittee appointed by the Committee (including the person presiding at the meeting) is entitled to one vote.
Any four members of the Committee constitute a quorum for the transaction of business at a meeting of the Committee. No business is to be transacted by the Committee unless a quorum is present.
At a meeting of the Committee the President or, in the President’s absence, a Vice-President is to preside. If the President or Vice-Presidents are absent or unwilling to act, one of the remaining members of the Committee may be chosen by the members present at the meeting to preside. Questions arising at a meeting of the Committee or of any sub-committee appointed by the Committee are to be determined by a majority of the votes of members of the Committee or sub-committee present at the meeting. Each Committee member present at a meeting of the Committee or of any subcommittee appointed by the Committee (including the person presiding at the meeting) is entitled to one vote.
5. Annual General Meetings and Quorum
The Club must, at least once in each calendar year, convene an Annual General Meeting of its members. The Annual General Meeting of the Club is to be held each September.
The quorum for the Annual General Meeting shall be deemed to be those financial members of the Club in attendance on the day at the time and place specified in the official agenda. In addition to any other business that may be transacted at an Annual General Meeting, the business of an Annual General Meeting is to include the following:
(a) To confirm the minutes of the previous Annual General Meeting, and of any general meeting or Committee meeting held since that meeting, and discuss any business arising from those minutes.
(b) To receive from the President, Secretary and Treasurer appropriate reports on the activities of the Club during the preceding year.
(c) To receive and consider any submissions made by the Committee or Club members according to the official Agenda published two weeks prior to the meeting. However, provision is also made here for members to introduce new business on the day of the Annual General Meeting providing that said business is of such a lesser nature that it would not require previous notice to all members via the official Agenda. The members present at the Annual General Meeting shall vote on whether any such new business may be introduced on the day or held over until the next Annual General Meeting.
(d) To elect a Club Patron or Patrons.
(e) To elect the Committee of the Club for the forthcoming year.
(f) To elect judges, stewards and delegates for any relevant shows, meetings, associations, etc to which the Club is entitled to nominate officials in the year ahead.
(g) To elect any other persons as may be required from time to time.
The quorum for the Annual General Meeting shall be deemed to be those financial members of the Club in attendance on the day at the time and place specified in the official agenda. In addition to any other business that may be transacted at an Annual General Meeting, the business of an Annual General Meeting is to include the following:
(a) To confirm the minutes of the previous Annual General Meeting, and of any general meeting or Committee meeting held since that meeting, and discuss any business arising from those minutes.
(b) To receive from the President, Secretary and Treasurer appropriate reports on the activities of the Club during the preceding year.
(c) To receive and consider any submissions made by the Committee or Club members according to the official Agenda published two weeks prior to the meeting. However, provision is also made here for members to introduce new business on the day of the Annual General Meeting providing that said business is of such a lesser nature that it would not require previous notice to all members via the official Agenda. The members present at the Annual General Meeting shall vote on whether any such new business may be introduced on the day or held over until the next Annual General Meeting.
(d) To elect a Club Patron or Patrons.
(e) To elect the Committee of the Club for the forthcoming year.
(f) To elect judges, stewards and delegates for any relevant shows, meetings, associations, etc to which the Club is entitled to nominate officials in the year ahead.
(g) To elect any other persons as may be required from time to time.
6. General Meetings and Quorum
The Committee may, if circumstances warrant it, convene a general meeting of the Club.
The Secretary must, at least twenty one days before the date fixed for the holding of the meeting, give written notice to each Club member specifying the place, date and time of the general meeting and the nature of the business to be transacted at the meeting.
No item of business is to be transacted at a general meeting unless a quorum of members is entitled under this Constitution to vote is present during the time the meeting is considering that item. Five members present in person (being members entitled under this Constitution to vote at a general meeting) constitute a quorum for the transaction of the business of a general meeting. If within half an hour after the appointed time for the commencement of a general meeting a quorum is not present, the meeting is to be dissolved.
The President, or in the President’s absence, one of the Vice-Presidents, is to preside as chairperson at each general meeting of the Club. If the President or Vice-Presidents are absent or unwilling to act, the members present must elect one of their number to preside as chairperson at the meeting.
The Secretary must, at least twenty one days before the date fixed for the holding of the meeting, give written notice to each Club member specifying the place, date and time of the general meeting and the nature of the business to be transacted at the meeting.
No item of business is to be transacted at a general meeting unless a quorum of members is entitled under this Constitution to vote is present during the time the meeting is considering that item. Five members present in person (being members entitled under this Constitution to vote at a general meeting) constitute a quorum for the transaction of the business of a general meeting. If within half an hour after the appointed time for the commencement of a general meeting a quorum is not present, the meeting is to be dissolved.
The President, or in the President’s absence, one of the Vice-Presidents, is to preside as chairperson at each general meeting of the Club. If the President or Vice-Presidents are absent or unwilling to act, the members present must elect one of their number to preside as chairperson at the meeting.
7. Making of Decisions
Answering a question or motion arising at a general meeting or Annual General Meeting of the Club is to be determined on a show of hands unless before the declaration of the show of hands a secret ballot is demanded. At a general meeting or Annual General Meeting of the Club a secret ballot may be demanded by the chairperson or by any member present in person at the meeting.
A declaration by the chairperson confirms that a resolution has been carried, or carried unanimously, or carried by a particular majority, or lost. An entry to that effect in the minute book of the Club, giving the count of votes, is evidence of the number or proportion of the votes recorded in favour of or against that resolution.
A declaration by the chairperson confirms that a resolution has been carried, or carried unanimously, or carried by a particular majority, or lost. An entry to that effect in the minute book of the Club, giving the count of votes, is evidence of the number or proportion of the votes recorded in favour of or against that resolution.
8. Voting
On any question or motion arising at a general meeting or Annual General Meeting of the Club, members have one vote only per membership. In the case of joint, family or group membership one person should be appointed to vote on all issues.
All votes must be given personally, proxy votes are not permitted.
In the case of an equality of votes on a question at a general meeting or Annual General Meeting, the chairperson of the meeting is entitled to exercise a second or casting vote to obtain a result.
No member is entitled to vote at any general meeting or Annual General Meeting of the Club unless all money due by that member to the Club has been paid.
All votes must be given personally, proxy votes are not permitted.
In the case of an equality of votes on a question at a general meeting or Annual General Meeting, the chairperson of the meeting is entitled to exercise a second or casting vote to obtain a result.
No member is entitled to vote at any general meeting or Annual General Meeting of the Club unless all money due by that member to the Club has been paid.
9. Official Club Shows
(a) Entry fees for Club Shows
These may be changed at any Annual General Meeting by a vote of the members. Any such change shall become effective for the date of the next show held.
(b) Exhibitors
The Club allows both adult and junior exhibitors from the same family or group to show birds at any official Club Show. There are no restrictions on the type or colour of birds shown by different members of the same family or group. Only juniors (up to and including 16 years of age) may exhibit up to four entries in the junior section. Additional entries may be made in the Open classes. Junior exhibitors may enter the open section, but must pay full entry fee for each bird entered. Junior exhibitors must pen their own birds.
(c) Club perpetual trophies
All perpetual trophies awarded by, or in the hands of, the Club always remain the property and responsibility of the Club. Ownership of the perpetual trophy does not pass to the winning exhibitor. An alternative trophy will be presented to the annual winner whose name will be engraved on the perpetual trophy.
These may be changed at any Annual General Meeting by a vote of the members. Any such change shall become effective for the date of the next show held.
(b) Exhibitors
The Club allows both adult and junior exhibitors from the same family or group to show birds at any official Club Show. There are no restrictions on the type or colour of birds shown by different members of the same family or group. Only juniors (up to and including 16 years of age) may exhibit up to four entries in the junior section. Additional entries may be made in the Open classes. Junior exhibitors may enter the open section, but must pay full entry fee for each bird entered. Junior exhibitors must pen their own birds.
(c) Club perpetual trophies
All perpetual trophies awarded by, or in the hands of, the Club always remain the property and responsibility of the Club. Ownership of the perpetual trophy does not pass to the winning exhibitor. An alternative trophy will be presented to the annual winner whose name will be engraved on the perpetual trophy.
10. Miscellaneous
(a) Insurance
The Club must effect and maintain insurance to cover public liability with respect to holding any official Club show, exhibition or event. This is currently obtained through the Exhibition Poultry Association of New South Wales and covers the Club for up to ten million Australian dollars at any show within Australia designated as an Official Club Show.
(b) Funds - Source
The funds of the Club are to be derived from annual subscription fees from members, donations, entry fees at Club shows, sale of merchandise and publications, plus any fund raising, raffles or other competitions that may be held during the year.
All money received by the Club must be deposited by the Treasurer as soon as practicable.
The Treasurer of the Club must, after receiving any money, issue an appropriate receipt as soon as possible thereafter.
(c) Funds - Management
Subject to any resolution passed by the Club at a general meeting or Annual General Meeting, the funds of the Club are to be used in pursuance of the objects of the Club in such a manner as the Committee determines. Any two of the current Club President, Vice President, Secretary or Treasurer must sign all cheques for the club account. In the event that two of these office bearers are members of the same household or family then only one of them can sign any particular cheque, the second signature must come from an office bearer outside that household or family.
(d) Alteration of the Constitution
This Constitution may be altered, rescinded, or added to only by a special resolution of the Club at the Annual General Meeting of the Club. Any proposed changes or alterations must be sent, in writing, to all Club members one month prior to the Annual General Meeting of the Club to ensure adequate written notice is given to all members. An appropriate entry must be added to the Annual General Meeting Agenda.
Alterations to the constitution are carried by a simple majority vote by financial members present at the meeting.
All changes made at any given Annual General Meeting become effective immediately, excepting any change in the yearly subscriptions, which shall not take effect until the beginning of the next full membership year.
(e) Custody of Club Books and merchandise
The Club Treasurer must keep in his or her custody all books, records and other documents relating to the position of Treasurer of the Club.
The Club Secretary must keep in his or her custody, or under his or her control, all other records, books, documents and merchandise relating to the Club.
All such records, books and documents held by the Treasurer or Secretary must be made available for inspection by any Club member at any reasonable hour. Such notice of inspection should be requested at least one week beforehand.
The Club must effect and maintain insurance to cover public liability with respect to holding any official Club show, exhibition or event. This is currently obtained through the Exhibition Poultry Association of New South Wales and covers the Club for up to ten million Australian dollars at any show within Australia designated as an Official Club Show.
(b) Funds - Source
The funds of the Club are to be derived from annual subscription fees from members, donations, entry fees at Club shows, sale of merchandise and publications, plus any fund raising, raffles or other competitions that may be held during the year.
All money received by the Club must be deposited by the Treasurer as soon as practicable.
The Treasurer of the Club must, after receiving any money, issue an appropriate receipt as soon as possible thereafter.
(c) Funds - Management
Subject to any resolution passed by the Club at a general meeting or Annual General Meeting, the funds of the Club are to be used in pursuance of the objects of the Club in such a manner as the Committee determines. Any two of the current Club President, Vice President, Secretary or Treasurer must sign all cheques for the club account. In the event that two of these office bearers are members of the same household or family then only one of them can sign any particular cheque, the second signature must come from an office bearer outside that household or family.
(d) Alteration of the Constitution
This Constitution may be altered, rescinded, or added to only by a special resolution of the Club at the Annual General Meeting of the Club. Any proposed changes or alterations must be sent, in writing, to all Club members one month prior to the Annual General Meeting of the Club to ensure adequate written notice is given to all members. An appropriate entry must be added to the Annual General Meeting Agenda.
Alterations to the constitution are carried by a simple majority vote by financial members present at the meeting.
All changes made at any given Annual General Meeting become effective immediately, excepting any change in the yearly subscriptions, which shall not take effect until the beginning of the next full membership year.
(e) Custody of Club Books and merchandise
The Club Treasurer must keep in his or her custody all books, records and other documents relating to the position of Treasurer of the Club.
The Club Secretary must keep in his or her custody, or under his or her control, all other records, books, documents and merchandise relating to the Club.
All such records, books and documents held by the Treasurer or Secretary must be made available for inspection by any Club member at any reasonable hour. Such notice of inspection should be requested at least one week beforehand.
11. Election of Committee Members
Nominations of candidates for elections as Committee Members of the Club
(a) Should preferably be made in writing, signed by two current Club members and accompanied by the written consent of the candidate (which may be endorsed on the form of nomination).
(b) Should be delivered to the Secretary of the Club before the date fixed for the holding of the Annual General Meeting at which the election is to take place.
(c) The Club Secretary will also accept written or oral nominations on the day of the Annual General Meeting up until the time of the actual election being held for the relevant position.
If insufficient nominations are received to fill all vacancies on the Committee, the candidates nominated are automatically elected unless further nominations are received at the Annual General Meeting. If insufficient further nominations are received, any vacant positions remaining on the Committee are taken to be casual vacancies. If the number of nominations received is equal to the number of vacancies to be filled, the persons nominated are automatically elected. If the number of nominations received exceeds the number of vacancies to be filled, a ballot must be held. The ballot for the election of Committee members is to be conducted at the Annual General Meeting in such usual and proper manner as the Committee may direct. The most senior Vice-President present shall take the chair and conduct the elections in an orderly manner. If the Vice-Presidents are absent or unwilling to take the chair, the members present must elect one of their number to preside.
(a) President
The President shall preside at all meetings, and conduct them according to the Constitution and rules of the Club. He or she shall enforce due observance of this Constitution, decide all questions of order and perform all other duties pertaining to the office of President.
(b) Vice-President (up to 3 may be elected)
The Senior Vice-President shall assume all duties of the President in his or her absence. In addition, he or she shall assist in the organisation of Club activities and advance the Club interests in any manner decided by the Committee.
(c) Secretary / Public Officer
The Secretary of the Club must, as soon as practicable after being appointed as Secretary, lodge notice with all appropriate authorities, details of his or her address and any change in any of the Committee positions of the Club. The Secretary is also responsible for the day to day running of the Club, including the receipt and despatch of mail. The Secretary is also responsible for contact with the Department of Fair Trading and ensuring relevant information is communicated to the Department.
It shall be the duty of the Secretary to keep a copy of the Constitution of the Club and have the same with him or her at every meeting and permit it to be consulted by members upon request. A copy of the Club Constitution must also be forwarded to every new member of the Club. It is also the duty of the Secretary to keep minutes of:
(i) All appointments of members of the Committee.
(ii) The names of ordinary members and members of the Committee and visitors present at a Committee meeting, general meeting or Annual General Meeting.
(iii) All proceedings at Committee meetings, general meetings or Annual General Meetings.
(d) Treasurer
It is the duty of the Treasurer of the Club to ensure:
(i) That all money due to the Club is collected and received and that all payments authorised by the Club are made.
(ii) That correct books and accounts are kept showing the financial affairs of the Club, including full details of all receipts and expenditure connected with the activities of the Club.
(iii) That an Annual Treasurer’s Report for the period 1st July to 30th June be compiled and presented at the Annual General Meeting.
(iv) That the financial records of the Club are audited for the period 1st July to 30th June and that a copy of the audit be forwarded to the Secretary (in the role of Public Officer) for submission to Fair Trading.
(e) Casual Vacancies
For the purposes of this Constitution a casual vacancy in the Committee occurs if the member dies, ceases to be a member of the Club, resigns office by notice of writing given to the Secretary, is removed from office by the Club, or becomes mentally incapacitated.
(f) Removal of a Committee member
The Club, at any general or Annual General Meeting, may by resolution, remove any member of the Committee from office before the expiration of the member’s term of office, and may by resolution, appoint another person to hold office until the expiration of the term of office of the member removed. This may only be effected by a two-thirds majority vote of those present at the meeting.
(a) Should preferably be made in writing, signed by two current Club members and accompanied by the written consent of the candidate (which may be endorsed on the form of nomination).
(b) Should be delivered to the Secretary of the Club before the date fixed for the holding of the Annual General Meeting at which the election is to take place.
(c) The Club Secretary will also accept written or oral nominations on the day of the Annual General Meeting up until the time of the actual election being held for the relevant position.
If insufficient nominations are received to fill all vacancies on the Committee, the candidates nominated are automatically elected unless further nominations are received at the Annual General Meeting. If insufficient further nominations are received, any vacant positions remaining on the Committee are taken to be casual vacancies. If the number of nominations received is equal to the number of vacancies to be filled, the persons nominated are automatically elected. If the number of nominations received exceeds the number of vacancies to be filled, a ballot must be held. The ballot for the election of Committee members is to be conducted at the Annual General Meeting in such usual and proper manner as the Committee may direct. The most senior Vice-President present shall take the chair and conduct the elections in an orderly manner. If the Vice-Presidents are absent or unwilling to take the chair, the members present must elect one of their number to preside.
(a) President
The President shall preside at all meetings, and conduct them according to the Constitution and rules of the Club. He or she shall enforce due observance of this Constitution, decide all questions of order and perform all other duties pertaining to the office of President.
(b) Vice-President (up to 3 may be elected)
The Senior Vice-President shall assume all duties of the President in his or her absence. In addition, he or she shall assist in the organisation of Club activities and advance the Club interests in any manner decided by the Committee.
(c) Secretary / Public Officer
The Secretary of the Club must, as soon as practicable after being appointed as Secretary, lodge notice with all appropriate authorities, details of his or her address and any change in any of the Committee positions of the Club. The Secretary is also responsible for the day to day running of the Club, including the receipt and despatch of mail. The Secretary is also responsible for contact with the Department of Fair Trading and ensuring relevant information is communicated to the Department.
It shall be the duty of the Secretary to keep a copy of the Constitution of the Club and have the same with him or her at every meeting and permit it to be consulted by members upon request. A copy of the Club Constitution must also be forwarded to every new member of the Club. It is also the duty of the Secretary to keep minutes of:
(i) All appointments of members of the Committee.
(ii) The names of ordinary members and members of the Committee and visitors present at a Committee meeting, general meeting or Annual General Meeting.
(iii) All proceedings at Committee meetings, general meetings or Annual General Meetings.
(d) Treasurer
It is the duty of the Treasurer of the Club to ensure:
(i) That all money due to the Club is collected and received and that all payments authorised by the Club are made.
(ii) That correct books and accounts are kept showing the financial affairs of the Club, including full details of all receipts and expenditure connected with the activities of the Club.
(iii) That an Annual Treasurer’s Report for the period 1st July to 30th June be compiled and presented at the Annual General Meeting.
(iv) That the financial records of the Club are audited for the period 1st July to 30th June and that a copy of the audit be forwarded to the Secretary (in the role of Public Officer) for submission to Fair Trading.
(e) Casual Vacancies
For the purposes of this Constitution a casual vacancy in the Committee occurs if the member dies, ceases to be a member of the Club, resigns office by notice of writing given to the Secretary, is removed from office by the Club, or becomes mentally incapacitated.
(f) Removal of a Committee member
The Club, at any general or Annual General Meeting, may by resolution, remove any member of the Committee from office before the expiration of the member’s term of office, and may by resolution, appoint another person to hold office until the expiration of the term of office of the member removed. This may only be effected by a two-thirds majority vote of those present at the meeting.
12. Delegation by the Committee to a Sub-Committee
The Committee may, by instructions in writing, delegate to one or more sub-committees (consisting of such members as the Committee thinks fit) the exercise of such functions of the Committee as are specified in that instruction. Any act or thing done by a subcommittee acting in the exercise of a delegation under this rule has the same force and effect as it would have if it had been done by the Committee.
The Committee may, by instructions in writing, revoke wholly or in part any delegation under this rule. A subcommittee may meet and adjourn as it thinks proper.
The Committee may, by instructions in writing, revoke wholly or in part any delegation under this rule. A subcommittee may meet and adjourn as it thinks proper.
13. Club Show Budget
The Annual Show will be funded to a figure decided each year at the Annual General Meeting.
.