Club Rules

Rules of Apple-Q Inc.

  1. ANNUAL GENERAL MEETING
    Each annual general meeting must be held:
    1. at least once each year; and
    2. within 6 months after the end of the association's previous financial year.
  2. BUSINESS TO BE CONDUCTED AT ANNUAL GENERAL MEETING
    The following business must be conducted at each annual general meeting:
    1. receiving the statement of income and expenditure, assets, liabilities and mortgages, charges and securities affecting the property of the association for the last financial year;1
    2. receiving the auditor's report on the financial affairs of the association for the last financial year;
    3. presenting the audited statement to the meeting for adoption;
    4. electing members of the management committee;
    5. appointing an auditor.

      1. This statement is required to be prepared under the Associations Incorporations Act 1981, Section 59 (Audit and Statement)
  3. SPECIAL GENERAL MEETING
    1. The secretary may only call a special general meeting by giving each member notice of the meeting within 14 days after:
      1. being directed to call the meeting by the management committee; or
      2. being given a written request signed by:
        1. at least 33% of the members of the association presently on the management committee; or
        2. at least the number of ordinary members of the association equal to double the number of members of the association presently on the management committee plus 1; or
      3. being given a written notice of an intention to appeal against the decision of the management committee:
        1. to reject an application for membership; or
        2. to terminate a person's membership.
    2. A request mentioned in subsection (1)(b) must state:
      1. why the special general meeting is being called; and
      2. the business to be conducted at the meeting.
  4. NOTICE OF GENERAL MEETING
    1. The secretary may call a general meeting of the association.
    2. The secretary must give at least 14 days notice of the meeting to each association member.
    3. The management committee may decide the way in which the notice must be given.
    4. However, notice of the following meetings must be given in writing:
      1. a meeting called to hear and decide the appeal of a member against the rejection or termination of the member's membership by the management committee; or
      2. a meeting called to hear and decide a proposed special resolution of the association.
    5. A notice of a general meeting must state the business to be conducted at the meeting.
  5. QUORUM FOR, AND ADJOURNMENT OF, A GENERAL MEETING
    1. Subject to subsection (5), at a general meeting the number of members equal to double the number of members of the association presently on the management committee plus 1 form a quorum.
    2. No business may be conducted at a general meeting unless a quorum of members is present when the meeting proceeds to business.
    3. If a quorum is not present within 30 minutes after the time fixed for a general meeting called on the request of members of the management committee or the association, the meeting lapses.
    4. If a quorum is not present within 30 minutes after the time fixed for a general meeting called other than on the request of members of the management committee or the association, the meeting is to be adjourned to:
      1. the same day, time and place in the next week; or
      2. a day, time and place decided by the management committee.
    5. If at an adjourned meeting, a quorum under subsection (1) is not present within 30 minutes after the time fixed for the meeting, the members present form a quorum.
    6. The chairperson may, with the consent of any meeting at which a quorum is present, and must if directed by the meeting, adjourn the meeting from time to time and from place to place.
    7. If a meeting is adjourned under subsection (6), only the business left unfinished at the meeting from which the adjournment took place may be conducted at the adjourned meeting.
    8. The secretary is not required to give the members notice of an adjournment or of the business to be conducted at an adjourned meeting unless a meeting is adjourned for at least 30 days.
    9. If a meeting is adjourned for at least 30 days, notice of the adjourned meeting must be given in the same way notice is given for an original meeting.
    10. In this rule - "member" includes a person attending as a proxy or representing a corporation that is a member.
  6. PROCEDURE AT GENERAL MEETING
    1. Subject to these rules, at each general meeting -
      1. the president or, if there is no president or if the president is not present within 15 minutes after the time fixed for the meeting or is unwilling to act, the vice-president is to preside as chairperson; and
      2. if the vice-president is absent or unwilling to act as chairperson, the members present must elect 1 of their number to be chairperson of the meeting; and
      3. the chairperson must conduct the meeting in a proper and orderly way; and
      4. each question, matter or resolution must be decided by a majority of votes of the members present; and
      5. each member present and entitled to vote is entitled to 1 vote only and, if the votes are equal, the chairperson has a casting vote as well as a primary vote; and
      6. a member is not entitled to vote at a general meeting if the member's annual subscription is in arrears at the date of the meeting; and
      7. voting may be by a show of hands or a division of members, unless at least 20% of the members present demand a secret ballot; and
      8. if a secret ballot is held, the chairperson must appoint 2 members to conduct the secret ballot in the way the chairperson decides; and
      9. the result of a secret ballot as declared by the chairperson is taken to be a resolution of the meeting at which the ballot was held; and
      10. a member may vote in person or by proxy or by attorney and:
        1. on a show of hands, each person present who is a member or a representative of a member has 1 vote; and
        2. in a secret ballot, each member present in person or by proxy or by attorney or other properly authorised representative has 1 vote; and
      11. an instrument appointing a proxy must be in writing; and:
        1. if the appointor is an individual - signed by the appointor or the appointor's attorney properly authorised in writing; or
        2. if the appointor is a corporation - either under seal or signed by a properly authorised officer or attorney of the corporation; and
      12. a proxy may be a member of the association or another person; and
      13. the instrument appointing a proxy is taken to confer authority to demand or join in demanding a secret ballot; and
      14. if someone wants to give a member an opportunity to vote for or against a resolution, the instrument appointing a proxy must be in the following or like form -

        APPLE-Q Inc.
        I, ________________ of ________________, being a member of the association,
        appoint ________________ of ________________, as my proxy to vote for me on my behalf
        at the (annual) general meeting of Apple-Q Inc., to be held on the ____ day of ________, 20____,
        and at any adjournment of the meeting.
        Signed this ____ day of ________, 20____. Signature: __________________

        This form is to be used in favour of / against* the resolution.
        *Strike out whichever is not wanted. (Unless otherwise instructed, the proxy may vote as the proxy considers appropriate.);

      15. each instrument appointing a proxy must be given to the secretary before the start of the meeting or adjourned meeting at which the person named in the instrument proposes to vote; and
      16. the secretary must ensure full and accurate minutes of all questions, matters, resolutions and other proceedings of each management committee meeting and general meeting are kept in portable document format (PDF) following each meeting; and
      17. the secretary must ensure copies of the minutes for each general meeting are available for inspection at a club meeting by any financial member who previously applies to the secretary for the inspection
      18. an online member is not entitled to vote.